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os x project management software

Configuring Email Collaboration

SharedPlan Pro provides you with the ability to send email to resources associated with your project. Before you can use this feature you must tell SharedPlan Pro how to connect with your mail server. The steps are described below and are similar to other mail applications you've probably configured in the past.

You'll only need to undertake this configuration the first time you use this feature.

Open The Configuration Window

On Mac OS X, you'll find this under the SharedPlan Pro menu as Preferences.

On Windows, you'll find this under Tools as Configure SharedPlan.

Once you've selected it you'll see a window similar to that below.

Enter You User Name

In the General panel enter your user name. This is for inclusion in the email that will be sent so it can be whatever you would like.

Specify Your Mail Server

In the Email panel enter the information information appropriate to your environment for each of the fields above. Note that the entries above are just an example and will not work in your environment.

If you have any questions about how the content of these fields please consult your local mail guru. These settings are different for everyone and are specific to your environment.

Note that SharedPlan Pro expects the email server to be available on port 25 for regular email and port 465 for SSL email. If you're not sure about that consult your local mail guru.

Create A Project

If you haven't already, create a project with at least one resource that has an email address.

Select Resources to Receive Email and Email Text.

To send email to the project resources, select Collaboration -> Publish Assignments to Resources.

In this window you can select which resources will be sent email as well as the subject and body of the message.

If your mail server requires one enter your mail password in this window.

Once everything is as you would like it click on OK and the email will be sent.

What If I Get An Error Message?

If SharedPlan Pro is unable to connect to your mail server you will be presented with an error message.

If that does happen, please double check all of the settings below, making sure that they match those of your mail server. It's a good idea to compare the settings in SharedPlan with those of your mail program. The connection information provided to SharedPlan Pro must be exactly what your mail server requires or Pro will not be able to send email.

Then, make sure your mail server is operational by sending email from another mail program.

If all else fails, talk with your local mail guru/administrator and they'll probably be able to locate the problem with your configuration.