If you use a web-based email client (such as Redtail's Webmail) or simply prefer to send emails internally via Redtail when clicking on a contact email address from within your CRM, you can set up this capability under Manage Your Account —> Change Site Preferences:
On your Site Preferences page, scroll until you see the Email Options section:
Let's look at each of the fields here:
Email Client: You can indicate here whether you would like to use our internal email client when clicking on a client's email address from within Redtail or if you'd prefer to use your external email client (e.g. Outlook, Thunderbird, etc.) As the purpose of this post is to explain how to use our internal email client, select Use internal email client from the pulldown menu.
Email Display Name: The Email Display Name is only relevant if you are using our internal email client, in which case this will control the display name in the From field of your emails. In most cases you would just enter your first and last name here.
Email Signature: Your Email Signature controls how your signature appears if you are using our internal email client. A formatting toolbar is available above the box where you type in your signature. Your email signature can include up to 7,900 characters (including spaces). Your signature can include an image.
Webmail Client - Redtail Webmail Username - Redtail Webmail Password: These three items only apply if your office subscribes to Redtail's Email Archiving and Retention service. While the Webmail Client is standardized (Zimbra Webmail), you will need to enter your Web Mail Username and Password, which will allow for seamless sign on to your Webmail account from within your CRM.
SMTP Fields (5): The last few fields will vary, depending upon where your email is hosted. If you are uncertain as to the settings you should use for any of these, you can contact the company that hosts your email to provide. If you use Outlook, Thunderbird or another email client, you should also be able to find this information within the account settings for your email account. After entering all your information here, click Save in the top right corner of the Email Options box. You would then be able to go to a Contact's Overview and click on one of their email addresses from within their Contact Card, which would bring up a Send Email Message window.
If Redtail hosts your email, you would fill these fields out as in the example below:
The only items in this section you would need to complete differently than what is outlined above are your SMTP Username and your SMTP Password. Your SMTP Username would be your full email address and your SMTP Password is the password you use for that email account.