Creating New Notes

Starting a new note is extremely easy: simply click the New button at the top of the webmail interface. Once you do this, you'll be able to start entering your note details. These include:

• Subject - This is the simple name for the note, like "Shopping List" or "Meeting Notes".
• Description - This is where you enter the actual note contents. The note description area is fully HTML compliant with a rich editor so it's possible to stylize your note contents with different fonts and colors, links to outside resources, embedded videos, etc.
Note: Inline images over 200KB will cause the window to become unresponsive when using Code View. This is a known issue with the Froala editor.
• Source - Either the default Notes folder, any new or custom folders you've created, or, if other users have shared their Notes with you, you can select one of those as the Source for your new Note.
• Color - Note colors are a great way to keep notes of a specific type neatly organized. As a side note, the colors available match the colors of traditional paper sticky notes.

You can also add a Category to the new note using the Mark button, or add one or more attachments using the paperclip button.

Microsoft Outlook Limitations

When creating a new note using the SmarterMail webmail client, it's possible to use the HTML editor to add images to your note. You can also add attachments to a note (e.g., adding a PDF to it as reference). However, when syncing your notes to Microsoft Outlook, attachments never come across — Outlook's note format has no concept of a file attachment, so SmarterMail doesn't even attempt to send them. Embedded images fare a little differently: Outlook applies a very small size limit to a note's body content, and if your note (images included) grows past that limit, Outlook will still sync it, but you'll get an error when you later try to export that note to a .pst file. Because of that, it's best to keep note bodies text-focused and use attachments, rather than inline images, for anything you plan to sync to Outlook. This is not a limitation of SmarterMail.

Using AI Assistance

Using the AI Tools icon you can use the AI provider that's configured for your user to generate text for a note, or even edit existing text.

For example, you may have notes taken during a meeting or discussion that are then transcribed into a note in SmarterMail. You can paste that text into the editor, select the text (or a portion of it), and then use the a preset Command to proofread the text for you. You could shorten it, lengthen it, change the tone, or even translate it to a new language.

New Note Folders

Similar to how you can create folders for storing/organizing emails, it's possible to store Notes in folders as well. By default, SmarterMail creates a folder called "Notes" to house any note you create in webmail. However, if a user wanted more granularity in their notes, they can create individual folders for specific types. For example, "Marketing Notes", "QC Notes" or even folders for notes based on specific companies or businesses. There is no limit to how folders can be used.

Using Folders is a great way to share groups of notes with others within your organization as well. Rather than sharing individual notes, one or two at a time, they can be organized in a folder, then that folder can be shared.

Creating a New Folder

To create a new folder, click on the Folder icon and do the following:

1. Select New Folder.
2. A modal window appears.
3. Add a Display Name for the folder.
4. Be sure to save your changes.

Editing a Folder

If you want to change the settings of a folder, click the folder's name, then click the Folder icon and select Edit Folder. Right-clicking the folder name and selecting Edit Folder from the context menu works just as well. The settings modal opens and you can change the Display Name.

Sharing a Folder

To share a folder, or to manage the sharing permissions on a folder, simply right-click on its name and select Share Folder from the context menu. Here you can elect to share the folder with one or more users or User Groups, and set each one's permission to None, Read-Only, Manage, or Owner. (Unlike Calendars, there's no "Availability"-only permission level for Notes.)