MessageMedia SMS Messenger MessageMedia SMS Messenger

MessageMedia SMS Messenger MessageMedia SMS Messenger
MessageMedia
SMS Messenger
User documentation
Last updated June 2004
Table of contents
1.0 Welcome to SMS Messenger .......................................................................................................... 2
1.1 Overview ........................................................................................................................................... 2
2.0 Getting Started................................................................................................................................. 3
3.0 Managing your phone book ............................................................................................................ 3
3.1 Adding individuals.............................................................................................................................. 4
3.2 Editing individuals .............................................................................................................................. 5
3.3 Removing individuals......................................................................................................................... 5
3.4 Adding groups ................................................................................................................................... 6
3.5 Editing groups ................................................................................................................................... 7
3.6 Removing groups .............................................................................................................................. 7
3.7 Adding shared groups ....................................................................................................................... 8
3.8 Managing shared groups and users (administrators only) ................................................................. 9
3.9 Linking to outlook and outlook express............................................................................................ 11
3.10 Importing names and numbers ...................................................................................................... 12
3.11 Deleting multiple phone numbers .................................................................................................. 13
3.12 Exporting groups to excel .............................................................................................................. 14
4.0 Sending Messages ........................................................................................................................ 14
4.1 Sms templates ................................................................................................................................. 16
4.2 Creating a template ......................................................................................................................... 17
4.3 Editing a template ............................................................................................................................ 18
4.4 Insert name ..................................................................................................................................... 18
5.0 Receiving messages ..................................................................................................................... 19
6.0 SMS Messenger Features ............................................................................................................. 21
6.1 Scheduling a message .................................................................................................................... 21
6.2 Tracking message delivery .............................................................................................................. 22
6.3 Preview message ............................................................................................................................ 23
6.4 Long Text™ function ....................................................................................................................... 24
6.6 Changing the size of sms messenger.............................................................................................. 27
6.7 Forwarding replies to your phone .................................................................................................... 27
6.8 Printing messages from your inbox / sent items .............................................................................. 28
6.9 Changing the message validity period ............................................................................................. 29
6.10 Changing check reply interval ....................................................................................................... 30
6.11 Using secure mode........................................................................................................................ 31
6.12 Proxy settings ................................................................................................................................ 31
7.0 Managing your MessageMedia account ...................................................................................... 33
8.0 MessageMedia contacts ............................................................................................................... 34
MessageMedia SMS Messenger user documentation – last updated June 2004
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1.0 Welcome to SMS Messenger
MessageMedia has developed SMS Messenger with a focus on being simple to use, yet feature-rich.
feature
This software program service has multiple features making it ideal for business SMS messaging.
Importantly, we are happy to step you through the various features or answer any questions you have
about using the service.. Please refer to the Contacts list for your region’s contact details.
1.1 OVERVIEW
The main SMS Messenger screen is the Compose Message window. Within this screen you are able
to add and delete names from your
yo phone book and send SMS messages.
Navigation Bar:
Bar along the top,
allows you to switch
between screens
easily
Message Box:
My Account:
Shows a detailed
breakdown of
your messaging
Contact us:
Shows characters, number
Use Contact Us to send
of recipients and details of
MessageMedia an
the message to be sent
Insert Name:
Allows you to
personalize each
message when
you send to
New Group:
Scheduled Messages:
Click here to
Check this box to
add a new
schedule a particular
time and date, for the
delivery of a message
Adding Numbers:
Add additional
Delivery Tracking:
mobile numbers here
Check this box to track
delivery of your messages
New Individual Contact:
Click here to add a new
Individual to your contacts
MessageMedia SMS Messenger user documentation – last updated June 2004
Sending Messages:
Check recipients by ticking,
type message, click send
2
2.0 Getting Started
Step 1: Access your relevant website and follow the instructions:
Australia: www.MessageMedia.com.au/download
UK: www.MessageMedia.co.uk/download
USA: www.Message-Media.com/download
NZ: www.Message-Media.co.nz/download
Step 2: Once the SMS Messenger download has completed, double left click on the SMS Messenger
Icon on your 'Desk Top'. This will run the setup wizard, and will prompt you for your user name and
password.
Step 3: Once the user details have been entered click the 'next' button and follow the on screen
instructions until the setup wizard displays the 'finish' button.
3.0 Managing your phone book
The start page of your SMS Messenger account will be the Compose tab (shown below):
You can manage your SMS Messenger contacts by adding groups and by adding individuals.
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3.1 ADDING INDIVIDUALS
Entries below the “Individuals” tab, display the list of individuals within the highlighted group.
Step 1: to add individuals to the ‘individuals’ section, click the ‘add’ button, located
individuals list. The following screen will appear:
below the
Step 2: type in the name of the individual, their mobile contact number and tick any groups that you
want this individual to be listed in.
Step 3: click the ‘ok’ button (if at any time you want to cancel, click ‘cancel’ to return to the main
screen). Note that the above process will only add individuals to groups located in the ‘my groups’
section.
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3.2 EDITING INDIVIDUALS
Step 1: To edit an individual’s details, click on their name in the ‘Individuals’ section and then press
the ‘Edit’ button (See below)
.
Step 2: Edit their name or number and then click ‘OK’ when finished (if at any time you want to cancel,
click ‘Cancel’ to return to the main screen).
3.3 REMOVING INDIVIDUALS
Step 1: To remove an individual from your account, click on their name in the ‘Individuals’ section and
then press the ‘Remove’ button (See below).
.
Step 2: A confirmation box will appear verifying that you want to delete the individual from all groups.
Click ‘OK’ to continue or ‘Cancel’ to return to the main screen.
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3.4 ADDING GROUPS
The “Groups” tab is the location of all groups specific to your account.
Step 1: To add a new group, click the ‘add’ button in the Groups section, the following screen will
appear:
Step 2: Type in the name of the group in the “Group Name” text box field.
Step 3: Individuals can be added or removed from the Group by selecting their name and then
clicking on the appropriate arrow to move them either in or out of the group.
Step 4: Click the ‘OK’ button (if at any time you want to cancel, click ‘Cancel’ to return to the main
screen).
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3.5 EDITING GROUPS
Step 1: To edit group details, click on the group name in the ‘Groups’ section and then press the ‘Edit’
button (see below).
Step 2: Individuals can be added or removed from the Group by selecting their name and then
clicking on the appropriate arrow to move them either in or out of the group.
Step 3: Click the ‘OK’ button (if at any time you want to cancel, click ‘Cancel’ to return to the main
screen).
3.6 REMOVING GROUPS
SMS Messenger allows you to remove groups from your “My Groups” list when a particular group is no
longer needed.
Step 1: Click on the group name in the ‘Groups’ section and then press the ‘Remove’ button (See
below).
Step 2: A set of options will appear which will allow you to select how you would like the specific
group to be deleted.
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Step 3: Select the appropriate option and then click the ‘OK’ button (if at any time you want to cancel,
click ‘Cancel’ to return to the main screen).
3.7 ADDING SHARED GROUPS
Shared Groups is the location of phone book groups made available to all your company’s SMS
Messenger users, which are set by your SMS Messenger administrator. Only your company’s
designated administrators can manage these groups and individuals, while all your company’s SMS
Messenger users can view and send messages to the groups.
Step 1: To download Shared Groups into your phone book select ‘Shared Groups’ from the Phone
Book menu and then select ‘Enable Shared Groups’.
Step 2: A message box will appear, confirming that you want to add shared groups into your phone
book. Click ‘Yes’ to complete or ‘No’ to cancel.
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3.8 MANAGING SHARED GROUPS AND USERS (ADMINISTRATORS ONLY)
Administrators can manage the users of their SMS Messenger accounts by selecting “Manage Shared
Groups” from the Phone Book > Shared Groups menu.
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Within this function, the administrator is able to import, add, delete and edit users and groups.
Manage Groups: All
Shared Groups are
Rename: To edit the name of a group,
Delete Group and All Users: To delete a
located in the ‘Manage
select the appropriate group from the
group and ALL the contacts in that group,
Groups’ drop down menu.
‘Manage Groups’ menu and then click
select the appropriate group from the
on the ‘Rename’ link.
‘Manage Groups’ menu and then click on
the ‘Delete Group and All Users’ link.
New Group: Click on this link
to create a new group
Bulk Imports: Click on the
‘Bulk Import’ link to quickly
import names and
numbers from a
spreadsheet into a Shared
New Individual: Click on this
Group – refer to Section
link to add an individual to an
3.10 – Steps 2 - 4
existing Shared Group
Editing Individuals: Click on the
individuals name to edit their details
or to add / remove them from a
shared group
Note: If you are NOT an administrator, you will see the e-mail addresses of the account administrators
when you click on the “Manage Shared Groups” link.
You can contact your account administrators from here by clicking on the links to their email
addresses.
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3.9 LINKING TO OUTLOOK AND OUTLOOK EXPRESS
SMS Messenger allows you to link your Microsoft Outlook Contacts or Microsoft Outlook Express
Address Book to SMS Messenger.
Note: SMS Messenger will only display contacts with valid mobile phone numbers entered in your
Outlook Contacts list.
Step 1: To establish a link to Microsoft Outlook, select “Outlook” from the Phone Book > Link To menu
Step 2: Select the desired format for displaying contact names within SMS Messenger (i.e. Last Name
first…) and click “OK”
Contacts within your main Outlook Contacts list will be displayed in the “Outlook” group within SMS
Messenger. Any subfolders or distribution lists you have created in your Outlook Contacts will also be
displayed as additional groups in the SMS Messenger groups list.
SMS Messenger will also display your Outlook contacts in the Individuals list.
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Note: As the new groups and individuals are linked to your Outlook Contacts, you cannot modify the
details or export the group through SMS Messenger. Please make any changes directly in your
Microsoft Outlook Contacts.
3.10 IMPORTING NAMES AND NUMBERS
The Import feature allows you to quickly import names and numbers from a spreadsheet or other
database into SMS Messenger.
Step 1: Select “Import” from the Phone Book > Group menu
Step 2: Copy and paste the names and mobile numbers from a database or text formatting program.
NB** Name and phone number must be separated by a tab, or a column. For example:
John Doe
0400 123 456
Step 3: Select which group the new individuals should be displayed in, the country in which the new
individuals are located and the character that SMS Messenger will use to separate the names and
numbers.
Step 4: Click the “OK” to complete or ‘Cancel’ to return to the main screen
The entered individuals will then be in your phone book under the group name you selected.
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3.11 DELETING MULTIPLE PHONE NUMBERS
The Bulk Delete feature allows you to quickly delete lists of numbers from the SMS Messenger phone
book that you have imported from another database.
Step 1: Select “Bulk Delete” from the Phone Book > Individual Group menu.
Step 2: Copy and paste numbers from your database into this window and click “OK”.
The individuals corresponding to the entered names and numbers will be completely removed from
SMS Messenger.
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3.12 EXPORTING GROUPS TO EXCEL
SMS Messenger users are able to download all groups within SMS Messenger to a Microsoft Excel file.
This file will be compatible to import in the future, and to use with other programs (or just to keep for
reference).
Step 1: Select the group you would like to export from the Groups list by clicking once on the group
name.
Step 2: Select “Export” from the Phone Book > Groups menu.
Step 3: The group export file option will appear and options to save in a Notepad file (.txt) or an Excel
spreadsheet (.csv) will be given. The file can then be saved in a new location by selecting “Save As”
from either Notepad or Excel.
Notepad example:
4.0 Sending Messages
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Now that you have populated your phone book, you are ready to send SMS Messages. To do this, use
the following procedure:
Step 1: Choose a group or individual to whom you wish to send a message by clicking in the small
box beside the group or individuals name.
When you select a group, all of the individuals within that group will automatically have ticks placed in
their boxes.
OR, Add numbers directly to the highlighted box, using a comma between each mobile number
Step 2: Type your message in the highlighted box. The number of characters you have used & the
number of recipients that you have selected will show in the small boxes at top.
Step 3: Choose from the messaging options. Please refer to section 6.0 SMS Messenger Features for
more details.
Step 4: Click the ‘Send’ button.
Once the message has sent, you will be taken back to the “Compose” screen.
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4.1 SMS TEMPLATES
When using SMS Messenger, continually reproducing similar messages for sending can be tedious.
This is why SMS Messenger allows for Templates to be set-up, which can populate an SMS at the click
of a button.
The “Template” option allows for you to create/edit/use templates at any time (see below).
Click on the drop down menu next to the “Template” heading. Clicking the drop-down list allows for
insertion of any templates that you have previously created and have already saved to your list (see
below - example of Delivery Confirmation Template).
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4.2 CREATING A TEMPLATE
Clicking the drop-down list under the heading “Template” will also show an option for “Template
Manager”.
Step 1: Clicking “Template Manager” will display the following Window:
Step 2: Just click the “Add New Template” Option, enter an identifying name for your template, and
enter the text in the box under the heading “Template” (see below).
Step 3: Click the ‘OK’ button (If at any time you want to cancel, click ‘Cancel’ to return to the main
screen).
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4.3 EDITING A TEMPLATE
To edit an existing Template, the same window as above is used. Once again, click the drop-down list
under the heading “Use Template” and select the option for “Template Manager”. On the displayed
window simply click on the “Edit Template” option, and select the appropriate template from the drop
down list (see below).
4.4 INSERT NAME
SMS Messenger allows you to automatically include the recipients’ name in a message by clicking the
“Insert Name” button (see below).
This function is particularly useful when sending to groups, allowing you to personalize each message
sent.
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5.0 Receiving messages
Step 1: When a message is received, the SMS Messenger program on your task bar will flash.
Click on the program to read the new messages.
Step 2: Click on “Inbox” to see any new messages. Any unread messages will appear in bold.
Click on the message, and then right click to forward on or reply to sender.
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Alternatively, double click on the message to see the details and have the option of replying,
forwarding or deleting the contact in the message.
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6.0 SMS Messenger Features
The features included in SMS Messenger are outlined in
the following section.
6.1 SCHEDULING A MESSAGE
The “Schedule Message” feature in SMS Messenger is a great tool for ensuring that messages are
received at a specific time and day.
Step 1: Once you have selected your message recipients and entered your message in the
“Compose” screen, click on the “Schedule Message” check box (see below).
Step 2: Select the date and time you would like the first message to be sent (see below).
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Step 3: If your message only needs to be sent once, click “OK”. If you would like your message to be
recurring, select one of the options and then press “OK”.
Step 4: SMS Messenger will take you back to the compose window. A label next to the “Schedule
Message” heading will reflect what you previously selected in the schedule message pop up window in
step two.
Step 5: If you need to change the schedule based on the summary (above), click the ‘Change’ button.
Step 6: Make the necessary changes and press “OK” to confirm these changes, or press ‘Cancel’ to
revert to the previous details.
Step 7: Once confirmed, to activate the scheduled message click “Send”.
Alternatively, if you need to cancel a scheduled or recurring message, go to the “scheduled items”
screen and click on the appropriate message and choose the delete key.
6.2 TRACKING MESSAGE DELIVERY
By selecting “Track Message Delivery”, SMS Messenger will highlight the date/time a message
reaches the recipients handset.
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Additionally, “Track Message Delivery” will notify of any delays that occur because the recipient’s
handset is turned off or the mobile is out of range (etc).
You will have a record of this delivery time for any messages that you send with Delivery Tracking in
your “Sent Items” box AND your “Shared Sent Items” box. When initially sent, messages with Delivery
Tracking will move into these “Sent Items” boxes with a Status of “Pending” (see below).
Once the message has been delivered to the recipient’s phone, the status will come up showing
“delivered on…” and will show the data and time that the message was received from the network onto
the recipient’s phone.
6.3 PREVIEW MESSAGE
To preview a message before sending, tick the ‘Preview Message’ box (see below).
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Once you have composed your message and pressed the ‘Send’ button, a confirmation screen will
appear (see below).
Click the “Confirm and Send” button to send as is, or “Cancel” to cancel sending the message.
6.4 LONG TEXT™ FUNCTION
A standard SMS message takes a maximum of 160 characters. You will notice that SMS Messenger
has a character limit which updates as you type the characters of your message into the “Type
Message” box (see below).
SMS Messenger allows you to send messages longer than 160 characters by selecting Long Text
mode, splitting the message into several messages and sending them in sequence.
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Step 1: Click on “Settings” and select “Enable Long Text”
Step 2: You are now in Long Text mode, so if you type a message that is over the 160 character limit,
the “Type Message” box will turn red (see below).
Step 3: If you click “Send” while this box is red, a screen will pop-up detailing the format in which the
message will be broken up (see below).
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Step 4: Click the “Confirm and Send” button to send as is, or “Cancel” to cancel sending the message.
6.5 HEADERS AND FOOTERS
SMS Messenger allows you to specify a header and footer that will be displayed on all messages sent
by SMS Messenger.
Step 1: Click on “Settings” and select “Header and Footer”.
Step 2: Enter the desired text for the header and footer. You can select whether the header and/or
footer are to be used by checking or un-checking the corresponding box.
The header will appear before the message text and the footer text will appear after the message text.
Where there is room in the 160 character message for only one of either the header or the footer, the
header will be included in preference to the footer. Where there is no room for the header or footer,
neither will be included with the message.
On the Message Confirmation screen you will see the full message, including the header and/or footer.
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6.6 CHANGING THE SIZE OF SMS MESSENGER
You can change the size of how SMS Messenger is viewed on your screen, to either Small or Large
Window Mode
Step 1: Click on “Settings” then select either “Small Window Mode” or “Large Window Mode”
6.7 FORWARDING REPLIES TO YOUR PHONE
The “Auto Forwarding” feature of SMS Messenger is particularly useful for accessing and receiving
replies straight to your mobile, when you are unable to gain access to a PC. Any reply messages that
are received in SMS Messenger can be forwarded to a specified mobile number. Please note that your
PC needs to be on, and logged into SMS Messenger for this to work. Any messages over 160
characters will be split into two messages.
Step 1: Click on “Tools and select “Enable Auto Forward”.
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Step 2: Enter the mobile phone number that any replies should be forwarded to.
When forwarding the reply, SMS Messenger will include the sender’s number with their reply. If the
“Show the person’s name” checkbox is checked, the sender’s name will be included instead of their
number.
Step 3: Click “OK”
Note:
Auto Forwarding can be disabled by selecting “Disable Auto Forward” from the “Tools” menu.
6.8 PRINTING MESSAGES FROM YOUR INBOX / SENT ITEMS
To print messages simply right-click on the message you wish to print and select “Print” (see below).
To print multiple messages hold the “Control” key down while selecting messages with your mouse or
using the shift and arrow keys.
You can also print messages by selecting the message and then pressing Ctrl+P on the keyboard, or
selecting “Print” from the Action menu.
The selected message will then be printed to the default Windows printer.
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6.9 CHANGING THE MESSAGE VALIDITY PERIOD
The Validity Period of a message is the period during which the SMS message will keep trying to reach
the recipient’s mobile phone if it encounters a delay. The default Validity Period is 2 days.
To customise the validity period for all messages sent from SMS Messenger:
Step 1: Click on “Settings” and select “Validity Period”.
Step 2: Select the desired Validity Period from the drop-down list and then click “OK”
.
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6.10 CHANGING CHECK REPLY INTERVAL
After sending a message, SMS Messenger checks the MessageMedia SMS Gateway for message
replies. This process begins with an initial check 30 seconds after sending; then again after one, two,
four, and finally 8 minutes. SMS Messenger then continues to check for replies every 8 minutes.
To customise the Reply Interval for all messages sent from SMS Messenger:
Step 1: Click on “Settings” then select “Check Reply Interval”.
Step 2: Tick the “Override the default check reply intervals” box and enter the desired interval, in
minutes, between checking for replies (between 1 and 500).
Step 3: Click “OK” to complete.
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6.11 USING SECURE MODE
Secure Mode will encrypt data transferred between SMS Messenger and the SMS Gateway for
additional security.
For applications such as banking and finance, you might want to consider always enabling Secure
Mode.
To enable or disable Secure Mode, click on “Settings” then select “Enable Secure Mode” or “Disable
Secure Mode”.
6.12 PROXY SETTINGS
Proxy settings allow SMS to run behind a proxy server.
Step 1: Click on “Settings” then select “Proxy Settings”.
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Step 2: Enter the Proxy, Proxy Port, Username and Password detail.
Step 3: Click the “Save Changes” button to continue or the “Cancel” button to terminate.
Note:
If the Proxy Settings don’t require a username or password, leave these fields blank.
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7.0 Managing your MessageMedia account
When you successfully log into your SMS Messenger service, located in the top right-hand corner of
the screen is a button labelled “My Account” (see below).
Clicking this button will open a new window from which you can manage your MessageMedia account.
If you are an account administrator, then within this service, you will have the rights to:
Account Related:
•
edit invoice delivery details
•
view invoice history
•
change payment details
User Related:
•
view usage history of ALL users
•
add users to the account
•
set user credit limit
•
set user email address
•
reset user passwords via email to user and copying the administrator
Admin related:
•
Ability to add/delete users from Administrator status
If you are a standard user, then within this service, you will have the rights to:
•
view your company details
•
view your usage
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8.0 MessageMedia contacts
Australia
T 1800 155 228
E Support@MessageMedia.com.au
New Zealand
T 0800 656 964
E Support@Message-Media.co.nz
United Kingdom
T 0808 234 4874
E Support@MessageMedia.co.uk
United States
T 866-751-8337
E Support@Message-Media.com
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