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HTML / Web Mail

Using the HTML/Web Mail format for creating letters in roomMaster allows you to present your information in a professional manner and use the correspondence as a marketing piece. Besides the ability to add tables, using HTML allows you to include pictures in your letters.

New Paragraph versus New Line

By default, the HTML Editor uses a standard Paragraph style. This means when you press Enter, a new paragraph (double vertical space) is added. If you want to add a single line, (known as Break or <BR>), then press SHIFT+ENTER instead of ENTER.

  • ENTER - Start a new paragraph (known as <p>)

  • SHIFT+ENTER - Start a new line (known as <br>)

Storing Pictures for HTML/Web Mail Letters

Pictures used in HTML/Web Mail letters are not pasted to the page, but are saved in another location then "pulled" to be displayed in the letter.

Storing pictures in Property Share​

One option for saving your pictures is on your roomMaster Property Share. If you use this method, images should be uploaded to the IMAGES folder in your Property Share. Since all roomMaster users have access to this directory, it ensures all users will have permission to include the pictures in the letter.

Storing pictures externally​

If you have a website, your webmaster can save all the pictures in a folder on their server. Using this option will require editing the letter using HTML to manually link to the image as you cannot browse to select a picture. You would need to know the address and location of the picture to be included in the letter.

Adding Pictures in HTML/Web Mail Letters

Click on the Insert Image icon to add a picture to a letter. If the picture is stored on your Property Share, you can use the File Selection window to select the image. If the picture is stored outside your network, you must enter the complete web address and name of the picture using the Edit HTML button.

The Alternate Text is what appears in the location of the picture if the user does not have permission to see the picture. Use the Layout and Spacing options to place the picture where you want it in the letter.

Adding a Hyperlink in HTML/Web Mail Letters

For letters that are emailed, hyperlinks can be created within the letter. Many different types of links are available allowing you greater flexibility. For example, you can create a link for your future guest to view the latest specials in your restaurant. Use the following steps:

  1. Highlight the text to be clicked and press the hyperlink icon, the globe with the chain links.

  2. Select the type of link, most likely http: to direct the guest to your website.

  3. Enter the URL of the restaurant page of your website.

The mailto: type allows you to enter an email address for the guest to send any questions or requests. In the URL, enter the email address you want the guest correspondence to go to, for example info@myhotel.com.

Using Web Safe Fonts

Click the font icon to select different fonts for your letter. Note that not all fonts are installed on all computers. Select the Web Safe option to only display fonts that are considered Web Safe, meaning the font is installed on a significant number of computers that access the internet. This helps avoid using fonts your guests may not have installed on their computer, detracting from your letter.

Editing Letter in HTML

The Edit HTML icon displays the letter in HTML code and allows you to edit the letter if you are familiar with HTML code.

**Note: **InnQuest Software does not provide support for writing HTML code, but just support in using the facility to create them.

Emailing HTML/Web Mail Letters

To send HTML/Web Mail letters, SMTP (Simple Mail Transfer Protocol) must be configured. Go to Setup > Configuration > System > Internet Settings to configure your Internet Settings.

Printing HTML/Web Mail Letters

HTML letters are the only items that are not printed using the settings in [Print Setup] since roomMaster does not included HTML functionality. The setup and default print settings for your HTML letters, including which printer to use, needs to be configured in Internet Explorer on any workstation printing HTML/Web Mail Letters. After opening Internet Explorer, select File > Print to configure print settings for the workstation HTML/Web Mail Letters.

Attaching Files and Documents to Letters

If you are sending a letter, and it is an HTML (Not RTF) letter, you can attach files as well such as including a PDF or Word Document. This is only valid if you are emailing the letter, it is a HTML letter, and the letter is setup to Preview before printing. You can set any letter up to preview before printing by selecting the Options button when creating the letter. Click on the Attach File button once the letter appears during Preview, and then select the Attach button. It is extremely important to not include files that are larger than 2MB as most emails programs will discard the attachment or even the email message itself. The more documents you attach and the size, the longer it will take to send the email. It is important to be conservative when sending attachments.