You can email the work experience and SWPL arrangement forms (or the Student Placement form in NSW) from within WorkExpo.
Please note the following points:
- You can only send one email at a time for an individual student.
- You can send via Outlook, GMail or a remote mail server e.g. Bigpond.
- If you send using Microsoft Outlook then before sending you can preview and edit the message.
- You can set email preferences and setting from the OPTIONS / MISC tab or directly from Print Preview window.
- The employer the email is to be sent to is displayed at the top of the Email Settings dialog when in Print Preview.
- Only the Arrangement forms can be emailed. However, all other WorkExpo documents and lists can be saved in PDF format.
- If an employer has an additional email address for a postal contact, then the email is sent to the postal contact and cc'd to the other.
- Emails can only be sent in text format.
To send a copy of the Arrangement form attached as a PDF document to an email follow these steps:
Select an individual student from the list in the Print Wizard - Individual Student and click NEXT.
It is important that you select an individual student for email. You cannot select groups of students for email.
Choose the Arrangement form option for the currently selected student.
and select PREVIEW then click FINISH
The document displays in print preview mode. You will notice the email options on the toolbar. Before you can send emails for the first time you will need to check your email settings. Click Email Settings on the toolbar.
The Email settings dialog is displayed.
You will need to configure your preferences for emailing here but you will only need to do this once.
Your name and title as the logged-in user will be displayed. Note that you can only send emails as the logged-in user and not as the Main Contact for the school. This is due to password security issues.
Here are the settings you can configure:
Email Mode: Select the method or mode by which email messages will be sent from your machine. Select either 'Outlook', 'GMail' or 'Remote Server'. If you select Outlook then your Outlook email client will handle most of the work and you will be able to preview the email before sending by checking the 'Display Outlook Email Before Sending' option. You cannot add, edit nor delete entries in this list. These are the only options for email servers in WorkExpo.
Use Outlook Signature: In Microsoft Outlook you can store your signature text to append at the end of emails. Select YES and enter the name of your Outlook signature to add to the end of all emails sent.
Use Outlook Name: The name of your Outlook signature. Select from the drop-down box or leave blank. You should not enter free-form text here. If you want to add a signature do that in Microsoft Outlook first.
Default Subject: The default subject of your email message. If you leave this blank WorkExpo will automatically create a header containing the Arrangement type, the name of the student and the dates. e.g 'Work Experience - Joe Bloggs - 12/12/2013 - 22/12/2013'. Alternatively, if you enter your own default subject header, WorkExpo will not create a header.
Default Body: The default body text of your email message. If you leave this blank WorkExpo will use your default 'Letter To Employer' boilerplate text depending on the Arrangement type for the current student. If you enter your own default body text, WorkExpo will not create body text.
SMTP Server: The name of the SMTP server to use if you have chosen 'Remote Server' as the email mode. e.g. mail.bigpond.com
SMTP User-name: The name of your existing account on the SMTP server. If you do not have an existing account, then use a different email mode or save the document to PDF format and email manually.
SMTP Password: The name of your existing password on the SMTP server.
GMail Address: The name of your existing Gmail email address, e.g. JoeBloggs@gmail.com
GMail user-name: The name of your existing Gmail user-name, usually your Gmail email address name portion, e.g. JoeBloggs
Gmail Password: The name of your existing password on Gmail.
 |
Note that you can see the SEND TO email address in the TO: box just below your name in the dialog box header. |
Click to confirm send. If you have checked 'Display before sending' then you can preview the email.
Click SEND
Only the Arrangement form, the SWPL form and the NSW Placement form can be emailed in this way.