We all know that preparation is one key to success and taking a few minutes to prepare your IntelliBidsoftware will pay dividends and set you on a path to successful bids. One of the preparation tasks to perform is to properly set up your e-mail server settings in the Maintenance section. To begin, click on the blue Maintenance button on the Left Navigation bar and then click on
E-mail Setup. Fill the input boxes with the information for your:

  1. Outgoing Mail Server – this will work with a service that supports a POP 3 account
  2. SMTP Server Port
  3. Default (From) E-mail Address – this is what will be used in the From field on e-mails
  4. If the server Requires a Secure Connection, check the box
  5. If the server Requires Authentication, check the box. This will enable the fields for the Account Name and Password.
    Enter the appropriate information in those fields

When you have the e-mail setup information entered, click the Send a Test Message button.

SMTP_Email

Note: if you are not sure of your SMTP Mail Server or SMTP Server Port, ask your IT administrator or the individual that would know this information.

SMTP_TestEmail

After clicking the Send Test Message button, a dialog box will pop up. Change the To E-mail Address to your own email address and if you want, change the Subject and Message Body fields to read what you want. (Remember, this is a test e-mail.) When you click Send, an email message will be created and sent to this e-mail account to verify the settings are working properly. If the email is successful, the Status Message content will change from “Ready” to “The E-mail has been successfully sent” in green lettering. Next, look in the e-mail box that the test e-mail was sent to for verification that the email was sent. This completes the setup process.

Note:
if the e-mail attempt was unsuccessful, verify that the e-mail address is correct and also, double-check and verify the SMTP Server Settings for accuracy.

Once the E-mail setup has been completed you may now use the Journal Messaging Center to send correspondence to individuals and companies that you have set up in the Companies / Contacts area. You can now send Transmittals, RFI’s, Bid Proposals (from Bid Recap) and even import e-mail correspondence from your Microsoft Outlook 2007 or 2010.

SMTP_Outlook

In order to activate the Import E-mail button in the Journal Messaging Center you, will need to have Microsoft Outlook 2007 or2010 installed on your computer. Also, Microsoft Outlook has to open and running in the background for the Import E-mail button to be activated.

Note: Microsoft Outlook 2003 will NOT work with the Journal Messaging Center.

SMTP_Import_Contact

E-mail correspondence from Vendors, Contractors, Subcontractors, etc…. can now be imported into theJournal Messaging Center and kept on record with the project. A unique feature within the Import E-mail function, allows you to quickly add / import a contact into your Companies / Contacts Section if that contact does not exist there but you will be corresponding with them in the future.

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