Send Emails from the toolbox
Here you can get help when sending Emails from the Toolbox. Does your mail server have trouble handling large mailings? Would you like to be able to schedule mailings, handle auto-replies in a simple way, and also get statistics on your mailings? We have the solutions! No installation required.
Enter the recipient in the “To-field”. Sending to multiple recipients at the same time is possible, including a mix between phone numbers and email addresses. As you type, the system provides suggestions for recipients that you have saved in your address book or were sent previously.
Copy-paste from Excel
Do you have a recipient list in an xls-file? Copy the entire column with email addresses and paste. If you also want to have the recipients’ names, the name column must be on the right in the xls file, then you must copy both columns.
Add from the address book
Now you automatically get the contents of your address book, you see which labels you can choose from, and you can also search in the “value-field” if you have imported an xls file. You are free to modify your search and will always see the search results at the bottom left, then you can click on Save selection. Click on New selection if you want to add more recipients with other labels and close the box when you are done. Your selections are now in the To-field, click on it if you want to review or change them.
Write your Email
Write your messages in the Message field like a regular email and attach any documents if needed.
Send or schedule
When you are finished composing your message, you can choose to Send right away, Schedule, save as a Draft or a Template.
If you just want to send right away, click Send.
Schedule - If you don´t want to send your message right now, you can schedule it for later. Add the date and time when you want the message to be sent from us and click Save. You can read more about scheduling further down on this page.
Draft - If you don´t want to send your message right away you can save it as a draft for later. You can read more about drafts further down on this page.
Template - A message you use a lot can be saved as a Template, to be used for future messages. You can read more about templates further down on this page.
Add recipients in an Address book (Distribution Lists)
You can have an address book with your recipients’ email addresses, and send your emails to them from the toolbox where you have more options. For example, to have a nice graphic layout or the ability to unsubscribe. This is a good and easy way to communicate with small or large recipient groups via email. Read more about how to administer the address book in the main menu.
Newsletter and email marketing
Track activity. With the help of Redirect, you can easily get statistics on who has clicked on your links in your mailings and how many times a link was clicked on. A great way to follow up on hot leads!
Spam test your newsletter before sending! Among other things, depending on what you have written and how many images you attach to your mailing, the risk of getting stuck in spam filters can increase or decrease.
On www.swedma.se you can find information about the rules regarding email marketing.
What does the originator look like?
Emails you send via our service has a specially designed and unique email address which is automatically created as the originator to prevent your emails ending up in the recipient’s spam, but also for other functions such as reply and unsubscribe.
We use Amazon’s infrastructure to send emails. It is a stable service with a high capacity and acceptance in spam filters. Practically, this means that your sent emails will be delivered and there is a low risk to be counted as spam.
We add a so-called “friendly name” to your email so the recipient can easily see that the message is coming from you.
– When you send emails from your own email address, we use the friendly name that you use for your regular emails.
– When you send from the Toolbox, we use the “friendly name” that you have in your personal settings in the Toolbox.
– If you send emails via the address book (Distribution lists), you can enter a friendly name on each address book.
It can look like this:
If no specific friendly name is selected, we create one for you which is similar to your email address, it can look like this:
Can't set your own email address as originator?
Sending an email from an address other than your own domain as the sender is called “spoofing”, which is filtered and punished by spam filters to a very high degree.
In addition, you should not use your own email address for large mailings, because there is a risk that the company’s email address will get blacklisted in different spam filters (and registered as an email address that sends spam). There is also a risk for others who use the company’s email address, causing them to have delivery problems.
How to prevent the recipient from replying
Sometimes you do not want the recipient to reply to a mailing, there are several ways to do this.
Note that this only works when you enter a no-reply address, if you write a regular address here, our system will ignore this because we do not spoof addresses.
Your no-reply address ends up as a “friendly name” while our own no-reply address will look like firstname.lastname@example.org as the sent email address.
What’s behind the tabs?
Save a draft
Schedule your messages
If you do not want to send your message directly, you can choose to schedule it instead.
Enter the date and time that you want to send your message and click Save.
By default, repetition is not activated for a scheduled message. To activate repetition for your mailing, click on “Does Not repeat”.
You can choose how often your mailings should be repeated and the interval between them (week/month). Also which days of the week the message should be sent and an end date. Close the window when you are done.
You can find all your scheduled messages under the Schedule tab.
Save as template
Tip! Use a template as a standard format for new messages
This is useful if you often send the same type of messages. In a template you can save text, recipients and all other settings you do in a message.
If you make different mailings for an electronic signature and you want to keep track of who has signed and who has not, it is better to delete the mail from the Sent tab when the recipients have signed. Then only the mailings which have to be signed in the Sent tab remain.
More settings in the send window
Attach a file
For regular emails, you can attach files up to 10 MB.
If the recipient should sign a document (only in PDF), we recommend a maximum size of 3.5 MB. Text messages will automatically be sent as a Link SMS if you attach a file and there is no size limitation.
For fax messages, it is better to send grayscale PDFs as fax machines do not register color. Befor sending xls files, check the functions and graphs as they can be registered by fax machines. Convert them to PDF befor sending.
Combine with BankID login
You can combine Signing with Secure messages, it can be practical when you want to send an agreement or other sensitive information. The recipients must first log in with BankID or a one-time password to be able to read the secure text. Then they can sign it.
Login with BankID is selected by default. You can also choose which social security number or numbers should be able to log in.
If you do not enter a personal ID, anyone receiving the message can log in with BankID. You will then receive a notification of which personal ID has logged in.
Watch the video to see how you can secure your message with a one-time password:
Combine with Signing
You can combine your text message with signing, it is useful when you want to send an agreement or other sensitive information. The recipient must sign the sent document with eID or a one-time password, the signed document will then be sent back to your email or URL.
Choose which eID the recipient should use to sign the document. The default is the Swedish BankID, but you can also choose the eID for Finland, Norway or Denmark.
You can also select a one-time password as a signing method. Click on the arrow to bring up the signing options. The one-time password is sent to the recipient in the same way as you send your signing request, either via email or SMS.
One-time passwords are created automatically when the recipient is ready to sign.
If you select signing directly on the screen (draw) as the signing type, the recipient can sign by drawing their signature with a mouse or with their finger.
Choose the right message format
To the right of the subject field, you can choose which format you want for your message.
Plain text can be used for most mailings. For example, SMS and messages which contain plain text.
Rich text is good for sending emails. You will get more tools to make your email organised and you can attach images and other files.
Plain text/Rich text is selected if you want to send Link SMS. You can write a short text as an SMS in the field “Plain text”, then we automatically add a link at the end of the SMS which the recipient can click if they want to see your message.
This option is also good it you want to send a message to phone numbers and email addresses at the same time. The formatted message is then sent as a regular HTML- formatted email to the email addresses.
More settings for the message
Here you can make more advanced settings which only apply for a particular mailing.
The validity time determines how long we try to deliver an SMS after it has been sent. For example, you send a meeting reminder one hour before a meeting, but you do not want the reminder delivered after the meeting is over. Enter the validity time in hours:minutes. The minimum time is 5 minutes, the maximum is 72 hours. Validity time has no effect on fax or email messages.
You can set a name for your email with any text. For example, the company’s name or a specific department can be set as a name for an email. However, this does NOT change the email address that is used as the originator.