How to use RMail for Gmail – RPost Help Center

Installing the RMail extension in Gmail enhances your email experience by adding powerful features. With email tracking, you can know exactly when your emails are opened and read, providing valuable insights for timely follow-ups. The extension also includes user-friendly encryption to protect sensitive information and ensure your emails remain confidential. Additionally, it allows you to send documents for signature quickly and efficiently, streamlining your workflow and improving productivity.

This article covers the following topics:

How to send an email using RMail for Gmail

After you have installed the RMail for Gmail extension, when clicking on Compose, the Send Registered button and RMail features will appear at the bottom of your Gmail New Message window, along with the gear icon to access your settings.

To configure how you want to send your email, after composing your email, click on the feature name to open the features panel. From there, you can switch between tabs to adjust other settings.

Then, to send the email, you can click on any of the Send Registered buttons, either the one next to the regular send button or the one within the features panel.

RMail Email Organization: Contracts and Receipts

In the left panel, under the Labels section, you’ll see two new options after installing the RMail for Gmail extension: RMail Contracts, where you'll find completed E-Sign transactions, including the signed document; and RMail Receipts, where you'll find the Registered Receipts for your emails.

After sending an email using RMail, you’ll receive two important emails. First, you’ll get an Acknowledgment Email in your inbox right away. This email serves as proof that your message has been successfully received by the RMail server.

Then, within two hours, you’ll receive a Registered Receipt, which provides the exact date and time your email was sent, delivered, and opened, and can be authenticated, in which case you will receive an Receipt Authentication email.

Available features

RMail for Gmail offers many of the key features available in RMail, providing you with enhanced email tracking, security, and functionality directly within your Gmail account.

Track & Prove

This feature cannot be deselected, as it enables email tracking.

It offers two sending options: Marked and Unmarked. When sent as Marked, a banner will appear at the top of the email, indicating it’s a registered email with certified delivery. If you prefer, you can choose to send it Unmarked, meaning it will be sent without the banner. To your recipient, the email will appear as a regular message, but you’ll still receive the Registered Receipt with all the tracking details.

If you click on Register Replies, when the recipient replies, you will be notified and receive proof of the reply's content and timestamp in the form of a Registered Receipt. It’s important to note that the Register Reply message is counted towards your usage plan.

Encrypt

Two encryption methods are available: Transmission and Password encryption (also known as Message Level Encryption). You can choose your preferred method by accessing the settings, clicking on the gear icon. In the Encrypt tab you can select the method of your choice.

After selecting the encryption method in the settings, you can continue configuring the feature in the features panel. Don't forget to check the box to select the feature.

If a password is required, you have two options: Automatic or Custom. With Automatic, RPost generates the password and sends it to the recipient via email. With Custom, you can create your own password by entering it in the designated field, which will then be sent to the recipient to access your encrypted email. You can choose to have the password automatically sent via email by checking the corresponding box, or you can share it through other methods, such as phone or text.

E-Sign

After attaching the document, enable the E-sign option. You will need to choose the signing order. Selecting First Come means all recipients will receive the email simultaneously.

If you choose Sequential, the email will be sent in the order the recipients are listed in the To field. Once the first recipient has signed, it will be sent to the next one in line, and so on.

You can also choose to encrypt the E-sign document by clicking on the designated box.

Important note: When using RMail for Gmail, the system will detect if the sent document contains tags. If the document does not contain tags, the recipient will have the options to draw, type, and add text as if it were E-paper. However, if the document contains any type of tags, the recipient will complete all the required information after reviewing the document and clicking on Next, as if it were Smart Tags.

The One-click option is not available in RMail for Gmail.

SideNote

This feature allows you to send a private note to specific recipients, which is only visible to them.

There are two options available: CC and BCC. By selecting one or the other, you can choose which recipient will see the SideNote you enter in the yellow box.

Click here to learn more about the SideNote feature.

PDF Convert

This option allows you to automatically convert any Microsoft Office document—whether it’s Word, Excel, or PowerPoint it into a PDF while it’s on its way to the recipient. By the time it arrives, the document is already in PDF format, ensuring the content stays exactly as intended and can't be easily modified.

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