# Sending manual emails

To send a manual email, do the following:

1\. Go to the issue in Jira.

2\. On the right hand panel of the issue screen, click the three dots and choose **Email** from the menu.

{% hint style="info" %}
**Note**: If the **Email** option is not available in the menu on the issue view, users might not be authorized to send manual emails. For more information, see [Permissions](https://docs.meta-inf.hu/email-this-issue/~/revisions/mYKQuRriMlSJeyH2TzSD/administration/email-this-issue-for-jira-cloud-permissions#Permissions-SendManualEmailPermission).
{% endhint %}

![](https://880912854-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-Mf8H-oTE_fhOrUtfYrN%2F-MjYP40auJkvy19dsu01%2F-Mjch4WKw6tAShV06LJ7%2Femail_button_01.jpg?alt=media\&token=4e646798-43cd-4e17-bbda-a843c4bfee9d)

## Email screen <a href="#theemailbuttonandtheemailscreen-emailscreen" id="theemailbuttonandtheemailscreen-emailscreen"></a>

The email screen provides an easy-to-use email composition interface while keeping users in context.

The screen is divided into two panels:

* The right panel displays the issue's details, description and custom fields so that users can easily stay in context. For more details, see [Issue panel](#theemailbuttonandtheemailscreen-issuepanel).

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2Fh5A7Zkjvhn6GrH8cwGT5%2Fmanual_1.png?alt=media&#x26;token=74a34f63-5c2e-4202-befb-5bef6937e133" alt=""><figcaption></figcaption></figure>

* The left panel is dedicated to composing the email. Add the following here:
  * **Recipient(s) To**
  * **Recipient(s) Cc**
  * **Recipient(s) Bcc**
  * **Template**
  * **Responses**
  * **Subject**
  * **Message**
  * **Attachments**

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2FlS4F6ecaJWQc0wT34Bi0%2Fmanual_2.png?alt=media&#x26;token=8886edfe-26fe-4943-a922-f1c635675928" alt=""><figcaption><p>Sending Manual Email</p></figcaption></figure>

### Add new attachments <a href="#theemailbuttonandtheemailscreen-recipients" id="theemailbuttonandtheemailscreen-recipients"></a>

If the attachment upload is enabled in Jira, new attachment(s) can be added to the e-mail. The selected file(s) will be attached to the issue too. The file size limit concurs with the Jira issue attachment max size setting.&#x20;

{% hint style="warning" %}
In case of service requests the new attachments are added as Internal comments.
{% endhint %}

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2FPbGsvJxfCdR8nHcWM1qn%2Fmanual_3.png?alt=media&#x26;token=77d71b84-bb35-4fa2-bd1b-6dc88eab46b0" alt=""><figcaption><p>Attachments on Manual Email Screen</p></figcaption></figure>

### Recipients <a href="#theemailbuttonandtheemailscreen-recipients" id="theemailbuttonandtheemailscreen-recipients"></a>

Emails may have **To**, **Cc** and **Bcc** recipients. For all of these recipient types, you can enter or select the following:

* Users from Jira
* Email addresses
* Individuals related to the issue or project, such as:
  * Assignee
  * Reporter&#x20;
  * Watcher&#x20;
  * Project Lead
  * Current User
* Project Roles
* User Groups
* Custom Fields that may hold the following:&#x20;

  * Email addresses
  * Users
  * Groups

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2FxQrwOxUiniWrIPl4eYB6%2Fmanual_4.png?alt=media&#x26;token=46d56a21-23bc-4dec-b957-b2c5c99d11f2" alt=""><figcaption><p>Recipients on Manual Email Screen</p></figcaption></figure>

### Email content <a href="#theemailbuttonandtheemailscreen-emailcontent" id="theemailbuttonandtheemailscreen-emailcontent"></a>

The key attributes to specify email content are the following:

| Field           | Definition                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                    |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Subject**     | <p>The text entered here will be the final subject of the email that will be sent out. The subject can be modified as needed.<br>Use the <img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2F5IKuN9vKSZt24Lx3TNlV%2Fimage.png?alt=media&#x26;token=4e3c9b4d-9a52-4721-9e80-6823667c8b96" alt=""> icon to generate a new subject after changing the template being used.</p>                                           |
| **Message**     | <p><strong>Important</strong>: The message entered here is not the body of the final email. The message will be combined into the selected template to render the layout and content of the final body of the email.</p><p>Select another template and click <strong>Preview</strong> to verify the final layout and content of the email.</p><p>The Email This Issue Rich Text Editor is available for HTML emails. The editor offers many features, such as full screen editing and WYSIWYG formatting.</p> |
| **Attachments** | If the issue has attachments, they can easily be attached to the outgoing email.                                                                                                                                                                                                                                                                                                                                                                                                                              |
| **Template**    | <p>The template selected here will be used for rendering the body of the email with static and dynamic content.</p><p>Preview gives a chance to check the final layout and content of the email.</p>                                                                                                                                                                                                                                                                                                          |

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2FlpNPWu1XfzBoxapllLVh%2Fmanual_5.png?alt=media&#x26;token=98e07975-3122-431c-91b0-c030cf20a734" alt=""><figcaption><p>Email Content</p></figcaption></figure>

{% hint style="info" %}
**Note:** Email This Issue uses the built-in spell checker of the browser. To use spell checking, enable it in the browser.
{% endhint %}

{% hint style="info" %}
A new mail from the same issue with similar data can be sent by checking the 'Send another e-mail' checkbox. In this case, the Manual Email Screen will be shown later on, after the current mail is queued.

A pop-up message reassures the user that the email was successfully queued.

<img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2FV854CkIiFTIcR0zvbnLu%2Fimage.png?alt=media&#x26;token=18caaaad-801a-414b-a08e-d212a923637a" alt="" data-size="original">
{% endhint %}

### Email preview <a href="#theemailbuttonandtheemailscreen-emailpreview" id="theemailbuttonandtheemailscreen-emailpreview"></a>

The **Preview** button opens an email preview in a dialog for verifying the final layout and content of the email before sending it. It is possible to send the email directly from the preview dialog.

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2F7mxaTVKkSg8sbWNicve7%2Fmanual_7.png?alt=media&#x26;token=9d950117-82c5-4c02-980e-2726389452be" alt=""><figcaption><p>Email Preview</p></figcaption></figure>

### Canned responses <a href="#theemailbuttonandtheemailscreen-cannedresponses" id="theemailbuttonandtheemailscreen-cannedresponses"></a>

Canned responses are predefined default email messages that can easily be added to the email body. Responses help users avoid repeatedly typing long, standard messages to recipients.

Responses can render the details of the issue dynamically into the message.&#x20;

**Example**

The following example adds a message dynamically.&#x20;

{% hint style="info" %}
**Note**: As seen in the Email preview above, greetings with the full name of the issue reporter in the beginning and greetings with the name of the current user in the signature are automatically rendered.
{% endhint %}

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2Fa0mrNBtK7gs7AOtFY9WW%2Fmanual_8.png?alt=media&#x26;token=a0057f56-f517-4ee1-a768-38e8b77bc42a" alt=""><figcaption><p>Add Response to the email body</p></figcaption></figure>

For more information, see [Default Messages (Canned Responses)](https://docs.meta-inf.hu/email-this-issue/~/revisions/mYKQuRriMlSJeyH2TzSD/outgoing-emails/email-this-issue-for-jira-cloud-default-messages-canned-responses).

## Issue panel <a href="#theemailbuttonandtheemailscreen-issuepanel" id="theemailbuttonandtheemailscreen-issuepanel"></a>

The right panel of the email screen displays issue details with all system and custom fields and the list of comments to keep users in context.

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2FrToEw1YfzA30GXeMwz5O%2Fmanual_9.png?alt=media&#x26;token=bd3987ce-2a3f-46ff-839d-c6d2c2e60ac7" alt=""><figcaption><p>Issue Details</p></figcaption></figure>

{% hint style="info" %}
**Note:** As far as Service Management Requests are concerned, only public comments are visible on the issue panel.
{% endhint %}

### Add comments <a href="#theemailbuttonandtheemailscreen-addcomments" id="theemailbuttonandtheemailscreen-addcomments"></a>

The comments listed on the issue panel can be easily quoted in the email message by clicking the links **Add to mail body** and **(with full details)**.

* **Add to mail body** adds the comment text to the cursor position in the **Message** field.&#x20;
* **(with full details)** includes the name of the author and the date and time the comment had been added.

The following gives an example of a comment added to the mail body with full details: &#x20;

<figure><img src="https://880912854-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Mf8H-oTE_fhOrUtfYrN-2724419853%2Fuploads%2Fff7NEGFAE5x6KIZXKuA3%2Fmanual_10.png?alt=media&#x26;token=814d0b31-de96-45e0-98c9-7edd1b54bfdb" alt=""><figcaption><p>Insert comment to email body</p></figcaption></figure>
