Send emails with Sitejet
With Sitejet, there are a number of possibilities for sending emails. In this article, we will show you how you can set up the sending process for yourself and your customers.
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With Sitejet, you get an integrated email tool from which you can communicate directly with your customers. This eliminates the need for additional email software. The advantage for you and your customers is that all messages required for the project can be delivered directly to and from Sitejet. What is even better is that Sitejet recognizes which messages belong to which project on its own, and automatically sorts them according to the respective project.
You can find out how to use this feature in the " Sitejet Email Tool" section below.
Whether the domain is with Sitejet or with an external host, Sitejet can take care of email address management and sending emails from directly within the project for you. To do this, enter the server information for the email address in the company settings. We recommend a professional email address for this, which can also be used to receive project-related emails, for example, "email@example.com".
Email addresses managed in Sitejet can be used with any standard email tool. Once you've created an email address with Sitejet, you can then send and receive emails by using our tool, as described in the "Webmail" section below, or by using external tools, which we will show you how to use in the "External Tools" section.
Sitejet email tool
Sitejet gives you a separate inbox for receiving customer emails for each project. We have explained how to set up this feature in our article about receiving emails in Sitejet. From the list of projects, you can click the "Messages" link for any respective project to read, send, and reply to emails.
From here, you can write directly to your customer for a given project. It is recommended to have your company email address being set up in the company settings so it can be used for sending emails.
By clicking on "Click here to add a new message or compose an email..." you can open the window from which you can send an email.
From here, the following actions are possible:
- Using the "Internal" tab, you can send messages to your own team
- Using the "Message from customer" tab, you can store notes, for example, from phone calls with your customer
- Using the "Message to customer" tab, you can send emails, including attachments if desired
Tip: Information on how to manage and use email templates to speed up your processes can be found in the " Manage email templates" section.
To send emails from this view, you can either write them from scratch or select a template.
The default recipient is the email address stored in the customer data as their "Login Email". If further email addresses are saved, you can select them by clicking the "Recipient" field. Or, after clicking the field, you can also use an email address for the customer that isn't stored in the customer data. The field "CC Email" works in the same way.
In order to use the signature you have stored in the company settings, it is best to prepare a template in which the signature is integrated via a parameter.
If you would like to send a file as an attachment, all files from the file manager are available by clicking "Select files" to the right of "Attachments".
Manage email templates
Click on "Manage templates" to go to the template management view. With this feature, you can further optimize your processes by reducing the time needed for creating individual emails.
Do you write a similar email to each customer after each step in the customer website creation process? Or, do you send an email to the customer every time you have the first draft of the customer website ready? Then templates are an ideal complement to your current workflow.
In the lower part of the view, you will find all the parameters you can use to create emails even faster: Sitejet automatically populates these parameters with the information stored in the project. If you use a signature in your templates, all you need to do is adjust it in the company settings.
If you click on the "Template" field where it says "Create new template" in this view, you can select the existing templates from the dropdown menu and then edit them.
We also offer our own webmail tool for email addresses created in Sitejet. With this tool, you can read, send, and reply to messages, making external email tools unnecessary. You can find the webmail tool here: https://webmail.sitejet.io or https://webmail.sitehub.io.
To log in, use your email address as your username (for example, "firstname.lastname@example.org"). For the password, just enter the password associated with the email account.
Of course, you can also use external tools such as Mircosoft Outlook or Mozilla Thunderbird to send emails via email addresses managed by Sitejet. SMTP, which stands for Simple Mail Transfer Protocol, is particularly well-suited for this.
Here is the information you need to send emails using external tools:
- Server: mail.sitehub.io
- Port 465 with SSL enabled
- Port 25 without SSL enabled
Tip: Here, it depends on whether SSL is activated for the domain or not.
Username: The email address created in Sitejet
Password: The password associated with this email address
Now that you've learned about sending emails with Sitejet, you might want to know more about receiving them also. We've put together everything you need to know about receiving emails with Sitejet here.