Program settings - E-mail options / Address format

On this page in Program settings there are three separate configuration areas:
(1) Mailing methods
(2) Webmail accounts
(3) Adress formats


E-mail methods - Sending options

Note  The following paragraphs describe the e-mail methods that use an external e-mail client such as MS Outlook or Thunderbird. Since TOM 13.2 another e-mail method (Direct Mail, with html option) has been available which is described here.

TOM enables you to generate complete job-related e-mail messages and transfer them to your standard e-mail client to be dispatched from there. If you use webmail only (GMail etc.) there are restrictions to this option.

There are basically two methods to choose from:

Method 1: allows you to create e-mail with formatted text: to do so check the "Insert from clipboard" option. Drawback: you cannot auto-attach any files!  So while sending, you will see an empty mail window (except for signature, if any) into which you can now paste the project text copied into the clipboard by TOM.

Method 2: (Direct method) in MS Outlook, you can create text-only e-mails only. Default signature and layout settings, if any, are lost. You may auto-attach one pdf file from TOM (invoice etc.).

While the newly created e-mail is open / unsent you cannot continue working in TOM.


Function / Issue

Method 1

Method 2


File Attachment from TOM (1 file)



often used for sending invoices (fully automatic)

Text formatting kept intact



This restriction in Method 2 applies to MS OUTLOOK only. (Text will be copied to a totally empty text mail window). Thunderbird will retain signatures if any.

Mail must be sent from Outlook/other Mail Client before TOM is unlocked and work may continue



this may obstruct the work flow at times, but avoids errors by focing users to send out the e-mail right away

Paste mail text manually [Ctrl+V] into external editor



practically only a small drawback in Method 2

If Method 1 is selected as default it is possible to set the dispatch of invoices as an exception:
i.e. when sending invoices (also reminders) Method 2 will be used automatically!



Please note:
Both mailing methods draw on the text templates you can define in >Program settings  >Forms >E-Mail.


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Web Mail integration

The function is described here.


Defining templates for address formats

The flexible address formats in TOM enable you to create addresses that can be used in many countries. E.g., the position of Post/ZIP codes in addresses may vary, or the contact person within a company comes first place in anglo-american usage, while in Germany is placed after the company.

2 default templates can be defined as default formats. These can be copied to specific client, translator and contact records with just one mouse click (and can be further modified there if needed).

The formatting is done using placeholders (wildcards): terms starting and ending with "#" represent the respective field value in an address field. These expressions must be 100% matching the TOM internal terms, therefore use the buttons provided to insert the terms into the formatting field.