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1 KPN SMS mail Send SMS as fast as !

2 Quick start Start using KPN SMS mail in 5 steps If you want to install and use KPN SMS mail quickly, without reading the user guide, follow the next five steps. In case of indistinctness you can always check the extensive user guide. Step 1: Installation requirements In order to use KPN SMS mail you have to meet the following requirements: A computer with an internet connection: this can be a analogue modem, ADSL-, cable-, LAN- or wireless connection (UMTS, GPRS or Wi-Fi) If you would like to install KPN SMS mail in your application, you need to have: Microsoft Outlook (version 98 or later); Microsoft Outlook Express (version 5.0 or later) or IBM Lotus Notes Mail (Release 5 and later). You can also use the Windows stand-alone client if you do not use one of these programs. Installation rights for the PC on which you want to install the program (these right are also known as Local Installation Rights) Step 2: Select download It is important to close your program and all open windows - before selecting the appropriate download. The installation could be aborted before finishing if you do not close all the windows. Go to keyword: SMS mail and you will automatically be re-directed to the internet page for KPN SMS mail. On this page you can download the appropriate client and you can even choose the language so it will fit in your Windows operating system. Step 3: Installation of KPN SMS mail After opening the downloaded file, an installation screen will open with will guide you through the installation process. During this process you will have to agree with the license terms of KPN SMS mail of KPN N.V. and select a destination folder where you would like to install KPN SMS mail. Follow all the steps to finish the installation process. Step 4: Registration Open your program, if this does not open automatically. The registration of KPN SMS mail starts automatically, if not, click on the New SMS button. Follow the steps to register for this service, you need to insert your mobile phone number and your address. This information will be checked and a registration code will be sent to your mobile phone by SMS. Enter this code and your registration will be completed and you can start using the service. Step 5: Send a SMS message Click on the New SMS button, in your program, to open a SMS field, enter your text and fill out the 10-digit phone number of the recipient. Click on Send and the recipient will receive the SMS on his or her phone. 2

3 Table of contents Quick start Start using KPN SMS mail in 5 steps...2 Table of contents...3 Introduction...4 Microsoft Outlook...6 Microsoft Outlook Express...15 IBM Lotus Notes...30 Microsoft Windows stand-alone version

4 Introduction Thank you for choosing KPN SMS mail. KPN SMS mail extends your Microsoft Outlook, Microsoft Outlook Express and IBM Lotus Notes with SMS functionality. KPN SMS mail allows you to send SMS or text messages from your PC running the Windows Operating System to any mobile phone worldwide using your SMS account. It is possible to receive a reply message on your mobile phone. KPN SMS mail also allows you to send the same message to more than one person simultaneously, and it has the facility to store preset message templates, so that you only need to enter minimal information. Before you can use KPN SMS mail, you need to register your mobile phone number first. Each message can be up to 160 characters in length, it is possible to send concatenated SMS up to 612 characters. It s the most economical way to communicate messages quickly and frequently. Requirements This service is available for KPN customers, both postpaid and prepaid customers can install and use the service. KPN SMS mail uses the Internet to send messages, and thus it requires an Internet connection. There are no restrictions on the speed of the connection, and a modem connection will do just as fine as a LAN connection. Microsoft Outlook, Microsoft Outlook Express and Microsoft Windows stand-alone version In order to install KPN SMS mail in Microsoft Outlook, you need a version 2000 or later and for Microsoft Outlook Express, you need a version 5.0 or later, furthermore it must be your default client. Moreover you must have minimum Microsoft Windows 98 or Microsoft Windows NT 4.0 with Internet Explorer You can also choose to install the software without a link to your program. Then only the requirements for Windows apply. IBM Lotus Notes To install KPN SMS mail you need to have IBM Lotus Notes version 5 or later installed on your computer. KPN SMS mail can be installed under Microsoft Windows 98 and NT or later. To install the application, the following requirements must be met: 1. Permission to install Windows applications locally on the PC 2. Designer (or Manager) Access in Lotus Notes 3. The user must be allowed to create LotusScript in the mail database 4. The user must be allowed to add entries in the Execution Control List (ECL) 4

5 Costs There are no costs for downloading this application. The user only pays for the messages sent or received, the following situations apply: SMS to other people; the user will pay for every SMS sent, if more recipients are included this means that the user sends more then one SMS (f.i. one SMS to 10 recipients means he/she will pay for 10 SMS). Reminders for appointments; the user will pay for every SMS he/she will receive on his/her mobile phone. SMS for incoming ; the user will pay for every SMS he/she will receive on his/her mobile phone. The SMS price is fixed for both postpaid and prepaid customers. You can find the up-to-date prices on (keyword: SMS mail) Microsoft and Outlook are registered trademarks of the Microsoft Corporation in the United States and other countries. Lotus Notes is a registered trademark of the IBM Corporation in the United States and other countries. 5

6 Microsoft Outlook Installation If you have a previous version of KPN SMS mail installed on your computer, it is recommended that you first uninstall it. Please refer to the Uninstall section for information on how to uninstall the program. If you are using Microsoft Outlook, it is important that you close down all Outlook windows before installing KPN SMS mail. Locate the file KPN SMS mail.exe, and double click it to execute the installation program. The installation guide A start up dialog pops up when the installation is run. Confirm that you wish to install the program by clicking Next. Next, you are asked to accept a license agreement. Accept the terms, then click Next. In case you have administrator rights on your computer the following window is shown. Here you can specify whether you would like to install KPN SMS mail for all users on the computer (default) or only for the current user. 6 Microsoft Outlook

7 Confirm the selection by clicking Next. In the next window you may change the folder where KPN SMS mail is installed. If you wish to change the folder, click Browse and select the destination folder. Confirm the destination folder by clicking Install. The installation program now installs KPN SMS mail in your computer. This takes a few seconds. When the installation is ready, the following window will be shown. Click Finish and you are ready to start using the application. 7 Microsoft Outlook

8 The first time the program starts The first time you start Microsoft Outlook after installing the program, a wizard opens where you will be able to open an SMS account. If the wizard is not automatically started, please press the New SMS button. Registering an KPN SMS mail account In the welcome screen, click Next to register. Enter your mobile phone number, your country (default is Netherlands) and your address and click Next. The program now verifies the supplied information with the server. A SMS message will be sent to your mobile phone containing a Registration Code. In the next section you will have to enter the registration code, after this click Finish. 8 Microsoft Outlook

9 A new window will now be opened, informing you that a confirmation mail is sent to your address. Click OK and verify that it has arrived in you Inbox. You have now opened an account and can start using KPN SMS mail to send SMS messages and use the other SMS features. Send a message In the toolbar of your Microsoft Outlook window, there is a new button with the text New SMS. SELECT RECIPIENT Enter the mobile phone number, to which you would like to send the message, in the field next to the To button. If the number does not originate in the country you have as home country (see the section on Options), the number must be given in an international format with a + character followed by the country code. If you want to send the message to more than one recipient you can write more than one number. Just separate the numbers with a semi-colon (;). You can also choose a recipient from your Microsoft Outlook address book. To do so, click the To button. A dialog box with your contacts appears where you can choose your contacts. You can also select distribution lists as recipients. Double-click the name of the person in the contact. To add more than one name, double-click each name or mark the person and use the To -> button. The same way you would select contacts for an . Click OK to add all the addresses selected in the Address Book. 9 Microsoft Outlook

10 To search for a recipient s name automatically, type the person s name in the To box and click Check Names you will see the matching name and number displayed. Note: To be able to send an SMS to a contact, you must have entered the mobile phone number for that contact. Contacts whose number is missing or invalid are written with red text. To send the message, click the Send button. Character count As you type your message, you will see a character count in the status bar, and the number of messages to be sent is displayed in parentheses. For Example: when the status bar displays 180(2), this indicates that you have entered a total of 180 characters, and that your message will be sent as two SMS messages. View sent messages In the Folder List of your Microsoft Outlook there is a new folder with the name Sent SMS. Here all the messages you send are stored. Double click a message to view the details of it. A new window containing the details opens. 10 Microsoft Outlook

11 Check message status details You can check the status of a message by clicking the Status details button in the toolbar. Here you can see, per recipient, whether the message has been sent or not. Forward a sent message You can choose to forward a sent message to one or more recipients. In the Sent SMS folder, select the sent message that you would like to forward and click the Forward button in the main Microsoft Outlook window. A New SMS window opens with the message field populated with the original message text. Reminders When you create an appointment for which you have enabled the reminder, you can choose to receive a reminder as an SMS message as well. In the appointment toolbar there is a new button with the text SMS Reminder. To receive an SMS reminder for the appointment, just make sure this button is clicked. The reminder will be sent at the same time specified for the normal Outlook reminder, and the message will contain as much information about the appointment that can fit in one SMS message. Note: The SMS reminder feature requires that your Microsoft Outlook is running at the time of the reminder. 11 Microsoft Outlook

12 SMS options It is possible to configure your SMS functionality. Select Tools - Options... in the main Microsoft Outlook window and click the SMS tab. Set Country The Country is the country where the mobile phone numbers you enter in the program are assumed to originate. When using mobile phone numbers that originate in the chosen country you do not need to specify the international country code. Enable long messages With the Long Messages setting you can specify if it should be allowed to send messages longer than 160 characters. If you enable it, and you send a message that is longer than 160 characters, it will be in several SMS messages, up to a maximum op 612 characters (4 messages). If you disable it you won t be able to type more than 160 characters in the message field. notifications You can choose to get a notification as an SMS message whenever you receive an to your inbox that fulfils some rules. You can receive a SMS for every incoming , for incoming with high priority. You can also choose the option not to receive notifications. The SMS message contains as much of the contents of the that can fit in one SMS message. Note: The notification feature requires that your Microsoft Outlook is running when the arrives. Note: Currently notifications for addresses chosen from contacts in Global Address List are not supported. 12 Microsoft Outlook

13 Enable SMS reminders With the Enable SMS reminders for calendar appointments setting you configure the default behavior for SMS reminders. If you check this check box an SMS reminder will be sent for appointments for which the normal reminder is activated. If you uncheck the check box no SMS reminders will be sent. if you check the box Follow Outlook s reminders by default, all appointments in the calendar will generate a reminder SMS. The reminder can still be turned off in the reminder via the button SMS reminder off. Note that this is only the default behavior. You can specify the behavior per appointments see the Reminders section. Set notification mobile number Use this setting to specify to which mobile phone number the notification messages and the SMS reminder messages should be sent. Administrate your SMS account By clicking the Account Options button you can administrate your SMS account. The originator is the mobile number from the registered person. By clicking the Register Account... button you can re-register your SMS account and if necessary change your e- mail address. (see the section on Installation). 13 Microsoft Outlook

14 Uninstall First, make sure that you have closed Microsoft Outlook before uninstalling. In the Start Menu, choose Settings and then Control Panel. This will open the Control Panel. Double click the icon Add/Remove Programs. A dialog box containing a list with all installed programs is displayed in alphabetical order. Click the row that says KPN SMS mail. The row expands, and more information about the program is displayed. Click the Remove button, and confirm that you want to remove the program. The Add/Remove Programs dialog box might look a bit different on some computers depending on what Windows version you have. 14 Microsoft Outlook

15 Microsoft Outlook Express Installation If you have a previous version of KPN SMS mail installed on your computer, it is recommended that you first uninstall it. Please refer to the Uninstall section for information on how to uninstall the program. If you are using Microsoft Outlook Express, it is important that you close down all Outlook Express windows before installing KPN SMS mail. Locate the file KPN SMS mail.exe, and double click it to execute the installation program. The installation guide A start up dialog pops up when the installation is run. Confirm that you wish to install the program by clicking Next. Next, you are asked to accept a license agreement. Accept the terms, then click Next. In case you have administrator rights on your computer the following window is shown. Here you can specify whether you would like to install KPN SMS mail for all users on the computer (default) or only for the current user. 15 Microsoft Outlook Express

16 Confirm the selection by clicking Next. In the next window you may change the folder where KPN SMS mail is installed. If you wish to change the folder, click Browse and select the destination folder. Confirm the destination folder by clicking Install. The installation program now installs KPN SMS mail in your computer. This takes a few seconds. When the installation is ready, the following window will be shown. Click Finish and you are ready. 16 Microsoft Outlook Express

17 The first time the program starts The first time you start Microsoft Outlook Express after installing the program, a wizard opens where you will be able to open an SMS account. If the wizard is not automatically started, please press the New SMS button. Registering an KPN SMS mail account In the welcome screen, click Next to register. Enter your mobile phone number, your country (default is Netherlands) and your address and click Next. The program now verifies the supplied information with the server. A SMS message will be sent to your mobile phone containing a Registration Code. In the next section you will have to enter the registration code, after this click Finish. A new window will now be opened, informing you that a confirmation mail is sent to your address. Click OK and verify that it has arrived in you Inbox. 17 Microsoft Outlook Express

18 You have now opened an account and can start using KPN SMS mail to send SMS messages and use the other SMS features. Send a message In the toolbar of your Microsoft Outlook Express window, there is a new button with the text New SMS. In the New Message window, enter the recipient (mobile phone number) in the To field. You can also click on the To button to select the recipients from your address book. Then, enter the message in the message body field (the large main field). To send the message, click the Send button. Note: Use a semi-colon as a Separator, this way you can enter multiple recipients. Character count As you type your message, you will see a character count in the status bar, and the number of messages to be sent is displayed in parentheses. For Example: when the status bar displays 180(2), this indicates that you have entered a total of 180 characters, and that your message will be sent as two SMS messages. Select recipients from your address book You can choose a recipient from your Windows address book. Follow these steps to select the recipients. In the New Message window, click the To button and a dialog box appears. 18 Microsoft Outlook Express

19 Double-click the name of the person in the contact. To add more than one name, double-click each name or mark the person and use the >> button. Click OK to add all the addresses selected in the Address Book. Note: To be able to send an SMS to a contact, you must have entered the mobile phone number for that contact. Contacts whose number is missing or invalid are written with red text. Automatic name checking To search for a recipient s name automatically, type the person s name in the To box and click Check Names you will see the matching name and number displayed. Note: The selected recipient will be displayed in RED if it does not have a valid mobile number. You can view the recipient s personal details by clicking on the names. Create a signature You can type a signature manually at the end of the message. To insert a signature into a message automatically, you must create your signature in the Add Template dialog box and select the Signature check box. To add the signature to your SMS message, follow these steps. Click the SMS Options under SMS in the file menu, and under Message Format, select the Insert Signature check box; then click Template and a dialog box Manage Template appears. Click the Add button. A dialog box Add Template appears. Enter the template name and signature in the text field and select the Signature check box, then click OK. After the signature is set, every message sent will include the signature, so you do not need to type a signature for each message. 19 Microsoft Outlook Express

20 Note: You can edit the old signature by clicking the Edit button. Insert a signature in a message To insert a signature to a message, click on Insert Signature in the View menu. The signature is appended to the message in the message body. Delivery option For each message, you can set a truncation mode and delivery option. To send a message at a particular date and time, you can set the date and time for a message, and KPN SMS mail will send the message automatically at the scheduled time. Follow the steps below to set the delivery option. Click the Message Options button, or open Message Options from the View menu. Choose the truncation mode for a message in the Delivery Options section. An SMS message can contain 160 characters. With KPN SMS mail you can send longer messages, and they will be sent as several linked messages. With the first setting you can set whether you want to be able to send long messages. Note: that this setting will only apply to the current message, to change permanently refer to SMS Options. To send the message immediately, click OK. By default, Send immediately is selected. To send message at a particular Date and Time, click Send at and select the desired date and time from the drop down box, then click OK. All scheduled messages are stored in SMS Outbox until delivery. Note: You can also set the Truncation Mode for the SMS message that you are sending. For more about the Truncation Mode, refer to SMS Options. Send the message Click the Send button to send the message. 20 Microsoft Outlook Express

21 SMS Outbox folder Messages that have not yet been sent are stored in the SMS Outbox. Messages that are to be sent are stored in the SMS Outbox. The messages are stored until they are delivered to the mobile network. If the computer has temporarily lost connection to Internet, KPN SMS mail will repeatedly try to regain access to Internet and send the messages. If sending a message fails, a warning will be displayed. The message will be kept in SMS Outbox. Note: When you set a message to be sent at a particular date and time, the message will be stored in the SMS Outbox till it is time to send it. Your computer needs to be switched on and your Outlook should be open at the date and time the SMS has to be sent. View the SMS Outbox folder The SMS Outbox can be reached in four ways; Right-click the system tray icon and select Message Folders. Or in the New SMS window, click the Message Folders Folders window opens. button and a Message Select the SMS Outbox folder from the drop down box. Or, in the View menu of the New Message window, select Folder and then click on SMS Outbox. Finally the Outbox can be reached through clicking View in the file menu and selecting SMS Outbox in the scroll down menu. Messages are displayed in the main box, with columns labeled To, Message and Date. Double-click on a message to view it. 21 Microsoft Outlook Express

22 Delete messages in the SMS Outbox folder You can clean up your SMS Outbox folders by deleting unwanted messages. Open the SMS Outbox folder as described above under View the SMS Outbox folder. Click on a message to select it, or hold down the CTRL key and select multiple messages. In the Edit menu, choose Delete or click Delete on your keyboard. A message box is displayed stating, Message will be permanently deleted. Do you want to continue? To delete the message, click Yes; to cancel the delete, click No. Sent SMS folder All SMS messages that have been sent from your computer are stored in the Sent SMS folder. You can view the details of the sent messages including the status. View the Sent SMS folder The Sent SMS folder can be reached in many ways; Right-click the system tray icon and select Message Folders. Or click the Message Folders Folders window opens. button in the New SMS window and a Message Select the Sent SMS folder from the drop-down box. Or in the View menu, select Message Folders and then click on Sent SMS. Finally the Outbox can be reached through clicking SMS in the View menu and selecting Sent SMS in the scroll down menu. Messages are displayed in the main box, with columns labeled To, Message and Date. Double-click on a message to view it. Delete messages in the Sent SMS folder You can clean up your Sent SMS folder by deleting unwanted messages. Open the Sent SMS folder as described above under View the Sent SMS folder. Click on a message to select it, or press CTRL and select multiple messages. In the Edit menu, select Delete. A message box is displayed stating, Message will be permanently deleted. Do you want to continue? To delete the message, click Yes; to cancel the delete, click No. Forward a message from the Sent SMS Folder You can forward a message to more than one recipient simultaneously. You can either enter the recipients manually or select the recipients from your address book. If you enter the recipients manually, separate each number with a semicolon (;) to forward the message to more than one person. Follow the steps given below to forward a message. 22 Microsoft Outlook Express

23 Open the Sent SMS folder as described above under View the Sent SMS folder. Double-click on the message you want to forward, to open it. Click the Forward button in the toolbar. A New Message window opens that includes the original message. Enter the recipients mobile phone numbers next to the To button. Or select the recipients from your address book by clicking the To button. You can edit the text of the message as well. Click the Send button to send the message. View the message status You can view the status of a sent message by selecting the message and clicking the Status button from the Sent SMS folder. A dialog box appears displaying the recipients and the status of the message. Message Templates You can store pre-defined message templates in the application so you don t have to retype phrases that are used often. Some examples of commonly used templates include I will call you back, I will meet you at, I will be at home by, etc. Predefined templates give you a head start while typing, by modifying or adding on to the basic messages. 23 Microsoft Outlook Express

24 Create a message template You can create a maximum of ten message templates. Each message template is assigned a key number and name. To use the message template, you can use the key number. To create a message template, in the New Message window, click on Manage Template in the Template menu. A Manage template window opens. Click the Add button and an Add Template window appears. Enter the name for the template next to the Name label, enter a message in the text box, then click OK to add the text as a message template. Note: You can create a message template as a signature. In the Add Template window, enter your signature in the message box and select the Signature check box. To add your signature automatically to a message, you should also select the Insert Signature check box in SMS Options. Only one signature can be created in the message template. Inserting signature or templates Select the Sent SMS folder from the drop-down box. Or in the View menu, select The signature is automatically pre-inserted in the message field when opening a New SMS Window. Message templates can be inserted by selecting Templates in the file menu. A Template can also be instantly inserted by simultaneously pressing CTRL+ the number of the template. Edit a message template In the New Message window, click on Manage Template in the Template menu. A Manage template window opens (see Create a message template-). Select the template and click the Edit button. A dialog box appears, and you can edit the name and message and then click OK to update the changes. Remove a message template In the New Message window, select Manage Template from the Template menu. A Manage template window opens. Select the template and click the Remove button. A message box is displayed stating, Template will be permanently deleted. Do you want to continue? To delete the template, click Yes; to cancel the delete, click No. 24 Microsoft Outlook Express

25 Note: You can change the order of the message templates by clicking the Move Up and Move Down button and clicking OK to change the order. To use the message, you should know the key number, which is changed using Move Up and Move Down. SMS Options To open the SMS Options window, you can click on the select Tools - SMS Options in any window. SMS Options button in any KPN SMS mail window, or General tab Country The country is where the mobile phone number account is created. After selecting the country, when you send a message KPN SMS mail will convert all numbers to international format. For example, for The Netherlands, the code is 0031, which is converted to +31 and followed by the mobile phone number. This means that KPN SMS mail will be able to distinguish 10-digit number to be Dutch numbers and 13-digit number to be international or Dutch (if 0031). Under Regional settings, use the drop-down list to select the country you wish to use. Message Format Message Format specifies how the message can be sent when the message exceeds maximum length. For long messages, the following three options are available: Do not allow long messages (max. 160 characters in length): if the message exceeds maximum length (160 characters) then the message is rejected. Allow long messages (max. 612 characters): You can type messages up to 612 characters in length based on the account settings selected in the registration. You can send the message split up, or as a single SMS message, again based on the account settings. Last used: The SMS mode selected last is used for sending the message. Click OK to save your changes. To insert a signature automatically to a message, you must select the Insert Signature check box in the General tab and follow the steps to insert a signature. Click the Template and then click Add button. In the Add Template window, enter the name for the template and then enter the signature in the text box. Select the Signature check box in the Add Template window and then click OK. 25 Microsoft Outlook Express

26 Account tab Here you can find the originator s number (mobile phone number) and the reply address Display tab Here you can change the startup and Message Window settings. Startup The system tray icon is visible when the system starts up. You can open the SMS Options from the system tray or from the SMS menu in Outlook Express. In the Display tab, under Startup, by default the Show icon in system tray check box is selected. To change the default window settings, you have three choices in Default Action and Default Start Action as shown below. Open Folders Window Open New SMS Message Open SMS Options After selecting one of the three options, click OK. For Example: If you have chosen Open Folders Window in both drop-down lists in the display tab, when you double click the system tray icon or desktop icon, a Message Folders window is opened. In the same way, an SMS Options window is opened if you have selected Open SMS Options in Default Action and Default Startup Action. 26 Microsoft Outlook Express

27 Message window The Keep message window open on send option controls whether or not KPN SMS mail remains open after you send a message. If the option checkbox is selected, the New message window will remain open after you send a message. If it is deselected, sending a message will close the New message window. If Keep message window open on send is selected, you can select the Clear recipient checkbox to have the system clear the To field after you send a message, and select the Clear message checkbox to have the system clear the message body field after you send a message. The Allow one instance only of the message window checkbox causes the system to ensure that only one New message window can be open at a time. If you then attempt to open an additional message window when one is already open, nothing will happen. If you wish to be able to open multiple New message windows simultaneously, deselect this checkbox. Alert tab You can set various alerts for your application. By default all alerts are selected. You can deactivate the alerts by clearing any alert s check box. In the Alerts tab, to disable an alert, click to clear the alert s check box; similarly, to enable an alert, you should select the alert s check box. The specific alerts and the behavior of the application when they are selected are described below. Invalid recipients alert If this alert is selected, when you click the Send button to send an SMS, if the recipient in the To address text box does not have a valid mobile phone number, you will get an alert stating, Not all recipients have a valid phone number. Click OK to acknowledge the alert. You can then edit the invalid recipients, which are displayed in RED. Message sent alert If this alert is selected, an alert will be displayed to confirm that you have sent a message. Closing message window alert When you close the message window after entering a message, you will get an alert message stating, Your message will be lost. Do you want to continue? Click Yes to close the window and discard the message, or click No to keep the window open. 27 Microsoft Outlook Express

28 Opening a message template alert When you paste a message template into a New Message window when there is already a message there, an alert message is displayed stating. Your message will be lost. Do you want to continue? To paste the message template over the existing message, click Yes. To keep the message text you had already entered, click No; the template text will not be pasted into the message body field. Messages in Outbox alert If this alert is selected, you will be alerted if you close the application with unsent messages still in the SMS Outbox folder. Delete message alert When you delete a message from the SMS Outbox or the Sent SMS folder, an alert message is displayed stating, The message will be permanently deleted. Do you want to continue? To continue deleting, click Yes, or click No to cancel. Delete message template alert When you delete a message template by clicking the Remove button in Manage Template, an alert message is displayed stating, Template will be permanently deleted. Do you want to continue? To continue deleting, click Yes, or click No to cancel. Application usage reminder If you have not used the application for more than one week, then you will get a usage reminder alert. By default, this alert is not selected. To enable the alert select the Application not used for a week check box. 28 Microsoft Outlook Express

29 Uninstall First, make sure that you have closed Microsoft Outlook Express before uninstalling. In the Start Menu, choose Settings and then Control Panel. This will open the Control Panel. Double click the icon Add/Remove Programs. A dialog box containing a list with all installed programs is displayed in alphabetical order. Click the row that says KPN SMS mail. The row expands, and more information about the program is displayed. Click the Remove button, and confirm that you want to remove the program. The Add/Remove Programs dialog box might look a bit different on some computers depending on what Windows version you have. Note: the SMS Outbox and the Sent SMS folders will still remain after the de-installation to prevent unwanted loss of information. 29 Microsoft Outlook Express

30 IBM Lotus Notes Installation If you have a previous version of KPN SMS mail installed on your computer, it is recommended that you first uninstall it. Please refer to the Uninstall section for information on how to uninstall the program. KPN SMS mail has two stages of installation: 1. Install the application in Windows. 2. Install the Plug-in to mail database from within IBM Lotus Notes. Before installing the KPN SMS mail Windows application, the installation file KPN SMS mail.exe must be available on your computer. Locate the installation file on your computer and double click on it. After the files have been extracted, a startup screen is displayed. Click the Next button to continue the installation. The KPN SMS mail License Agreement is displayed. Accept the terms, then click Next. This window allows you to change the path where KPN SMS mail is installed (the default location is C:\Program files\kpn SMS mail). If you wish to change the path or folder, click Browse, select the destination folder and click Next to continue the installation. 30 IBM Lotus Notes

31 The installation program now installs KPN SMS mail on your computer. A progress dialog similar to the following is displayed as installation proceeds. A message box will be displayed to indicate that IBM Lotus Notes is launched to proceed with the installation. Click OK to continue the installation. After you click OK, IBM Lotus Notes is opened, displaying the KPN SMS mail installation page. Installing the Mail database plug-in The KPN SMS mail installation page is displayed. Click on the Install button to proceed with the installation to the mail database. Note: A series of Lotus Notes security alert windows will appear during installation. It is very important to select Trust the signer.. in every window 31 IBM Lotus Notes

32 This window shows the list of IBM Lotus Notes users on your computer. Select one or more users who are to have the KPN SMS mail plug-in installed to their Mail database, by clicking in the left-most column. Click OK to continue with installation for the selected users. A message box like the one below will be displayed to indicate if the installation was successful or not. Click OK to complete the installation. A message box will be displayed asking you to restart IBM Lotus Notes. Click OK to complete the installation and then close IBM Lotus Notes. After clicking OK, close IBM Lotus Notes and click the Finish button to complete the installation. The KPN SMS mail application is now installed on your computer, and SMS buttons and folders have been added to your Mail database in IBM Lotus Notes. Before sending SMS messages, you must first register your mobile phone number. 32 IBM Lotus Notes

33 Registering an KPN SMS mail account In the welcome screen, click Next to register. Enter your mobile phone number, your country (default is Netherlands) and your address and click Next. The program now verifies the supplied information with the server. A SMS message will be sent to your mobile phone containing a Registration Code. In the next section you will have to enter the registration code, after this click Next. A new window will now be opened, informing you that a confirmation mail is sent to your address. Click Finish and verify that it has arrived in you Inbox. You have now opened an account and can start using KPN SMS mail to send SMS messages and use the other SMS features. 33 IBM Lotus Notes

34 Sending a message Use any of the steps below to open the New SMS screen. Click the New SMS icon from the Bookmark bar at the far left. In the IBM Lotus Notes main menu, select Create New SMS. If you have the SMS Inbox, SMS Outbox or Sent SMS messages folder open, use the New SMS button in the action bar. A New SMS window opens. 34 IBM Lotus Notes

35 Enter the mobile phone number in the text box next to the To label. To add more than one recipient, separate the recipients with a comma. You can also select recipients from the IBM Lotus Notes address book, just as you would when sending a standard in IBM Lotus Notes. Enter the message in the message body. Click the Send button to send the message. Character Count As you type a message, you will see a count in the status bar similar to the one shown above, showing the number of characters in the message so far; the number of messages that will be sent is displayed in the parentheses. Each message can be up to 160 characters. The status bar display is in the format c(m), where c is the number of characters and m is the number of messages. For Example: the status bar displays 180(2) when the message is 180 characters long. This message will be broken up into 2 SMS messages, one 160 characters long and one 20 characters long. The (2) indicates the total number of messages that will be sent. A single SMS can only be 160 characters long. However, if your account settings permit, you can send longer messages. Message options KPN SMS mail lets you change the delivery option for a single message. To do so, while sending a SMS (you have a New SMS window open in IBM Lotus Notes ), click on the Message Options button in the action bar. 35 IBM Lotus Notes

36 Two choices are available: Send immediately, which is the default and causes the message to be submitted to the server as soon as you click on the Send button, and Send at, which lets you specify a date and time at which IBM Lotus Notes should send the message. The screenshot below shows how the Message Options window looks with Send at selected. Note: In order for messages to be sent at a certain time in the future, IBM Lotus Notes must be running when they should be sent. Signature You can set a signature that you want to be included at the end of every test message you send. To do so, click on the SMS Tools button in the action bar while you are composing a new SMS, and then select Insert Signature from the displayed menu, as shown below. A window opens in which you can enter the signature you want to set. As shown in the screenshot, you simply enter the text you wish to use as your signature into the text box and click on OK. If you decide not to set a signature, click on Cancel. SMS Outbox Messages that have not been sent yet are stored in the SMS Outbox folder. Click the SMS Outbox folder to view messages that have not been delivered. You can double-click a message to view, and you can also edit the recipient or message field. Note: If your Internet connection is unavailable when you send a message, the message is stored in the SMS Outbox folder until the connection becomes available. Similarly, a scheduled message is stored in the SMS Outbox folder till it is time to send the message. Sent SMS messages SMS messages that have been sent are stored in the Sent SMS folder. Click on this folder to view details about sent messages, as described below. Viewing sent messages In the IBM Lotus Notes folder list, click the Sent SMS folder to view sent messages. 36 IBM Lotus Notes

37 Messages that have been sent are stored in the Sent SMS folder. Double click a message to view details about it. Message status To view the status of a sent message, select the message in the Sent SMS folder, then click on the Status button in the action bar to check the status of the message. Forwarding a message To forward a message, simply proceed as if you were replying to the message, but click on the Forward button in the action bar instead of the Reply button. As with a reply, the text of the original message is automatically included. You can add more text before forwarding if you wish. SMS Reminders KPN SMS mail can send reminders to your mobile phone, as SMS messages, for appointments you have created in your IBM Lotus Notes calendar. Note: SMS Reminders requires IBM Lotus Notes running at the time the event occurs. When you create an appointment in IBM Lotus Notes, you can set a SMS Reminder in two ways: 1. If the Send SMS Reminders checkbox is selected on the General tab in the SMS Options window, a SMS Reminder will be sent automatically for any calendar appointment when you select the Notify Me checkbox for that appointment in IBM Lotus Notes. 2. After creating the appointment, you can locate it in the SMS Reminders folder and use the Set Reminders button to set a SMS Reminder for that calendar appointment as described below. 37 IBM Lotus Notes

38 If you wish to change the SMS Reminder setting for an appointment, follow these steps: 1 In the Folder list, click the SMS Reminder folder. 2. Navigate to the date that has the appointment whose SMS Reminder you wish to add or change. 3. Click in the left-hand column to select the appointment (placing a check mark next to it), then click on the Set Reminders button to create an SMS Reminder for the appointment, or on the Unset Reminders button to remove the appointment s SMS Reminder. 4. When the confirmation dialog window is displayed, click OK. The SMS Reminder is now set or unset for the selected appointment. If the reminder has been set, a SMS will be sent to your mobile phone before the appointment. SMS Rules You can filter incoming messages to be sent as SMS messages to your mobile phone number. To have specific incoming messages to your IBM Lotus Notes Mail Inbox sent as SMS messages to your mobile phone, you use SMS Rules. Note: In order for messages to be forwarded to your phone, IBM Lotus Notes must be running when they arrive. Creating a SMS Rule You can create a new rule by selecting the SMS Rule folder in the folder list. In the right pane, you can see the list of existing rules. To create a rule, click the New Rule button in the action bar to display the New SMS Rule window. Initially the rule is marked as On as shown in the above screenshot. You can turn the rule off by clicking on the Off selection. This will mark the rule inactive, but you can still save it. This may be useful if you wish to create and save a rule that will be needed later. Under Specify Conditions, select a message part to check, such as Sender or Subject. Select an operator such as contains or is not, and enter the text to check for, such as the name of a certain person or a certain word, in the last field. Then click Add to create the condition. Repeat this process for each condition you wish to include in the rule. If, after creating a condition, you decide not to include it in the rule, simply click on the condition in the When mail messages arrive box, and then click on the Remove button. To clear all the conditions, click on the Remove All button. Under Specify Actions, select Send as SMS, then click on Add Action. 38 IBM Lotus Notes

39 Finally, click on OK to create the rule. The New SMS Rule window closes, and IBM Lotus Notes returns you to the SMS Rule folder. Viewing SMS Rules You can view rules by opening the SMS Rule folder. The right part shows the list of rules that will be applied to each incoming message. Editing a SMS Rule You can change an existing rule by double- clicking on the rule in the SMS Rule folder. The Edit SMS Rule dialog box opens, displaying the current conditions and actions for the rule. To edit the condition, proceed as described under Creating a SMS Rule above. When you are finished making changes, click on the OK button to change the rule. SMS Options The SMS Options window lets you specify various settings, such as your home country, default originator, and alerts. You can open this window from any of the SMS folders, such as the SMS Inbox or SMS Reminders folders, by clicking on the SMS Options button in the action bar. General tab Here you can change your account settings. Country The country is where the mobile phone number account is created. After selecting the country, when you send a message KPN SMS mail will convert all numbers to international format. For example, for The Netherlands, the code is 0031, which is converted to +31 and followed by the mobile phone number. This means that KPN SMS mail will be able to distinguish 10-digit number to be Dutch numbers and 13-digit number to be international or Dutch (if 0031). Under Regional settings, use the drop-down list to select the country you wish to use. 39 IBM Lotus Notes

40 Long Messages Long Messages specifies how the message can be sent when the message exceeds maximum length. Truncation mode has three choices, plus a checkbox. Do not allow long messages (max. 160 characters) For each message, KPN SMS mail will send only one SMS. This SMS, and thus the message you enter, can only be 160 characters long (but see the last option in this section below). Allow long messages (max. 612 characters) Each message can be 612 characters long (4 linked SMS messages). Remember last used option KPN SMS mail will use the setting (of the two above) that was most recently used in sending a message. Send SMS Reminders for Appointments If you select this checkbox, KPN SMS mail will automatically notify you by SMS of any calendar appointments you create in IBM Lotus Notes where you have selected the Notify me checkbox. This checkbox is selected by default. You can also specify the telephone number that SMS reminders should be sent to in the Notification mobile number field. Account tab Here you can change your account settings. General The Originator field shows you who registered for this service (mobile number). Account settings To change your basic account settings, click on the Register button. The registration process will restart. This process is described in the Register an Account -section. 40 IBM Lotus Notes

41 Alerts tab KPN SMS mail issues alerts in certain situations. By default, all these alerts are enabled on the Alerts tab of the SMS Options window, as shown below. You can disable one or more alerts if you wish. Alerts are enabled if checked and disabled if unchecked. The sections below briefly describe each alert. Invalid recipients alert Alerts you when you attempt to send a SMS to a recipient who does not have a valid mobile telephone number. The alert lets you click OK to send the message to other recipients who do have valid mobile phone numbers, or Cancel to avoid sending the message at all. If this option is deselected, you will not be alerted when one or more recipients have invalid mobile phone numbers. The message will simply be sent to any recipients who do have valid numbers. Split up alert Alerts you if a SMS that you are sending will be split up into multiple messages that will be sent separately. See long messages (page 40) for details. Delete message alert Alerts you that the message will be permanently deleted when you attempt to delete a SMS from a folder. Application usage reminder Alerts you when you have not used KPN SMS mail during the last week. 41 IBM Lotus Notes

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