Email Setup for Users

In the previous section, we discussed the preliminary Email Configuration that should be handled by a manager or your IT staff; that must be completed before users are able to add, authenticate, and use their email accounts in TourTools. If you are experiencing issues, please check with your manager to be sure this has been done.

In this section, we will guide you through setting up your email account for use within TourTools. We will also cover how to create your signature.

Authenticate Your Email Account

In the top navigation bar click on Settings > User Settings. In your settings screen, you should see your email address listed in the “Email Accounts” portal at the bottom right corner of the screen. If it is not there, you will need to ask your manager to add it for you from within Business Settings.

In the Email Account Settings window, select your email provider (e.g. – Google, Microsoft); the “default” button should be checked already but, if not, and this is your primary/only email account, please check the box. Click the blue Connect button to initiate the authentication process:

1. You will be brought to the authentication page
2. Click Accept
3. You will be brought to the redirect page letting you know that your connection is successful.
4. Click CONNECT at the bottom of the window
5. You’re all set! You will see “Account is connected” in green when you have successfully connected your account.

Please open a support ticket from the TourTools Dashboard (bottom right) if you have any issues.

Set Up Your Email Signature

From your User Settings screen, click on the arrow button next to your email account. The area at the bottom of the window that pops up is where you will build your signature.

It is important to test your signature on various devices and services to see how it looks. TourTools support can help with that, as needed.

Images and Logos
Ideally, images and logos should be resized to the size you would like it to be in the email. You can resize images in the signature by clicking on the image, then dragging the small box on the bottom right corner of the image.

You can also adjust how wide the image is by clicking on the image and selecting a percentage. This is the percentage of the width of the browser.

When you click on the image, you can also float the image on the right or left of the browser, and wrap text around it. (You can also remove the float if you decide that do not want it.)

NOTE: due to security settings in various browsers and email applications, images and logos may not always display in your emails. To ensure they always display, we recommend your host the image and insert a public URL for the image in your signature instead.

Editing the HTML

There are lots of customizations that can be made within the HTML. To see the HTML click on the “>“ icon beside the image icon. This will show the raw HTML which can be edited. Below are a few simple changes that can be made.

Adding a Hyperlink to an Image

Locate the image tag in the code view. Wrap the entire image tag with an anchor tag to create the hyperlink.

Within the anchor tag, add the href attribute with the desired URL the image should link to. Here’s the modified code:

Changing the Width of an Image

Note: if you use the image percentage resizing, your image will be changed to resize according to the browser window. This is not likely going to work in a signature. See steps below to resize to a fixed width.

Locate the image tag and add the `style` attribute. Set the `style` attribute’s value to `“width: [desired_width_in_pixels]px;”`.

Additional Considerations:
You can modify other HTML elements like text formatting (bold, italic, font size) and alignment (left, center, right) directly within the code view by editing the corresponding HTML tags and attributes.

Be cautious when editing code directly. Ensure proper HTML syntax to avoid breaking the layout or functionality of your email signature.
For more complex modifications, consider using a dedicated HTML editor or consulting with someone familiar with HTML if needed.

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