Email Set Up
The Aspect Property Manager uses its own email handler when sending emails. It does NOT use your normal email software but does connect directly to your normal email SMTP server and the SMTP server name needs to be entered into the Aspect Property Manager. Incoming emails are not supported see Incoming Emails below for further details.
It is preferable but not essential the correct details have been completed on the Setup menu > Company Details > Address tab, either as a result of running the Clean Up function or manually entry before continuing with the email setup.
Finding the SMTP server name
If you know the SMTP server name skip to Entering the SMTP server details. If not the following instructions shows Microsoft Outlook users how to get that information. Users of other email systems may need to get local technical help or try and find this information in your particular email program. Our experience with other email systems indicates the information will generally be found in a similar location but you may have to hunt around until you find the SMTP server name:-
Start Outlook and go to the Tools menu > Email Accounts > View or change existing email accounts
Then select the (normally) default account
Click [Change] and note (or copy) the name in the Outgoing mail server (SMTP) box.
This will usually, but not always, be something like smtp.xtra.co.nz
Notice there is no "@" sign or spaces and the "words" are separated by full stops.
Also note the port number for the SMTP server which will most often be Port 25.
There may be other parameters set, such as "server requires authentication" and you may also require a username and password.
The settings for the incoming sever (mostly commonly POP3) are not required.
Entering the SMTP server details
Go to the Setup menu > Preferences > Email tab and enter the ISP's SMTP server name into the Host Name box.
Often the other default entries will not require changing and will contain:-
Port = 25
From Address = the company email address
Sign on = the portion of the above email address after the @ sign
You may need to enter the additional settings noted above if your ISP requires them.
Users on a network may need to alter these settings under direction of your local technical advisor.
The From Address may alternatively contain the email address of individuals within an organisation. See XXXX for more information.
The entry in the "Sign On" field is only required when the ISP's SMTP server expects a sign on or login code which is not always the case and is often just the portion of your email address after the @ sign.
New Zealand users whose ISP is Telecom will need to visit www.telecom.co nz and "Opt out of Port 25 filtering". Contact Aspect Systems support for more details.
If you can not send emails after making these entries it check that the apm.exe program access to the internet is not blocked by a firewall.
Checking the entries
Once the entries above have been made perform the following checks:-
Press [Test Email Settings]. The button works in both edit and non-edit modes.
You should receive a "successful test" message, which unfortunately does not absolutely guarantee that is well.
Check your normal email system for the test email and if you receive that OK you email setup is correct
If you receive an error message the settings are probably incorrect or a firewall / antivirus software is blocking the amp.exe program from accessing the internet.
You will need to check these carefully and may need assistance from your technical people.
Go to the Admin menu > Email Queue
The text on the [Send All Unsent] and [Send Selected] buttons should not be greyed out but should turn black which may take a moment.
This indicates Windows has told the Aspect Property Manager there is a connection to the Internet.
Sometimes Windows lies.
It does not mean the Aspect Property Manager can access the Internet as your firewall may block access.
Close back to the main Aspect Property Manager screen
Go to the Help menu > Email Aspect Systems Ltd
If you testing that emails are being sent please enter "Testing emails" or similar in the message area
You will only receive an error message if the send process runs into trouble.
Since the Aspect Property Manager is handling the email process there is no entry record in the "Sent" folder in your normal email program.
If your firewall attempts to block the Aspect Property Manager access to the Internet you must change the firewall settings to "Always Allow" or "Unblock" or whatever is required to permit the Aspect Property Manager permanent access to the Internet.
Incoming emails are not currently being received by the Aspect Property Manager, but soon will be handling the most common email systems. In the meantime, and future unsupported email systems, can get the email content into the database using the following steps:- XXXX
Use the Windows copy and paste functions to save the incoming email against the landlord, tenant or supplier who sent it by copying the content of the email and then
either paste it into a Note, (or a Bring Up), with a Subject of "Email From - xx-xx" where "xx-xx" is the general topic.
or create a new Letter and paste the email content into the body of the letter with a Subject of "Email From - xx-xx" where "xx-xx" is the general topic. In this case click [Print] > [Cancel] > [Close] > tick Save letters to the Correspondence File > choose your Note option and/or Bringup Date then click [OK].
The only advantage of saving the incoming email as a Letter over a Note is that if, some time later, you reply by email you can pick up the saved Letter from the Correspondence File and email that with your extra comments. You simply need to weigh the extra steps involved in saving as a Letter and retaining the email formatting.
If you wish to email a reply immediately which includes the incoming text, then copy and paste the email content to a new Letter, add your comments then press [Email] and perform the normal sending an email process. See Mail for more on sending emails.