Emails

before using the email tool in ampeducator, make sure email is properly configured under email docid\ ovxzb9m0rmae0hqkx9pfo without this setup, you won’t be able to send or receive messages within the platform once configured, the emails section lets you view and manage all your email communication with students or prospects you can send messages, check your inbox, review sent emails, or return to drafts understanding software emails and email tracking in ampeducator by default, emails sent or received outside of ampeducator (e g from gmail or outlook) will not appear in your ampeducator inbox or communication history the inbox only shows messages that go through ampeducator’s internal email system to make sure your emails are tracked properly, it’s important to understand how software emails work—and what options you have to bring in messages sent from outside the platform how email works in ampeducator each user is assigned a unique software email address, which is used to send and receive messages within ampeducator you can find this address in your user details it usually looks like this useremailname\@school ampeducatormail com the part before the @ is the user’s first and last name by default, (e g john smith\@mycollege ampeducatormail com ), but it can be anything as long as it’s unique when a user sends an email from ampeducator , the reply to address is their software email when someone replies the message goes to ampeducator’s secure email server ampeducator checks that it’s linked to a valid user it logs the message in the communication history then it forwards it to the user's inbox the same process happens when the user replies again from within ampeducator, ensuring a complete email trail capturing emails sent outside ampeducator if you send or receive emails outside the system, ampeducator won’t automatically track them—but you can still log them using one of these two methods forwarding setup under user account / emails , each user has a forwarding address useremailname+fwd\@school ampeducatormail com you can set up a forwarding rule in your regular email account to automatically forward relevant emails to this address ampeducator will check if the message matches a student log the email to the correct communication history ignore unrelated or unmatched messages manual logging each student or prospect profile includes two special email addresses under communication / emails +from – for logging replies received from the student +to – for logging emails sent to the student you can forward emails manually to these addresses to log the messages directly to that student’s communication record sending a new email to send a new message, click the green new email button a pop up will appear asking you to select a student begin typing their name, and matching results will appear for you to choose from once selected, click add to move to the email editor in the email editor, you'll see the student's contact details, your sender address, and fields for the subject and message you can format your message using the rich text editor and include attachments or templates as needed when you’re ready, click send to deliver the message or save to store it as a draft you can return to drafts anytime using the drafts tab on the main email screen inbox the inbox tab in the emails section is where you'll find all incoming messages when you first open the emails tool, it defaults to this tab automatically viewing your emails unread messages are highlighted in yellow, making them easy to spot each row displays the name of the student who sent the message a preview of the subject line the date the email was received you can click on the email subject in the preview column to open the full message or, click on the student’s name to go directly to their profile replying to emails there are two ways to reply click the email subject to open the full message, then select reply at the top left or, click the blue reply arrow icon directly from the inbox list in both cases, a reply pop up will appear, allowing you to write and send your message using the same rich text editor used for composing new emails drafts the drafts tab stores any emails you’ve started but haven’t sent yet this is helpful if you want to come back and finish your message later or make edits before sending each draft displays the student it’s addressed to a preview of the subject and message the last modified time you can click on the student’s name to go directly to their profile, or click the subject line to open the email editor and continue working on your draft sent emails the sent emails tab keeps a record of every message you've sent through the system, whether it's a standard message, a follow up, or a form email each entry displays the student it was sent to (clickable to access their profile) a preview of the subject and email content the status of the email (e g , sent, opened, or bounced) the date and time the message was sent this makes it easy to confirm whether an email was successfully delivered and whether the recipient has opened it if a message shows bounced, it means the email couldn’t be delivered—often due to an invalid email address viewing a sent email clicking the subject line opens the full message at the top, you'll see the email content, and at the bottom, you'll find a detailed email stati section this shows a log of the email’s journey, including when it was sent whether it was delivered if and when it was opened any bounce or failure details if applicable this built in tracking makes it easy to confirm delivery and follow up accordingly—especially helpful when sending important forms or reminders more actions the more actions dropdown gives you extra tools to manage your emails across the inbox, drafts, and sent emails tabs these options help you quickly organize, tag, or update the status of your emails without opening each one individually manage email tags tags are a helpful way to categorize and organize your emails you can create your own custom tags and apply them to any message for quick filtering or reference to manage your tags, click more actions and choose manage email tags a popup window will appear showing your current tags to add a new tag, click the + button a new row will appear where you can enter the tag name , choose a tag colour , and click the green checkmark to save it to update an existing tag, click the edit tag icon next to it to remove a tag, click the red delete tag icon once your tags are set up, return to your email list you can select one or more emails, open the more actions menu, and choose tag selected emails to apply the tag tag selected emails once you’ve created tags, you can easily apply them to one or more emails for better organization to tag emails, select the email(s) you want to label from your list, then click more actions and choose tag selected emails a popup will appear where you can choose from your existing tags simply select the tag from the dropdown and click apply once applied, the tag will appear in the preview column of the tagged email this makes it easy to scan your inbox or other folders and quickly identify emails by category at a glance mark selected read / unread these options are available only in the inbox tab they allow you to update the read status of your emails in bulk without needing to open each one individually use mark selected read to clear the yellow highlight and mark emails as read use mark selected unread to return emails to an unread state, highlighted in yellow for visibility just check the box next to one or more emails, open the more actions menu, and choose the option you need delete selected in the drafts tab, you’ll see a delete selected option appear when you check one or more emails this lets you remove multiple draft emails at once without opening them individually once deleted, the drafts are permanently removed and cannot be recovered—so make sure you no longer need them before deleting