--- title: "Manage emails" description: "Visma Net provides email management functionality where users can use their favourite email programs for communication with customer contacts, and use their personal email accounts if these email addresses are registered with the system." lang: en languages: en: https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/index.md lastmod: 2026-02-19 --- > Documentation index: https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/llms.txt # Manage emails Last modified February 19, 2026 > Visma Net provides email management functionality where users can use their favourite email programs for communication with customer contacts, and use their personal email accounts if these email addresses are registered with the system. You should specify the user's personal email account in the [Employees (EP203000)](https://docs.vismasoftware.no/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/index.md) window, the [Users (SM201010)](https://docs.vismasoftware.no/visma-net-erp/help/access-management/user-security/user-security-windows/users-sm201010/index.md) window, or both windows. If incoming mail processing is activated for a system email account, before the system forwards incoming emails to a specific employee, it checks whether the employee has an email address specified in the [Employees (EP203000)](https://docs.vismasoftware.no/visma-net-erp/help/organisation-structure/organisation-structure-windows/employees-ep203000/index.md) window; if there is no such address, the system uses the email address specified in the [Users (SM201010)](https://docs.vismasoftware.no/visma-net-erp/help/access-management/user-security/user-security-windows/users-sm201010/index.md) window. In the [User settings (SM203010)](https://docs.vismasoftware.no/visma-net-erp/help/management/management-windows/user-settings-sm203010/index.md) window, you can create a signature, which will be inserted at the end of each email this user sends. The **Email settings** tab provides a text box and a toolbar with tools to format the text of the signature. In the windows used for creating emails, personal email addresses are available for selection to only their owners. Users can use templates for their emails or set up automatic notifications based on specific templates. For details, see: [About notification templates.](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/about-notification-templates/index.md) For each system email account, you can manually initiate the processes of sending and receiving mail, or you can set up an automatic schedule for these processes. Also, you can suspend sending and receiving emails for all system email accounts at once. For more info, see: [About mail sending and receipt.](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/about-mail-sending-and-receipt/index.md) To prevent the system from slowing down due to a large number of emails, both incoming and outgoing, accumulated over a long time, you can archive processed emails. For details, see: [About email archiving.](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/about-email-archiving/index.md) --- [View this page](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/) ## In this section - [About email archiving](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/about-email-archiving/index.md): Over time, system email accounts may accumulate an extremely large number of emails, both incoming and outgoing, which may result in considerable system… - [About mail sending and receipt](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/about-mail-sending-and-receipt/index.md): To initiate the sending of outgoing emails, use the Send and receive email (SM507010) window. - [Archive sent emails](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/archive-sent-emails/index.md): Go to window Sent emails (CO409080). In the overview, select the check box in front of the emails you want to archive. In the Actions drop-down list, select… - [Create a send and receive email schedule](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/create-a-send-and-receive-email-schedule/index.md): Go to the Send and receive email (SM507010) window. In the Action field, select Send/receive all. On the window toolbar, click Schedules > Add. This opens the… - [Filter sent emails](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/filter-sent-emails/index.md): Go to window Sent emails (CO409080). Click the icon. In the Filter settings dialog box, click to add a line. Under Property, click the field to activate the… - [Forward or reply to sent emails](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/forward-or-reply-to-sent-emails/index.md): Go to window Sent emails (CO409080). In the overview, select the check box in front of the email you want to reply or forward. In the Actions drop-down list,… - [Search for sent emails](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/search-for-sent-emails/index.md): Go to window Sent emails (CO409080). In the Search field, enter the information you want to find. For example: text in the Subject field of the email, or a part… - [Add an attachment to a pending email](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/add-an-attachment-to-a-pending-email/index.md): Go to Pending emails (SM507000). In the Account field, click to select an account. The email account that has been created by the system is by default shown… - [Add a recipient address to a pending email](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/add-a-recipient-address-to-a-pending-email/index.md): Go to window Pending emails (SM507000). In the Account field, click to select an account. The email account that has been created by the system is by default… - [Change the recipient address for a pending email](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/change-the-recipient-address-for-a-pending-email/index.md): Go to window Pending emails (SM507000). In the Account field, click to select an account. The email account that has been created by the system is by default… - [Change a scheduled dispatch of pending emails](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/change-a-scheduled-dispatch-of-pending-emails/index.md): Go to window Pending emails (SM507000). Click and select Add. In the Automation schedules window that opens, check that Pending emails is selected in the Window… - [Delete a pending email](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/delete-a-pending-email/index.md): Go to window Pending emails (SM507000). In the Account field, click to select an account. The email account that has been created by the system is by default… - [Send pending emails](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/send-pending-emails/index.md): Go to window Pending emails (SM507000). In the Account field, click to select an account. The email account that has been created by the system is by default… - [About notification templates](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/about-notification-templates/index.md): You can configure Visma Net to automatically send template-based emails to users on different occasions. - [Add a notification template for changes in case contents](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/add-a-notification-template-for-changes-in-case-contents/index.md): To add a notification template to informing case owners about customers adding comments or attaching files to cases, you use the Notification templates… - [Change notification template body text](https://docs.vismasoftware.no/visma-net-erp/help/email/manage-emails/change-notification-template-body-text/index.md): Go to window Notification templates (SM204003). In the Notification field, click , and select the notification whose body text you want to change. In the lower…