Excel-SMS Enotified. Excel-SMS Help Manual

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1 Enotified Help Manual 7/7/2012

2 Contents 1. What is the excel-sms User Guide? Getting Started with excel-sms About the excel-sms Interface How to Send an SMS Sending One Message to Multiple Recipients Sending One Message from Different Sender IDs Sending a Customised SMS to Each Recipient Creating Message Content Copying Message Text from an Excel Column Entering a Custom Message in excel-sms Creating a Message by Combining Text and Columns Message Delivery Reports Managing excel-sms Settings Tab Creating and Applying Templates for SMS Content Managing Message Templates Creating a Message Template Editing a Message Template Deleting a Message Template Inserting Message Templates Page 1 of 17

3 1. What is the excel-sms User Guide? This user guide is an in-depth and detailed reference that explains all of the features of excelsms. It is a quick way to learn about excel-sms without leaving your Microsoft Excel file. 2. Getting started with excel-sms Before you can use excel-sms, you must enter your enotified API user name and password. Your API user name is unique to excel-sms and can be set by logging into your enotified account. To begin using excel-sms 1. Open Excel 2. Select the enotified excel-sms on the excel ribbon. 3. Click the enotified Launch Now button. Figure 1: The enotified Launch button 4. Enter your enotified API user name and password in the Authentication tab and then click update. Figure2: Logging in Page 2 of 17

4 Your enotified account is now linked with the excel-sms application In order to use you must first login to your enotified account at and then go to Edit My Account > Details and enter an API username: ( Note: Your password will be the same as your enotified login password.) 3. About the excel-sms Interface This section of the guide explains the elements of the excel-sms interface, the central access point to all features. Figure 3: The excel-sms application interface The excel-sms application interface provides following options and parameters: Templates Allows you to setup message templates for message that contain wording sent on a regular basis to save time in entering messages. Authentication Enter your enotified API user name and password. In order to use you must first login to your enotified account at and then go to Edit My Account > Details and enter an API username: ( Note: Your password will be the same as your enotified login password.) Add Range Inserts data from any selected cell in an Excel column. For example, if you have ten mobile numbers in an Excel column, you can highlight the cells with the numbers and then click Add Range. The ten numbers are added to excel-sms. This applies to all columns and any kind of Page 3 of 17

5 information, not just phone numbers. Remove Deletes a selected entry from the Destination Number, Sender ID or Message Contents box. Note For assistance with destination numbers or sender IDs, click the question mark button at the top right corner of the box. Click OK to close the information window. Remove All Removes all content from the Destination Number or Sender ID box Enter one Destination Number Allows you to manually add one destination number without using the Excel file. Just enter a number and then click Add Destination Number. Destination Number Displays all destination numbers that will receive the SMS you are sending. Sender ID Displays the identity of the sender (e.g. the name of your company or a mobile number for receiving replies), which you can specify as numbers, letters, or both, Max 11 Char (alphanumeric). The Sender ID will default to enotified unless you set the entered user ID as the default Sender click the Set as Default Sender ID. Message Contents Displays the content of the message, which you can customise or base on a saved template. Identical Sender Allows you to send multiple messages from a single sender identity. To create a sender identity in this text box, click the Identical Sender check box, and then enter the Sender ID. To set the entered user ID as the default Sender click the Set as Default Sender ID. Identical Message Sends an identical message to all recipients. For more information, see section 4.1, Sending One Message to Multiple Recipients. Create Custom Message Allows you to send different messages to each recipient. For more information, see section 4.3, Sending a Customised SMS to Each Recipient. 4. How to Send an SMS This section provides information on how to send an SMS. There are several ways to send an SMS: Send one message to multiple recipients. Send one message from multiple senders. Page 4 of 17

6 Send custom messages to individual recipients. For information on creating message content, see section 4.4, Creating Message Content. 4.1 Sending One Message to Multiple Recipients To send a single message to multiple recipients, you can manually add the recipients in excelsms, or You can select a group of recipients in Excel. If you want to send messages from Excel, the destination numbers for all recipients must be present in a single column. Note If you want to copy a message from Excel, then that too, must be in its own column. To send a single message to multiple recipients from Excel: 1. In Excel, select a column of recipient phone numbers. Right-click to open the context menu, and then select Send SMS with enotified excelsms. Figure 5: Adding destination numbers. 2. Double click a Destination Number to edit. 3. Repeat this action to copy a message from Excel to excel-sms, or manually enter a message in excel-sms. 4. In excel-sms, select the Identical Message check box. Figure 6: Destination numbers specified Page 5 of 17

7 5. Specify the sender identity. The Sender ID can be numbers, letters, or both (alphanumeric). In this example, the message is being sent from the same sender, so select the Identical Sender check box and then enter the sender ID. If you wish to set the entered Sender ID as the default Sender ID each time then click the Set as default Sender ID Figure 6: Destination numbers specified 6. Click Update. 7. When you are ready to send the messages, click Send Now. The excel-sms application begins to send the messages and the following prompt is displayed. Figure 8: Sending the messages The time that it takes for all of the messages to be sent depends on the number of message. If you are sending a large amount of messages, it can take several minutes for all of them to be sent. After the messages have been sent, the following prompt appears. Figure 9: Messages Successfully Sent Click OK. Page 6 of 17

8 4.2 Sending One Message from Different Sender IDs The excel-sms application allows you to send a bulk message that appears to be sent from different senders. In other words, you can specify a different sender for each recipient. Figure 10: Specifying senders To send a message that appears to be from different senders: 1. Create a column in Excel that contains the individual sender IDs, one sender per line. Select the column of senders. 2. Right-click and select Send SMS with enotified Excel-sms. The senders are added to excel-sms. Figure 11: Different senders successfully added 3. Double Click Sender ID to edit 4. Enter the destinations and the message content, and then click Send Now to begin sending your message. 4.3 Sending a Customised SMS to Each Recipient The excel-sms application allows you to send different messages to individual recipients. To send a different message to each recipient: Page 7 of 17

9 1. In Excel, select a column of recipients. 2. Right-click and select Send SMS with enotified Excel-sms. Figure 12: Specifying phone numbers 3. In excel-sms, specify one sender (select the Identical Sender check box) or define different senders for each message in the Sender ID box. 4. Clear the Identical Message check box. 5. Enter the message content. 4.4 Creating Message Content You can add message content by: Copying message text from an Excel column (see section 4.4.1) Entering a custom message within excel-sms (see section 4.4.2) Creating a message by combining text and columns (see section 4.4.3) Copying Message Text from an Excel Column To copy message text from an Excel column: 1. Select the messages in an Excel column. 2. In excel-sms, clear the Identical Message check box. 3. In the Message Content box, right-click and select Add Range. 4. The messages are added to the Message Content box. Figure 13: Sending a different message by copying from Excel Page 8 of 17

10 4.4.2 Entering a Custom Message in excel-sms To create and send different messages to each recipient: 1. In excel-sms, define the recipient destination numbers. 2. Select the sender or senders in the Sender ID box. 3. Click Custom Message. Figure 14: Selecting Create Custom Message 4. Enter the message text and click OK. Figure 15: Entering message text 5. The message is multiplied as many times as there are destination numbers, so you can edit them as required for each recipient. Page 9 of 17

11 Figure 16: The first message is automatically replicated for each recipient 6. To edit an individual message, double click the message. Figure 17: Creating a custom message 7. Make the required changes to each message and then hit enter to save the changes. Repeat this procedure for each message that you want to change. 8. The new message content is displayed in the Message Content box. Page 10 of 17

12 Figure 18: Sending custom messages 9. After you edit the messages, click Send now to begin sending them Creating a Message by Combining Text and Columns The excel-sms application allows you to insert information from an Excel file into your message text. For example, you can send an SMS that contains user's first name and information about their remaining credits. Dear (column containing first names), your remaining credit is (column containing remaining credit information). This should result in a message like the following: Dear John, your remaining credit is $20. To do this, you create an Excel file that contains a column of first names and another column of their remaining credits. In the following example, we use columns B and C. Figure 19: Columns containing the information to combine with your text To create a custom message using the content of these columns: 1. Enter your message as follows: "Dear [B], your remaining credit is [C]." Where: [B] represents column B, the list of first names [C] represents column C, the list of remaining credit Page 11 of 17

13 Figure 20: Defining a combination message 2. After you define a sentence combining text and column references, click OK. The actual message is generated and appears in the Message Content box. Figure 21: Custom message successfully created 3. After you create the combination messages, click Send Now to begin sending the messages. 5. Message Delivery Reports After you send messages, message delivery report is automatically generated inside the enotified system, these reports can be viewed at any time by logging into Page 12 of 17

14 and selecting Settings & Reports > Reports and enter the Mobile: (optional) and the From: and To: dates. Figure 22: Message delivery report Figure 23: Messages delivered 6. Managing excel-sms Settings Tab To manage the Excel-sms settings, select Settings from the Tools menu. Authentication Allows you to enter your user name and password, which are required to connect to your Enotified account. In order to use you must first login to your enotified account at and then goto Edit My Account > Details and enter an API username: ( Note: Your password will be the same as your enotified login password.) Skin Allows you to change the excel-sms colour scheme (theme). Changing the Appearance of excel-sms To change the appearance(colour scheme) of excel-sms: 1. Select Skins. 2. Select a theme and then click OK. Figure 24: Changing the program appearance 7. Creating and Applying Templates for SMS Content The excel-sms application allows you to define several different message templates, which you can use to send messages faster and more easily. Page 13 of 17

15 To manage the message templates: Select Templates. Figure 25: Managing message templates 7.1 Managing Message Templates If you have messages that you use repeatedly, you can avoid having to re-enter them by creating a message template. To create or manage message templates: 1. select Templates. Figure 26: Managing the message templates 2. This opens the Templates dialog box where you can create, edit, or erase message content. Figure 27: The Templates dialog box Creating a Message Template The excel-sms application allows you to create fifteen message templates. To create a message template: 1. Select a template from the template list. Page 14 of 17

16 Figure 28: Defining a message template 2. In the right text area, enter the text that you want the message template to contain. 3. Click Update Editing a Message Template To edit an existing template: 1. Select a template from the template list. Figure 29: Editing the message template 2. After making the changes, click Update to save the changes. Page 15 of 17

17 7.1.3 Deleting a Message Template You cannot delete a template, but you can erase the content and reuse the template. To erase the text in a template: 1. Select a template from the template list. Figure 30: Erasing template text 2. In the right text area, select and delete the template text. 3. Click Update. 7.2 Inserting Message Templates Before you can insert a template into an SMS, you must create it. For information on creating message templates, see section 7.1.1, Creating a Message Template. To insert a message template, select Templates, and then select the template that you want to use. Page 16 of 17

18 Figure 31: Using a message template Click Insert Template If you have un ticked Identical Message and selected custom message click OK to create custom messages The template text appears in the excel-sms Message Content box. Figure 32: Message template successfully inserted Page 17 of 17

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