Sprint Messenger SM One to Many Messaging Quick Reference Guide

Transcription

1 Sprint Messenger SM One to Many Messaging Quick Reference Guide Quick Reference Guide - Page 1 of 26

2 Table of contents: 1.0 Introduction Welcome Screen Example Setting up a meeting Compose a message Listen and Reply Create your Address Book Import Contacts from Microsoft Outlook / Outlook Express Adding Entries into your Address Book by Hand Compose a Message from the Address Book Compose a message using Message Plus Listen & Reply to Wireless Text Messages Check Message Status Viewing replies to messages you send...25 Quick Reference Guide - Page 2 of 26

3 1.0 Introduction The One to Many Messaging system has the ability to send messages from a web, WAP, telephony and mail client interface to any of the following devices. Landline Phone Wireless Phone Wireless Text Messaging Fax ICQ Instant Messenger This tutorial will walk a user through the basic steps of creating a message, sending it to multiple devices, and hearing that message via our Text to Speech (TTS) engine. This tutorial is not intended as a replacement for the detailed Users Manual or online Help Pages ( Specifically this tutorial will demonstrate: Compose a message to multiple device types (phone, wireless text, fax, ) The One to Many Messaging Text to Speech (TTS) engine How to reply to a phone message How to verify the status of a One to Many message Quick Reference Guide - Page 3 of 26

4 2.0 Welcome Screen The Welcome Screen is the first screen you see once you log on to the system. From the Welcome Screen you can check for any new messages, the amount of storage you have used as well as the dollar amount remaining in your account. In addition, there are several tips and hints on the system as well as short cut keys to the compose screen, address book, and inbox. Navigation Bar Page or Screen Title. New Message Summary Usage Balance Storage Usage Quick Reference Guide - Page 4 of 26

5 2.1 Example Setting up a meeting Anita is an administrative assistant for a medium size business. Her boss, the VP of Sales, tells her that he wants to set up a meeting with all his sales people for tomorrow at 5:00 PM. The following is an actual example of how One to Many Messaging s dynamic solution could help Anita. 1. Compose Anita logs on to One to Many Messaging and accesses the messaging service. She creates a message and sends it to the group she has in her personal address book called sales people. Anita s message is sent to One to Many Messaging s infrastructure and distributed to all of the sales people. Alex receives a text-to-speech message informing him of the meeting. Using his touch-tone phone he replies back to Anita letting her know he will be able to attend. Edgar receives the fax and updates his schedule. 2. Receive & Reply John (an east coast sales person) is on a plane headed to a customer. When he lands and turns his phone on he receives a wireless text message informing him of the meeting. He uses the One to Many Messaging Patent pending Reply to SMS and lets Anita know he ll be there. Jennifer receives an and an ICQ instant message. Unfortunately Jennifer cannot make it. She replies to Anita s to let her know. Jeff is out of the office when this message comes in for him. However his secretary listens to the message and decides Jeff needs this information. She finds the number of the hotel Jeff is staying at and forwards the message to his hotel room. 3. Message Status Anita can now check her messages back at the One to Many Messaging site to see how many people replied. She can also check the status of the messages to see the number that completed successfully, reached voic , still in transit, or even, which messages failed. Quick Reference Guide - Page 5 of 26

6 2.2 Compose a message 1. In order to compose a message, you must first navigate to the Compose Screen. You can do this from the Welcome page by a. Pressing Compose from the Navigation Bar b. Pressing Compose New Message Either link will take you to the Compose Screen Quick Reference Guide - Page 6 of 26

7 From the Compose Screen you can send an message or phone message or choose any device from your address book. The address book will be covered in later lessons. 2. Telephone Subject 5. Message Text 6. Send Message Quick Reference Guide - Page 7 of 26

8 2. Enter any Area Code and Telephone Number and press Add. Make sure this is a phone number you can answer for this lesson. It can be a wireless or landline phone. 3. Enter an address and press Add. This should be your own address. 4. Enter the following in the Subject field 5:00 Meeting Today 5. Enter the following in the Text Message field Team, John needs to update the team at 5:00 today. Please confirm that you will be available. Thanks, Anita 6. Press Send A pop-up screen will display indicating your message is being sent. 2.3 Listen and Reply You have now created a simple phone and message. When you answer your phone, do the following: 1. Listen to the voice prompts and press 1 to hear the message 2 to replay the message 3 to reply to the message 2. Speak into the phone with your response 3. Press * to end the call. This will send a reply back to your One to Many Messaging Inbox. You have now created a voice response to a message to your phone. We will review how that message was received to your One to Many Messaging account later in this tutorial. 2.4 Create your Address Book In the first example you created a phone and message by typing the contacts information directly into the compose screen. We will now go through the same scenario, however we will first create an address book and then send messages directly from the address book. This allows you to easily choose a person and their devices(s), enter your subject and text, and send the message. There are two ways to create an address book. First, by entering in a person s contact information by hand via the One to Many Messaging Address Book pages, or second, by importing your Outlook or Outlook Express contacts into One to Many Messaging. We will review both. Quick Reference Guide - Page 8 of 26

9 2.4.1 Import Contacts from Microsoft Outlook / Outlook Express In order to import contacts from Microsoft Outlook or Outlook Express, you must have Microsoft Outlook or Outlook Express on your computer and have created contacts within your Contacts folder. See your Microsoft Outlook help pages to complete this step. Copying your contacts from Microsoft Outlook / Outlook Express to One to Many Messaging is a two step process. First, you must export your contacts from Microsoft Outlook / Outlook Express to a file on your computer. Second you must go to One to Many Messaging and Import your contacts from the file that you created in step 1. Lets give it a try. 1. First open Microsoft Outlook /Outlook Express 2. In Microsoft Outlook, in the File menu, click Import and Export, then follow the instructions in the Import and Export Wizard: If you don't see the Export option under the file menu, you need to re-install Microsoft Outlook. Quick Reference Guide - Page 9 of 26

10 3. Click Export to a file. -> Next 4. Select the comma separated values option. -> Next Quick Reference Guide - Page 10 of 26

11 5. Select the Contacts folder. -> Next NOTE: If you have subfolders under your "Contacts" folder, you will have to import each folder separately or copy it to the "Contacts" folder before importing. 6. Enter C:\temp\contacts.csv. -> Next 7. Finally -> Finish Quick Reference Guide - Page 11 of 26

12 You have now created a copy of your contacts in Microsoft Outlook and exported them to a file on your C:\ drive with a name of contacts.csv. We will now import them into One to Many Messaging. 8. Open your One to Many Messaging window and login. Once logged in, navigate to Address Book -> Import Contacts. The following screen will appear: 9. Enter into the File Name field the same directory path and file name for the file we imported from outlook: c:\tmp\contacts.csv 10. Press the button. The import process will start and pull all of your Microsoft Outlook / Outlook Express contacts into your One to Many Messaging Address Book. Quick Reference Guide - Page 12 of 26

13 2.4.2 Adding Entries into your Address Book by Hand 1. Click the Address Book link and the screen below will be displayed. Quick Reference Guide - Page 13 of 26

14 2. Click on New Contact to display the New Contact screen. 3. Enter data for the following fields: a. First Name b. Last Name c. Wireless phone # d. Fax phone # e. f. Any additional data 4. Press the button to create the new entry. Quick Reference Guide - Page 14 of 26

15 You will automatically be taken back to the Address Book page where you can see your newly created contacts. Name Applicable Devices The address book lists each person s name as well as an icon for each device that is entered for that contact. Quick Reference Guide - Page 15 of 26

16 2.5 Compose a Message from the Address Book We will now compose a message and send it to a wireless phone as a wireless text message (SMS) and send a message to a fax number via the Address Book. 1. On the Navigation Menu click on the Compose link. 2. On the Compose Page, click on the button. This will launch a separate window with your One to Many Messaging Address Book. Notice the button is gray and inactive. We must now choose which devices for which people we want to send the message to. We will send this message to a wireless phone via wireless text messaging, and a fax number. 3. Click on the Text Message Icon for the contact you want to send a Text message to. 4. Click on the Fax Icon,, for the contact you want to send a Fax message to. Quick Reference Guide - Page 16 of 26

17 You will notice that the icons are depressed and the button is now activated. 5. Press the button to add the chosen contact s devices to the Compose screen. The address book will close and your Compose screen will now contain the devices that you selected. Quick Reference Guide - Page 17 of 26

18 Enter a Subject, Body and press. Your message will be sent. 2.6 Compose a message using Message Plus We will now repeat the same process, however we will send a message to a wireless phone as a wireless text message (SMS) and send a message to a fax number. For this exercise, you must have a wireless phone with Text Messaging enabled and an available fax machine with its appropriate dial-up number. 1. From the Navigation Bar press the Compose link 2. You will see the Navigation Menu expand with a new link called Message Plus 3. Press the Message Plus link Quick Reference Guide - Page 18 of 26

19 The following screen below will appear. 4. Enter your Wireless Phone Number and press to add the number as an SMS text message. 5. Enter your Fax Phone Number and press to add the number as a Fax message. 6. Enter the following in the Subject field 5:00 Meeting Today 7. Press Next 4. Wireless SMS Number 5. Fax Number 7. Next Page 6. Subject Quick Reference Guide - Page 19 of 26

20 The following screen below will appear. 8. Enter the following in the Text Message field: Team, John needs to update the team at 5:00 today. Please confirm that you will be available. Thanks, Anita 9. Press the Send button 8. Message Body 9. Send The message will be sent to your wireless phone as an SMS Text Message and your fax machine. Quick Reference Guide - Page 20 of 26

21 When you receive your wireless text message, we will do the following to hear the message and reply. 2.7 Listen & Reply to Wireless Text Messages Once you receive your wireless text message to your phone, you will see the text message starts with a phone number: Callback Number Sender: One to Many Messaging Tutorial, Subj: 5:00 Meeting Today, Msg: Team, John needs to,(return call now) Message (up to 160 characters) Options Back To hear the full message read back to you, do the following: 1. On your phone, while you see the call back number on your phone screen, press talk or send 2. Your phone will call the callback number, identify you via your caller id and retrieve your message 3. You can have the message repeated or reply to the message. Your message will be on the system as long as it is on your phone. Call back as many times as you like the message will not be deleted until you delete it from your phone. Quick Reference Guide - Page 21 of 26

22 2.8 Check Message Status Now that you have sent multiple messages to schedule your meeting, you can verify the status in the Sent Items folder. 1. From the Navigation Menu, press the Folders link and then the Sent Items link Quick Reference Guide - Page 22 of 26

23 The page below will be displayed. Legend The first message was sent to a phone and wireless text message: The status, indicates that the message is in Progress. The second message was sent to a business phone and The status, indicates that the message was delivered successfully. To see the detailed status of a message, press either status icon (, ) to display the detailed status on a per device basis. 2. Press the icon to see the detailed status of our second message. Quick Reference Guide - Page 23 of 26

24 The following Detailed status will be displayed. The status for the and SMS is the, indicating that the messages were sent. The status for the business phone call is a, indicating that the call was answered and message listened to. Please note the subtle difference between a Delivered status and a Sent status. Delivered indicates that a message was sent and confirmed. There was a confirmed response by the receiver of the message either by entering a 1 into a phone to hear a message, calling back to a wireless text message, or pressing a link to view an online . Sent indicates that the message was sent, however there was no confirmation by the user. This could indicate an answering machine or a wireless text message that a receiver has not yet called back to. Quick Reference Guide - Page 24 of 26

25 2.9 Viewing replies to messages you send To view replies to messages you send, you must look in your Inbox. All replies are forwarded to your One to Many Messaging Inbox and can be viewed on-line. 1. Press the Inbox link on the Navigation Menu to go to the Inbox folder. The following screen will be displayed: 2. Subject Link 2. Press the subject link to view the full text of the message. Quick Reference Guide - Page 25 of 26

26 The following screen will be displayed: 3. Play Reply 3. Press the Play button on the Voice Player to hear your voice response. You must have speakers or headphones on your computer to hear the voice response. Quick Reference Guide - Page 26 of 26