Sending Project Related Emails

The Send Email plugin automatically populates the subject of your email with the Project Number and Project Name. This makes your communication consistent and allows recipients to quickly identify which project is being referenced. Because every email subject includes the Project Number, emails can be searched by project or archived using the Project Email Archive plugin.

The plugin works on all platforms when Office 365 is configured, or on Windows using Outlook COM automation. See Outlook Integration for setup.

Email recipients are automatically populated based on the item you right-clicked when calling the plugin. Note: The Project Manager specified in Preferences is never included in the recipient list.

Configuring Email Types

Send Email menu items are configured in Plugins > Settings > Meeting and Email Types. Each email type defines a Name, Subject template, Template body, Invitees recipient group, and the Data Type that controls which right-click context shows it.

For a full description of every field, all Invitees options, available Data Types, and the default email types included with Project Notes, see Configuring Meeting and Email Types in the Outlook Integration reference.

Sending an Email

The right-click menu will display the email types applicable to the item you right-clicked. For example, right-clicking a project shows project-level email types; right-clicking a meeting attendee shows attendee-level types.

To send a project email:

  1. Right-click on the item (project, team member, meeting, or attendee).
  2. Choose the email type from the Send Email sub-menu.

When using Office 365, the email is drafted via the Graph API. When using Outlook COM (Windows only):

  1. Make Outlook the active application with Alt+Tab or by clicking the Outlook icon in the task bar.
  2. Review and edit the email in Outlook.
  3. Click Send.