Sending items by email

BlueCielo Project Portal 2017 User's Guide

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Sending items by email

Sending documents or folders by email sends links to the items to other Project Portal users or to distribution lists.

Before you begin

Sending items is only available if you have specified your own email address as described in Changing personal properties.

To send one item by email:

View the folder or document property page as described in Viewing and editing folder properties or Viewing and editing document properties respectively.
In the ribbon, in the Collaboration group, click Send. A page appears that shows the message options. The page also shows the selected item for reference.
Click options or type values using the descriptions in the following table.
To preview the message before sending it, click Preview message. A page showing the results of the active options appears. To modify the active options, click Edit message.
Click Send. A page showing the message that was sent appears.

Email options
Option	Description
Recipients	To add user names: Click Add users. The Find users page opens in a new browser window. Type text in at least one of the fields and click Find users. Wildcard characters are supported. Names are found using the OR operator. When the search has completed, a list of the users that match your search appears. Select the checkbox in the left column of each user that you want to accept. Repeat step 3 for each user that you want to find. When you are finished selecting users, click Close. The Find users page closes and the names of the users that you selected appear in the option field. To remove a user: Select the user name and click Remove users. To select the members of groups or distribution lists: Select a name in the Groups list to add all of its members to the Recipients list. Click Expand groups to view the member names in the group or to remove members from being added to the Recipients list.
Free form email addresses	Type the email addresses of recipients that are not Project Portal users. Separate multiple addresses with commas.
Send a copy to myself	Sends a copy of the message to your email address.
Send HTML with document links	Sends the message in HTML format with hyperlinks to the items residing in Project Portal. This option is enabled by default. Disable this option if the recipients do not have access to Project Portal.
Hide recipient addresses	Hides the addresses of other recipients of the message similar to blind carbon copy (BCC) in most email programs.
Send subdocuments	Sends the sub-documents that are attached to the current item.
Attach files in documents	Sends the files that are attached to the current item so that the recipient does not need to log on to Project Portal to access the files. If this option is selected, disable Send HTML with document links if the recipients do not have access to Project Portal.
Subject	The subject of the message.
Message	The body of the message.

To send multiple items by email:

Note

Due to limitations in Microsoft Outlook and Internet Explorer, we recommend that you send a maximum of 150 items via the Clipboard.

Place the items that you want to send on the Clipboard as described in Sending items on the Clipboard.
Click options or type values using the descriptions in the preceding table.
To preview the message before sending it, click Preview message. A page showing the results of the active options appears. To modify the active options, click Edit message.
Click Send. A page showing the message that was sent appears.