One to Many Messaging Quick Reference Guide V5.8.4messenger.sprint.com/.../en/One...Reference_Guide.pdf · One to Many Messaging Quick Reference Guide . Quick Reference Guide - Page

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Sprint MessengerSM

One to Many Messaging

Quick Reference Guide


Table of contents: 1.0 Introduction............................................................................................................................................3 2.0 Welcome Screen ....................................................................................................................................4 2.1 Example – Setting up a meeting ............................................................................................................5 2.2 Compose a message ...............................................................................................................................6 2.3 Listen and Reply ....................................................................................................................................8 2.4 Create your Address Book.....................................................................................................................8 2.4.1 Import Contacts from Microsoft Outlook® / Outlook Express ..........................................................9 2.4.2 Adding Entries into your Address Book by Hand ............................................................................13 2.5 Compose a Message from the Address Book ......................................................................................16 2.6 Compose a message using Message Plus ............................................................................................18 2.7 Listen & Reply to Wireless Text Messages.........................................................................................21 2.8 Check Message Status .........................................................................................................................22 2.9 Viewing replies to messages you send ................................................................................................25


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 • Email • 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 (http://messenger.sprint.com/partners/laf33/help/TM_help.htm). Specifically this tutorial will demonstrate:

• Compose a message to multiple device types (phone, wireless text, fax, email) • 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


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.

Storage Usage

New Message Summary

Usage Balance


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.

2.

3.

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. 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 email and an ICQ instant message. Unfortunately Jennifer cannot make it. She replies to Anita’s email 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. 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 voicemail, still in transit, or even, which messages failed.

Compose

Receive &

Reply

Message Status


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


From the Compose Screen you can send an email message or phone message or choose any device from your address book. The address book will be covered in later lessons.

2. Telephone

3. Email

5. Message Text

6. Send Message

4. Subject


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 email address and press “Add” . This should be your own email 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 email 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 email 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.


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®.


3. Click Export to a file. -> Next

4. Select the comma separated values option. -> Next


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


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.


2.4.2 Adding Entries into your Address Book by Hand 1. Click the “Address Book” link and the screen below will be displayed.


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. Email f. Any additional data

4. Press the button to create the new entry.


You will automatically be taken back to the “Address Book” page where you can see your newly created contacts.

The address book lists each person’s name as well as an icon for each device that is entered for that contact.

Name Applicable Devices


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.


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.


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

1. 2.


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

6. Subject 7. Next Page


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

The message will be sent to your wireless phone as an SMS Text Message and your fax machine.

8. Message Body

9. Send


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: 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.

7819060268 Sender: One to Many Messaging Tutorial, Subj: 5:00 Meeting Today, Msg: Team, John needs to ,(Return call now)

Options Back

Callback Number

Message (up to 160 characters)


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


The page below will be displayed.

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.

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 email: The status , indicates that the message was delivered successfully.


The following Detailed status will be displayed.

The status for the email 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 email.

“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.


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. Press the subject link to view the full text of the message.

2. Subject Link


The following screen will be displayed:

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.

3. Play Reply

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One to Many Messaging Quick Reference Guide V5.8.4messenger.sprint.com/.../en/One...Reference_Guide.pdf · One to Many Messaging Quick Reference Guide . Quick Reference Guide - Page