Library Email Templates

Library

The Library is where you store files and email templates for your school. Documents are organised into folders and can be attached to emails sent through MSM. Go to Library in the main menu — the page has two sections: Documents and Email Templates.

On this page
  1. Documents — uploading and managing files
  2. Managing folders
  3. Email Templates — creating and using templates
  4. Quick reference

Documents — uploading and managing files

Documents are organised into folders shown as tabs on the left side of the page. Click a folder tab to see its contents. Use the Search documents by name or description box in the top right to search across all folders at once.

Each file in the list shows its name, with three icon buttons on the right:

Button
What it does
Download
Downloads the file to your computer
Move
Moves the file to a different folder
Delete
Permanently deletes the file

Uploading files

  1. Click the folder tab you want to upload into
  2. Click + Add File in the top right
  3. Select one or more files from your computer
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The maximum file size is 10 MB per file. You can select and upload multiple files at once.


Managing folders

Folders appear as tabs on the left side of both the Documents and Email Templates sections. The same folder management buttons appear in both sections — Add Folder, Rename Folder, and Delete Folder — all in the top right of the page.

Button
What it does
Add Folder
Creates a new folder — you are prompted to enter a name
Rename Folder
Renames the currently selected folder
Delete Folder
Deletes the currently selected folder — requires confirmation. The folder must be empty before it can be deleted.
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Tip: Create a folder structure that matches how your school works — for example, separate folders for Permission Forms, Newsletter Attachments, and Band Camp documents. This makes it easier to attach the right file when composing emails.


Email Templates — creating and using templates

Email templates let you save pre-written emails to reuse when sending messages to parents throughout MSM. Templates are organised into folders the same way documents are. The template list shows each template's name and subject line — click any template to open and edit it.

Use the Search templates by name or subject box in the top right to find a template quickly.

Creating a template

  1. Click + Add in the top right
  2. Fill in the template form:
Field
Notes
Label
The name used to identify this template in the list — e.g. Term 1 Rehearsal Reminder
BCC
Email addresses to BCC on every email sent using this template
Subject
The email subject line
Email body
The message content — supports rich text formatting including bold, italic, lists, images, and links
Attachments
Click Attachments in the top right of the form to attach files from the document library
Folder
Select which folder to save this template in — shown as a dropdown at the bottom of the form
  1. Click Save

Editing a template

Click any template in the list to open it, make your changes, and click Save. To delete a template, open it and click Delete.

Using a template

When composing an email anywhere in MSM — in Students, Forms, Invoices, Rosters, Tuition, and other sections — you can select a saved template to pre-fill the subject and body instead of writing from scratch. The template content can be edited before sending.

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Tip: Build a library of templates for your most common communications — term fee reminders, permission note follow-ups, new student welcome emails, and roster reminders. This saves significant time at the start of each term.

Quick reference

A handy reminder once you are familiar with the system.

Task
Where to go
Upload a file
Library > Documents > select folder > + Add File
Download a file
Library > Documents > download icon next to file
Move a file to another folder
Library > Documents > move icon next to file
Delete a file
Library > Documents > delete icon next to file
Create a folder
Library > Add Folder button (works in both Documents and Email Templates)
Rename a folder
Library > select folder > Rename Folder button
Delete a folder
Library > select folder > Delete Folder button
Create an email template
Library > Email Templates > + Add
Edit an email template
Library > Email Templates > click the template
Delete an email template
Library > Email Templates > click template > Delete button
Use a template when emailing
Any email compose screen in MSM > choose a saved template