Send Emails

After your EMS Desktop Client Administrator has configured system email, you can set personal preferences in your installation to email confirmations, invoices, or miscellaneous information to EMS users or groups.

How Personal Email Preferences Work:

• If your organization uses Microsoft® Outlook, you can set preferences to use Outlook for sending confirmations, invoices, or individual emails to EMS users or groups.

• To send bulk emails to groups (such as for transactions, calendar events, or advanced features), you must set preferences to use SMTP email.

• If your organization does not use Microsoft® Outlook, SMTP is used for all emails from EMS Desktop Client, including confirmations, invoices, and messages to users or groups.

• Generic emails (not tied to a confirmation, invoice, or reminder) can be sent to any recipient.

Important Updates:

• As of April 30, 2026, EMS Desktop Client supports OAuth for external SMTP servers. Administrators must configure OAuth using a Client ID and secret to comply with Microsoft’s updated authentication standards and ensure secure, uninterrupted email delivery.

• Customers are responsible for configuring OAuth on their SMTP or Exchange environments. This change is required due to Microsoft’s retirement of Basic Authentication for SMTP AUTH in Exchange Online​​.

• The Desktop Client now uses the EmailSenderOauth class for sending emails, enhancing security and compatibility with modern authentication​.

Requirements:

• Your user account must be configured with an email address for personal email preferences to work.

• For help enabling SMTP email or OAuth, contact your EMS administrator or IT staff.

Email Reservation Attendees from the EMS Desktop Client Application

After selecting a reservation in the EMS Desktop Client, click Email to open a pre-addressed SMTP email to the group associated with the reservation.

Steps to Email Attendees:

1. Enter information in the From, Subject, Message, and other relevant fields.

2. Optionally:

   • To attach a file, click Attachments.

   • To format the body of the email message, use the options on the Formatting toolbar.

3. Click Send to deliver the email.

Important Updates:

• As of April 30, 2026, EMS Desktop Client now supports OAuth authentication for external SMTP servers. This change is required due to Microsoft’s retirement of Basic Authentication for SMTP AUTH in Exchange Online. Administrators must configure OAuth using a Client ID and secret to ensure secure and uninterrupted email delivery​.

• Hyperlinks in Email History now open in your default system browser, supporting modern browser compatibility.

Send a Meeting Confirmation or Invoice

When you are previewing a new or reprinted invoice or viewing the Confirmation dialog in EMS Desktop Client, you can email the document directly:

For Confirmations:

• Click Email to open an email window with the confirmation displayed in the body.

• The From field is automatically populated with either your user account’s email address or, based on your user preferences, the department’s email address associated with your account. You can select either address. (See Also: Setting User Preferences and Default Values.)

• The To field is blank and must be filled in manually.

  For Invoices:

• Click Email to open an email window with the invoice attached.

• The From field is automatically populated with your user account’s email address or, based on your user preferences, the department’s email address. This field cannot be changed for invoices. (See Also: Setting User Preferences and Default Values..)

• The To field is prepopulated with the email address for the associated group, but you can change this value if needed.

• The SMTP email window for invoices also includes Header Message and Footer Message fields, allowing you to add custom header and footer content to the email body.

Select Recipients:

Choose the recipients for your email. For confirmations, the To field is blank and must be filled in. For invoices, the To field is pre-populated with the group’s email address but can be changed.

Optional Actions:

1. Format the Email Body: Use the Formatting toolbar to adjust font, style, and layout as needed.

2. Attach Files: Click Attachments at the top of the window to add files.

   • For invoices, the default attachment format is PDF. You may select other formats: HTML, Microsoft Excel (.xls), Microsoft Word (.rtf), Picture (.tiff), or Text File (.txt).

   • For confirmations, if you wish to include the entire confirmation as an attachment, select a file format. The default is Adobe (.pdf), with the same alternative formats available.

   • If the confirmation includes one or more attachments, the Confirmation Title is used as the name for all attachments except for .ics files. If an .ics file is included, it is always named Confirmation.ics.

3. To include the entire confirmation as an attachment or add an .ics file, see your Confirmation Settings under Settings > Confirmation Settings > Email Options​.

   Send the Email:

4. Click Send to deliver your message.

Important Updates:

• As of April 30, 2026, EMS Desktop Client supports OAuth authentication for external SMTP servers. Administrators must configure OAuth using a Client ID and secret to comply with Microsoft’s updated authentication standards and ensure secure, uninterrupted email delivery. This applies to all email forms, including those with attachments​​.

• The Desktop Client uses the new EmailSenderOauth class for sending emails, enhancing security and compatibility with modern authentication​​.

Send a Generic Email

1. On the EMS toolbar, click the Email icon. The generic email form opens.

2. The From field displays the email address specified for your user account or the department associated with your account.

3. Enter information in the To, Subject, and Message fields.

   1. To attach a file, click Attachments.

   2. To format the email body, use the options on the Formatting toolbar.

4. Click Send.