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 Preferences:
After clicking Preferences, scroll until you see the Emails 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, Mac Mail, etc.) As the purpose of this post is to explain how to use our internal email client, select Use internal from the pulldown menu.
Link email to Office modern auth?: The "authorize" button here is for Office 365 users whose organizations have enabled Modern Authentication. If this describes your situation, you can click this button, at which point you'll be prompted to sign in to your 365 account. You'll then see a popup message asking if you want to let this app access your info. You can click "Yes", and at that point you should see that all the SMTP preferences beneath your Email Signature box go away (as they would no longer apply in your case).
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.
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, Mac Mail 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 preferences 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.
Email sent from within the internal email client uses SMTP relay to send through your email host's servers. This means mail will flow through your server normally so it will be scanned, archived, and journaled based on your server's configuration. It does not sync with your active mailbox so you will not see it in your sent mail folder within your mailbox nor will any local mailbox level filters/rules run on that message.