Emailing a Design

Email delivery sends people on your team an email at a time you choose, with a button to download the design. It’s useful for platforms Orsa can’t post to, like Pinterest or X, or when someone posts by hand.

It’s on the Publish tab of the design editor. Click Publish in the side tabs, then Email.

Email delivery doesn’t post anything to social media. To post straight to a connected account, use Socials. See Scheduling a Post.

Quick start (5 minutes)

Open a design and click Publish in the side tabs.
Click Email, if it isn’t already picked.
Under Schedule Date & Time, pick a day and time.
Under Select Pages, click the pages to send, like Page 1, or click Select All.
Under Email Recipients, pick the people who should get it.
Click Schedule Email. You see “Scheduled post updated!”.

Example: a bookshop posts on Pinterest by hand. It schedules an email for Thursday at 8:00 AM to its social media helper, with all 3 pages as PNG. Thursday morning she gets the email, clicks Download Design, and uploads the images to Pinterest.

Pick when it’s sent

Under Schedule Date & Time, click the box and pick a day and time. Times use your computer’s time zone.
Or click Quick Select to pick one of your brand’s posting slots. It works the same as for social posts. See Quick Select.

The time must be at least 2 minutes in the future. If it isn’t, you see “Pick a time at least 2 minutes from now”.

The box is empty until you schedule an email. Once one is scheduled it shows that time.

The email goes out at the time you pick. If it fails, the panel shows Last email failed: with the reason, and you get a Scheduled email failed notification. After it’s sent, the panel shows Emailed with the time.

Choose pages and file settings

These settings decide what the Download Design button in the email downloads:

Select Pages: click each page to include, like Page 1 and Page 3. Select All picks every page. Deselect All clears them. You need at least one.
Pixel Ratio: from 0.5 to 3. 1 is the page’s own size. 2 doubles it.
File Type: PNG, JPEG, PDF, GIF, MP4, HTML or SVG.
Ignore background: tick it to leave out the page background.

Example: a 1080 × 1350 page with Pixel Ratio 2 and File Type PNG downloads as a 2160 × 2700 PNG.

What each file type is good for is explained in Exporting Designs.

Choose recipients

Under Email Recipients, click Select recipients (or Add if someone is already listed).
Click a person to add them. Repeat for each person.
To remove someone, click the x next to their name.

You can only pick members of this brand. To send to someone else, invite them first. See Inviting Your Team.
The list may already include someone, often you. Check it before you schedule.
Schedule Email is greyed out until at least one person is picked. Its tooltip says “Select at least one recipient”.

What the recipient gets

At the scheduled time, each recipient gets an email with the subject Orsa - Scheduled Post. It says “Ready to post”, names the design and brand, and has two buttons:

Download Design opens the design in Orsa and downloads it straight away, with the pages, Pixel Ratio, File Type and Ignore background you chose.
View Design opens the design in Orsa.

The email has no files attached. Recipients need to be logged in to Orsa, as a member of the brand, to download.

The download is made from the design as it is when they click, not as it was when you scheduled. If you change the design in between, they get the new version.

Change or cancel an email

While an email is scheduled, the button says Update Schedule and a Cancel Schedule button appears.

To change it: change the time, pages, settings or recipients, then click Update Schedule.
To cancel it: click Cancel Schedule. The email won’t be sent.

You can’t remove the last recipient of a scheduled email. You see “Please cancel the schedule first!”.

You can also drag a design’s email delivery to another day on the Calendar. The time stays the same.

To send the email again after it’s gone out, pick a new time and click Schedule Email.

	Email	Socials
What happens	Recipients get a download link	The design is posted to your account
Locks the design	No	Yes
Changes the design’s status	No	Yes, to Approved, then Published
Counts toward your social post allowance	No	Yes
How many per design	One	As many as you like
Can be dragged on the Calendar	Yes	No

Because email deliveries don’t lock the design, you and your team can keep editing after you schedule.

Ideas for using email delivery

Post to platforms Orsa can’t reach.

A café posts to its Google Business Profile by hand. Every Monday it schedules an email to the manager with that week’s design as JPEG.

Hand off to a client.

A freelancer adds the client as a brand member. When the design is final, she schedules an email to the client for the morning of the launch, with the design as PDF.

A reminder with the files ready.

A salon owner posts her stories herself. She schedules an email to herself for 6:00 PM with the story page as MP4, so the file is one click away when it’s time to post.

Tips for the best results

Pick the time yourself. Don’t rely on a date already in the box.
Pick the right file type for the platform. PNG or JPEG for images, MP4 for video, PDF for documents.
Finish the design first. Email deliveries don’t lock it, so later edits change what people download.
Check the recipient list. Only brand members can be picked, and someone may already be on it.
Use Socials when you can. For Instagram, Facebook, LinkedIn, TikTok and YouTube, posting straight from Orsa saves the download step. See Connecting Your Social Accounts.

Common questions

Schedule Email is greyed out. No recipient is picked. Pick at least one under Email Recipients.

I see “Please select at least one page”. Click at least one page under Select Pages, or click Select All.

I see “Please select a scheduled time”. Pick a date and time under Schedule Date & Time.

Can I email someone who isn’t on my team? No. Recipients must be members of the brand. Invite them first.

The email has no attachment. That’s how it works. Click Download Design in the email to get the files.

Download Design asked me to log in. You need to be logged in to Orsa as a member of the brand. After you log in, open the link again.

Does an email delivery lock my design? No. Only social posts lock a design.

Can I schedule two emails for the same design? No. Each design has one email delivery. Change it with Update Schedule, or send it again later with a new time.

Can I email a document or blog? No. Email delivery is only on designs.