Outlook Message ManagerUser guideSoftware version: 2.15April 26, 2011Page 1

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Table of ContentsINTRO . 1Outlook Message Manager overview . 1About this manual . 1Disclaimer . 2I.INSTALLING OUTLOOK MESSAGE MANAGER . 3II.LAUNCHING AND CONFIGURING OUTLOOK MESSAGE MANAGER . 3II.1.Outlook Message Manager Interface . 3II.2.Configuring the login settings . 4II.3.Configuring notification templates . 5II.3.a.Configuring notification templates for incoming mail . 6II.3.b.Configuring outgoing notification templates . 7II.3.c.Configuring notifications for calendar events . 8II.4.Replicating your contacts with the server . 9II.5.Managing account and credits .10III.USING OUTLOOK MESSAGE MANAGER FOR REGULAR OUTLOOKOPERATIONS. 11III.1.Outgoing Mail notifications .11III.2.Notifications about calendar events (appointments and meetings) .12III.2.a.Notifications about an appointment .12III.2.b.Notifications about a meeting .13IV.SENDING MESSAGES . 14IV.1.Sending SMS messages .14IV.1.a.IV.2.Sending MMS messages .16IV.2.a.IV.3.I.Creating and managing SMS message templates .15Compiling an MMS message .17Delivering your message at a specified date and time .19ADDING MONEY TO YOUR ACCOUNT . 20Page 3

IntroOutlook Message Manager overviewThank you for choosing Outlook Message Manager (OutlookMM) as a most completesolution for your immediate business communication and internal operationmanagement. The application allows you to send text and multimedia messages tomobile phones all over the world via Internet directly from your PC.Please remember that your Outlook Message Manager (OutlookMM) is a front-end partof a sophisticated software complex (Message Manager Platform), and quite a few ofpossible technical problems must be addressed to your Operator system administratorwho manages the mid-level part of the software complex. Also Outlook MessageManager outer look and operating depend on other parts of the complex.You as a user of Outlook MM can: Compose and send SMS and MMS messages to your Outlook addressbook‘s contacts throughout the world, with intelligent downsizing andconversion of multimedia files for MMS; Save the SMS/MMS messages you created, so that you can edit themlater and send them again; Send multi-part (concatenated) SMS messages; Send your messages at a specified time and date; Send messages to multiple recipients; Send SMS notifications for meetings and appointments created in yourOutlook and for the e-mail messages you received; Receive SMS notifications for incoming and outgoing e-mail messages; Use the power of Microsoft Outlook to manage your contacts and definerecipients for your messages and notifications;Outlook Message Manager lets you compose and send SMS and MMS messages in amost convenient way and in the time you want it. It is an add-in, or a program installedas an addition to a bigger, stand-alone piece of software (Microsoft Outlook in ourcase).About this manualThis manual is to conveniently assist you with how to install the software, tune it to yourbusiness requirements, and operate it conveniently and efficiently.We organized the manual as a reference and a small study guide, so that each chapterstands alone, giving you quick and easy answers to particular questions and step-bystep instructions for specific tasks. You can find the necessary information in thechapters through the Contents for immediate help in many typical situations.But we are reasonable enough not to boast that in our manual we predicted all possiblequestions, in any situation, for all our most respected users. That is why we wouldgreatly appreciate any of your comments, critique especially. You can always sendthem via the web-site indicated in the form invoked by the button highlighted in Figure 1.As a rule, the button has the Operator‘s logo on it.Page 1

Figure 1. The Logo button which invokes the Operator’s contact info.Your OutlookMM is also a customizable tool, and your Operator system administratorcan change the options available and the outer look according to your needs as a clientand the Operator‘s needs as the provider. Hence the screenshots in this manual mayinsignificantly differ from what you have onscreen. Also because of our ongoing effortsto improve OutlookMM performance, some screenshots can show previous versionnumbers of the software. In this case the new version has higher productivity andstability, but the functionality remains the same.DisclaimerPowerMeMobile Co. makes no representations or warranties with respect to the contents hereof andspecifically disclaims any implied warranties of merchantability or fitness for any particular purpose.Further, PowerMeMobile Co. reserves the right to revise this publication and to make changes from timeto time in the contents hereof without obligation to notify any person of such revision or changes.While every reasonable precaution has been taken in the preparation of this document, neitherPowerMeMobile Co. nor its development team assumes responsibility for typos, errors, or omissions, orfor damages resulting from the use of the information contained herein.The software application described in this manual is intended exclusively for clients who acquired itlegally and are bound by the appropriate License Agreement. Any unauthorized copying and distributionof this software application is an infringement of the copyright law and can be severely prosecuted.Under no circumstances the Company which provides the client with this software application bears anyresponsibility for losses or damages which the client may incur as a result of using the described softwareapplication, neither it bears any responsibility for losses or damages which a third party may incur as aresult of the client using the application.All personal and geographical names and other proper names, as well as phone numbers used in thismanual are completely fictitious, any references to real persons or organizations are strictly accidental.Page 2

I. Installing Outlook Message ManagerTo run Outlook Message Manager, you need a PC running Windows XP or WindowsVista, as well as Microsoft Outlook XP or later (Microsoft Outlook 2007 recommended)and an Internet connection.Before you install OutlookMM, please exit MS Outlook program and make sure that yourantivirus software is up-to-date.II. Launching and configuring Outlook Message ManagerWhen the installation has finished, you can run Microsoft Outlook and find OutlookMessage Manager built in the program‘s toolbar (a bar with buttons and options that youuse to carry out commands).To hide or display the add-in, move your mouse pointer to the Outlook‗s toolbar areaand right-click, then select Outlook MM Addin in the drop-down menu (see Figure 2).Figure 2. MS Outlook: Hiding / showing Outlook Message Manager add-in.II.1.Outlook Message Manager InterfaceOutlook Message Manager includes a handy set of configuration commands, SMStemplate management tool, MMS and SMS commands to help you use Multimedia- andShort Message Services. The initial control elements for OutlookMM are actually thegroup of buttons highlighted in Figure 3.Figure 3. Outlook Message Manager Interface.Page 3

The New SMS button and the New MMS button open up corresponding interfaces forcreating and sending SMS and MMS messages. The Options button gives you a dropdown menu (as shown in Figure 3), where the items are used to manage your accountand configure the application.If you log in as a prepaid customer, the Balance Status option is also available for youas one of the Options items. Depending on the Operator settings, it can display eitherhow much money or how many messages you have remaining.II.2.Configuring the login settingsOutlook Message Manager is a part of the sophisticated software complex calledMessaging Platform and managed by your Operator Administrators. That is why to startworking, Outlook Message Manager requires basic configuration, where you log in andlink OutlookMM to the Messaging Platform. Then you can set up incoming and outgoingmail notifications, send SMS and MMS messages, check your balance, and buy creditsto use the services.To configure the program login settings, you must:a) Open the Microsoft Outlook program.b) Click the Login button highlighted in Figure 3. Click Options in Outlook MessageManager and select Basic Configuration as highlighted in Figure 3.In the form which then appears enter your login details: Username, Password andCustomer ID in the Basic Configuration dialog box (see Figure 4).In case you are using the Consumer mode of the Outlook MM, the fields tofill in for the authentication are just Username and Password. If theCustomer ID is present and you are using the Consumer mode, pleaseput ‗0‘ in the field. Please note that in the Consumer mode you have totype your phone number in the Username field. In this case, if you are inthe country of the Operator, you can omit the country code, substituting itwith ‗0‘.Then you must set up the proxy server settings if required, select the Originator and thelanguage, and click OK. The program then connects to the server and verifies your logindetails.Page 4

Figure 4. Filling the Basic configuration dialog box.The Originator you select is then used as the signature for your messages. You canchange it anytime. Please note that if you are using the Consumer mode, the onlyoriginator available for you is your mobile phone number. If you are logged in as aregular customer (Standard, Corporate, or Enterprise edition), you can have a selectionof several originators. To change the list of originators available for you, please contactyour Operator administrator.Finally, you can change the default language of the interface (currently English) toArabic or French.To save your settings, click OK.II.3.Configuring notification templatesThe number and types of notifications which are to be sent to you or your partners canget real big. However, Outlook Message Manager gives you an excellent way tostreamline your notification process with the help of configurable templates. You can settemplates for notifications about: E-mail messages you receive, when notifications are sent to the default mobilenumber you specify; E-mail messages you send, when notifications are sent to the mobile numbers ofthe e-mail messages recipients or other mobile numbers you specify; Calendar events like appointments and meetings, when notifications are sent tothe mobile numbers of those invited and to the default mobile number youspecify.Page 5

To get the Notification Configuration form onscreen, click the Options menu (as shownin Figure 3), and select Notification Configuration. The form shown in Figure 5 thenappears. Here you can configure notifications about incoming and outgoing mail, as wellas notifications about calendar events.In the Notification Configuration form you must also choose the SMS Language foryour SMS notifications, and specify the Default number to which they are to be sent(see the upper part of Figure 5). Please note that the default number relates tonotifications about incoming e-mail and calendar events. Notifications about outgoingmail are sent to the mail recipients or other mobile phones you specify (see ChapterIII.1. Outgoing Mail notifications).II.3.a. Configuring notification templates for incoming mailOutlook Message Manager can send a notification to your mobile phone (or any othermobile phone you specify as default) about incoming e-mail messages received by theMS Outlook on your PC. The configurable template shown in Figure 5 shows the defaulttext for the incoming notification.Figure 5. Default templates for notifications about incoming mail.To configure the incoming mail notification, you must:a) Check the Notify about new mail checkbox. The template text becomes visiblethen, and you can edit it.b) Change the default template text if necessary. Note that in the text you can usethe so-called ‗macro‘ values, or ‗wildcard‘ symbols. If in your template you amacro word in the % signs, in the actual SMS notification it is substituted with thevalue from the incoming e-mail message. The macro words available for differentPage 6

templates are shown when you click the Help button in the Notificationsconfiguration form (the list is presented in Figure 6).Figure 6. ‘Macro’ values available in notifications for outgoing e-mail, incoming e-mail, andcalendar events.c) Select the minimum Priority for the messages.d) In the Subject contains field specify the keyword defining which messages areto be accompanied with SMS notifications to your mobile phone (or any otherphone you define as default). In this case notifications are sent only if themessage subject contains the keyword, all other messages are ignored. If youleave the field blank, you get notifications on all messages. The subject keywordsare not case-sensitive.Please note that Outlook Message Manager processes the EXACTcombination of characters entered in the Subject contains field. If, forexample, you enter the word combination ‗contract requirements‘ there,only the e-mail messages with the subjects like ‗Contract requirementsneeded‘ or ‗Supply the Contract requirements ASAP‘ will be accompaniedwith SMS notifications.e) If you want to get notifications about e-mail messages from certain senders only,you can define it in the From field. To do this, in the From field type the e-mailaddresses divided by comma. You can also select the necessary contacts fromthe Outlook Contacts, if you click the icon to the right of the From field;f) Click OK to finalize the action.Please note that the Priority, at least, Subject contains, and From fieldsare filters. It means that if you apply several filters simultaneously, theresult is the intersection of the fields where all the conditions are met.II.3.b. Configuring outgoing notification templatesOutlook Message Manager can send SMS notifications for the e-mail messages yousend to others, and those SMS notifications are based on the templates you canconfigure in the upper part of the Outgoing notifications tab (Figure 7).Page 7

Here you can change the texts for your outgoing notifications according to yourbusiness needs. In the texts you can use the variable data from the e-mail messagesyou send (the list of the ‗macro‘ words is presented if you click Help, and is shown inFigure 6). Then in the actual SMS notification the ‗macro‘ words are substituted with thevalue from your outgoing e-mail message.Please make sure that the variables are surrounded with the ‗%‘ signs. Note that youcannot leave a template empty, you have to have at least some text for it.Figure 7. Notification templates for e-mail messages you send.Naturally, configuring a template does not mean that the notification will necessarily besent with every event of the kind. You are in full control of the notifications and youdecide whether to send a notification or not when you create an event, as well as towhom the SMS notification is sent. For further details please see Chapter III.1. OutgoingMail notifications.II.3.c. Configuring notifications for calendar eventsOutlook Message Manager can send SMS notifications for the calendar events(appointments and meetings) you create. Those SMS notifications are based on thetemplates you can configure in the lower part of the Outgoing notifications tab (seeFigure 7).Here you can change the texts for your calendar events notifications according to yourbusiness needs. In the texts you can use the variable data from the events you create(the list of the ‗macro‘ words is presented if you click Help, and is shown in Figure 6).Then in the actual SMS notification the ‗macro‘ words are substituted with the valuefrom your calendar events.Page 8

Please make sure that the variables are surrounded with the ‗%‘ signs. Note that youcannot leave a template empty, you have to have at least some text for it.Figure 8. Notification templates for calendar events you create.Naturally, configuring a template for a calendar event does not mean that thenotification will necessarily be sent with every event of the kind. You are in full control ofthe notifications and you decide whether to send a notification or not when you createan event, as well as to whom the SMS notification is sent.Thus, the Default mobile number for notifications which you set in the upper part ofthe Notification configuration form appears in the recipients list for your notification.However, for every specific event you can change it or add other recipients. For furtherdetails please see Chapter III.2. Notifications about calendar events (appointments andmeetings).II.4.Replicating your contacts with the serverIf you are using the Messaging Platform services from several locations (for example,Outlook Message Manager from your work and Message Manager plugin for Firefoxfrom your home), you may want to synchronize the contacts in the Address book fromtime to time, so that the changes you have made in one Message Manager applicationcan be available from the other. Synchronizing, or replicating your contacts with theMessaging Platform server can also prove extremely useful when several employeesworking on different computers must use the same contact database.To replicate your contacts with the Messaging Platform server, you must go to Optionsand select Replicate Addressbook (see the corresponding item in Figure 3).Page 9

With the Yes and No buttons in the Replication dialogue, you can define what record ispreferred in case there exist contacts with the same name but different mobile numbers.For example, on your local computer contact A has 9651000000 as the mobile number,and on the Messaging Platform server contact A has 9651999999 as the mobilenumber. If you click Yes, the server takes precedence, and contact A number is thenset to 9651999999 on the server AND on your local computer. If you click No, the localAddress book takes precedence, and the contact number is then set to 9651000000 forboth Address books.Please remember that in any case, no matter whether you click Yes or No, theMessaging Platform creates the unified Address book both on your local computer andon the Messaging Platform server. Thus, if you have contacts A and B on your localcomputer, and contacts C and D on the Messaging Platform server, the replicationprocess results in the unified Address book containing contacts A, B, C, and D, on yourlocal computer AND on the Messaging Platform server.II.5.Managing account and creditsAfter Outlook Message Manager is configured, you can monitor your balance statusthrough the Option menu (see the corresponding item in Figure 3). To view balancestatus, you must:a) Click Options Balance Status b) Wait till the program completes interaction with the web-server and opens theweb-page with your balance data.Please remember that the balance status is shown to prepaid customer only. If you areworking as a consumer, your account with the Operator is charged directly. If you are apostpaid customer, you pay for the messages you have sent at the end of the month.Page 10

III.Using Outlook Message Manager for regular OutlookoperationsOutlookMM can send messages from the computer to the cellular phone. Theapplication supports standard SMS (Short Message Services) and MMS (MultimediaMessage Services).As the MMS message is a binary file, Outlook MM provides a special tool, MultimediaMessage composer, to assist in the creation of MMS message files (see Chapter IV.2.Sending MMS messages)Before you can send messages you should configure the program settings and haveenough credits in your account.III.1.Outgoing Mail notificationsOutlook Message Manager can notify your recipients by SMS about e-mail messagesyou sent them. After you have compiled your e-mail message, click the Add-Ins tab.The form similar to Figure 9 then appears.Figure 9. Configuring your notification for your outgoing e-mail message.First, you may want to decide whether you are going to send just an SMS notificationabout the e-mail message (thebutton), or your SMS message must include thewhole text from your e-mail message (thebutton).Then you proceed to defining your recipients. By default the notification is sent to the email message recipients, which is indicated by the Use To field button highlighted. Ifyou make this button inactive by clicking it, thebutton becomes active, and youcan select your recipients from your Outlook Contacts or type them manually in the fieldon the right.Finally, you can define the delivery time for your notification. If you click Send, thenotification is sent immediately. However, an option is to set a deferred delivery with thehelp of thebutton. It invokes a built-in calendar where you are to select the dateand time of delivery.The SMS notification is sent when you press the Send button in the e-mail messageform.Page 11

Please note that after pressing the Send button the notification goes to the Sent SMSfolder. If there is no connection with the server, the notification first goes to the OutboxSMS folder and then to Sent SMS after it is actually sent.III.2.Notifications about calendar events (appointments andmeetings)As you know, Outlook MM gives you an option to send e-mail notifications for scheduledevents (appointments and meetings) to the participants. With Outlook MM, you cannotify people on the move, sending them an SMS notification, so that your partners canalways stay informed.III.2.a.Notifications about an appointmentAfter you filled in all the necessary fields in the Appointment form as you usually do,please click the Add-Ins tab. This brings you to the Notification form as shown inFigure 10.Figure 10. Arranging a notification about an appointment.Click the Set SMS reminder button to make the form active, as shown in Figure 11.Figure 11. Setting your SMS notification about an appointment.Then you can set: Who is going to receive the SMS notification. Note that the default numbermentioned for notifications (mentioned in Chapter II.3. Configuring notification)appears automatically. To specify other recipients, click the Add recipients button, which brings you to the SMS/MMS Recipients form shown in Figure 15.Select the necessary recipients there by clicking To , and click OK. You canalso type in the necessary numbers manually.Page 12

You can edit the notification text, which you have set as default (see ChapterII.3.c. Configuring notifications for calendar events). How much time before the event the participants are notified;The notification is sent when you click Send in the Set reminder settings form. Pleasenote that after pressing the Send button the notification goes to the Sent SMS folder. Ifthere is no connection with the server, the notification first goes to the Outbox SMSfolder and then to Sent SMS after it is actually sent.III.2.b.Notifications about a meetingAfter you created a meeting in the Meeting form as you usually do, please click theAdd-Ins tab. This brings you to the Schedule notification form as shown in Figure 12.Figure 12. Arranging a notification about a meeting.Click the Schedule notification button to make the form active. Then you can set: How much time before the event the participants are notified (or you can sendyour SMS notification immediately if you click SMS Notify now); Who is going to receive the SMS notification. To do this, click thebutton,which brings you to the SMS Recipients form shown in Figure 15. Select thenecessary recipients there by clicking To , and click OK.Please note that after pressing the Send button the notification goes to the Sent SMSfolder. If there is no connection with the server, the notification first goes to the OutboxSMS folder and then to Sent SMS after it is actually sent.Page 13

IV. Sending messagesWith Outlook MM, you can compile and send regular SMS/MMS messages to mobilephones of your associates, friends and family. Outlook Message Manager collectsoutgoing and sent SMS/MMS messages in the corresponding folders of the MicrosoftOutlook Mail pane (Figure 13), where you can manage them as usual.Figure 13. Microsoft Outlook Mail pane with Outlook MM folders.IV.1.Sending SMS messagesa) Click New SMS in the Outlook Message Manager to start creating and sendingan SMS message. The form shown in Figure 14 then appears.Figure 14. Starting to compile an SMS message.b) You can start with defining selecting recipients for your message. You can typetheir mobile phone numbers directly into the Send To field, or you can press thePage 14

Send To button and select e-mail addresses from Microsoft Outlook addressbook (see Figure 15).Figure 15. Selecting your recipients from Microsoft Outlook address book.Please select the necessary contacts and click To .c) You then return to the form shown in Figure 14, where you can set the deliverytime.d) Then write the message text. By default the text is typed in Latin characters, butyou have two more options: Arabic with Arabic numbers and Arabic withLatin numbers. To compile your text, you can use templates evoked by thecorresponding button.e) Click the Send button. If you hesitate about sending the message now, you canput it into the Draft folder by clicking the corresponding button.IV.1.a.Creating and managing SMS message templatesIn Outlook MM you can create up to 10 text templates and use them later as youcompile your messages. You can store your messages as templates as well.To store message as template, you must:a) Click New SMS in the Outlook Message Manager.b) Type the message into the Message field, for example: ―Happy Birthday!‖c) Click Templates Save as template. The message is then added to theTemplates drop-down menu (see Figure 16).Figure 16. Message template stored in the Templates drop-down menu.Page 15

If you select Manage templates, you can add them to the list directly or delete theunnecessary ones.IV.2.Sending MMS messagesMultimedia Messaging Service (MMS) is an easy way to send a multimedia message(including pictures, audio and video clips) to mobile users. You can send someone apicture of a person to meet him at the airport, or show the way to drive to your office, orshare a promotional video clip with your potential customers. MMS messages are alsovery suitable for birthday and anniversary congratulations. The Outlook MM allows youto create an MMS message of any complexity, using a wide variety of multimedia.Virtually any media file can be included into your MMS message to make it moreinformative and persuasive.The list of file formats which you can use in your MMS message includes the following:Image—bmp, gif, jpeg, jpg, mbm, png, tif, tiff, wbmp;Audio—wav, mp3, amr, mid, au;Video—wma, mp4, mpg, mpeg, 3GP, avi, wmv, mov, rm, vob.You can also your MMS message with very up-to-date audio grabbed from yourcomputer microphone, or a video grabbed from your web-camera, or from an audio CD.Please note that MMS is generally more expensive than SMS. Besides, MMS can beunavailable in some of GSM networks. The use of this service can also be restricted bythe Operator. Please also be aware that in order to receive an MMS message, therecipient‘s phone handset must be properly configured

I. Installing Outlook Message Manager To run Outlook Message Manager, you need a PC running Windows XP or Windows Vista, as well as Microsoft Outlook XP or later (Microsoft Outlook 2007 recommended) and an Internet connection. Before you install OutlookMM, please exit MS Outlook program and make sure that your antivirus software is up-to-date. II.