Email: Create a group email draft

Think of an email draft (or project) as a template for emails that you send on a regular basis. You can set up the basic information and then you, or a user you assign, can just add, update, or change the specifics when it is time to send.

There are a couple of ways to create your draft:

• Start with a clean draft

This works well when you want to proactively create email drafts for future use.

• Start with group email and save as a draft

This works well when you create an email and decide you want to make a draft of it for future communications.

Start with clean draft

1. On the Main Sections menu, click Communicate, and then click Group Email.

2. At the top of the Group Email page, under No Draft/Project Selected, click Create.

   

3. Leave the Use Current Email Settings as is. It does not apply when starting with a clean draft.

   

4. For Project Name, type a descriptive name. This helps you identify the draft when looking to create a group email. This is seen internally only.
5. For Subject, type the subject for the email. This is what recipients see in the subject line of the email. The subject cannot contain special characters.
6. For Brief, provide a description of what the draft email is about. This is seen internally only.

7. Click "Create New Draft"

   
   

8. Charms takes you to the Options tab where you can add filters to narrow down your email recipients. Depending on your selection, Charms displays additional filter boxes.

   

9. When finished selecting your filters, click the Addresses tab.

   

10. When ready to draft the email, click the Compose tab.

    

11. Compose your email. The email cannot contain emojis. 
12. If you are including attachments, please ensure the attachment file name is no longer than 30 characters. The file name cannot have special characters.
13. If desired, give other administrative users access to various permissions for this group email draft.
    1. Click in the Add User list.
    2. Select a user and then click Add.
    3. Select each permission you want to grant the user, and then click OK.
    4. Follow these steps again if you want to add another user.

14. To save the group email draft, click 

    

    .

Now when you are ready to use this group email draft, you can click 

, find and load draft, and then update as you need. For instructions on using this group email draft, see Use group email draft to send an email.

Start with group email and save as a draft

In this situation, you have created your email and decide you want to save it as a draft for future group email communications.

1. On the Main Sections menu, click Communicate, and then click Group Email.

2. Follow the instructions for sending a group email but instead of sending the email, when you are done composing it, click 

   

   .

3. Select Use Current Email Settings. This option tells Charms to use the email address settings you selected from the Options and Addresses tab when you were creating the group email.
4. The Project Name is defaulted to the subject you entered; you can change this if desired. The project name helps you identify the draft when looking to create a new group email. This is seen internally only.
5. The Subject is defaulted to the subject you entered; you can change this if desired. This is what recipients see in the subject line of the email.
6. For Brief, provide a description of how and when to use the email draft. This information is seen internally only.

7. Click 

   

   .

8. If desired, give other administrative users access to various permissions for this group email draft.

   1. Click 

      

      .

   2. Click in the Add User list.
   3. Select a user and then click Add.
   4. Select each permission you want to grant the user, and then click OK.
   5. Follow these steps again if you want to add another user.

9. To save the group email draft, click 

   

   .

Now when you are ready to use this group email draft, you can click 

, find and load your draft, and then update as you need. For instructions on using this group email draft, see Use group email draft to send an email.