E-Mail Settings

Revised 7/20/2020

Step 1 – Enter Email Addresses

Make sure that you have e-mail addresses entered in Data Entry and Changes |Student Information |Entry = Demographics All Fields. SDS provides a default field named Master eMail. You may use a custom field(s) for e-mail addresses, if desired. However, all fields for e-mail addresses must have the word email in the field name. For instructions on adding custom fields,

If you have not yet entered e-mail addresses in demographics and would like to create a new view with just the e-mail fields for faster entry, you can do this in Administrative Utilities |Data View Definitions. For instructions on using Data View Definition,

Step 2 – Setup E-mail Settings

After you have entered in all the master emails, enter into |Administrative Utilities |SDS Web Office Settings. Select the E-Mail Settings circle. There are three areas that must be filled out at the top of the screen.

1. Server Name or IP = Enter the external full DNS name or external IP address of the SDS Web Office Server. This address will be used for the URDL in the e-mail that is sent (if applicable) (i.e. 11.11.11.111).

2. SMTP Server = Enter the name or IP address of your SMTP Server. This address will be used by SDS Web Office to send e-mails. Make sure the SDS Web Office Server has permissions to relay e-mail through this server (i.e. 11.11.11.111).

3. Return E-mail Address = enter a valid e-mail address to be put in the “From:” field in the sent e-mail (i.e. jdoe@yourschool.com).

4. In the bottom part of the screen, choose the E-Mail fields from the dropdowns that you want available for selection in the E-mail Center

• Enter a Description for each of them.

• Checkmark Office if you want the e-mail field available in the Web School Office E-mail Center.

• Checkmark Teacherweb if you want the email field available in the Teacher Web E-mail Center.

5. Click the Save Changes button

Step 3 – User Security

To turn access to the E-Mail Center on or off for an office user:

• Open Administrative Utilities |Security-Application and Data Access.

• Search for a user (or user group). For detailed information on searching for a user or group,

• In the No Access column of the All Applications area of the screen, click on E-mail Center and click the button to move E-mail Center to the Access column.

• In the No Access column of the Views area of the screen, click on District E-mail and click the button to move District E-mail to the Access column.

To turn access to the E-Mail Center on or off for a teacher:

• Open Administrative Utilities |Security-Application and Data Access.

• Search for a user (or user group).

• In the No Access column of the Views area of the screen, click on District E-mail and click the button to move District E-mail to the Access column.

NOTE: If District E-Mail is removed from Access for a teacher or teacher group, the E-mail Center will still be listed in the Entry Options in Teacher Web for the teacher(s) but when it opens, the options will not be available for use.

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