{"id":13419,"date":"2026-07-13T05:35:13","date_gmt":"2026-07-13T05:35:13","guid":{"rendered":"https:\/\/www.portatour.com\/blog\/users\/?p=13419"},"modified":"2026-07-13T11:57:49","modified_gmt":"2026-07-13T11:57:49","slug":"send-appointment-notice-and-report-via-email","status":"publish","type":"post","link":"https:\/\/www.portatour.com\/blog\/users\/en\/2026\/07\/13\/send-appointment-notice-and-report-via-email\/","title":{"rendered":"Send appointment notice and report via email"},"content":{"rendered":"

Does this sound familiar? You want to inform a customer about an upcoming appointment or quickly forward a report to the back office after a visit. Until now, both required a detour via your external email program.<\/p>\n

From now on, you can do both directly in portatour\u00ae with the new functions: Send appointment notice by email<\/strong> and Send report via email<\/strong>. All via your existing Microsoft email account.<\/p>\n

Set up email delivery providers<\/h2>\n

To use the new functions, first set up an email delivery provider in portatour\u00ae. Proceed as follows:<\/p>\n

    \n
  1. Open the Options<\/strong> in the main menu.<\/li>\n
  2. Select Email Delivery Providers<\/strong> > Add<\/strong>.<\/li>\n
  3. Click Log in with Microsoft<\/strong>.<\/li>\n
  4. Log in with the credentials of the respective account.<\/li>\n
  5. Allow emails to be sent via your account. If access is blocked by your organization, contact your IT administrator.
    \nNote: portatour\u00ae requires only<\/strong> the permission<\/strong> to send<\/strong> emails, without<\/strong> access<\/strong> to the mailboxes<\/strong>.<\/em><\/li>\n
  6. A window opens for saving the email delivery provider.
    \n\"\"<\/a><\/li>\n<\/ol>\n
      \n
    1. Click Save<\/strong>.<\/li>\n
    2. You will receive a test email sent by portatour\u00ae via your configured provider.<\/li>\n<\/ol>\n

      Note: An email delivery provider can only be set up by the user themselves<\/strong>, as this requires their individual permissions with Microsoft.<\/em><\/p>\n

      Announce appointment by email<\/h2>\n

      With the new function Send appointment notice by email<\/strong>, you send an email announcement for an appointment to your customers directly from portatour\u00ae. Proceed as follows:<\/p>\n

        \n
      1. Select Send appointment notice by email<\/strong> by right-clicking an upcoming appointment in the calendar or schedule, or on the appointment detail page under actions.<\/li>\n
      2. Check or complete To, Cc, Bcc<\/strong>, Subject<\/strong> and Content<\/strong>. The To<\/strong> field is filled automatically if exactly one email address is stored for the appointment or customer. If several addresses are stored, they appear as suggestions for selection.<\/li>\n
      3. Click Send<\/strong>.<\/li>\n<\/ol>\n

        \"\"<\/a><\/p>\n

        Announced appointments are marked with an announcement icon in all views (calendar, appointment list, schedule). This information is also available in extended search and export. If you move or edit such appointments, you will see a note that the recipients will not be automatically informed again.<\/p>\n

        \"\"<\/a><\/p>\n

        Notes:<\/em><\/p>\n