E-mail

Most of the printed documents (standard letters, report cards, etc.) can be sent by e-mail.

Configuration of e-mail dispatching for the institution

Activate the delegation e-mail dispatching to the Server 

The delegation e-mail dispatching to the Server has several advantages:

• a single configuration to be made (none in hosted mode);
• no lost e-mail in the event of a failure (if the SMPT Sever is out the e-mail is kept in the PRONOTE Server and sent later);
• no waiting during dispatching (the user can continue to work or quite PRONOTE just after sending).

 

 Prerequisite  You must login as the SPR.

In hosted mode, the PRONOTE is active by default.

In non hosted mode, you must activate and configure:

1. From a Client , go to the menu Server > E-mail dispatching parameters.
2. Tick Delegate the dispatch of all e-mail to the sever PRONOTE.
3. Enter the name of the sender; it will be visible to the recipients.
4. Click on the button  to enter the configuration for the SMTP Server, in general, the academic SMTP Server (contact your academic technical service or search on the Internet, this information is often found online).
5. Enter the sender's name; it will be used during the dispatch of notifications as well as the dispatching of e-mail sent by users whose address is not in the authorized domains.
6. Enter the authorized domains.
7. Click on Test the dispatching of e-mail. If this does not work, modify the  Encryption of the communication with TLS in the SMTP Server configuration, and test again.

Note:  if you do not want to activate the delegation of sending e-mail and use multiple SMTP servers, it is possible to define dispatching profiles in the menu Configuration > Manage the e-mail dispatching profiles.

Manage the institution's e-mail accounts 

The institution's e-mail accounts allow the users to send e-mail from shared addresses of the type studentadministration@myinstitution.fr, secretariat@myinstitution.fr, etc.

1. Go to the menu Configuration > Manage the e-mail dispatching profiles.
2. Click on the creation line.
3. In the popup window, enter the designation and the address of the e-mail account.
4. Transfer the received code to the specified address and secure the account with a question/ secret answer.
5. Once the account created, indicate the staff/ teachers authorized to send email  with this account.

Transforming an institutional account into a personal account

For a more flexible management of e-mail accounts, it can simply be transformed into a personal account if an institutional account is used by a single user.

1. Go to the menu Configuration > Manage the e-mail dispatching profiles.
2. Select the institution's account.
3. On the right, make sure that only one user is assigned to this account.
4. Click on the button  on the top right.
5. In the confirmation window that appears, click on Yes.
6. The Secretariat account is then assigned to Mr./Mrs. X.

Verify the recipient's e-mail address

Postal/e-mail address

Ensure recipients accept e-mail

Contact preferences

Configuration of e-mail dispatching for every user

If messaging service is not set up for all users from the Server, it must be set up from the Clients:

• either the user himself transfers the settings of his messaging service (if Outlook Express is configured, the information is automatically retrieved);
• or the administrator defines messaging service profiles that can then be recovered by users.

Configure the e-mail account for a user 

The institution's accounts allow several users to use the same dispatching address.

1. Go to the menu Configuration > Configure e-mail dispatching for this workstation.
2. If you are authorized to use an institution account, it is selected by default.
3. Click on the button  to personalize the use of the account:
   • you can define a different response address: for example, you can receive responses in a personal address;
   • you can automatically mask all those in copy so not to  distribute the contact information of the recipients.
4. Hover over the button  to view the list of other users assigned to the shared account in a tooltip.
5. If you are not assigned to an institutional account, set up a personal account  by entering your name and email address.

Verify the e-mail dispatching parameters 

1. Go to the menu Configuration > Configure e-mail dispatching for this workstation.
2. If the dispatching of e-mail is delegate to the Server , there is no need to configure.
3. If the dispatching of e-mail is conducted via the Client , click on the button  :
   • if the dispatching profiles have been defined, you can recover the corresponding parameters by clicking on the button Recover an e-mail dispatching profile;
   • if no profiles have been defined, fill in the fields relative to your SMTP server, in general the academic SMTP Server (contact your academic technical service or  search on the Internet, this information is often found online).
   • leave the server waiting time at its default value.
4. Click on Test the dispatching of e-mail:

• if you get the message Elapsed time, return to the settings and increase the  waiting time up to 60 seconds;
• if this does not work, modify the Encryption of the communication with TLS and test again.

Sending e-mail

Send a standard letter by e-mail 

 Prerequisite  The dispatching parameters are correct, the recipients accept receiving e-mail and their addresses have been specified.

1. Proceed as if to print a standard letter, for example, by clicking on the button .
2. In the mail dispatching window, select E-mail as Type of output. The available standard letters depend on the displays (Standard letter).
3. To avoid a "deformation" of the letter by the recipient’s browser, you  can attach the letter in PDF format. To render it immediately eligible without the recipient having to open the attached document; tick Integrate letter in e-mail body.
4. Click on Print/E-mail.
5. In the popup window, enter and format the e-mail (subject, body of message and signature). You also can add other recipients by ticking Others.
6. Click on Send the e-mail. If all the recipients do not have a specified e-mail address in PRONOTE, beforehand, you can tick Print a copy, Only to those who do not receive e-mail.

Send a document by e-mail 

 Prerequisite  The dispatching parameters are correct, the recipients accept receiving e-mail and their addresses have been specified.

1. Proceed as if to print a document, for example, by clicking on the button .
2. In the popup window, select E-mail as Type of output.
3. To avoid a "deformation" of the letter by the recipient’s browser, you  can attach the document in PDF format.
4. Click on Print/E-mail to enter the message that will be displayed in the e-mail body.

Send an e-mail 

 Prerequisite  The dispatching parameters are correct, the recipients accept receiving e-mail and their addresses have been specified.

1. From a list of resources, click on the button  in the tool bar.
2. In the popup window, if you have already selected a resources in the list, it is preselected as recipient. You can add/remove the recipients by modifying the concerned resources and by clicking on the button  to tick/un-tick the recipients.
3. If you want to save the e-mail as a template, enter a designation on the left.
4. Enter a subject as well as the body for the message
5. Add your signature (E-mail signature).
6. Click on Send the e-mail.

Consult the list of the sent e-mail 

The sent e-mail is retained. Every user can consult their sent e-mail from their personal account as well as the e-mail sent from the institution's account(s) for which they have access.

1. Go to the tab Communication > E-mail.
2. Select the account in the drop-down window.
3. To find an e-mail, sort the list by clicking on the title of the appropriate column or use the button  on the top of the list.
4. Select an e-mail to display the contents on the right.