When you have merged a Form in Migration Manager, you will need to send it to the Client for their review. The following article sets out how to send merged Forms via Email.
1. Merge the Form
First you will need to merge the Form in the relevant matter. For instructions on how to merge a Form, see:
2. Open the Documents tab
First, go to the Documents tab of the matter on which you want to send a merged Form. Note that merged Forms are saved in the Forms subfolder.
Alternatively you can switch to Flat View (by clicking the Flat View / Tree View button) and see the documents in chronological order.
3. Select the Form, Right Click and select Email To
After you have selected the Form you wish to email, right click it and from the context menu. Hover over Send Item, and select and choose Email To and then choose the person you wish to email it to.
Tip - you can send multiple forms and documents in the same email by:
- using your Ctrl key to select multiple items at the same time
- then right clicking one of the selected items and choosing Email To from the context menu.
4. Draft the message from the Email To screen
The Email To window will appear, allowing you to draft your email.
The Message window will appear, giving you the opportunity to type the email message to your client. There are 3 options to insert text in to the message window.
4.1. Type your message
4.2. Insert message content from a Template
Right click inside the message window, and select Insert Template.
Select from the available categories, and then select the specific template you wish to insert into your email.
You can create your own Categories and Templates for email messages that you send on a regular basis.
You can choose to use the title of the template selected as the Subject header of your email. You can also select to keep the Template window open after you insert the template, if there is content from another template you also wish to insert.
Select Insert & Close (note this button will say only say Insert if you have selected to 'Keep Open after Inserting').
The contents of the template will now be inserted into your message, where you have the option to modify it.
4.3. Insert message content from a Word Document
To use a word document as the content of your message, you must first have the word document located inside your clients file. You may wish to merge a Letter. See: Merge and send a Document/Letter
Right click inside the message window, and select Embed Word Doc.
Select the word document you wish to use as the message content, then click Select Document.
The contents of the template will now be inserted into your message, where you have the option to modify it.
4.4. Enter the email recipients
Click on the People tab. This will show all of the individuals who are linked to this matter along with their email addresses. If you have clicked the + button next to an email address, that email address will appear in the To section.
Note that if you want to CC or BCC someone, first click the radio button next to CC or BCC, then click the + button next to the person you want to add as a recipient.
5. Create the Email
When you have finished add recipients, click the Create Email button to generate the email in Outlook.
6. Review and Send the Email
An email will now appear with the selected Form attached. Edit the text of the email as necessary and then send it.
