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VueMinder Calendar Help - Send an Email Reminder

Current as of Version 7.1.0

Overview

Events and tasks can be set up to send an email reminder. To enable an email reminder, check the "Send an email reminder" box in the list of available actions on the Event Editor or Task Editor window. This will allow the email reminder options to be viewed or modified as described below.

Before Event Start / Before Task Due

• You can specify the amount of time before the event or task that the email reminder should be sent.
• The time can be between 0 minutes and 6 months before the event starting time or task due date.
• The value can be typed in or selected from a drop-down list. When typing in a value, the number must come first, followed by a space and then the unit of time (minutes, hours, days, weeks, or months). Example: "5.5 hours".

Send Now and Settings Buttons

• If you'd like to send the email reminder manually, you can do so with the Send Now button. The reminder will be sent to the specified recipients.
• It may take several seconds for the email to be sent. A status message will be displayed at the bottom of the screen showing the transmission status and whether or not it was successful. If unsuccessful, you could have a problem with your email settings, which can be accessed or changed using the Settings button.
• The email reminder will also be sent automatically at the specified time before the event or task, regardless of whether it was sent manually.

Format Email

When formatting email using the "Auto Detect" setting, VueMinder Calendar will determine whether the email should be sent as plain text or HTML based on the event or task description. If the description contains formatted text or links, the reminder email will be sent as HTML. If the event has no description, or the Plain Text tab was used when entering the description, the email will be sent as plain text. You can override this behavior by selecting an email format from the drop-down list. Note, if Plain Text mode is selected and the description contains formatted text, the formatting attributes will be removed.

Use Blind Carbon Copy (BCC)

Check the "Use blink carbon copy (BCC)" box to send the reminder email privately. The reminder recipients will not see the email addresses of other recipients.

Send Only the Description

Check this option to exclude the typical reminder information, such as the event starting time, location, etc. The email will only consist of the event or task description - nothing else. This feature could be used as a way of automating the sending of email at a specific time.

Send to...

Email reminders can be sent to yourself, additional recipients, distribution lists, or contact groups. Also, any combination of these can be specified. For example, you can select individual recipients in addition to one or more distribution lists.

Send to Myself

Check this box to send the email to yourself. The email address that is used will be the one entered in the Email Settings window.

Send to Additional Recipients

You can specify individual contacts to receive the reminder. When clicking this field, a drop-down list of contacts will be shown. Use the checkboxes to select the desired contacts. If you need to add a new contact, click the "..." button to access the Contact Editor, where a new contact can be defined. Contacts must have an email address specified in order to receive the reminder.

Distribution Lists

The reminder can be sent to one or more distribution lists. To select the desired distribution list(s), click the drop-down button and use the checkboxes. If you haven't defined any distribution lists, or if you'd like to view/modify existing distribution lists, click the "..." button. A menu will appear allowing creation, modification, or deletion of distribution lists.

Contact Groups

The Contact Editor contains a "Group/category" field. If this field is used, you'll see a drop-down list of the currently used contact groups. Use the checkboxes to select the desired contact groups. This can be used as an alternative to distribution lists. Any contacts associated with the selected group(s) will receive the reminder, provided their email address has been specified.

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