Create Email Messages and Use Message Templates

Contents

Click on any topic below to go directly to that section in this tutorial.

Introduction
Create a New Email Message
    "Send Me a Copy" to Save History of Sent Mail
    Copy, Blind Copy, or Attach File
    Undo a typed entry
    Display Listing Photo in Message
    Save Message Draft
Edit and Send an Email Template
Edit Your Default Email Signature
System Default Signature Merge Fields
Copy and Customize an Email Template
Create an Email Template 
Index of Tutorials, including  
  • Addressing Email and Use Address Book
  • Email Reports and Documents
  • Touchscreen Note. Where instructions are to select or click, touchscreen device users would press or tap as appropriate for your device.


    Introduction

    CTI Navigator Web II includes a webmail component for sending outgoing email messages.

    Messages can be typed from scratch, or you can use one of the many pre-written message templates built into CTI Navigator. You can enter recipient's email addresses, or insert saved client or MLS member addresses from Navigator's Address Book. Your message can include an attachment from your computer, or a link to a file on the Internet.  (See the separate tutorial for instructions on using the Email Address Book.)

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    Create a New Email Message

    Full Screen
    Email Basic Full Screen 
    Narrow Screen
      Email Basic Narrow Screen

    To create a New Email Message in CTI Navigator Web II:

    1. Click on "New Message" in the Links on the Home Page or under Tools in Navigator's menu-bar at the top of the screen.
    2. Check "Send me a Copy" at the top of the New Message screen if desired.
    3. Optional:  If you want to copy your message to someone other than the main recipient(s), attach a file, and/or insert a pre-written message template, click on the "CC, BCC and other options" button.
    4. Enter Recipient's email address(es) in the appropriate TO, Copy (CC) or Blind Copy (BCC) box. 
    5. Optional: Click the "Select Files..." button to attach a file that you can open directly from your device (and which is not on the MLS server).
    6. Enter the Subject of the message in the designated box.

    7. Click in the message box and enter your message.

    8. Optional:  If you want to use a message template, click the down button beside Templates and select an existing Template from the list. (To edit a template message, see "Edit and Send an Email Template" below.)
    9. Optional: To apply formatting in the message, first highlight the affected text or click on a location in the body of the message, and then click the appropriate format icon.
    10. Optional: To insert a link to a web address, picture or file on the Internet, click in the message to set the insertion location, click the "Insert hyperlink" icon , and enter the applicable URL address and title. 
    11. Optional: To display a listing image (photo) in the email message, copy the link to the photo from the Listing "Photos # Columns" Report, click in the message to set the insertion location, click the Insert Image icon to paste the link and set the size of the image to display. Detailed steps are provided in the "Display Listing Image in Email Message" section below.
    12. When your message is complete, verify that "Send me a Copy" is checked if appropriate, and then click the Send button above the address buttons at the top of the Email screen.

    13. To Close the Message screen without sending, either

    14. Note that incomplete (or draft) messages cannot be saved in Navigator. To save a draft message, send it to yourself and complete it in your personal email application. 

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    Display Listing Image in Email Message

    CTI Navigator includes standard MLS reports for emailing links to all images for listings that can be displayed in an Internet browser. Use the "Photos 1 Column" Report for the largest image size. Use "Photos 4 Columns" to display thumbnail images. 

    To display a specific listing photo in an email message:

    1. Open the Details Report for the Listing
    2. Change the Report to one of the "Photos # Columns"
    3. Right-click on the desired photo
    4. Select "Copy Link" or "Copy Image Address" as provided by your browser
    5. Optional:  If you intend to display more than one image:
      • Click Tools in Navigator's main menu-bar
      • Select New Task (Tab)
    6. From Home Page or under Tools, select "New Message" (on original tab or new tab as appropriate)
    7. Click in the body of the message where to insert the image
    8. Click on the "Insert Image" icon Insert Image icon in the email toolbar
    9. On the Insert Image screen, replace "http://" in the Web Address box with the link  address to the image 
      Insert Image screen
    10. Enter a Width or Height (in pixels) for the photo and click on the insert button. Do not enter both width and height as this can distort the image. Example sizes are:
      • 100 for a small thumbnail (postage stamp) size image
      • 200 for a small-medium size image (which is roughly the size of the main photo on printed MLS reports)
      • 300 for a medium size image
      • 400 for an large image
      • If you do not specify an image size, the photo will display at maximum (very large) size for its resolution.

    To display an additional image in the same email message:

    1. Keep your email message in Navigator open in one tab of your browser
    2. Switch to Navigator in a different tab (which you can open by selecting "New Task (Tab)" under Tools)
    3. Repeat steps 1 through 4 to copy the link for another photo
    4. Switch back to the tab displaying your email in Navigator
    5. Repeat steps 7 through 10 above to insert and size the image.

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    Edit and Send an Email Template

    To customize a pre-written email template and send it as your message:

    1. Open New Message (in the Links on the Home Page or under Tools in Navigator's menu-bar).  
    2. Click on the "CC, BCC and other options" button to expand the email options.
    3. Enter Recipient's email address(es) in the appropriate TO, Copy (CC) or Blind Copy (BCC) box. 
    4. Click the down button beside Templates and select an existing template in the list.
    5. Edit the Message Subject if desired
    6. Click at the desired position in the message box and enter changes (by typing or by using your device's paste function)
      • Always replace or delete any yellow highlighted WORDS between and including <horizontal angle brackets> -- because these are just placeholders for where you should insert specific information
      • Do not add, delete of modify any "Merge Field" information in square [brackets] -- unless you do not want Navigator to automatically insert the referenced information from the MLS database
    7. Use the icons in the toolbar above the message to Edit Font (format, type, size and color); Align, Indent or Format paragraphs; or Insert or change hyperlinks, images, or files; create tables; or remove formatting. 
      • For example, you can use the "Insert Hyperlink" icon  in the toolbar to enter your description and the URL address to your Agent Website (whether the free MLS-sponsored Agent Web or a third-party hosted website).
      • When available, see the "Email Templates" tutorial for a more information on using the email toolbar options and buttons.
    8. Click the Send button to send using all your changes; or click Cancel to close the email without sending.

    Edit Your Default Email Signature

    Your signature is a customizable email template in CTI Navigator Web. To edit your default email signature, first click Tools, select "Edit Email Signature" to open a screen similar to the following.
    Edit Email Signature

    Then, to make changes:  

    1. Click in the message box and enter your customized information by typing and/or using the email options in the toolbar above the message body. Pause your cursor over any icon in the toolbar to see its description. 
    2. To apply formatting or insert links in your signature, first highlight the affected text or click on an insertion location in the body of the message, and then click the appropriate format or insertion icon.
    3. Click the down button beside "Insert Merge Field" to select a data field in your agent record to be automatically inserted into your email signature when an email message is sent.
      • For example, to display your email address in your email signature:
        • click where to insert your address
        • click beside "Insert Merge Field"
        • select "My E-mail address"
        • highlight [My E-mail address] and select any desired formatting (such as Bold, Italic, Font Style, Font Size, or Font Color)
      • Typically the system default signature consists of the following merge fields:

            [My Name] [My Designations]
            [My Office Name 1]
            [My Office Address 1]
            [My Office City], [My Office State] [My Office ZIP code]
            [My Primary Phone #]
            [My E-mail address]
            [My Web Page address]

    4. Optional: Click Preview to see your revised signature.
    5. Click the "Save" button to replace your previous default signature with your revised signature as the default for all your new email messages in CTI Navigator Web.
    6. To cancel your changes and keep your previous default signature, select a different function in Navigator's menu-bar without clicking the Save button.

    There is no system reset to return to your original signature after you have saved changes. If you prefer to keep the default signature but also have a custom signature, you can use your browser's controls to highlight and copy your existing signature's merge fields from the body of the "Edit Email Signature" screen (or as displayed in "System Default Signature" above. Then click Tools, select "Email Template Manager", paste these fields into the body of a new email template, and customize as desired (see "Create an Email Template" below).

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    Copy and Customize an Email Template

    System standard email templates cannot be modified, but they can be copied, and then the copy can be customized.

    To copy and customize a copy of an existing Template message:

    1. Click Tools in Navigator's menu-bar and select "Email Template Manager".  
    2. Click the down button beside Templates and select an existing template in the list.
    3. Click the Copy button at the top of the Template Manager screen
    4. Edit the Template Name and Subject in the top section of the screen
    5. Click at the desired position in the message box and enter your changes by typing and/or using the email options (Edit Font or Paragraph, Insert Image or hyperlink, create Table) in the toolbar above the message. (For more information about editing a Template, see "Edit and Send an Email Template" above.)  
    6. Click "Save" to  keep the customized message and add it to your list of Templates in CTI Navigator II.
    7. To start over without saving changes, click the "New" button.

    Create an Email Template

    To create a new template message:

    1. Click on Tools in Navigator's menu-bar and select Email Template Manager. 
    2. Click the "New" button at the top menu of the Template Manager screen
    3. Enter a descriptive Template Name and Subject in the designated boxes.
    4. Click in the message box and enter you customized information by typing and/or using the email options in the toolbar above the message body. Pause your cursor over any icon in the toolbar to see its description. 
    5. Optional
      • To apply formatting or insert links in the message, first highlight the affected text or click on an insertion location in the body of the message, and then click the appropriate format or insertion icon.
      • Click the down button beside "Insert Merge Field" to select a data field in your agent record or your client's record to be automatically inserted into the email message when sent.
        • For example, if you select [Client's First Name], Navigator will automatically insert the first name of the client to whom you address your message.
    6. Click the "Save" button to keep the message and add it to your list of Email Templates.

    This concludes the tutorial on Creating Email Messages and Templates in CTI Navigator Web II.


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    To return to the Index of Tutorials for CTI Navigator II, click here.

     

     

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