Compose emails with Microsoft 365

Sending emails in HawkSoft through Microsoft 365 is done much like any other email integration type. However, there are few things to be aware of before sending emails with this integration type.

This article discusses the differences and important information to be aware of when sending emails from HawkSoft using Microsoft 365.

This information applies to the Microsoft 365 integration type, not "Microsoft 365 (HawkSoft Editor)". See User Email Integration for more information about selecting and configuring an email integration type.

First time login

The first time you send an email after connecting or reconnecting Microsoft 365 in User Preferences, you will be prompted to sign in to your Microsoft 365 account, including any multi-factor authentication that may be set up on your Microsoft 365 account.

At the end of this sign-in process, you will be prompted whether or not you would like to remain signed in. HawkSoft recommends choosing Yes to stay signed in. If you choose not to stay logged in, you will have to repeat this login process each time you send an email.

Adding your signature

For the purposes of this section, 'signature' refers to an email signature, or a template of typed contact information at the bottom of an email, not to a written Agent Signature, which is intended for signing forms and letters. You can insert written Agent Signatures into emails sent from HawkSoft using the "Agent Signature" and "User Signature" merge fields for email templates. For more information on merge fields and email templates, see Email Templates.

When sending emails in HawkSoft using Microsoft 365 integration, your Outlook signature is available, but does not flood into the email automatically. To manually add your Outlook signature, select Signature from the Outlook ribbon toolbar, and then select the signature you want to insert from the drop-down.

Some agencies may include an email signature as part of their email templates, often using merge fields to provide a consistent look while including the specific sender's contact information. If you are using a HawkSoft email template which contains a signature within the template itself, that will be added to the email along with the rest of the template. In this case you may not need to add your Outlook signature.

For step-by-step instructions on sending emails via HawkSoft, see Sending emails from HawkSoft.

For instructions on replying to or forwarding an email that is attached in HawkSoft, see Replying to or forwarding an attached email.

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