The Email Outbox

The Outbox is where Email and SMS messages are stored until the Server is ready to send them.

To open the Outbox and view messages:

Select File > Email and select the Outbox tab to display a list of messages:

Email outbox example 2

This window displays the following information:

The first column shows a warning icon if an attempt was made to send the message three times, and failed each time. This can happen if any attachment is too large for the Email service.
An icon to show what kind of message is being sent (Email or SMS) and its status.
The date and time the Email / SMS was created and ready to send.
Whom the Email / SMS is From.
Whom the Email / SMS is To.
The Subject of the Email / SMS.
For an SMS, if staggered recalls are in effect, the Deliver After column will have a corresponding icon.
Current Status. Options are:
- Ready to Send
- Pending online booking synchronisation (EXACT hasn't yet finalised the URL / web address for the patient to use)
- Online booking synchronisation Failed (EXACT is unable to finalise the URL / web address for the patient to use)
Delete messages that are never Ready to Send.

Dealing with Online Booking synchronisation failures:

From EXACT v11.10 onwards you can use the Reset Failed Messages button in the Outbox tab to deal with Online booking synchronisation Failed status Email messages.

Select these messages from the list in the Outbox and then click the Reset Failed Messages button. EXACT will attempt to re-synchronise the online booking links and then send the emails.

To view full Email details or to edit the Email

Open the Outbox as described above.
Double-click the Email to open a full copy.
From here you can edit (for example, add notes).

To quickly view just the contents of a message without opening it

Hover your mouse pointer over any part of an Email message line to display a tooltip window showing the complete text:
If an SMS message has a clock icon in the column, you can hover the mouse pointer over the icon to see when the message is due for delivery:

To perform further Outbox functions

Double-click any message to open it. When you close it it will lose any bold highlighting, indicating that it has been read.

The Tool Bar in the lower right corner of the window has the following functions:

Sort by Date	This shows the date of the currently selected message. If there are a lot of messages in the Outbox, you can enter a date here to find messages with that date: the first message with the entered date will be highlighted.
	Click the Forward button to forward the selected email. The 'Forward Email' window will open, with the current email's text included, to allow you to choose a recipient and edit the details as you require.
	The Reset Failed Messages button becomes available if there are failed messages in the Outbox, as indicated by an icon in the Warning column. If you then click this Reset Failed Messages button, the 'failed count' is reset, enabling you to try to send the messages again. Online Booking synchronisation failures: From EXACT v11.10 onwards you can also use this button to deal with Online booking synchronisation Failed status Email messages. Select these messages and click the Reset Failed Messages button. EXACT will attempt to re-synchronise the online booking links and then send the emails.
	To Select All the messages in the Outbox, click this button. Hold down the CTRL key and click any messages you do not wish to be included.
	Click this button to toggle the selected messages as read or as unread. Unread emails have bold text highlighting.
	Click this button to display summary information for the selected email message:
	Click this button to print a copy of the selected message.
	Click this button to delete the selected message(s). They will be removed from the Outbox and put in the "Deleted" folder.

To select messages

Select items one at a time by clicking them.

To select more than one item,

CTRL-click to select discrete items
To select several adjacent items, click the first and then SHIFT-click the last. If you then wish to de-select some individual items, CTRL-click them.
To select ALL items in the folder, click the Select All button. It will change to the Unselect All button.
To select MOST of the items in the folder, click the Select All button then CTRL-click to de-select individual items.