Add a standard paragraph to an email and SMS

A standard paragraph is a block of pre-written text you can drop into an email or SMS to save retyping the wording you use often. This article covers adding one you've already created - to set one up, see Creating a standard paragraph for Email, SMS and Rooms.

Add and send a standard email

Insert a standard paragraph into an email from a contact record, then edit and send as normal.

1. Click Contacts on the main navigation bar
2. Select the relevant contact from Recent & Favourite Contacts
   1.  Alternatively, find the contact using the Search Contacts bar in the top right
3. On the Overview, click the @ symbol
4. The Email window opens
   1. Click the Standard Paragraphs dropdown menu to display a list of your standard email paragraphs 
   2. Click the relevant paragraph
5. If you selected the incorrect paragraph, click the correct one from the dropdown menu
   1. A Standard Paragraph message displays. You can either click:
      1. Replace - Replaces the contents of the selected paragraph with the first one you selected
      2. Append - Adds the contents of the selected paragraph to the first one you selected
6. Continue to edit your email as required
7. Click Send

You can also send a standard email from within Communication on the Home screen side menu, via the Alto Logo (Home tab).

A record of the email is saved on the Timeline of all records it is associated with, which you can retrieve at a later date if necessary.

Add and send a standard SMS

Insert a standard paragraph into a quick SMS from the Home screen.

1. Click the Alto Logo (Home tab) on the main navigation bar
2. Click Communication on the Home screen side menu
3. Click Quick Send SMS
4. The Quick Send SMS window opens
   1. To - Search for and click the name or number of whom you want to send the message to. Alternatively, click the star to open your favourites list
   2. Click the Insert Standard Paragraph dropdown menu to display a list of your standard SMS paragraphs 
   3. Click the relevant paragraph
   4. The counter will show how many character spaces are remaining
5. Click Send

A record of the email is saved on the Timeline of all records it is associated with, which you can retrieve at a later date if necessary.

• Related Help Centre articles that you may find useful.

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