Email changes in MYOB AE/AO 5.4.27
This support note applies to:
- AE Document Manager (AU)
- AE Document Manager (NZ)
- AE Practice Manager (NZ)
- AE Practice Manager (AU)
- AE Tax (AU)
- AE Tax (NZ)
- AE Tax Series 6 & 8 (AU)
- AO Document Manager (AU)
- AO Document Manager (NZ)
- AO Practice Manager (NZ)
- AO Practice Manager (AU)
We’ve made some changes to the way you send bills and run mail merges. These changes will:
- improve stability and save you time
- make the process easier and more efficient using intuitive wizards and improved error messages
- reduce technical issues as a result of third party email tools.
What have we changed?
Microsoft Outlook must be running before starting a mail merge or emailing bills. Do not exit out of Outlook while sending emails. If Outlook is closed during the mailing process, then refer to Troubleshooting email issues using version 5.4.27 and above.
The email address you use for sending emails is now taken directly from your Outlook profile. We no longer retrieve this from the company email address found in the Maintenance > Companies tab or the Employees > Personal tab.
However, DM approval workflow and approval workflow for workpapers still requires the personal email account to be set up under Employees > Personal tab.
Once the email details are filled out, we'll remember them for next time.
Changes to emailing a bill
In previous releases, if Microsoft Outlook wasn't open at the time of emailing a bill, the system would open it automatically.
In this release, we need you to have Microsoft Outlook open first. If it isn't open, you will see this message:
Once Outlook is open, you can setup your Send via email screen.
In the Email account to be sent from section:
- You can scroll through the Company column to see the list of companies assigned to the contacts you have selected.
- The Email account column is blank the first time you come into this screen.
- Click the Email account drop-down to select the email account, delegate account, or shared document used for sending emails. A separate email can be assigned for each company in the list.
- Emails in this list are retrieved from your Microsoft Outlook profile.
- We’ll remember the most recent email you selected.
- Click Configure a shared or Delegate mailbox to configure your mailbox settings.
- Type the name of a shared mailbox or delegate email address in Shared mailbox/On behalf of
- Select the authorised email address from the Send using drop-down
- Click OK to save the entry
- You can now select the shared mailbox from the Email account drop-down.
- Click Back
- Close and reopen Microsoft Outlook
- Select the Outlook profile containing the email address you wish to send from
- In the Mail Merge wizard, click Next
Select an email from the Email account drop-down.
After clicking Finish, the emailing process is complete and you’ll see a message showing the number of invoices sent and not sent.
If you encounter any issues then refer to Troubleshooting email issues using version 5.4.27 and above
Changes to mail merge
In previous releases, if Microsoft Outlook wasn't open at the time of bulk emailing, the system would open it automatically.
In this release, we need you to have Microsoft Outlook open first. If it isn't open, you will see this message:
To email your mail merge, click Cancel, open Outlook, then restart your mail merge.
To mail merge to Word, click OK to continue. Step 1 of the Mail Merge Wizard will be displayed:
In the Email account to be sent from section:
- You can scroll through the Company column to see the list of companies assigned to the contacts you have selected
- The Email account column is blank the first time you come into this screen.
- Click the Email account drop-down to select the email account, delegate account, or shared document used for sending emails. A separate email can be assigned for each company in the list.
- Emails in this list are retrieved from your Microsoft Outlook profile.
- We’ll remember the most recent email you selected.
Click Configure a shared or Delegate mailbox to configure your mailbox settings:
To enter your mailbox details:
- Type the name of a shared mailbox or delegate email address in Shared mailbox/On behalf of
- Select the authorised email address from the Send using drop-down
- Click OK to save the entry
- You can now select the shared mailbox from the Email account drop-down:
To check if your email account is authorised, press [F1] in Outlook for detailed information.
To use a secondary Microsoft Outlook profile:
- Click Back
- Close and reopen Microsoft Outlook
- Select the Outlook profile containing the email address you wish to send from
- In the Mail Merge wizard, click Next
- Select an email from the Email account drop-down.
After clicking Finish, the emailing process is complete and you’ll see a message showing the number of emails sent and not sent.