Emails

How do I create an email?

To create an email, select the ‘Email’ tab from the left hand side of your menu screen and then click ‘Compose’. This will open a new message.

Contact recipients – To select who you want to send your email to, click in the ‘Contact Recipients’ box and this will open the Contact Book. Please note, you can only select students and/or staff, not parents.
For help using the Contact Book click here.

Subject – Give your email a subject to let your recipients know what the message is about.

Send to primary contacts only – Tick this box if you want the message to go only to the primary contact for each child.

Please note, if, when sending an email, the system tells you that some people cannot be sent the message, it is likely to be because you have selected the ‘Send to primary contacts only’ box and the children you have selected to send the email to do not have a primary contact.

To fix this, simply go to ‘Users’ and then select ‘List’ from the sub menu and you will be able to search for the user in question. Once you find their record, you can put a tick in the ‘Primary contact’ box for the parent.

Send per student – The parents will each get one message per child.

Send per family – The parents will each get only one message even if you have selected more than one of their children.

Creating your email

Add the content of the email you want to send in the large text box.

Email personalisation

There are several functions available in your tool bar which can help you when composing your message, such as adding a hyperlink, parent name fields, student name fields and other general formatting tools.

The student name fields cannot be used in conjunction with ‘Send per family’ and will only work with ‘Send per student’.

Paste from word

Please note, we strongly recommend that you send pictures, graphics, tablets etc. as attachments and not in the body of the email, as we cannot guarantee that these will appear correctly on the parent’s device. All attachments can be viewed in the email notification so parent’s will not need to log in to ParentMail to view them.

There are several functions available in your tool bar which can help you when composing your message, such as adding a hyperlink, parent name fields and other general formatting tools.

Scheduled Emails 2

Attachments – To add an attachment to an email click ‘Upload attachment’ at the bottom of your composed email. Search in your documents for the attachment you would like to add, and click upload. Once it is loaded it will show in green at the bottom of the message. You can click onto the uploaded attachment, this will automatically download to your browser for you to view. You can remove an attachment by clicking the delete button in the green box.

Please note, you can add up to six attachments with a combined file size of 10Mb.

Preview Paper Copy – When you click Send, you will see a confirmation message such as “this will send 201 emails and generate 25 paper copies”. Your paper copies can be found in the Documents to Print section found near the bottom of your left hand menu. Click here for help using this. The preview will download to the browser as a PDF document.

Do you want to send this message immediately? 

You now have the option to send the email message immediately or in the future. If you select yes, the message will go out as soon as you hit send. If you click no, you can select a date and time using the calendar and this message will be stored in your scheduled section until it is sent. Please note, the time automatically sets at 00.00, so please remember to change this.

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How do I view emails that I have sent?

Click on Email on the left hand menu and then select “Sent”. A list of email that your organisation has sent will then be shown to the right. Select the email that you wish to view and you will have the following options.

  • View Recipients – you can see who has been sent the email. If the recipient has registered their account, and has opened the email through ParentMail or the App, you will see that they have read the email, and on what date and time. This may be useful if your parents regularly claim they haven’t received school messages! From here you can also run a report with this information by clicking on “Download Recipients”. This will open in an Excel file.
  • Forward – click this button to send the email again to another group of recipients. You will need to select the recipients you want this message to go to.
  • Archive – you can use this to archive an old message that you no longer need and do not want appearing in your sent items. (Please note that once archived you will lose the option to View Recipients). This will not recall any emails that parents have been sent.
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How do I create an email template?

Click on Email on the left hand menu and then select “Create Template”. You can then select a title for your template and type the main body before hitting save. This will then appear in your Templates.

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How do I Use, Edit or Delete my templates?

Click on Email on the left hand menu and then select “Templates”. A Template is an email that you may send often and will need to re-use i.e. school newsletter or absence report. Click on the template you want to Use, Edit or Delete and then select one of the below options.

  • Use – this will populate your email with what you have stored in your template.
  • Edit – you can edit your template and then save it for future use.
  • Delete – this will permanently remove the selected template.
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How do I check my Archive?

Click on Email on the left hand menu and then select Archive. This is where your archived messages will be stored. You cannot permanently delete any sent emails.

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Why can I not add an attachment?

You are allowed up to six attachments with a combined size of 10MB. If your total file size is bigger than 10MB then unfortunately you will be unable to attach it.

If your file is much larger than this, it may be worth converting your Word document into a PDF as this will be much smaller and may then fit under the limit. To do this, open the document, click Save, then change the “Save As Type” to PDF.

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Can ParentMail remove an attachment for me?

We are more than happy to remove an attachment from our database for you. If an email includes an incorrect attachment, our new process means parents won’t be able to open an attachment through their own mailbox, if it has been removed. Please note, this depends on how quickly after sending the email we are alerted to the incorrect attachment.

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I am trying to send an email but when I press ‘Send’ the system tells me that some people cannot be sent the message?

You have selected the ‘Send to primary contacts only’ box and the children you have selected to send the email to do not have a primary contact. Go to ‘Users’ and then select ‘List’ from the sub menu and you will be able to search for the user in question. Once you find their record, you can put a tick in the ‘Primary contact’ box for the parent.

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How do I spellcheck my messages?

This is something you can do within your browser! Simply type out your message and look out for any words which have the red squiggly line underneath. Right click, and the browser will suggest similar words. If you can’t see the red lines appearing, it may be that you don’t have spellcheck switched on – you can update this within your browser settings.

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Can my email be saved as a draft?

The answer is yes! Emails that you are composing, will automatically be save as a draft:

Saving email draft

You can view the draft later by going to Email > Drafts > click onto the draft message:

Saving email draft 2

Here you can ‘Use Draft’ to continue where you left off or you can Delete Draft.

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How do I generate an Email Blacklist Report?

The email blacklist report will show you any email addresses that have been blacklisted.

A blacklisted email address is an address that we are unable to deliver messages to. This report identifies which of your users have a blacklisted email address.

Please be aware when you generate a new Email Blacklist Report, any existing reports listed will be deleted and replaced with the new one. Click ‘Generate Report’ and you will be notified when it is ready. To generate the report click Reports > General Reports > Email Blacklist > Generate Report > CSV or PDFEmail Black List image

Reasons for an email to be blacklisted

Hard Bounce – When an email bounces for any reason, the email address will be added to the Blacklist.

Hard Bounce – When Amazon adds an email address to their Suppression List, the same email address will automatically be added to our backlist.

Spam Complaint – When the user adds Email as Spam, the email address will be added to the Blacklist.

Email Black List image 2

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