You can receive copies of orders placed in your store via email. Merchants who would like the convenience of having paper copies of orders automatically print should note that some email programs, like Outlook, can be configured to do so. For information about using Outlook to receive and automatically print order emails, please see the "Automatically print order emails using Microsoft Outlook" section below.

To be notified of new orders via email:

1. In Store Manager, click the "Email" link, located in the Order Settings column.
2. In the "Automatic Order Processing" section, enter the email address you wish order notifications to be sent to in the "Email to:" field. If you'd like order notifications to be sent to more than one email address, enter one email address per line (Figure 1).
3. Select how often you wish to receive new order emails (daily at 8 a.m. and 6 p.m. PST, daily at 4 a.m. EST, every hour, or immediately).
4. Select a format for receiving order emails. Note: if you wish to set up order emails to print automatically, please select the "Readable, one per email" format.
5. If you also wish to receive new catalog request notifications by email, follow steps 2-4 for configuring the "Automatic Catalog Request Processing" section.
6. Click the "Done" button.
7. Publish your Order Settings.

Figure 1. Enter one or more email addresses to send order notification emails to.

Automatically print order emails using Microsoft Outlook

Microsoft Outlook allows users to create rules for handling specific emails. If you use Outlook to receive order emails, you can create a rule to automatically print these emails upon receiving them.

To create an auto-print rule for order emails in Outlook:

1. In Outlook, navigate to the Tools menu, and select "Rules and Alerts."
2. Choose to create a new rule, using a blank rule template.
3. Set the rule to check the subject line of new messages for specific words. In this case, the subject should contain the words "from catalog [store ID]" (e.g. "from catalog yhst-11111111111111"), as order emails contain these words in the email subject.
4. Set an action to print emails that match this rule.
5. Ensure the rule is enabled.

Steps for creating rules may vary between different versions of Outlook. If the above steps do not apply to the version of Outlook you're using, please consult Microsoft's Outlook web site. Users of Office 97 may set up email printing rules using AutoPrint, a free add-in for Outlook. Download AutoPrint from Microsoft's Office Marketplace.

Encrypting order emails

For security reasons, credit card numbers are not included in email copies of your orders, unless you choose set up an encryption key for order emails. If you have PGP encryption key software, you can generate a public encryption key and include that key in your store. A 30-day trial version of PGP Desktop is available for download from PGP for free.

When an encryption key is loaded into your store, your order emails will include credit card information and will be encrypted using that key before they are sent. You will then need to use your PGP software with your email program to decrypt those order emails before you will be able to read them.

To generate an encryption key:

1. Download and install PGP encryption software.
2. During installation, you will be guided through creating an encryption key, which requires entering your name, company name, email address, and choosing a passphrase.
3. Allow the program to upload your encryption key to the Global Directory server.
4. In the PGP Desktop program, view your PGP keys and select the keypair you've created.
5. From the "Edit" menu at the top of the screen, select "Copy." (You can also use the Ctrl + C command on your keyboard.)
6. Open a text editor (e.g. Notepad) and create a new file. Paste your copied key into this file.

Once you've generated an encryption key:

1. In Store Manager, click the "Email" link in the Order Settings column.
2. Locate the "Email to:" field, in the "Automatic Order Processing" section of the Order System Settings page.
3. Click the "Encryption Settings" button, located below the "Email to:" field (Figure 2).
   
   
   Figure 2. Encryption Settings button.
   
   
4. Copy and paste the encryption key into the "Encryption Keys" field, then click the "Update" button.
5. Publish your Order Settings.

Consult the help files for your PGP software for further assistance with setting up a public encryption key. You will also need to consult the manual for your PGP software for assistance with decrypting mail that has been encrypted using your encryption key.