Mobile Email Redirect User`s Manual

Mobile Email Redirect User`s Manual
Mobile Email Redirect
User’s Manual
Welcome ................................................................................................................................................. 2
Configuring the Add-in ............................................................................................................................ 3
General Settings Tab ............................................................................................................................... 3
Message Settings Tab .............................................................................................................................. 4
Shrink Options Tab .................................................................................................................................. 5
When to Send Tab ................................................................................................................................... 6
Troubleshooting ...................................................................................................................................... 7
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Welcome
Thank you for choosing the Mobile Email Redirect add-in, created by Sperry Software. This add-in allows
you to have email messages sent to your cell phone, Blackberry, Palm, Pocket PC or other device (or any
email address). The message is a normal email message, except that when you reply, the reply does not
go back to the machine that has this add-in installed, but rather to the original sender. This is helpful, for
example, when you’re away from your desk and you need to be notified of important emails. You might
have the messages sent to your email capable cell phone, pager, or PDA, or to an associate or assistant
so that the appropriate action can be taken in your absence.
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Configuring the Add-in
Once the installation is complete, you are ready to use Mobile Email Redirect. When you open Outlook
you will notice a new button “Sperry Software Add-ins” added to the toolbar.
Clicking this button displays the Sperry Software Add-ins configuration screen. It is on this screen that
settings are made to control the add-in’s functionality.
General Settings Tab
In the Automatic/Manual Settings area, you can decide whether you want emails to be redirected
automatically or manually (or both). Checking Enable automatic redirect when email arrives in the
folders specified below enables emails to be redirected automatically without your intervention (as long
as Outlook is up and running, that is). Checking Enable Email Redirect buttons in Outlook toolbars causes
a button to appear on your Outlook toolbars. When you view your emails in the main Outlook window,
you can select multiple emails while holding down the CTRL key, then click the Mobile Email Redirect
button and it will redirect each of the emails in turn. You can also view an individual email and click the
“Mobile Email Redirect” button from there.
When the automatic mode is enabled it enables a new checkbox, Only send redirected email when I’m
away from the computer. This handy option enables you to use Mobile Email redirect with a screen
saver. When the screen saver goes on, the add-in will be aware of this and automatically start
redirecting emails to your mobile device. There are other options to control when the messages are
allowed in the When To Send area.
In the Incoming Email Folders To Monitor area, you can choose which folders will have their emails
redirected, provided that the automatic mode (above) was chosen. You can choose to use the built in
filter, or you can use Outlook Rules Wizard to copy just certain emails to a subfolder that you specify, or
you can use a combination of both. For all the fields in the Filter Rules area, you can separate multiple
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criteria with semicolons, e.g., subject: “car*; application”. This example will forward any emails that
have a subject that starts with “car” like “carnival tonight”, “car for sale” or has the complete word
“application”. The same is true for the other filter rules settings.
Message Settings
The first thing you specify on this tab is the redirect to email address. This field is expected to be your
email capable cell phone, pager, or PDA email address, and the add-in will not work until this field is
filled in.
Next are the general Message Options. The first option, Prompt for email addresses each time when
clicking the toolbar button, causes the add-in to ask you for the address to send to whenever you
operate the add-in manually (i.e., click the toolbar button). This is useful for dispatch centers that need
to have the replies all go to a central address, but the email message itself needs to go to an individual.
The next option is Mark redirected messages as read. This is most useful when used in conjunction with
the automatic mode, so that you know at a glance when you get back to your desk which items were
redirected to your mobile.
You can choose whether to include attachments or not when the Include attachments in the redirected
message. Choosing to include the attachments and the ability to make use of them depends on the
device you use.
Finally, you can opt to send all redirected messages as high priority messages. This can be helpful when
dealing with ISPs (Internet Service Providers) that forward messages only if they are high importance.
In the Mail Settings tab, specify the settings for your ISP account. This is frequently taken from your
Outlook account information (which you can view from Outlook by going to Tools…Accounts). You can
also obtain this information directly from your ISP if necessary. The Use From Address Proxy option
causes the return address to be substituted with the redirected email address. Some ISPs don’t allow
the substitution of From addresses however, viewing this as a potential spam action. If this is the case
with your ISP, you can uncheck this option; the add-in will still work, however the email capable cell
phone, pager or PDA will need to respect the “Reply-To” Internet Header option (Note if you are
redirecting to another Outlook client, Outlook supports the “Reply-To” field).
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Shrink Options
The Shrink Options only apply if you are redirecting plain text messages. HTML format emails will be left
untouched (as will RTF format messages).
Remove any extra spaces, carriage return/linefeed pairs, and tabs does the least amount of
compression. It simply eliminates areas of “white space”. It can be particularly useful around
signatures.
The second option, Remove all spaces and capitalize each word instead does just that. It eliminates all
carriage return/linefeed pairs as well.
Remove Vowels takes out vowels, but only if the word is at least characters long (otherwise it would get
very difficult to read). It also refuses to remove a vowel if the word starts with one. For instance,
“about” becomes “abt”. This is one or the more powerful shrink text options.
The next option, Substitute common instance message translations makes only four substitutions, but
for words that are very common. It substitutes the following:
“U” for “you”
“R” for “are”
“Thx” for “thanks” or “thank you”
“4” for “for”
Clip everything below is useful for chopping off histories of notes that are being carted around in each
email. It causes everything below the words you specify to be cut off.
Minimum message size allows you to specify a minimum message length. Some providers force small
message into SMS format, which can be difficult to reply to. Using this option, the trailing end of the
message is padded with spaces (after the other shrink options you’ve chosen take affect) to give the
message the specified length.
Maximum message size does just the opposite. Similar to Clip everything below, it clips the message at
whatever size you specify. Since you will only receive one redirected message for each email, this value
should be large enough to capture most of the important text.
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The first five options can be experimented with by choosing the ones that are appropriate for your
device (based on the screen size of your device and your ability to decipher compressed text). Once
chosen, the sample text in the box below can be used as an experimental test bed so that you can copy
& paste real text from some of your emails to get a feel for what the add-in is going to send you before
it actually does so. Once the Apply To Sample Text button has been pressed once, the name of the
button changes to Reset. Pressing the button while it is named Reset causes the text to be reset so you
can experiment with other options easily.
When To Send
This tab is used in conjunction with the automatic mode selection on the General Settings tab. When
automatic mode is on, then the times that Mobile Email Redirect is allowed to send can be restricted.
There are four separate blocks of time that you can allow the add-in to send. They can be set
independently and can overlap, but the start time cannot be after the end time.
The Never send between overrides the Only send between options, and will prevent the add-in from
sending anything between the times you specify. This is useful for quiet times, perhaps during
important meetings, or religious ceremonies.
The order of precedence is this: If you press the Mobile Email Redirect buttons on the toolbars, then
that email will be redirected regardless of any other setting. If you select the automatic mode and the
email makes it through the filters, the add-in first pays attention to the Never send between, then to the
Only send when options, but is still subject to the Only send redirected email when I’m away from the
computer if it’s turned on (i.e., checked). If you don’t have any of the When To Send options on, the
redirected email will always go out depending on the filters and the state of the Only send redirected
email when I’m away from the computer.
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Troubleshooting
Q. The “Sperry Software Add-ins” button is not visible.
A. The add-in may have become disabled.
For Outlook 2002, 2003 users:
On the Outlook Menu, click Help…About Microsoft Outlook
Click the “Disabled Items” button
If “Sperry Software” is listed, enable it and restart Outlook
For Outlook 2007 users:
On the Outlook Menu, click Help…Disabled Items
If “Sperry Software” is listed, enable it and restart Outlook
The Sperry Software toolbar may not be set to “Visible”
On the Outlook Menu, click View…Toolbars and make sure that Sperry Software is checked.
Q. The “Sperry Software Add-ins” button does not respond.
A. Run the add-in Reset tool.
The add-in reset tool can be downloaded from
http://www.sperrysoftware.com/outlook/tools.asp
Q. How can we contact you for more help?
A. For help on more in-depth issues, check out our Knowledge Base.
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