Your system can connect to your practice email account, allowing you to send and receive emails from EXACT using your practice email account.

Configuring an Email Account in EXACT

This article broadly covers the settings available for configuring an email account in EXACT, for instructions relating to your specific email provider, you can search this help centre for your provider.

Email Account Setup Options

1. Go to Configure - Email and SMS Setup.
   • If you are configuring an email account, you will access these settings during the setup process.
2. If your email account is already configured, this will be pre-selected. Click Next to continue to access email settings.
3. The Account Details window will display your current setup, confirm these are correct or amend as required.
   • This window contains details such as your practice email address, authentication options, send and receive settings, IMAP and POP3 and the Reset Mailbox Counter functionality.
   • If your email provider does not use modern authentication, you will also be presented with incoming and outgoing server and port settings.
   • Click Next to proceed. Please note that your email account must be connected to move to the next window.
4. The Scheduled Send and Receive window has settings to;
   • Send all email immediately in the event you do not want a delay; this option removes the ability to stop an email from sending.
   • Mailbox checking times, EXACT will check your inbox for new emails within this timeframe.
   • Add the delay between mailbox update checks with the minutes setting.
   • You can set specific times you wish for updates to be checked with the preset time option.
   • The delay between sending each email option allows a frequent but not constant email send rate; this option is useful when your email provider has a sending limit.
     💡 Tip: If your email provider has a limit of 500 emails per day and you are sending between 08:00 and 17:00, you should limit your sends to ensure you do not exceed your limit.
     In this instance, 500 (emails) / 8 (hours) = 62.5 emails per hour. 62.5 (emails) / 60 (minutes) = 1.
     You would then limit your email sending limit to 1 to ensure that you never exceed your email sending limit.
     
   • Click Next when set up.
5. Email Attachments and Signatures controls the ability to open attachments in EXACT and the option to automatically add your email signature.
   ⚠️ Please Note: There can only be one email signature configured per practice, for emails sent from individuals, please add these manually or send the email from outside of EXACT.
   • Click Next when set up.
6. The next screens manage your SMS Messages configuration, click Next to proceed until this changes to Finish, to save your changes.

⚠️ Please Note: Your configuration settings will not be saved until you click Finish on the last window in the configuration wizard, this is regardless if the test has been completed or not.

💡Tip: The level of encryption used when sending emails is determined by your email provider, in addition to this, the recipients' email provider will also determine the level of encryption used.

Additional Information

💡Tip: If you have set up a new email account within EXACT and use Campaign+ and clicked “Yes” to the prompt to update your practice email account please contact the EXACT support team to register your email account for sending Campaign+ communications (you will receive an email link from Amazon Web Services to confirm your new email account address).

💡 Tip: Professional or business accounts often have higher email sending limits, therefore allowing for more emails to be sent per minute.

⚠️ Please Note: If you send emails directly from your email account online, this must be taken into account when calculating your email sending limit. Sending more than your limit may cause your email account to be blocked as your provider blacklists you as a spam sender.

Examples of email sending limits based upon 8 hours per day;