Overview video
0:00 Message Queue: email templates, filters and deleting emails
0:05 The Message Queue lists the emails your storefront sends, such as order confirmations and payment receipts. It shows which email message template created each email, and gives you filters and a way to delete several emails at once.
0:20 The Template column names the email message template behind every email, for example Order Placed. A dash means no template is recorded for that email.
0:31 Advanced search narrows the list by date, subject, sent status and email message template. You can pick more than one template, and every filter you set applies at the same time.
0:43 Edit Template opens the template that created the email in a new tab, so you can correct what every future email of that kind says.
0:52 Tick the emails you want to remove, then open the Actions menu and choose Delete selected. You are asked to confirm first. Deleting cannot be undone, and an email that has not been sent yet will not be sent.
1:06 When the deletion is done, a message says how many emails were removed. The step-by-step guide on this page walks through every screen.
Step-by-step video
0:00 Message Queue: email templates, filters and deleting emails
0:05 This video shows how to see which email message template created each email in the Message Queue, narrow the list with filters, open the template, and delete several emails at once. It is useful when you need to track down an email, or clear out emails you no longer need. There is nothing to set up.
0:24 In the admin area, click System in the left-hand menu, then Message Queue. The list opens on the emails queued in the last month, newest first.
0:34 The Template column shows the email message template that created each email, for example Order Placed. A dash means no template is recorded for that email. The other columns show the subject, the recipient, when the email was queued and sent, and any comment about a failure.
0:53 Type all or part of the recipient's email address in the search box, and click Search. This box looks at the recipient's address only, and only at the last month.
1:04 Click Advanced search. It starts closed. There are five filters: the from and to dates for when the email was queued, which start one month back, the subject, the sent status, and the email message template.
1:19 Click the template box, type part of a template name, and click the template in the list. Repeat to add more templates. Click the small cross on a tag to remove it. This filter finds only emails that have a template recorded.
1:34 Click Search. Only emails created from the templates you picked are listed. The line under the list shows how many match.
1:43 Add a subject, choose a sent status, or change the dates, then click Search. To find emails that could not be sent, choose Not Sent and read the Comments column. Every filter you set applies at the same time, and so does the search box.
1:59 In the Actions column of the list, click Edit Template. It is greyed out when no template is recorded for the email, or the template is no longer available on your storefront. You also need permission to manage email message templates.
2:14 The template opens in a new tab, so your list and filters stay as they are. Change it here when the same problem would appear in every email of that kind. If you changed anything, click Save, then close the tab. Emails already in the queue are not rewritten.
2:31 To delete emails, first narrow the list to the ones you want to remove. Then tick the box at the start of each row. An email that has not been sent yet is deleted too, and will not be sent. To clear out only emails that were sent, set the sent status to Sent first.
2:49 Click the Actions button at the top right, above the list, then Delete selected.
2:55 A box asks you to confirm, and warns that this cannot be undone. Click Delete to remove the ticked emails, or Cancel to keep them.
3:04 A message briefly appears at the bottom of the page and says how many emails were deleted, and the list refreshes without them.
3:12 That is the Message Queue. The Template column shows where each email came from, Advanced search narrows the list, Edit Template opens the source, and Delete selected removes the emails you have ticked. The steps below this video cover every screen.
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