Sprint Messenger Outlook Mail client plug-in. User Manual

Transcription

1 Mail Client Sprint Messenger Microsoft Outlook Mail client plug-in Table of Contents 1. How do I work with the Outlook Plug-in? How do I send messages through the Outlook plug in? How do I send Bulk SMS messages? How do I record a message in my own voice? How do I receive my s on my mobile phone? How do I receive my Meeting and Task reminders to my mobile phone? How can I stop the and reminder notifications? How do I create new Forwarding rules? How do I change my wireless phone number? How do I divide long messages to be sent into short wireless text messages (SMS)? How do I divide messages I receive into short wireless text messages (SMS)? How do I select the wireless text message (SMS) template to use for messages I send? How can I design my own Fax cover page? How can I update my Sprint Messenger password? How do I track message delivery status? How do I temporarily prevent sending text messages with my Sprint Messenger Plug-in? How do I set my Sprint Messenger Plug-in to work with our company proxy server? Appendix Sprint Messenger Outlook Mail Client Plug-in Installation Procedure Page 1 of 27

2 Mail Client 1. How do I work with the Outlook Plug-in? Open Outlook. You will see the Sprint Messenger toolbar in Outlook: The Sprint Messenger toolbar consists of the message sending button: The Bulk SMS button: the Forwarding checkbox: and the Calendar Reminders checkbox You will also see the Sprint selection in the Main Outlook toolbar: The first time you use the Plug-in, you will need to enter your Sprint Messenger user name and password. (Select Settings from the toolbar menu if you need to change your user details): Page 2 of 27

3 Mail Client The Settings screen opens allowing you to enter your Sprint Messenger User Name and Password. Enter your User Name here Enter your Password here If your details are correct press Ok After entering your details you should press the 'OK" button. The next image confirms that you entered the correct User Name and Password. Click the 'OK' button when it appears. If you are not connected to the Internet when you press the "Ok" button the next image appears: Press the "Yes" button and the next time you connect to the Internet and check your with Microsoft Outlook an will be sent to you verifying your account settings. Page 3 of 27

4 Mail Client 2. How do I send messages through the Outlook plug in? In order to send a message press the open a new message window. button in your toolbar, which will Press the To: button in the message window: Page 4 of 27

5 Mail Client A window opens with all your Outlook contacts and their devices (arranged alphabetically): Optional: Find a contact by typing in his name Optional: Select folder or address book for recipients Select the device types you want displayed Select the device type when you enter destination numbers directly in the To: field of the message Choose the Contact (Device Type) and add to To/Cc/Bcc fields When you are done selecting recipients press OK By checking the device type(s) in the Additional Devices panel you can select which devices to display). Select a contact by selecting his Name (Devices) in the Show Names box and pressing the To, Cc or Bcc buttons, you determine the To, Cc and Bcc message recipients. You can choose multiple contacts devices per message. Note: telephone numbers are taken from the Contact record in Outlook. All phone numbers entered must be in international format and include the US country code (+1), area code, and local number. Page 5 of 27

6 Mail Client The devices are moved to the To, Cc, and Bcc fields according to your selections. When you are done with selecting the contacts and devices, press OK You will be returned to the message with your contacts and devices filled in. Continue typing and editing the message and send it just as you would a regular outlook message. When you are done, press the Send button to send the message. Note the number of characters in the message Note the Character Count field in the new toolbar. If you selected in your SMS Preferences to split long messages into multiple sequential SMS you will see the number of SMS into which the message will be split. Page 6 of 27

7 Mail Client You can also address messages by entering the destination address directly into the To field. Simply add the destination number including country and area code. All phone numbers entered must be in international format and include the US country code (+1), area code, and local number. When you are done entering the destinations and the message content, press the Send button. If you selected SMS in the Treat numbers as: dropdown box, then when you enter a phone destination the message will be sent as a wireless text message. If you selected Voice Call, then the message will be sent as a voice message. If you selected Fax, then the message will be sent as a fax. If you selected Let me choose then when you click Send the Check Names window will pop-up and you will be prompted to select the message type for each destination number: Select the address type for the destination and press OK for each destination. The message will be sent. 3. How do I send Bulk SMS messages? Bulk SMS lets you easily address and send a single message to multiple mobile phones by using a list of destinations from a spreadsheet. First click on the Bulk SMS button of the Sprint Messenger toolbar. Page 7 of 27

8 Mail Client You can enter your message text in the Text field. If you wish to send a simple message like Please call, I am in a meeting, or Thank you, you may wish to click on the Select Template field below the Text field and select an entry from the list by left-clicking on it. If you wish to send different text instead, simply move the cursor to the Text field and start typing in your message. While you are typing, the characters used counter below the Text field will constantly update with the number of characters in your message. You may wish to keep in mind that the limit for a single SMS text message is 160 characters so if your message exceeds 160 characters, it will be sent out as multiple SMS messages. Once you have entered your message text, you must then decide whether you are using a Microsoft Excel (xls) file or a Comma Separated Values (csv) file for your destination addresses. You can make your selection in the File Format field using the down-arrow to the right side to open the selection list. Simply left-click on the appropriate format for your file. This will change the field name and To view a sample Excel [or Csv] file for bulk messaging line above. Select the appropriate destination address file by clicking on Browse to the right of the Attach Excel File [or Attach Csv File ] field and selecting the appropriate file from your computer by leftclicking on the desired file. When you have entered all of the information and wish to send your message, simply click on the Send button. You will see a message at the top of the data entry panel Your message has been sent. Click here to view delivery progress. You can check delivery progress or move on to some other task. 4. How do I record a message in my own voice? To record a message in your own voice to accompany your text message use the Plug in recorder. Click on Add Voice Recording button in the Sprint Messenger toolbar in the Message window: The Plug-in recorder opens: Click here to exit when you have finished recording Rewind Record Fast Forward Play Page 8 of 27 Stop

9 Mail Client Use your computer s microphone to record your message. Use the Record button to start the recording Use the Stop button to stop the recording Use the Play button to listen to the recording you just made Use the Fast Forward button to move ahead toward the end of your recording Use the Rewind button to move back toward the beginning of your recording Click Edit then Delete Before Current Position to erase the recording you made. Click File then Exit & Return to Message when you are finished recording 5. How do I receive my s on my mobile phone? In order to receive a SMS notification to your mobile phone, you need to set an appropriate forwarding rule. A notification will be sent every time you receive a new . Simple settings: If you are an average user, use the simple activation of the notifications, by clicking on the checkbox on the Forwarding button from the toolbar menu. Advanced settings: If you are an advanced user, you can select Forwarding Rules from the toolbar menu, and configure new rules for delivery: Page 9 of 27

10 Mail Client A new window will open, where you can change your forwarding rules. In the Forwarding Rules window, you can also manually edit and add rules to fine tune which messages you wish to receive on your SMS (or other device). For explanation of how to create new rules refer to How do I create new Forwarding rules? section. After setting the rules, click on the checkbox on Forwarding button from the toolbar to toggle the forwarding on and off: Notes: 1. This notification functionality is possible only if you entered your mobile number while registering your Sprint Messenger account. 2. The notification will be delivered to your mobile phone, as stated in the user profile of your Sprint Messenger account. 6. How do I receive my Meeting and Task reminders to my mobile phone? This setting is needed in order to receive a meeting and task reminders to your mobile phone. Simple settings: If you are an average user, use the simple activation of the reminders, by clicking on the Enable Reminders button from the toolbar menu. Advanced settings: If you are an advanced user, you can select Forwarding Rules from the toolbar menu, and configure new rules for reminders delivery: You ll need to set an appropriate forwarding/ rule. A notification will be sent for every meeting in your calendar or a task with a due date. Select Forwarding Rules from the toolbar menu. Page 10 of 27

11 Mail Client And in the Forwarding Rues window, create a reminder Forwarding rule. You can also manually edit rules to fine tune which messages you wish to receive on your SMS (or other device). These rules work like any notification rule (see above). And make sure you click the check box for Calendar Reminders from the toolbar menu to toggle reminder notifications on and off. 7. How can I stop the and reminder notifications? If you do not wish to receive the notifications, simply uncheck the Forwarding or Calendar Reminders checkboxes in the toolbar. You can uncheck these options when you're at your office, and then quickly enable them when you leave for a long business trip or vacation. This will enable you receive the notifications to your SMS when your away from the office. 8. How do I create new Forwarding rules? In order to manage the way messages are forwarded to your SMS or change your preferred devices you can add new Forwarding rules. Select Forwarding Rules from the toolbar menu: Page 11 of 27

12 Mail Client A new window opens with your Forwarding rules: Page 12 of 27

13 Mail Client Create an alternate rule(s) by clicking New. In this window you will have to: 1. Un-check the default rule Send all my s to my SMS 2. Create an alternate rule(s) by clicking the New rule button. Once you click the New rule button the window will change, and you will be able to define a new rule: Page 13 of 27

14 Mail Client Enter the name of the rule Select the conditions to match the rule to each message. 1. Match by originator of message, and/or 2. Match by recipient of the messages, and or 3. Match by subject content. Define where you want to forward the message by clicking on the appropriate check box When you are done defining the new rule, press the OK button In this window you will have to: 1. Enter the name of the rule (Use any text that will generally describe it). 2. Select the conditions that message will match to apply the rule (like from who the message is, and/or words that should appear in the Subject). 3. Define where you want to forward the message by clicking the appropriate check-box. 4. When you are done defining the new rule, press the OK button. Page 14 of 27

15 Mail Client Once you click the OK button you will get back to the previous screen, but the newly created rule will appear. In this window you will be able to view the rules you created, enable, disable, delete or edit them. View rule names and if they are enabled or disabled View the description of the chosen rule When you are finished with adding and editing rules, press the Ok button You can repeat these steps and add additional new rules. When you are finished with adding and editing rules press the Done button. Page 15 of 27

16 Mail Client Note: in case you didn t enter your mobile number while registering your Sprint Messenger account, the Send all my s to my SMS line will not appear in the rules page. 9. How do I change my wireless phone number? To change your wireless phone number where you receive wireless text message notifications and reminders, you need to sign up for a new Sprint Messenger Plug-in account. Click link to sign up for a new account for your new wireless phone number. Follow the online instructions to sign up for the new account.. After sign-up you will be sent your user name and password to your new wireless phone number. Enter your new user name and password into the Log-in to Sprint Messenger panel and click OK to begin using your account for your new wireless number. 10. How do I divide long messages to be sent into short wireless text messages (SMS)? When sending a long text message as a wireless text message (SMS), Sprint Messenger can divide it to multiple sequential wireless text messages. This will allow recipients to read the entire message on their wireless phones, as sequential text messages, thus overcoming the 160- character limit for wireless text messages. Page 16 of 27

17 Mail Client Click on the SMS Settings option in the toolbar menu. Select the maximum number of separate SMS messages to send per message using the dropdown menu. Page 17 of 27

18 Mail Client Press the 'Apply' button after making your selection. 11. How do I divide messages I receive into short wireless text messages (SMS)? When sending a long text message as a wireless text message (SMS), Sprint Messenger can divide it to multiple sequential wireless text messages. This will allow recipients to read the entire message on their wireless phones, as sequential text messages, thus overcoming the 160- character limit for wireless text messages. Click on the SMS Settings option in the toolbar menu. Select the maximum number of separate SMS messages to forward per message using the notification dropdown menu. Page 18 of 27

19 Mail Client Press the 'Apply' button after making your selection. 12. How do I select the wireless text message (SMS) template to use for messages I send? When sending text messages you can select the message template for your messages. Select which template you wish to use from the dropdown menu. You can see a preview of the template in the Preview field. Page 19 of 27

20 Mail Client Select the template you want to use and click Apply to save your selection. 13. How can I design my own Fax cover page? To design your fax cover sheet click on the Fax Settings option in the toolbar menu. The FAX Settings window opens. Page 20 of 27

21 Mail Client Here you can choose the information that you want to appear on the cover sheet of fax messages you send: In the first three fields, you can enter free-form text to suit your needs. Use the checkboxes to choose the kind of extra information you wish to add to the cover sheet. Note that your device information is taken from the information you entered in your user profile. When you are done, click the Apply button. To make sure that you get the best results, send yourself a fax to see how it appears on paper. 14. How can I update my Sprint Messenger password? To change your Sprint Messenger password, click on Forgot your password? selection in the Sprint dropdown menu Page 21 of 27

22 Mail Client or the Log-in to Sprint Messenger panel. Follow the online instructions and you will be sent a new password to your wireless phone. Enter the new Password in the Log-in to Sprint Messenger panel and click OK to activate your account with the new password. 15. How do I track message delivery status? You can view the delivery status of your messages by clicking on Sent Messages Status in the Sprint Messenger dropdown menu: The Sent Messages Status window opens showing a list of the messages you sent via Sprint Messenger. Page 22 of 27

23 Mail Client Click to view message status To view the status of an individual message you can click on the status icon or the message subject for the message. Under each device you will see an icon indicating the message s delivery status at that moment: : The message is waiting to be sent at a later hour. : The message is currently being delivered. Page 23 of 27

24 Mail Client : The message reached the designated device but it was not acknowledged by the recipient (This could mean that a telephone message reached an answering machine; an message was delivered to the recipient s mail account, but the recipient has not clicked the hyperlink to view the message). : The message was successfully delivered with positive acknowledgement : Message delivery was canceled by the system. : The message failed to reach the recipient (e.g. the recipient hung up before acknowledging the message, there was no answer, wrong number etc). 16. How do I temporarily prevent sending text messages with my Sprint Messenger Plug-in? To lock your Sprint Messenger Plug-in account select Lock Account from the Sprint dropdown menu. The dialog box will appear. Click OK to lock your account. Page 24 of 27

25 Mail Client To unlock your account enter your user details into the Log-in to Sprint Messenger window. To access this Log-in window select the Change Account/Log-in from the Sprint dropdown menu. 17. How do I set my Sprint Messenger Plug-in to work with our company proxy server? When you connect to the Internet you can connect two ways, direct connection, or connecting through a proxy server. If you are a connecting from home you most likely don't have to set the proxy server option, on the other hand if you are connecting to the Internet from your business you may be accessing the Internet through a proxy server. To input the proxy settings click on the Connection Settings selection in the Sprint Messenger dropdown menu: You may obtain the proxy server information by either looking it up from your default browser connections settings or by contacting your network administrator. Page 25 of 27

26 Mail Client Enter the proxy server settings and click OK. Page 26 of 27

27 Mail Client Appendix Sprint Messenger Outlook Mail Client Plug-in Installation Procedure 1. Before installation: To avoid problems in the installation and operation of the mail client plug-in, check the following: 1. Make sure Outlook is appropriately installed on the computer (regular mail messages can be sent normally). 2. Make sure you have a valid Sprint Messenger username and password registered 3. Close your Outlook program (Select 'Exit and logoff' from the Outlook 'File' menu). 4. If you have a previous version of the Sprint Messenger Outlook Plug-in installed, see "Uninstalling the Outlook Plug-in". You MUST uninstall your current version of the Sprint Messenger Outlook Plug-in before reinstalling the newest version. 2. Installation: To install, simply run the installation wizard or double click on the setup.exe file, and follow the onscreen instructions. 3. After installation: The first time you run Outlook after installing the plug-in, you will be prompted to enter your username and password. This must be done before you can start sending messages and receiving notifications. Refer to the mail client plug-in user manual for explanation of how to activate it. 4. Uninstalling the Outlook Plug-in: To remove and un-install the current or previous version of the Sprint Messenger outlook plug-in, follow these simple steps: 1. Close your Outlook program (Select Exit and logoff from the Outlook File menu). 2. Go to Start -> Settings -> Control Panel 3. Open Add/Remove Programs 4. Select Sprint Messenger Outlook Plug-in and press the Change/Remove button. 5. Follow the uninstall wizard Page 27 of 27