INSTRUCTIONS FOR SENDING ELECTRONIC TRACS FILE VIA TRACSMAIL SYSTEM

1) Create your file in HUDplus. If you have had tenant changes during the month you should get 2 .txt files.

2) Get into Outlook Express (or your other mail carrier).

3) Highlight the IN.BOX underneath the TRACSMAIL SERVER (very important)

4) A Dial Up Connection box should appear. Make sure you Connect to the TRACSMAIL CONNECTION. (If the Dial up Connection Box does NOT appear that’s ok, continue to the next step).

5) Now towards the top select the button that allows you to create a new message. (Create mail, New Mail, Compose Message, etc.)

6) A New Message window box appears with:

From: (may or may not appear on your message)

To:

CC:

Subject:

7) In the To: line put the address of where the file is going. (ei: HUD or the Contract Administrator). If its a CA (Contract Administrator) put: TRACM#####@tracsmail.hud.gov (the #'s stands for whatever the CAs numbers are. Example: TRACM12345@tracsmail.hud.gov) Each CA has a different number.

If you send directly to HUD their address is:

TRACMPROD@tracsmail.hud.gov

You may have created and saved the name and address in your Address Book. If so, you will see an "open book" to the left of the To: line. Click on the "open book." You have now opened up a window called Select Recipients. You should see your CA or HUD address listed in the NAME window. Double click on the name and or address. You will see it appear to the right under Message Recipients in the To: box. Then click on OK at the bottom. This will take you back to your "New Message" window box.

a) If it’s not listed under the Name field then create it by clicking on NEW CONTACT at the bottom of the window. Fill in the Display with either your CA's name or HUD (where ever you send it) and put in their e-mail address under e-mail. When done click ADD, and then OK. You are now back at Select Recipients. Follow directions above for selecting your mail recipient.

8) With the T0: line filled in, click on the SUBJECT line. Type in whatever you are sending: ie: May 2002 voucher or tracs error fixes, etc.

INSERTING AN ATTACHMENT

9) Now towards the top on your Tool Bar click on the PAPERCLIP for an attachment. If you do not have a paperclip then at the top select INSERT: File Attachment.

10) This will bring up an Insert Attachment window. To the right of the LOOK IN: line is an arrow: click on the arrow. This will bring up the contents of your C drive.

11) Click on the drive where HUDplus is located. Usually the C drive. The contents of the C drive will appear in the larger box below.

12) Find the HP Folder and DOUBLE CLICK on the HP folder. Now the contents of HP folder will appear in the window below.

13) Find the OUT.BOX Folder and DOUBLE CLICK on it. The contents of the Out. Box will appear in the window below. (If you are a custom situation your folder may have a different name: ie: IHFA; KHC; etc)

** If you want to view the file before you send it, find your file (its always the LAST FILE LISTED) point your arrow at the file and RIGHT click; then select OPEN. This will let you view the contents of that file. When finished viewing click on the X in the upper right corner to close the window. Continue to the step below.

14) The file you created to send to your CA or HUD will be the LAST FILE LISTED in the Out.box window. DOUBLE CLICK on the file.

a) If you have more than one contract or attachment that needs to be sent you can point your arrow and SINGLE Click on the first file. Then on your keyboard hold the SHIFT key down and point your arrow at all other files you want to send and SINGLE Click. They will all be highlighted. Now click on the Attach button towards the bottom of your Insert Attachment Window box.

15) When you have attached your file you will be brought back to your "New Message" window box. Double check to see that everything is correct, including your attachment, and then click on the SEND button. (If you did not get the Dial Up Connection box when first getting into Outlook Express you will at this point.) The message will go to your Outbox (under local folders) in Outlook Express and is being sent. It should disappear from the Outbox after a minute.

a) If the message does not disappear from the Outbox, then point your arrow at the Outbox and click on it. The contents of the OutBox will appear on the right hand side. Point your arrow at the message on the right and click on it. The message is now highlighted. Now up above on your Tool Bar, click on SEND/RECEIVE. The message will send.

**** If you take a long time to create this message the system may disconnect you from TRACSMAIL and you will have to connect again. If this is the case a Dial Up Connection box will reappear when you click on SEND and you can select Connect.

**** If you have more than one Dial Up Connection you may get a message that says your Dial Up Connection to: (your internet) has failed; Hang up and Dial (your Internet Connection). CANCEL this message and HIDE any other box that appears afterwards.

**** If every time you click SEND an error message appears “the host could not be found….”, or something similar, it could be three possibilities. 1) You are connected to a connection OTHER than Tracsmail, 2) there are unsent messages in your OUT.BOX that conflict with the TRACSMAIL connection, and 3) the TRACSMAIL server is down. 1) Try disconnecting from your current connection and reconnecting to Tracsmail, 2) If there are unsent messages in the OUT.BOX, try deleting all messages, highlight the in.box underneath the Tracsmail Server and creating your message again, and 3) If none of the first two exist try sending your message again in a couple of hours.

**** If you continue to have problems sending your file call BP Software for assistance: 800-344-7611.

If you have questions you can call 1-800-344-7611 anytime.