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Telstra Desktop MessagingGuidelines

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Contents1. Telstra Desktop Messaging Overview

1.1 Termsandabbreviations

2. Telstra Desktop Messaging Web application

2.1 Loggingin

2.1.1 CompanyandPersonalSettings

2.1.2 Permissions

2.2 UsingOnlineHelp

2.3 MainMenuScreenOverview

2.4 SendingSMS/MMSMessages

2.5 Message/CreditLimits

2.6 SendingSMSandMMSMessagesUsingtheQuickContacts

2.6.1 SelectingRecipientsfromQuickContacts

2.6.2 EnteringRecipientsnotinQuickContacts

2.6.3 ComposingtheSMS/MMSMessage

2.6.4 SendMMSScreenOverview

2.6.5 MMSComposerandPreviewerOverview

2.6.6 SendingtheMessage

2.7 SchedulingMessages

2.7.1 SendLater–OnceOnly

2.7.2 SendLater–Recurring

2.8 SendingBulkNumberMessages

2.8.1 BulkNumberSend:UploadExternalFileMethod

2.8.2 SendingMailMergeMessages

2.9 MailMergeMessages

2.9.1 ImportingtheRecipients

2.9.2 ComposingtheMessage

2.9.3 MailMergePreview

2.10 UsingInbox

2.10.1 ViewingallMessages

2.10.2 ExportingMessages

2.10.3 ReplyingtoMessages

2.10.4 ForwardingMessages

2.11 UsingtheRulesWizard

2.11.1 TesttheCompanyInboxRules

2.11.2 EditandResetCompanyInboxRules

2.11.3 ViewMessagesCapturedByEachCompanyInboxRule

2.11.4 DeletingCompanyInboxRules

2.12 ManagingContactsLists

2.12.1 FindingContacts

2.12.2 ModifyingContacts

2.12.3 DeletingPersonalContacts

2.12.4 AddingContacts

2.12.5 ImportingContacts

2.12.6 ModifyingRecipientGroups

2.12.7 CreatingaNewGroupandAddingContacts

2.13 UsingtheLibrary

2.13.1 ManagingPersonalTemplates

2.13.2 ManagingPersonalMessages

2.13.3 ManagingPersonalMultimediaContent

2.14 ViewingandModifyingScheduledMessages

2.14.1 ViewingtheSentMessages

2.15 ChangingthePassword

3. Desktop Client

3.1 SoftwareInstallation

3.2 DesktopClientLogIn

3.3 DesktopClientStartUpScreen

3.4 ExitingtheApplication

3.5 SendingSMS/MMSMessages

3.5.1 AccesstheSendingScreen

3.5.2 ComposetheMMSMessage

3.5.3 SelectWheretoHaveRepliesSent

3.5.4 SelectRecipients

3.5.5 SendtheMessage

3.6 ViewingSentMessages

3.7 ViewingReplyMessages

3.8 UsingAddressBooks

3.8.1 SynchronisingAddressBooks

3.9 ConfiguringOptions

3.10 DesktopClientSystemCompatibility

4. Email Plug-Ins For Outlook® and Lotus Notes®

4.1 LongSMSMessages

4.2 SoftwareInstallation

4.3 SendingSMSMessagesUsinganEmailClient

4.4 ConfiguringSystemSettings

4.5 SystemCompatibility

4.6 CalendarReminders

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5. EmailSMS

5.1 SendingSMSMessagesUsingEmailSMS

5.1.1 SendingSMSMessagestoaSingleorSeveralRecipient

5.1.2 SendingSMSMessagestoMultipleRecipients

5.1.3 ReplyPathOverride

6. System Administrator Guidelines

6.1 TheRoleoftheSystemAdministrator

6.2 ManagingGroups

6.2.1 Permissions

6.2.2 AddingaNewGroup

6.2.3 ModifyingaGroup

6.2.4 DeletingaGroup

6.3 ManagingCostCentres

6.3.1 AddingaNewCostCentre

6.3.2 ModifyingaCostCentre

6.3.3 DeletingaCostCentre

6.4 ManagingUsers

6.4.1 AddingaNewUser

6.4.2 SearchingForExistingUsers

6.4.3 ModifyingaUser

6.4.4 DeletingaUser .

6.5 AdministrationReports

6.5.1 RunningAdministrationReports

6.5.2 ExportingAdministrationReports

6.6 ManagingCompanyContactsLists

6.6.1 FindingContacts

6.6.2 AddingContacts

6.6.3 ModifyingContacts

6.6.4 DeletingContacts

6.6.5 ImportingContacts

6.6.6 ModifyingRecipientGroups

6.7 UsingtheLibrary

6.7.1 ManagingCompanyLibraryTemplates

6.7.2 ManagingCompanyMessages

6.7.3 ManagingCompanyMultimediaContent

Appendix1: CompanyandPersonalSettings

Appendix2: DesktopClientAddressBooksSettings

Appendix3: DesktopClientAppearanceSettings

Appendix4: DesktopClientMessageSendingandStoreSettings

Appendix5: DesktopClientSecurityandSoundSettings

Appendix6: EmailPlug-In:TelstraDesktopMessagingBusinessSettings

Appendix7: AdministratorSettings:PermissionDescriptions

Appendix8: CreatingaCsvFile

Appendix9: MessageCompatibilityClassRestrictions

Symbol Key Attention

Importantinformation

Actionrequired

SMS/Email

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1. Telstra Desktop Messaging OverviewTelstraDesktopMessagingisaneasywayofsendinggrouporindividualSMS/MMSmessagesfromyourPCorlaptop.TherearethreeoptionalcomponentsofTelstraDesktopMessaging.Theseare:

Web-based application• –easytouseweb-basedinterfacethatrequiresnosoftwareinstallationandisaccessibleviatheInternetfromanywhereintheworld.

∑Desktop client• –allowsyoutosendindividualSMSmessagesusingadesktopapplicationforSMSandMMSmessages.

Email Plug-In• –allowsyoutosendSMSmessagesfromyouremail.

SomeofthefeaturesandbenefitsofTelstraDesktopMessaginginclude:

Easy-to-use interface• –thatisintuitiveandeasytofollow.

∑Central management• –maintenancesimplicity,automaticupdatesandenhancements.

∑• Reduced input time–itisfareasiertotypeamessageonakeyboardthanonahandsetkeypad.

Customisation features• –enablecorporatemanagementofuserrestrictions.

∑Contact Lists• –importorsetupnewcontactliststhatcanbeusedforbulkemailsending.

Bulk mail• –messagescanbesenttomultiplerecipientssimultaneously,withthemessagebodyeithergenericorpersonalised.

∑Message scheduling• –messagescanbescheduledfordeliveryonaspecificdateortime.Thesecanbesentonceonlyorformultiplerecurrences.

Campaign management• –setupacustomerpromotionthatinteractsintelligentlywithincomingmessages.Repliescanbecomposedbasedonthecontentsofanincomingmessage.

1.1 Terms and AbbreviationsThetablebelowliststhetermsandabbreviationsusedthroughoutthisdocument.

Term or Abbreviation Definition

TelstraDesktopMessaging

Aweb-basedapplicationthatallowssendingofSMS/MMStoamobilephone.

DesktopClient AdesktopapplicationthatallowssendingofSMS/MMStoamobilephonewithouthavingtouseabrowser.

TelstraDesktopMessagingforOutlook®andLotusNotes®

Anemail-basedapplicationthatallowssendingofSMStoamobilephone.

EmailSMS AfeatureoftheTelstraDesktopMessagingapplicationthatallowssendingofSMS/MMStoamobilephoneviaemail.

Permissions Softwarerestrictionsimposedbytheadministratoronusergroups.

Restrictionscanlimitaccesstoglobaland/orpersonalsettings.

SMS ShortMessageService.

MMS MultimediaMessageService.

TelstraDesktopMessagingAdministrator

Personappointedwithinacompanytomanageaccountsandpermissions.

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2. Telstra Desktop Messaging Web ApplicationTelstraDesktopMessagingisasimpletouseweb-basedapplicationthatallowsthesendingofanSMS/MMStoamobilephoneuser.Thereisnosoftwaredownloadrequired.Withtheweb-basedTelstraDesktopMessaginginterface,youcanperformthefollowingfunctionsfromyourcomputer:

SendSMSandMMSmessages.•

∑ScheduleSMS/MMSmessagestobedeliveredatalaterdate.•

Usethemailmegandbulknumbersendfeatures.•

∑ViewandmanagemessagesinyourInbox.•

Manageyourownpersonalcontacts.•

C∑reateandmodifypersonaltemplatestobeusedwhen•composingmessages.

∑Viewandmodifyscheduledmessagesbeforetheyaresent.•

Viewsentmessagesandmuchmore.•

2.1 Logging In∑LaunchyourbrowserandenterthefollowingURL:https://onlinesms.telstra.com.TheLOGINscreenwillbedisplayed.

Enteryour• user nameandpasswordintheUser NameandPasswordfields.TheseareincludedintheregistrationemailandclicktheLOGINbuttontouseTelstraDesktopMessaging.

Thepasswordiscasesensitive,soensurethatitisenteredcorrectly.

Ifyouforgetyourpassword,followthe click here linkbelowtheLOGINbutton.Yourpasswordwillbeemailedtoyourregisteredemailaddress.

2.1.1 Company and Personal SettingsSomefeaturesofTelstra Desktop MessagingarecategorisedbyCompanyandPersonalsettings.UsershaveaccesstothesefeaturesundertheCompanyorPersonalsettingsdependingontheirpermissions.RefertoAppendix1–CompanyandPersonalSettings.

2.1.2 PermissionsThepermissionsthatyouhavebeengrantedwilldeterminewhatyouareallowedtodowithinTelstra Desktop Messaging.

2.2 Using Online HelpTheTelstra Desktop Messagingonlinehelpcoversthefollowing:

∑Sendingmessages.•

UsingthepersonalandcompanyContacts.•

∑UsingthefeaturesoftheLibrarymenu.•

∑UsingthefeaturesoftheAdminmenu.•

Forhelponaspecificscreen,clickontheHelplinkinthetabonthetoprighthandsideofthescreen.

2.3 Main Menu Screen OverviewTheSEND SMSscreendefaultswhenyoufirstlogintoTelstraDesktopMessaging.ThisisthemainscreenforsendingSMSmessages.Itallowsthecompositionandsendingofmessagestopersonalcontactsandgroups,companycontactsandgroupsandindividualrecipientsnotlistedinanyaddressbooks.

YoucanaccessthisscreenbyselectingtheSend SMSmenuoptionfromthetoplefthandsideMENUOptionsnavigationarea.

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1 Menu Options:Themainitemsaredisplayedatthetoplefthandsideofthescreen.

2 Send SMS Menu Option:Clicktodisplaycorrespondingscreen:AddressBookSend,MailMegSend,orBulkNumberSendforSMSmessages.

3 Send MMS Menu Option:Clicktodisplaycorrespondingscreen:AddressBookSend,MailMegSend,orBulkNumberSendforMMSmessages.

4 Inbox Menu Option:PreviewallmessagesreceivedinyourPersonalandCompanyInboxes.

5 RulesWizard Menu Option:CreateandmanageCompanyInboxmessagerules.

6 Contacts Menu Option:Selectfromandmanagethefollowingaddressbooks:CompanyContacts,CompanyGroups,PersonalContactsandPersonalGroups.

7 Library Menu Option:Managemessagetemplates,savedmessagesandmultimediacontent.

8 Sent Menu Option:Viewallmessagessentandreviewtheirmessagestatus.

9 Scheduled Messages Menu Option:Viewandmanageallscheduledmessages.

10Add To Recipients Button:Addsselectedcontactstotherecipientlist.

11 To:displayallrecipientsofthemessage.Alsousethisfieldtoenterrecipients(mobilephonenumbers)notincludedinanyoftheaddressbooks.

12Compose Message:Themessagetextisenteredhere.

13Message Template:Insteadofcomposinganewmessagefromscratch,youcanselectapredefinedtemplatefromthelistofoptionsfromtheSelectTemplatedrop-downlist.

14From:SpecifywhererepliestoyourSMSaretobesent.Forexample,companyInbox,byselectinganoptionfromthedrop-downnexttothe“From:”label.

15Credit remaining:Displaysthenumberofmessagecreditsyouhaveleftforthemonth.

16Status:TheStatuslinkislocatedonthebottomlefthandcornerofthescreen.TheStatusscreenlistsresponsesrelatedtotheactionsyouperformeachtimeyouuseTelstraDesktopMessaging.Forexample:‘MessageSuccessfullyScheduled’or‘PasswordUpdatedSuccessfully’etc.

17 Characters Remaining:Displaysnumberofcharactersremainingasyoutype.

18Clear Button:Clearallmessageandrecipientdetailsandstartagain.

19Send Later Button:Definethesendscheduleforthemessage(Note:theuseraccountneedsadequatepermissionstousethisfeature).

20Send Now Button:SendtheSMSmessageimmediately.

TelstraDesktopMessagingisideallysuitedtoInternetExplorer.Thedesktopscreenmayvarywhenusingotherinternetsoftware.

Figure2.0:DefaultSendSMSScreen.

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2.4 Sending SMS/ MMS MessagesFromtheTelstraDesktopMessagingapplicationyoucansendSMSmessagestoanyGSM3GorNextG™mobilephonecapableofreceivingSMSmessages.AnSMSisatextmessagemadeupofamaximumof160textcharacters,whichcanbesenttomostmobilehandsets.AnMMSisamultimediamessage,madeupofcombinationsoftext,image,audioandvideocontent,whichcanbesenttomostmobilehandsets.FromtheTelstraDesktopMessagingapplicationyoucansendMMSmessagestoanyGSM3GorNextG™mobilephonecapableofreceivingMMSmessages.TelstraDesktopMessagingmessagesaresentusingtheSend SMSMenuOption(Figure2.0).Thisallowsyoutosend:

Singlemessages•

∑Mailmergemessages•

Bulkmessages.•

ThesendingofMMSmessagesfromTelstraDesktopMessagingissimilartothesendingofSMSmessageswiththeoptionofallowingyoutoincludeMMS.SelecttheSend MMSoptionfromthedropdownlistofthedefaultSend SMSscreen.

Messagescanbesentimmediatelyorscheduledforsendinglater.

SendingofpersonalandindividualSMS/MMSmessagesisdependentonthepermissionsgrantedbytheAdministrator.

SupportedMMScontenttypesarelimitedtothefileformatslisted.PleaserefertoAppendix9–MessageCompatibilityClassRestrictionsformoreinformation.

2.5 Message/Credit LimitsTheAdministratorhastheoptionoflimitingthenumberofmessagecreditsthatcanbeusedbyapersonorgroup.ThenumberofremainingcreditsisindicatednexttotheCredits remaining:textatthebottomrighthandsideofallscreens.

ThenumberofCredits remainingisreducedbyoneforeachSMSmessagesent.Whenusingmailmegorabulkmessagesendformanyrecipients,themessagelimitisreducedbythetotalnumberofrecipientstowhichitissent.Ifthereisnolimittothenumberofmessagessent,thewordUNLIMITEDappears.

Ifabulkmailormailmegmessageistobesentto,forexample,500recipients,andyouonlyhave200messagecreditsremaining,noneofthemessageswillbesent.

2.6 Sending SMS and MMS Messages Using the Quick ContactsWhenselectingrecipients,youcanselectthemfromtheQuickContacts,Personal,CompanyContactsorGroupsoriftheydonotexistintheQuickContacts,youcanentertheirmobilenumberdirectlyintheTo:editbox.MMSmessagesaresentusingthe Send MMSMenuOptionscreen.

2.6.1 Selecting Recipients From Quick ContactsTosearchforandselectrecipientsfromoneofthe•ContactsorGroupslists,SelecttheSend SMSMenuOption.TheSend SMSscreendisplays(seeFigure2.0).

∑Selecttherequiredcontactsorgroupradiobutton:•

–CompanyContacts,CompanyGroups

∑ –PersonalContacts,PersonalGroups

ThelistofrecipientsintheselectedContactisdisplayedin•theeditboxbelowtheSearchfield.SelectarecipientfromthelistdisplayedbelowtheSearchfield.

Toselectmultipleindividualrecipients,press[Ctrl]thenLeftMouseClickontherequiredcontactsorgroups.Toselectablockofrecipients,press[Shift],thenLeftMouseClickontherequiredgroupofcontacts.

∑Ifyouneedtosearchforarecipientintheaddressbook•listselected,typethefirstfewlettersofthenameintheSearcheditbox,andselecttherequirednamefromthelist.

Clickonthe• ADD TO RECIPIENTSbuttontoaddtherecipient(s).ThesearethendisplayedintheTo:editbox.YoucanaddcontactsfrommorethanonegoupforoneSMSmessage.Forexample,youcanchoosetoaddrecipientsfromtheCompanyContactsandPersonalContactsgroups.

Toaddrecipientsfromanothergroup,selecttherequiredbutton,thenselectrecipientsfromthatgroup.

Ifarecipientisaddedaccidentally,highlightthenameintheTo:editboxandpress[Delete].

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2.6.2 Entering Recipients Not In Quick ContactsToenterarecipientthatdoesnotexistinoneofthecontactsorgrouplists:IntheTo:editbox,typethemobilephonenumberoftherecipient(s)withnospacesseparating,eg0401689124or61401689124.Ifthereismorethanone,useasemicolon(;)toseparatethenumbers,eg0411256897;0402758345.

2.6.3 Composing the SMS/MMS MessageWhencomposingaSMS/MMS,youcaneithercomposeanewmessageoruseapre-existingtemplate.

TocomposeanewSMSmessage,typethemessageinthe•Compose Messagetextbox.Thereisalimitof160charactersforasingleSMS.ThenumberofcharactersremainingisshownintheCharacters remainingfield.IfyouaresendingaLongSMS,whichallowsmorethanoneSMSmessagetobesent,thenthecharactersremainingforeachSMSmessagearedisplayedfirst,theninbrackets()thenumberofSMSmessages.ThecreditrequiredtosendaLongSMSisthenumbershownwithinthebrackets.

∑TocomposeanewMMSmessage,youwillneedtousethe•MMSComposer(Figure2.1).

Touseanexistingtemplate,selectatemplatefromthe•Select Templatedrop-downlist.

∑Ifyouwishtoclearboththemessageandtherecipient•details,clicktheCLEARbutton.

Inthe• From:drop-downlistatthetopoftheSend MMSscreen,selectyourdesiredoption.

∑Tosendthemessageimmediately,clickonthe• SEND NOWbutton.

Tosendthemessageatalaterdate/time,clickonthe•SEND LATERbuttonanddefinethesendscheduleforthemessage(RefertoSection:2.7.SchedulingMessages).

1 Layout Option

2 Template

3 Compatibility

4 Upload File

5 Loaded Files

6 Library

7 Slide Duration

8 Credits

9 Message Size Indicator

10 Active Slide Control

11 Add New Slide

12 Remove Active Slide

13 Remove Selected Media Element

14 Move Back Active Slide

15 Move Forward Active Slide

16 Preview Message

17 Preview

Figure2.1:TheSendMMSComposerandPreviewer

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2.6.4 Send MMS Screen OverviewWhenyoulogintoTelstraDesktopMessaging,theSend SMSscreendefaults,byclickingSend MMSMenuOptionsinthetoplefthandsidenavigationareatheSendMMSscreenisdisplayed.ThisisthemainscreenforsendingMMSmessages.Itallowsyoutocomposeandsendsinglemessagestopersonalcontactsandgroups,companycontactsandgroups,andindividualrecipientsnotlistedinanyaddressbooks.

2.6.5 MMS Composer and Previewer OverviewTheMMSComposerandPreviewerareasarewhereyoucomposeandPreviewyourMMSmessages(Figure2.1).ThefeaturesandoperationoftheComposerandPrevieweraredescribedbelow.

Layout Options:ChoosethecontentlayoutofalltheMMSslidesinthemessage.Checktheradiobuttonnexttothelayoutrequired,eithertextbelowimage(default),textaboveimageorasingleregionslide(singleregionslidecanonlyhavetextoranimage).

Template:SelectapredefinedtemplatefromthelistofoptionsintheSelectTemplatedrop-downlist.Ifthemessagebodyisonethatisusedregularly,itismoreefficienttocreateatemplatewhichcanbere-used.RefertoSection:2.13.1ManagingPersonalTemplatesfordetailsonhowtocreatetemplates.

Compatibility:TelstraDesktopMessagingisconfiguredtoacceptcontentandcreatemessagesthatwillbeabletobedeliveredtoarangeofhandsets.SelectaHandsetCompatibilitylevelfromthelistofoptionsinthedrop-downlist.Thisistoassistincomposingmessagesthatarecompatiblewithhandsetranges.

Upload File:TheBROWSEbuttonallowstheuploadofmultimediacontentfromyourPC,orenterthedirectoryandfilenameintheadjacenttextbox.

Loaded files:FilesuploadedtotheComposeraredisplayedhere.Thesamecontentcanbeaddedtoanotherslidebydouble-clickingonthefilenameintheLoadedfilesarea.

Library:SearchformultimediacontenttoaddtotheactiveSlideintheComposerscreen.Fromthedrop-downlistselecteithertheImages,VideoClipsorAudioClipsoption.SelecttheCompanyorPersonalradiobutton.ContentcanbeaddedtotheactiveSlidebydouble-clickingonthefilenameinthisarea.

Slide Duration:TheslidedurationoftheactiveSlidecanbecontrolledbyentryofthetimedurationinsecondsintheadjacenttextbox.NotethatTelstraDesktopMessagingautomaticallysetsminimumslidetimedurationsbasedoncontentthatisloadedontoeachslide,theseminimumscannotbechanged.

Credits:Thenumberofmessagecreditstosendthecurrentlycomposedmessageisdisplayed.

Message Size Indicator:ThecurrentsizeofthecomposedmessageisdisplayedinkBonthisbarchart.Themaximumsizefortheselectcompatibilityisdisplayedonthebarchart.

Active Slide Control:TheslidenumbersofthecomposedmessagearedisplayedinthisregionoftheComposer.Theactiveslidenumberisdisplayedinthecolourorange.Selectthedesiredslidebyclickingthenumberrequiredorclickingtheleftorrightarrowtomoveupordownaslidenumber.

Remembertheactiveslidenumberisdisplayedinorange.TheslidenumbersorarrowsatthetopoftheComposercanbeclickedtoeasilyaccessthedesireslide.

Add new slide:Clickingthisicon addsselectedanewblankslidetotheComposer.

Remove active slide:Clickingthisicon deletestheactiveslidefromtheComposedMMSmessage.

Remove selected media element:ByclickingonthemediaelementonthecurrentslidetheareaborderintheComposerishighlightedred.Onclickingthisicon themediaintheselectedareaisremoved.Thiscanbedoneifyouwanttochangetheimage,videooraudioortextontheactiveslide.

Note:theAudiocontentareaistheAudioicon displayedinthetoprighthandcorneroftheactiveslidewhenaudiocontentisattachedtotheslide.Clickingthisiconwillhighlightitsborderred,thusselectingtheaudiocontentoftheslide.

Clickthemediacontentfirsttohighlighttheareaborderfirst.Whenthecontentareaborderishighlightedred,clicktheicon toremovethemediacontent.

Move back active slide:Clickingthisicon movestheactiveslidedownoneposition.

Move forward active slide:Clickingthisicon movestheactiveslideuponeposition.

Preview message:Clickingthisicon startsthePreviewerplayingtheComposedMMSmessage.

Previewer:TelstraDesktopMessagingusesarealPlayerplug-intopreviewMMSmessages.ThePreviewerhasitsownStart ,Pause andStop controlicons.

TelstraDesktopMessagingwillpromptfortherealPlayerplug-intobedownloadedandinstalledifitisnotalreadypresentonthePC.

ThePrevieweralsoappearsonotherscreensofTelstraDesktopMessaging.

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2.6.6 Sending the Message∑Tosendthemessageimmediately,clickthe•SEND NOWbutton.

∑Tosendthemessageatalaterdate/time,clickonthe•SEND LATERbuttonanddefinethesendscheduleforthemessage

Allmessagesthathavebeensentsuccessfullyarelisted•intheSentMenuOptionscreen.AccesstheSentscreenfromtheMenuOptionsnavigationarea.

2.7 Scheduling MessagesMessagescanbedeliveredataspecifiedfuturetime.Forexample,deliveramessageat8amtomorrowmorningtoremindeverybodyintheManagersGroupthatthereisamanagementmeetingat9am.Todothis,themessagecanbecreatednowandscheduledusingtheSEND LATERbuttonontheSend SMSscreenwherethetimefordeliveryisspecified.Messagescanbescheduledusingthefollowingoptions:

ONCE ONLY–messageisscheduledforonce-offdelivery.

RECURRING–thisfeatureenablesrepetativemessagedeliveryatspecifiedintervalssuchasdaily,weekly,monthlyoryearly.Forexample,sendamessagetotheManagersGroupat8ameveryMondaymorningtoremindoftheirweekly9ammeeting.

2.7.1 Send Later – Once OnlyToscheduleamessagetobesentonceonly,clickon•theSEND LATERbuttonaftercomposingthemessage.TheONCEonlyschedulingoptionsaredisplayedonthescreen.

Fromthe• Start Datecalendaricon,clickandselectthedateonwhichthemessageistobedelivered.

∑Ifthemessageistobesentinafuturemonth,clickon•the>buttonfromthecalendar.Ifthemessageistobesentinafutureyearclickthe>>button.

Fromthe• Timedrop-drownlistsenterthetimethemessageistobesent.

∑Tocancelmessagescheduling,clickonthe• CANCELbuttonandtheSEND NOWoptionwillbedisplayed.

Clickthe• OKbuttontohavethemessagesentatthescheduleddateandtime.

Oncescheduledmessagesarecreated,theycanbeviewedontheScheduled Messagesscreen.

Figure2.2:OnceOnlySchedulingoptions

2.7.2 Send Later – Recurring∑Toscheduleamessagetobesentonarecurringbasisclick•ontheSEND LATERbuttonaftercomposingthemessage.TheONCEonlyscreenisdisplayedbydefault.

Clickthedrop-downlistinthe• Periodarea.Therecurringpatternsaredisplayed.

ThePeriodsectionofthescreenchangesdependingontherecurrencepatternselected.

Set Recurrence Pattern

InthePerioddrop-downlistselectthedesiredtimeperiod:

i) Daily

ii) Weekly

iii)Monthly

iv)Yearly

Forexample,ifyouselectedDaily,thefollowingPeriodoptionsaredisplayedonthescreen:

Thedailyrecurrencepatterncanbesettosend:

a) EveryXnumberofdaysapart,

b) OnWeekdaysonly,or

c) OnWeekendsonly.

Clickontherelevantradiobuttontoindicatethe•frequencyrequired.Ifthemessageistobesent,forexample,every3days,enterthenumberintheEvery # day(s) editbox.

∑Selectingtheweeklyrecurrencepatternwillenableyou•tosendeveryXnumberofweeksapart.Theoptionalsoexiststosendthemessagemorethanonceinaweek.

Settheweeklyfrequencybytypingthenumberinthe•Every # week(s)editbox.Checktheboxoftheday(s)oftheweekonwhichthemessageistobesent.

∑Youcanalsoselectrecurringschedulingoptionsfor•monthlyandyearly.

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Figure2.3:RecurringScreen–Daily

Set Range of Recurrence

1. SelecttheStart Datefromthedrop-downlists.

Definethe• Endscheduleofthemessage:

–Toschedulethemessagetocontinueindefinitely,selectNo endfromtheEnddrop-downlist.

–Toterminatethemessageonaspecificdate,selectEnd onfromtheEnddrop-downlist.Clickthecalendariconthatappearsandselecttherequireddatefromthecalendar.

–Toterminatethescheduleafteraspecificnumberoftimes,selectEnd afterfromtheEnddrop-downlist,thenenterthenumberoftimesthemessageistobesentinthetime(s)editbox.

Inthe• Timearea,selectthetimeofdaythemessageistobesentusingthedrop-downlists.

∑TocanceltheSchedulingofthemessage,clickthe•CANCELbuttontoseethetheSEND NOWoption.

ToScheduletherecurringmessage,click• OK.Themessage(s)willbesentatthescheduledtimes.

Oncescheduledmessagesarecreated,theycanbeviewedontheScheduled Messagesscreen,clickontheScheduled MessagesMenuOption.

2.8 Sending Bulk Number MessagesUsethebulknumbersfeaturetosendmessagestolargegoupsofrecipientswhoarenotstoredinContactslists.Thesemessagesdifferfrommailmegmessagesinthatthecontentofeachmessageisnotpersonalised.

ThedetailsoftheserecipientsmightnotbestoredintheContactslistsforvariousreasons;forexample,thesenumbersmaybestoredonacentralcustomerdatabase.Bulknumbersareusefulwherethetargetlistisregularlychanging.Eg:monthlycarinsurancerenewalcustomers.

UseoftheBulkNumberfeatureisdependentonthepermissionsgrantedbytheAdministrator.

Readthetermsandconditionsofusecarefullybeforesendinganymessages.

2.8.1 Bulk Number Send: Upload External File MethodFromthe• Send SMSmenu,checktheBulk Number Sendcheckbox.

∑Ensurethefileyouareloadingnumbersfromhasbeen•savedasaCSVfile.ReferAppendix8–CreatingaCSVfileformoreinformation.

Clickonthe• BROWSEbuttontolocatetheCSVfile.TheChoose filewindowisdisplayed.

∑BrowseandselecttheCSVfileyouwishtoimport,then•clicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttotheBROWSEbutton.

Tocomposeanewmessage,typethemessageinthe•Compose Messagetextbox.Thereisalimitof160charactersforasingleSMS.ThenumberofcharactersremainingisshownintheCharacters remainingfield.OrforLongSMSthenumberofSMSmessagesandcreditsareshowninthebrackets()aftertheremainingcharactercount.

∑Touseanexistingtemplate,selectamessagetemplate•fromtheSelect Templatedrop-downlist,andeditthetemplate(ifrequired)intheCompose Messagetextbox.Ifthemessagebodyisonethatisusedregularly,youmaywishtouseamessagetemplate.RefertoSection

Toclearthemessage,clickthe• CLEARbutton.

∑Inthe• From:drop-downlist,selectthedesiredoptionifdifferentfromthedefault.

Tosendthemessageimmediately,clickthe• SEND NOWbutton.Ifthereareanyerrors,thefollowingmessagewilldisplay:‘Anerrorhasoccurredduringmessagesubmission,clickOKfordetails’

∑Ifthereareerrors,click• OKinthemessagebox.TheSTATUSscreendisplays.

∑Checktheerrormessages.•

Ifrequired,makeamendmentstothemobilephone•numbersandre-uploadtheCSVfile.

∑Tosendthemessageatalaterdate/time,clickthe•SEND LATERbuttonanddefinethesendschedule.

Tocheckthenumberofmessagesthatweresentsuccessfully,youcan:

Clickthe• StatuslinkinthebottomlefthandsideofthescreenandconsulttheSTATUSscreen

∑ClicktheSentMenuOptionforviewingthesent•messages.RefertoSection:2.6.6SendingtheMessage

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2.8.2 Sending Mail Merge MessagesThemailmergefeatureperformsinmuchthesamewayasthemailmergefacilityinawordprocessorinthateachmessageispersonalisedforeachrecipient.RefertoSection:2.9SendingBulkNumberMessages.

2.9 Mail Merge MessagesThemailmergefeatureperformsinmuchthesamewayasthemailmergefacilityinawordprocessor,inthateachmessageispersonalisedforeachrecipient.ThedetailsoftheserecipientsarenotusuallystoredintheContactslistsbecausetheychangeonaregularbasis.

ACSV(commaseparatedvalues)file,containingalistoftherecipients’mobilenumbers,names,andotherinformationthatisspecifictoeachrecipient,isimported.RefertoAppendix8–CreatingaCSVFile.

CreatingamailmergesendSMSconsistsofthefollowingsteps:

Importingtherecipients•

∑Composingthemessage•

Checkingandcorrectingthemailmergesendreport•foranyerrors

∑SendingtheSMS.•

UseoftheMailMergefeatureisdependentonthepermissionsgrantedbytheAdministrator.

Reviewthetermsandconditionsofusebeforesendinganymessages.

2.9.1 Importing the RecipientsFromthe• Send SMSmenu,checktheMail MergecheckboxtodisplaytheMail Merge sendoptions.

∑TolocatetheCSVfile,clickthe• BROWSEbutton.TheChoose filewindowisdisplayed.SelecttheCSVfiletoimportandclicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttoBROWSE.

Composethemessage.•

2.9.2 Composing the MessageInthe• Which field is the mobile number in?editbox,enterthenumberofthecolumn(intheCSVfile)inwhichthemobilenumberisstored.egIfthemobilenumberappearsincolumn1(orcolumnA),thefieldvalue=1.

∑Inthe• From:drop-downlist,selectwhereyouwishrepliestobesent(egCompanyInbox)ifdifferentfromthedefault.

Tocomposethemessagefromscratch,typethedetails•intheCompose Messagetextarea.WheredetailsaretobeinsertedfromtheCSVfile,usethefollowingmailmergefieldformat:[#](‘#’indicatesthecolumnnumberfromthefile).

∑Thereisalimitof160charactersforasingleSMS.•ThenumberofcharactersremainingisshownintheCharacters remainingfield.OrforLongSMSthenumberofSMSmessagesandcreditsareshowninthebrackets()aftertheremainingcharactercount.

Touseanexistingtemplate,selectamessagetemplate•fromtheSelect Templatedrop-downlist,andeditthetemplate(ifrequired)intheCompose Messagetextbox.

∑Toclearthemessage,clickonthe• CLEARbutton,andre-startcomposingyourmessage.

Proceedtothethenextstep.•

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2.9.3 Mail Merge PreviewTocheckthe• Mail Mergemessageandcorrectanyerrors,clickonthePREVIEWbutton.

∑Ifthereareanyerrors,click• CLOSEintheMailMergepreviewscreentoreturntotheSend SMS screenandfixthemessageoropentheCSVfilecontainingtheimportedinformationandcheckthatthecolumnscontainingtheinformationbeingmegdarecorrectlyreferencedinthecomposedmessage.

Ensurethatthemobilephonenumbersareformatted•correctly,egensurethat:

–Therearenospacesbetweenanyofthedigits.

–Therearenodashes(-)separatingthedigits.

–Thenumberisthecorrectlegh,ie10digits.

–Thefieldsareformattedastextandthateachnumberbeginswitha‘0’.

∑SavetheCSVfilewiththechanges.InTelstraDesktop•Messaging,uploadtheCSVfileagain,andclickonthePREVIEWbutton.Iftherearenoerrors,continuetosendingthemessage.

TheMAILMERGEPreviewscreendoesnotindicateifanyofthemessagesexceed160characters,ortheLongSMScharacterlimitoncemegd.It’simportantthatwhencomposingthemessagebody,themaximumlengthofeachcolumnbeingimportedisconsidered.

Themobilenumberisnotincludedaspartofthemessagebodyanddoesnotneedtobeconsideredwithinthemessagecharacterlimit.

Failuretosendallmergedmessagescouldbetheresultinsufficientmessagecredits.Ie:Sendingmailmergemessagesto100recipientsrequiresatleast100availablemessagecredits.

Tosendthemessageimmediately,clickthe• SEND NOWbutton.

Tosendthemessageatalaterdate/time,clickthe•SEND LATERbuttonanddefinethesendscheduleforthemessage.

Note:AnychangesyoumaketotheCSVfileafterschedulingthemessagewillnotbeused.

Figure2.4:MailMergeSendingScreen

2.10 Using InboxTheInboxMenuOptionscreenallowsyouto:

Queryandviewmessagesthathavebeensenttothe•CompanyorPersonalInboxes.

Export,delete,replytoandforwardmessagesfromthe•inboxes.

ThepermissionsgrantedbytheAdministratorwilldeterminewhetheryoucanview,add,editordeletetheCompanyInboxRules.

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Figure2.5:InboxScreen

Theinboxscreenhasthefollowingcomponents:

1 Message Text:HereyoucanseetheSender’smobilenumberandforaSMSmessagethestartofthemessagetext,foraMMStheSubjecttextofthemessage.

2 Read Status:ForInboxmessagesthatyouhavepreviewedtheReadStatusindicator isdisplayed.

3 Reply Status:ForInboxmessagesthatyouhaverepliedtotheReplyStatusindicator isdisplayed.

4 Forward Status:InboxmessagesthathavebeenforwardedwilldisplaytheForwardStatusindicator .

5 Time/MMS Size:DisplaysthedateandtimethemessagearrivedintheInboxandalsothemessagesizeinKbisdisplayedforMMSmessages.

6 Forward button:ForInboxmessagesthatcanbeforwardedtheForwardbutton isdisplayed.

7 Preview button:TopreviewanInboxmessageclickthePreviewbutton .ThemessageisdisplayedintheMessagePreviewareaofthescreen.

8 Attachment indicator(s):ForMMSmessagesthatcontainmultimediacontentthefollowingindicatorsaredisplayed,images ,video ,audio .

2.10.1 Viewing All MessagesToviewallmessagesintheCompanyorPersonalInbox,•clicktheInboxMenuoptioninthenavigationarea.TheCompany Inboxscreenisdisplayedbydefault(Figure2.5).Messagesintheinboxaredisplayedintheorderinwhichtheywerereceived,withthemostrecentatthetop.Only100messagescanbedisplayedperpage.Toviewmessagesinthepersonalinbox,clickonthePersonaltab.

∑Ifallmessagesintheinboxarenotdisplayed,clickthe•View all linkatthebottomofthescreen.

Usethe• Previous,NextandGobuttonstonavigatemultiplepagesofresultsifrequired.

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2.10.2 Exporting MessagesToexportmessagesfromtheCompanyorPersonalInbox,•firstdisplaythemessage(s)youwishtoexport.

–∑Toexportallthemessagesdisplayed,clickontheExport alllinkatthebottomofthescreen.

–Toexportspecificmessages,selecttherequiredmessagesbycheckingtheboxnexttothemessageandclicktheExportlinkatthebottomofthescreen.TheFile Downloaddialogboxisdisplayed.

∑Clickonthe• Savebutton.TheSave Asdialogboxisdisplayed.

Givethefileauniquename,andsaveittoanappropriate•driveandfolder.TheDownload Completedialogboxisdisplayed.TheselectedmessagesareexportedinCSV(ietabdelimitedtext)formandthefileissavedasatextfile.ReferAppendix8–CreatingaCSVfile.

∑Clickonthe• ClosebuttontoclosetheDownloadCompletedialogbox.

2.10.3 Replying to MessagesToreplytomessagesintheCompanyorPersonalInbox,•displaythemessage(s)youwishtoreplyto.

∑Selectthemessagesyouwishto• reply to:

Toselectallthemessages,clickthe• Select alllinkatthebottomoftheInboxscreen.

–∑Toselectspecificmessages,checktheboxnexttotherequiredmessage.

–YoucanusetheUnselect alllinkatthebottomofthescreentodeselectallthemessagesifrequired.

∑–ClicktheReply SMSorReply MMSlinkatthebottomoftheInboxscreen.

The• Send SMSorSend MMSscreenisdisplayedwiththeTo:fieldpopulatedwiththemobilephonenumbersofthepersonwhosentthemessage(s).

∑Composeandsendthemessage.•

2.10.4 Forwarding MessagesToforwardamessageintheCompanyorPersonalInbox•torecipients,displaythemessagetoreplyto.

ClicktheForwardIcon• atthefarrighthandsideoftheSMSorMMSmessageintheInbox.

NotethatforsomeMMSmessagesintheInboxTelstraDesktopMessagingmaynotbeabletoforwardthemessageduetotheformatofthemessagereceivedfromtheoriginatinghandset.InthesecasestheForwardIcon isnotdisplayednexttothemessageintheInbox.

TheSend SMSorSend MMSscreens,dependingonthemessagetype,willbedisplayedwiththecontentofthemessageinthecomposeareaofthesescreens.

MMSmessagesdisplayedmaynotalwaysappearthesamewhendisplayedonahandsetasaresultofdifferenthandsetmanufacturerssubmittingMMSmessagesindifferentformats.

2.11 Using the Rules WizardTheRulesWizardfeatureofTelstraDesktopMessagingallowsyoutoconfigureactionsyouwanttoperformwhenyoureceiveamessagesenttotheCompanyInbox.TheRulescreateddescribetheActionstobecarriedoutwhencertainmessageconditionsaremetbyanincomingmessagetotheCompany.

TheRules WizardMenuOptionsscreenallowsyouto:

∑ViewandmanageallexistingCompanyInboxRules.•

ViewmessagescapturedbyeachCompanyInboxRules.•

Edit,ResetandDeleteCompanyInboxRules.•

CreatenewCompanyInboxRules.•

TesttheCompanyInboxRules.•

ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanview,add,editordeletetheCompanyInboxRules.

Figure2.6:RulesWizardScreen

View and manage existing Company Inbox Rules

ToviewandmanageexistingCompanyInboxRules,clicktheRules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed(Figure2.6).

TheRules Wizardshowsthelistofallcurrentrulesandasummaryoftheirdetails.Therulesappearintheorderoftheirpriorityfromhighesttolowest.Whenamessageisreceivedtheprocessofcheckingtherulesforamatchbegins.Thisprocessisbasedonpriority.Therulewiththehighestpriorityisthefirstrulethatthemessageisevaluatedagainst.Ifthemessagedoesnotmatchtherule,thenthemessageisevaluatedagainsttherulewithsecondhighestpriority,andsoon.Thelowerpriorityrulesarenotprocessed.

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Whenanewruleiscreated,itwillhavethelowestpriority.Itwilldisplayatthebottomofthelist.Toraisethepriorityoftherule,clicktheUp arrowicon .

TermsusedfortheCompanyInboxrulesinclude:

∑Active• –Indicatesviathecheckboxifyouwanttheruletobeactiveornot.

Rule Name• –Indicatestheuniquerulenameusedbyyourcompany.

∑Condition• –Indicatestheconditionsthemessagemustmeetinorderfortheruletobeapplied.

Validity• –Indicatesthevaliditytimeoftherule(thetimethattheruleisineffect).

∑Message Count • –Indicatesthenumberofmessagesthathavematchedthisrule.

View Message• –ClicktheView messageicon toviewthemessagescapturedbytherule.

∑Reset• –ClicktheReseticon toresetthemessagecounttozerofortherule.

Edit• –ClicktheEditicon toedittheexistingrule.

∑Delete• –ClicktheDeleteicon todeletetheexistingrule.

Rule Order• –ClicktheUp arrowicon tomovetheruleuptheprioritylist,orclicktheDown arrowicon tomovetheruledowntheprioritylist.

∑• Save Order–afterchangingtheruleorderclicktheSave Orderlinkatthebottomofthescreentosavethechangedrulespriority.

Figure2.7:CreateNewRule–RedirecttoanEmail

Create new Company Inbox Rules

TocreateanewCompanyInboxRules,clicktheRules Wizard MenuOptionfromthenavigationarea.

TheRules Wizardscreenisdisplayed(Figure2.7).ClicktheCreate New Rulelinkatthetopofthescreen.TheRules Wizard, Create New Rule – Redirect to an Emailscreenisdisplayedbydefault(Figure2.8).

Entertherulenameinthetextbox.Thisnamemustbe•uniqueandcanonlybeusedonceinyourlist.

∑Selecttheconditionsthatareusedtotriggertherule:•

Fromthe• Whendrop-downmenuselectan SMS,an MMSoranyifyouwantbothSMSandMMSincomingmessagestotriggertherule.

∑Ifyouselectan• MMSorany,additionalconditionsaredisplayedrelatingtoincomingMMSmessages.

Checkthecheckboxnexttotheoptionifyouwantto•applythesetoanincomingMMSmessages.

Figure2.8:CreateNewRule–RedirecttoanEmail,MMStrigger

Fromthedrop-downmenu(Figure2.7),displayingAccept ALL Values,youcanselectconditionstoapplytothetextofincomingSMSmessagesandtothetextofthe1stslideofincomingMMSmessages.Themessagetextcomparisonvaluesmustbeoneofthefollowing:

Accept ALL Values • –Acceptsalltextmessages

∑is EQUALS• –Acceptstextexactlymatchingthetextenteredintotheadjacenttextbox

is LESS THAN• –Acceptstextalphabeticallylessthantheenteredvalueintheadjacenttextbox(numericcomparisonifvalueisnumeric)

∑is GREATER THAN• –Acceptstextalphabeticallygreaterthantheenteredvalueintheadjacenttextbox(numericcomparisonifvalueisnumeric)

CONTAINS• –Acceptstextcontainingthetextenteredintotheadjacenttextbox

∑• START with–Acceptstextstartingwiththetextenteredintotheadjacenttextbox

is BETWEEN • –AcceptstextalphabeticallybetweenthetextvaluesenteredintotheadjacentFrom:andto:textboxes(numericcomparisonifvalueisnumeric).

Note:themessagetextcomparisonisnotcasesensitive.

Selecttheactionyouwanttoperformwhentheruleis•triggeredbyanincomingmessage.

∑Redirect to an Email• –Sendstheincomingmessagetoavalide-mailaddressenteredintothe Redirect to an email addresstextbox(defaultactionoption).

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SendanMMS–SendsasingleslideMMSmessageas•composed.ComposethesingleslideMMSasrequired.Checkthecheckbox,Send message to message originatortosendthecomposedMMStothesenderofthemessagethattriggeredtherule.

Send an SMS• –SendsaSMSmessageascomposed.ComposetheSMSasrequired.Checkthecheckbox.

∑• Send message to message originator tosendthecomposedSMStothesenderofthemessagethattriggeredtherule.

SentitemsgeneratedfromanyRuleswillnotappearinthesentitemsfolder.Toviewthenumberofmessagessent,contacttheSystemsAdministratorforaReport.

Perform no action• –Performsnoaction,otherthansavingtheincomingmessageintheRuleViewmessagelog.

∑ThetextcontentoftheSMSorMMSthatissentasaresult•ofprocessingarulecancontainthefollowingplaceholdersthatwillbesubstitutedwithactualvalues(inotherwords,thefieldsaredynamic)atthetimethemessageissent:

[n]–Wherenisanumber.Thisrepresentstheplaceawordoccupiesintheincomingmessage.Forexample,ifthevalueinthefieldis[1]andtheincomingmessageisVotePaul,then[1]isreplacedwithVote.Ifthevalueinthefieldis[2],then[2]isreplacedwithPaul.

[number]–TheMSISDNoftheinboundmessage

[name]–Thenameofthesenderoftheinboundmessageifthesender’smobileexistsinyourCompanyAddressBook

[namenumber]–Thesameas[name]unlessthenamecannotbedetermined,inwhichcaseitwillbethesameas[number].

[date]–Thedatethemessagearrived–(inthedd/mm/yyyyformat)

[time]–Thetimethemessagearrived(inthehh:mm:ss,24-hourclockformat)

Tospecifythevaliditytimeofarule,followthesesteps:

Usethedrop-downlistsprovidedtoselectorchangethe•datesoftherule’svaliditytime.Therulewilltakeeffectonthefromdateselectedandstopprocessingonthetodateselected.

∑Specifythevaliditytimeframeoftherulebyselectingthe•startandendtime(inhoursandminutes)fromthedrop-downlists.IndicatewhethertheruleistobeappliedBetweenorOutsideofthistimeframebycheckingtheappropriateoption.

Tospecifythedaysoftheweekoftherule’svaliditytime,youhaveseveraloptions:

Tospecifyaspecificdayoftheweek,usethecheckboxes•providedtoindicatethedays.Forexample,iftherulemustbeappliedonMondaysandWednesdays,checktheboxesforthosedays.

∑Toindicatethattheruletobevalideverydayoftheweek,•selectEvery Dayfromthedrop-downmenu.

ToindicatethattheruletobevalidfromMondayto•Friday,selectWeekdays.

∑Toindicatethattheruletobevalidonlyonweekends,•selectWeekends.

Tosavetherule,click• SAVE.

IfyouhavepermissionstosendLongSMSmessagesthenumberofSMSmessagesisdisplayedinthebrackets()nexttothecharactersremainingcount.

2.11.1 Test the Company Inbox RulesTotesttheoperationoftheCompanyInboxRuleswitha•simulatedincomingCompanyInboxmessage,clicktheRules WizardMenuOptionfromthenavigationarea.FromtheRules Wizardscreen,clicktheTest Ruleslink.TheRules Wizard Test Messagesscreenisdisplayed,incomingSMSisthedefault.

∑SelecttheMessageTypefromthedrop-downlist,anSMS•oranMMS.IfyouchoseanMMS Message Typecheckthecheckboxesrelatingtotheattachedmultimediacontent.

Usethe• Date Receiveddrop-downmenustoselectthedateoftheincomingmessage.

∑Usethe• Time Receiveddrop-downmenustoselectthetimeoftheincomingmessage.

Enteratestmessageinthe• Message Texttextbox.

∑Totesttherules,clickthe• TESTbutton.Thetestresultsaredisplayed,indicatingtherulethatmatchedtheincomingmessageorthatnomatchesweretriggered.

Ifyoucheckthe• Detailed ResultscheckboxafulllistingoftheRulesevaluationisdisplayed,indicatingwhyrulesfailedtomatchpriortoamatchingrulebeingtriggered.(Figure2.9.)

Figure2.9:TestMessagesdetailedresultsscreen

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2.11.2 Edit and Reset Company Inbox RulesClickthe• Rules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed.

∑FromtheRuleslist,clicktheEditicon• attherightoftheRuleyouwanttomodify.TheappropriateCreate New Rulesscreenisdisplayed.

Ifyoueditarule,therulewillberesetanditscountwillbezero(0)ontheRule Listpage.AllmessagesintheView messagelogfortheRulewillbedeleted.

RemembertoExportthemessagesfromtheView messagelogbeforeperformingtheeditifyouwanttoretainthesemessages.

Makethenecessarymodifications.•

∑Clickonthe• CANCELbuttonandyou’llbereturnedtotheRules Wizardscreen.

Whencomplete,clickonthe• SAVEbuttontosavethemodifications.

2.11.3 View messages captured by each Company Inbox Rule

Toviewthemessagesthathavebeencapturedbya•CompanyInboxrule,clicktheRules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed(Figure2.6).

∑FromtheRuleslist,clickthe• View messageicon attherightoftheRule.TheView Messages Listscreenisdisplayed(Figure2.11).

Figure2.11:ViewMessagesListscreen

FromtheView messagesscreenyouhavetheoptiontoDeletemessages,ReplywithaSMS,replywithaMMSorExportthemessagestoafile.ForMMSmessageswithmultimediacontentattachments,acontenticonisdisplayednexttothemessage.Topreviewthecontent,clickthecontenticontoopentheattachmentonyourPCorLaptop.

Exporting Messages

ToexportmessagesfromtheViewMessagesList:

Checkthecheckboxnexttothemessage(s)youwantto•Export.ThereisalsoaSelect alllinkatthebottomofthescreentoselectallmessages.

Clickthe• Exportlinkatthebottomofthescreen.TheFile Downloaddialogboxisdisplayed.

Clickthe• Savebutton.TheSave Asdialogboxisdisplayed.

Givethefileauniquenameandsaveit.The• Download Completedialogboxisdisplayed.TheselectedmessagesareexportedasaZIPfile.

Clickonthe• ClosebuttontoclosetheDownloadCompletedialogbox.

Ifyoueditarule,therulewillberesetanditscountwillbezero(0)ontheRule Listpage.AllmessagesintheView messagelogfortheRulewillbedeleted.

RemembertoExportthemessagesfromtheView messagelogbeforeperformingtheeditifyouwanttoretainthesemessages.

Replying to Messages

ToreplytomessagesintheViewMessagesList,checkthe•checkboxnexttothemessage(s)youwanttoreplyto.ThereisalsoaSelect alllinkatthebottomofthescreentoselectallmessages.

Clickthe• Reply SMSorReply MMSlinkatthebottomoftheInboxscreen.

The• Send SMSorSend MMSscreenisdisplayedwiththeTo:fieldpopulatedwiththemobilephonenumbersofthepersonwhosentthemessage(s).

Composeandsendthemessage.•

Deleting Messages

TodeletemessagesintheViewMessagesList,checkthe•checkboxnexttothemessage(s)youwanttodelete.ThereisalsoaSelect alllinkatthebottomofthescreentoselectallmessages.

Clickthe• DeletelinkatthebottomoftheInboxscreen.Aconfirmationmessagedisplays.

Click• OKifyouwanttopermanentlydeletethemessage.

Click• Cancelifyouwanttoretainthemessage.FromthispageyoualsohavelinksatthetopofthescreentoRules ListscreenandlinkstotheCompanyInboxandPersonalInbox.

Ifyoudelete,editorresetaruleallmessagesintheView message logfortheRulewillbedeleted.

RemembertoExportthemessagesfromtheView messagelogtoretainthesemessages.

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2.11.4 Deleting Company Inbox RulesClickthe• Rules WizardMenuOptionfromthenavigationarea.TheRules Wizardscreenisdisplayed.

FromtheRuleslist,clicktheDeleteicon• attherightoftheRuleyouwanttodelete.Aconfirmationmessageboxdisplays.

IfyoudeletearuleallmessagesintheView messagelogfortheRulewillbedeleted.

RemembertoExportthemessagesfromtheView message logbeforeperformingthedeleteifyouwanttoretainthesemessages.

Click• OKtodeletetheRulepermanently.

2.12 Managing Contacts ListsContactdetailssuchasnames,mobilenumbersandemailaddressescanbestoredinyourContactslists.

TheContactsMenuOptionscreenallowsthefollowing:

Searchforexistingcontacts•

Modifyordeletecontacts•

Addcontactstogroups•

Importlistsofcontactsfromafile•

Create,modifyanddeletecontactgroups.•

Theabilitytoadd,edit,anddeletecontactsandgroupsisdependentonthepermissionsgrantedtoyoubytheadministrator.Mostuserswillonlyhavepermissiontoadd,modifyanddeletecontactsfromtheirPersonalContactsonly.

Personalcontactdetailsarevisibleonlytothepersonwhocreatedthem.

2.12.1 Finding ContactsTherearetwomethodsofsearchingforcontacts:

1. QuicksearchusingtheQuickcontacts

2. AmoredetailedsearchusingtheSearchoptionsintheContactsMenuOptionsscreen.

Tofindacontact,selectthe• ContactsMenuOption.TheContactsscreenisdisplayed.

Toperformaquicksearch,usingtheQuickcontacts,select•therequiredcontactsorgroupradiobutton:

–CompanyContacts,CompanyGroups,PersonalContacts,PersonalGroup.ThelistofrecipientsintheselectedContactisdisplayedintheeditboxbelowtheSearchfield.

–SelectarecipientfromthelistdisplayedbelowtheSearchfield.

•Toselectmultipleindividualrecipients,press[Ctrl]thenLeftMouseClickontherequiredcontactsorgroups.Toselectablockofrecipients,press[Shift],thenLeftMouseClickontherequiredgroupofcontacts.

Figure2.12:ContactsMenuOptionscreen

Ifyouneedtosearchforarecipientintheaddressbook•listselected,typethefirstfewlettersofthenameintheSearcheditbox,andselecttherequirednamefromthelist.

To perform a more detailed search:

Fromthe• My Company Contactsselectfromthedrop-downlistthefieldtosearch:

–Firstname,Surname,Mobile,Email

–Entertextornumbersintheadjacenttextbox,andclicktheSEARCHbutton.

2.12.2 Modifying ContactsTomodifyapersonalcontact’sdetails,searchforthe•contact.

ClicktheEditicon• totherightofthecontactyouwishtomodify.TheContact’sdetailsarepopulatedinthetopoftheContactsscreen.

Maketherequiredmodificationsandclickonthe• SAVEbutton.Amessagestatingthatthecontact’sdetailshavebeensuccessfullyupdatedisdisplayed.

Click• OKtoclosethemessagebox.

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2.12.3 Deleting Personal ContactsTodeleteacontactfromtheaddressbook,searchforthe•contact.

Checkthecheckbox(s)totheleftoftheContact(s)you•wishtodelete.

Clickthe• Delete Contactlinkatthebottomofthescreen.Aconfirmationdialogboxisdisplayed.

Ifyoudonotwishtoproceedwiththedeletion,click•CANCELtoretainthecontact.

Click• OKtodeletethecontact.

Click• OKtoclosethemessagebox.

2.12.4 Adding ContactsAddbothcompanyandpersonalcontactsusingtheContactsMenuOptionscreen.Youcanadddetailssuchasthefirstname,surname,mobilenumberandemailaddressofacontact.

Selectthe• ContactsMenuOption.

Selectthe• PersonaltabtoaddaPersonalContact.

Completethefollowingdetails:FirstName,Surname,•MobileNumber,Email(Optional).

Toaddthecontacttoagroupotherthanthedefault,•selecttherequiredgroupfromtheAdd to groupdrop-downlist.

Clickthe• SAVEbutton.Amessagestatingthatthecontacthasbeensuccessfullyaddedtotheaddressbook(orgroupnominatedbyyou)isdisplayed.

Click• OKtoclosethemessagebox.

Iftherearenocontactgroups,thenewcontactcanbeaddedtoagroupontheModifyPersonalGroupsscreenatalaterstage.RefertoSection:

2.12.5 Importing ContactsImportingcontactsisatimesavingmethodofaddingcompanyandpersonalcontactstoGroups.ThecontactdetailsmustbeimportedfromaCSVfile.RefertoAppendix8–CreatingaCSVfile.

TheCSVfilemustcontainthefollowingfieldsinthefollowingorder:firstname,surname,andmobilenumber.Anemailaddressisoptional.

ToimportcontactGroupdetails;fromtheContactsMenuOptionscreen,selectthePersonalorCompanytab,thenclicktheGroupslink.TheContacts Groupsscreenisdisplayed.

Clickonthe• BROWSEbuttontolocatetheCSVfile.TheChoose filewindowisdisplayed.

BrowseandselecttheCSVfileyouwishtoimport,then•clicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttotheBROWSEbutton.

Toselectagroupotherthanthedefault,selectagroup•fromtheSelect a group to add contacts to:drop-downlist.

Becauseimportedcontactsareonlyaddedtotheselectedcontactgroup,itisrecommendedtoaddallimportedcontactstotheDefaultgroup.YoucanusetheModifyPersonalGroupsscreenlatertomovethecontactsintogroups.RefertoSection:2.12.6ModifyingRecipientGroups.

ToimporttheCSVfileandpopulatethecontactaddress•book,clickontheLOADbutton.Ascreendisplayswhetherthecontactshavebeenaddedsuccessfullyornot.

Tocorrectanyerrorsormakechanges,besuretomodify•theCSVfileandloadthefileagain.

2.12.6 Modifying Recipient GroupsMessagerecipientgroupsareusefulwhensendingthesamemessagetoagroup.Eachpersoncanbelongtomorethanonegoup.PersonalRecipientgroupsareonlyvisibletotheuserwhocreatedthem.

2.12.7 Creating a New Group and Adding ContactsFromthe• ContactsMenuOptionscreen,selectthePersonalorCompanytab,clicktheGroupslink.

Inthe• New Groupeditbox,enterthenameofthenewgroup,andclickontheSAVEbutton.Thenewgroup’snameisnowavailableintheGroupdrop-downlists.

SelectGrouptobemodifiedfromthe• Group Namedrop-downlist.Thegoupsarelistedalphabeticallyandthefirstgroupinthelistisdisplayedbydefault.SelectthenewGroupnamejustcreated.

Figure2.13:ContactsGroupsScreen

Fromthe• Contacts listontherighthandsideselecttheContactsyouwanttoaddtotheGroup.

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Multiplerecipientscanbeselectedbyusingthe[Ctrl]+LeftMouseClickforindividualselections,orthe[Shift]+LeftMouseClickforablockselection.

Ifthelistofavailablecontactsislongandthecontactrequiredislistedtowardsthebottom,searchforthecontactbyenteringthecontactnameintheSearcheditbox.

Oncegroupmembershavebeenadded,clickonthe• Save Group linkatthebottomofthescreen.

AconfirmationmessageisdisplayedthattheContacts•havebeenaddedtotheGroup.

Toaddmorecontactslater,selectthegroupfromthe•Group Namedrop-downlist,andselectthecontact(s)fromtheRecipientslistontherighthandsideandclicktheADDbutton.

Whenfinished,clickthe• Save Grouplinkatthebottomofthescreen.

Renaming Groups

Fromthe• ContactsMenuOptionscreen,selectthegroupintheRename Groupdrop-downlist.

Enterthenewnameinthe• Change toeditbox.

Clickthe• SAVEbutton.Thegroupisrenamed.

Removing Contacts From Groups

Fromthe• My Company Groupssection,selectGrouptobemodifiedfromtheGroup Namedrop-downlist.ThegroupsarelistedalphabeticallyintheGroup Namedrop-downlistandthefirstgroupinthelistisdisplayedbydefault.NothingwillbedisplayediftherearenogroupsintheContactsGroupslist.

Toremovecontacts,selectthecontact(s)fromtheleft•handsideRecipientslistandclickREMOVE.

Whenfinishedremovingcontacts,clickthe•Save Group link.

Deleting a Group

Fromthe• ContactsMenuOptionscreen,selectthePersonalorCompanytabandclicktheGroupslink.

FromtheMyCompanyGroupssectionofthescreen,•selecttheGrouptobedeletedfromtheGroup Namedrop-downlist.ThegroupsarelistedalphabeticallyintheGroup Namedrop-downlistandthefirstgroupinthelistisdisplayedbydefault.SelectthenewGroupnamejustcreated.

Clickonthe• Delete Grouplinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.

Topermanentlydeletethegroup,click• OK.ThecontactgroupisdeletedfromtheContacts Grouplist.However,thecontactswhoweremembersofthisgrouparenotdeletedfromtheContactslists.

Click• OKtoclosethemessagebox.

2.13 Using the LibraryTheLibraryMenuOptionsscreenallowsyouto:

CreatenewSMSandMMStemplatesandmodifyexisting•Personaltemplates(RefertoSection).

Viewandmodifysavedmessages.•

Viewandaddmultimediacontentforusewhen•composingMMSmessages.

ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanadd,editordeletePersonaltemplates.

YoucanalsosavemessagescomposedintheSendSMSorSendMMSscreensastemplatesbychoosingtheSaveasdrop-downTemplateoption(s)onthesescreens.

2.13.1 Managing Personal TemplatesTemplatesofferatimesavingmethodofsendingthesamemessageonaregularbasis.Youcanmodifypersonaltemplates,providedyouhavethepermissionrequired.

Figure2.14:PersonalTemplatesScreen

Creating New Personal Templates

Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheTemplateslink.ThePersonalorCompanytemplatesscreenisdisplayed(Figure2.14).

Selectthe• New SMS TemplateorNew MMS Templatelinkatthebottomofthescreen.

Eitherthe• SMS Template creationscreenortheMMS Template creation screenisdisplayed.

Enteratitleforthetemplateinthe• Title:textarea.

Selectanexistingtemplatefromthe• Select Template drop-downlistorcomposeyourownmessageintheCompose Messagetextarea.

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Remembermessageshavealimitof160charactersforasingleSMS.IfyouhavepermissionstosendLongSMSmessagesthenumberofSMSmessagesisdisplayedinthebrackets()nexttothecharactersremainingcount.

Toclearalltextinthetextarea,clickthe• CLEARbutton.

Whenyouhavecompletedyourtemplate,clickonthe•SAVEbuttontosaveit.

Clickthe• BACKbuttontoreturntotheTemplateslisttochooseadifferenttemplate.

Enteratitleforthetemplateinthe• Title:textarea.

Figure2.15:MMSTemplateCreationScreen

Modifying Existing Templates

Fromthe• LibraryMenuOptions,selectthePersonalorCompanytabandclicktheTemplateslink.

ThePersonalorCompanytemplatesscreenisdisplayed.•SelecttheModify Existingbutton.

FromtheTemplatelist,clicktheEditicon• attherightofthetemplatetomodify.

The• SMS Template creationorMMS Template creationscreenisdisplayedwiththeselectedtemplate.

Makenecessarymodifications.•

Toclearallcontentinthetemplate,clickonthe•CLEARbutton.

Whencomplete,clickonthe• SAVEbuttontosavethemodifications.

Deleting Templates

Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclickonTemplates.

The• PersonalorCompanytemplatesscreenisdisplayed.

ChecktheCheckboxattheleftoftheTemplate(s)you•wanttodelete.

Clickonthe• Deletelinkatthebottomofthescreen.

Click• OKtodeletethetemplate(s)permanently.

2.13.2 Managing Personal MessagesTheLibraryMenuOptionsscreenallowsyoutoviewandedityourstoredmessagessavedfromtheSend SMSorSend MMSscreens.DuringthecomposingofmessagesyouhavetheoptiontosavethemessageasaPersonal messageorCompany messagefromtheSave asdrop-downlistonthesescreens.

ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanadd,editordeletePersonalorCompanymessages.

Figure2.16:MessagesScreen

Viewing Personal Messages

FromtheLibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMessageslink.ThePersonalorCompanymessagesscreenisdisplayed.

Clickthepreviewicon• totherightoftheMessageyouwanttopreview.

TheMessageispreviewedinthe• Message Previewareaattheleftofthescreen.

Using Saved Messages

From• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMessageslink.

ThePersonalorCompanymessagesscreenisdisplayed.•

ClicktheEditicon• totherightoftheMessageyouwanttomodify.

The• Send SMS orSend MMSscreenisdisplayedwithyoursavedmessagecontentsdisplayed.

Youarenowabletocontinuewiththecompositionofthe•retrievedmessage.

Deleting Saved Messages

Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclickMessages.

The• PersonalorCompanyMessagesscreenisdisplayed.

ChecktheCheckboxattheleftoftheMessage(s)youwant•todelete.

Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.

Click• OKtodeletetheMessage(s)permanently.

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2.13.3 Managing Personal Multimedia ContentTheLibraryMenuOptionsscreenallowsyoutostoremultimediacontentforuseduringthecomposingofMMSmessagesfromtheSend MMSscreenandtheDesktopClient.

Figure2.17:MultimediaContentscreenThumbnailview

Adding Multimedia Content

FromtheLibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMultimedia Contentlink.ThePersonalorCompanyMultimediascreenisdisplayed,intheThumbnailviewbydefault.TheCompany Multimedia ContentscreenThumbnailviewisshowninFigure2.17.

Clickthe• ListlinkatthetoprightoftheMultimedia ContentscreentodisplaytheListview.

Clickthe• BROWSEbottomtotherightoftheAdd New Content textbox.Browseandselectthefileyouwishtoadd,thenclicktheOpenbutton.

Thefilepathisdisplayedinthetextboxnexttothe•BROWSEbutton.

EnteranamefortheContentinthe• Descriptive Nametextbox.

Clickthe• ADDbuttontosavetheContenttotheLibrary.

Deleting Multimedia Content

Fromthe• LibraryMenuOptionsscreen,selectthePersonalorCompanytabandclicktheMultimedia Contentlink.

ThePersonalorCompanyMultimediascreenisdisplayed,•intheThumbnailviewbydefault.

ChecktheCheckboxatthebottomoftheThumbnailorat•theleftoftheContent,whenintheListview,thatyouwanttodelete.

Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.ClickOKtodeletethemultimediacontent(s)permanently.

2.14 Viewing and Modifying Scheduled MessagesTheScheduledMessagesMenuscreendisplaysallscheduledmessagesuntilduefordelivery.Thisprovidesausefulwayofkeepingtrackofconfiguredschedules.OncethemessageshavebeendeliveredtheycanbeviewedontheSentMenuOptionsscreen.RefertoSection:

Viewing Scheduled Messages

ClicktheScheduled MessagesMenuOptions.TheScheduled MessagesMenuOptionsscreenisdisplayed.InformationrelatingtothescheduledmessageisdisplayedundertheTYPE,MESSAGEandSCHEDULE INFORMATIONcolumns.Thedateandtimedisplayedindicatewhenthescheduleisduefordelivery.

Modifying Scheduled Messages

Clickthe• Scheduled MessagesMenuOptionstodisplaytheScheduled MessagesMenuscreen.

Clickonthe• MODIFYbuttonnexttothemessage.TheSend SMSorSend MMSscreenisdisplayeddependingonthescheduledmessagetypeshowingthecomposedmessageandscheduledsettings.

Addordeleterecipientsormakechangestothemessage•ifrequired.

Modifytheexistingschedule,ifrequired.RefertoSection:•

Clickthe• CANCELbuttontocleartheMessage Composerareasandscheduledsettingstostartagain

Clickonthe• SAVEbuttontosavethemodifications.Aconfirmationmessageboxdisplays.

Click• OKtosavethechangestothescheduledmessage.

Deleting Scheduled Messages

Clickthe• Scheduled MessagesMenuOptionstodisplaytheScheduled MessagesMenuscreen.

Clickonthe• DELETEbuttontotherightofthescheduledmessage.

Click• OKtodeletethemessagepermanentlyfromtheScheduled Messagelist.

2.14.1 Viewing the Sent MessagesTheSentMenuOptionsscreenstoresalistofallmessagessentoverthelastthreemonths.Themessagelogbehavesinmuchthesamewayasthesentitemsfolderinanemailapplication.Messagescanbesearchedusingavarietyofparameters,egdate,name,mobilenumberormessagetext.

Thepermissionsgrantedpermityoutoseeeitherallsentmessages,oronlythosesentbyyou.

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Tosearchformessagesandviewmessagedetails:

Selectthe• SentMenuOptions.TheSent Messagesscreendisplays.

Definethedaterangebyselectingdatesfromthe• Date From:andTo:drop-downlists.

Tosearchby• Recipient Name,Mobile NumberorMessage Text,selecttheoptionfromthedrop-downlistandentertheword(s)ornumberintheadjacenttextbox.

Clickthe• SEARCHbuttontoretrievethesearch.Thebottompartofthescreenispopulatedwiththesearchresults.

EachmessagesentthroughTelstraDesktopMessagingisassignedauniqueID.

Toviewthedetailsofasentmessage,clickontheView•Messagesicon inthemostrightcolumn.Detailssuchasmessagetext,recipientname,numberandmessagestatusaredisplayed.

Todoanothersearch,re-selectand/orentersearchdetails•andclicktheSEARCHbutton.

2.15 Changing The Password

Clickthe• Adminlink.TheADMIN Change Passwordscreenisdisplayed.

Typeyourcurrentpasswordintothe• Old Password:editbox.

Typeyournewpasswordintothe• New Password:editbox.

Confirmyournewpasswordbyretypingitinthe• Confirm Password:editbox.Thisisdonetoensureyouhavenotmadeamistakewhileenteringthenewpassword.

YoucannotcopyandpastethenewpasswordintotheConfirm Passwordeditbox.Itmustberetypedmanually.

Clickonthe• SAVEbutton.Yournewpasswordwilltakeeffectfromthenexttimeyoulogin.

3. Desktop ClientTheTelstraDesktopMessagingclientapplicationallowsyoutosendanSMS/MMStoamobilephoneuserwiththesimple“mobilephone”likeinterfacefromthedesktop,withouthavingtouseabrowser.Thisfeatureisparticularlyusefulfortypingandsendingquickmessagestosinglemobilephoneusers.

3.1 Software InstallationTousetheTelstraMessagingDesktopclient,youfirstneedtodownloadandinstallthedesktopsoftware.Gotohttps://onlinesms.telstra.com/login.do?do=display

1.Clickonthe“DownloadDesktopMessaging”iconintbebottomleftofthescreen.TheDesktopinstallerapplicationwillrequesttobedownloadedtoyourdesktop(6.9mb).

2.Oncethefilehasbeensaved,runtheDesktopMessagingInstallationApplicationfromyourdesktopandfollowthesteps/promptsoftheinstallationwizard(Figure3.1).

3.2 Desktop Client Log InWhentheDesktopClientisfirstsetup,youarepromptedtoenteryourusernameandpassword.Theseareusedtoauthenticateyourlogineachtime.

Ifyouoptedtouseausernameandpasswordforauto-login,thenloggingintotheDesktopClienthappensautomaticallywheneveryoubootupyourPCorlaptop.Youwillnotbepromptedtologintotheapplicationseparately.Ifyoudidnotopttouseausernameandpasswordforauto-login,youwillneedtologineachtimeyoulaunchtheDesktopClient.

IfthefollowingmessageisdisplayedwhenyoubootupyourPC:‘Youdonothavesufficientpermissionstologin,pleasecontactyourTelstraDesktopMessagingSystemAdministrator’,thiscouldbeduetooneofthefollowing:• TheTelstraDesktopMessagingserverisnot

functionaloroperational.• Theusername/passwordcombinationis

notvalid.• Theuserdoesnothavesufficientpermissions

tousetheDesktopclient.

1.TologintotheDesktopClientclickontheDesktopMessagingicononyourdesktop.TheLOGINscreenwillbedisplayed.

2.EnteryourUsernameandPasswordandclicktheOKbutton.TheDesktopClientStartUpscreenisdisplayed(seeFigure3.1DesktopClientStartUpScreen).Youarenowreadytobeginsendingmessages.

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i Ifyouforgetyourpassword,clickontheRESENDButton.Yourpasswordwillbeemailedtoyourregisteredemailaddress.

3.3 Desktop Client Start Up Screen

Figure3.1:DesktopClientStartUpScreen

Figure3.1showstheClientDesktopStartUpscreenwhichisdisplayedwhentheapplicationislaunchedorafteryoulogin.

3.4 Exiting the ApplicationTologoutoftheDesktopClient,clickontheLOGOUTbuttonintheStartUpscreen.ThiswillendyourusersessionbutwillleavetheapplicationopenattheLoginscreenforanotherusertologin.ToclosetheDesktopClientapplication,clickontheEXITbuttonintheStartUpscreen.

3.5 Sending SMS/MMS MessagesSendinganSMSmessageusingtheDesktopClientconsistsofthefollowingsteps:

Accessingthe• Sendingscreen

IfMMS,thenselecttheMMSmode•

Selectingtherecipients•

ComposingtheSMSmessageorcomposethe1slideMMS•message

Selectingwhererepliesaretobesent•

Sendingthemessage.•

3.5.1 Access the Sending screenInthestartupscreen,clickonthe• NEWbutton.Alternatively,youcanselectSend a MessagefromtheActionsmenuanywhereintheapplication.TheSendingscreenisdisplayedinthesendSMSmode.

Clickthe• Mode SMSbuttontochangetosendMMSmode.TheSendingscreenisdisplayedinsendMMSmode.

Whenthe• SendingscreenisinsendMMSmodetheModebuttonwilldisplayMMS .

3.5.2 Compose the MMS messageInthe• Enter Message Textfield,typeyourtextmessagefortheMMSmessage.

Youcanusemouseright-clicktoaccessCut,CopyandPastefunctionsasyouarewritingyourmessage.

TheCharactersfieldindicatesthenumberofcharactersyouhaveentered.

Toattachmultimediacontent,clickthe• Attach multimedia “Paper-clip”button .

Ifyouhavepermissionstousethe• Librarycontent,fromtheLibrarydrop-downlistselectpersonalorcompany.ThelistofmultimediacontentitemsfromthechosenLibrarywillbelisted.SelecttherequiredLibraryitemandclicktheOKbutton.

The• RefreshbuttonmanuallyupdatestheLibrarycontentlistfromtheTelstraDesktopMessagingserver.ClickthisifcontenthasjustbeenaddedtotheLibraryanditdoesnotappearinthelist.

Clickthe• Cancelbuttontoreturntothesendingscreen,or

IfyouwanttouploadfromyourlocalPCorLaptop,click•theFrom file…button.

The• Select Attachmentscreenisdisplayed.

Browsefortherequiredfileandclickthe• Openbutton.

Thefollowing• Send MMSscreenisdisplayed.

Figure3.2:DesktopClientSendMMSwithattachmentScreen

Displaysserverconnection

UseAddressbuttontolaunchSynchroniseAddressBooksscreen

UsethisbuttontolaunchscreenwhereyoucancreateandsendaSMSorMMS.SeeFigure3.3.

Usetologoutoftheapplication

Usetoexittheapplication

Clockdisplaystimeinhh:mmorhh:mm:ssformatdependingontheconfiguration

UsetolaunchOptionswindowwhereyoucanconfiguretheDesktopClientsettings

UsetolaunchViewMessagesscreenwhereyoucanviewallsentmessages

Inboxstatus Mainmenu

TextControlIndicator

Deletemultimediabutton

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Theattachmentofmultimediacontentisindicatedbythe•Attach multimedia “Paper-clip”buttonbeingreplacedbytheDelete multimedia “Rubbish-bin”button .

Ifyouplaceyourcursoroverthisbuttonthefilenameof•theattachedcontentisdisplayed.

Whentextisenteredintothetextcompositionareaand•multimediacontentisattachedtheText Control Indicator isdisplayedtotherightofthetextcompositionarea.

Bydefaultthetextbelow,• red arrow ,isdisplayedindicatingthatthetextwillappearbelowanyimageorvideocontentontheMMSslide.

Clickthearrowicontoswitchtothetextabove,• green arrow,thisindicatesthatthetextwillappearabovetheimageor

videocontentontheMMSslide.Youcantogglethetextcontrolpositionbypressingthedisplayedarrowicon.

3.5.3 Select where to have replies sentClickontheicontotherightoftheReplytolabel(inthe•Sendingscreen)todisplaytheoneyourequireasshownintheTable3.1.

Table3.1:DesktopClientReplyPathIcons

3.5.4 Select recipientsEnteranewmobilenumberinthe• Enter Recipientsfield.

Ifyouareenteringmorethanonephonenumber,ensurethatyouseparateeachnumberwithasemi-colon(;).

Whenenteringmobilenumbers,ensureyouuseoneofthefollowingformats:• FullNationalNumber(FNN)format:

eg0418123456• InternationalNumberformat:eg61418123456• E164format:61418123456

Toselectapreviouslyusednumber,clickonthedown•arrowtotherightoftheEnter Recipientsfield.ThePrev. Usedscreendisplaysthelastpreviouslyusedmobilephonenumbersorrecipients,uptoamaximumof10.

Selecttherequirednumber(s)andclick• OKtoreturntothepreviousscreen.Theselectednumbersaredisplayedinthe Enter Recipientsfield.

Ifyouwanttoreturntothepreviousscreenwithout•selectinganynumbers,clickontheCANCELbutton,orclickontheuparrowtotherightofthefield.

IfthemobilephonenumberinthePrev.Usedlistshasacorrespondingentryinalinkedaddressbook,thenthenameoftherecipientisdisplayeds,notthemobilenumber.Iftherearemultipleaddressbookentriesforthesamemobilenumber,thenthefirstaddressbookentryisdisplayed.

ToselectarecipientfromanAddressbook,clickonthe•AddressbookbuttonintheSendingscreen.TheAddressBookRecipientsscreenisdisplayed.

FromtheAddressbookfield,choosetheaddressbookyou•require.TheContact Name/Mobile Numberfieldsarepopulatedwithcontactsintheselectedaddressbook.

Selecttherequiredcontact(s)andclickthe• Add>>button.ThecontactsareaddedtotheMessage Recipientsfield.

–ToremoveacontactfromtheMessage Recipientsfield,selectthecontactandclickontheRemovebutton.

Whenyouhaveselectedrequiredrecipients,clickonthe•OKbutton.TheSendingscreenisredisplayed.

Icon Meaning Function

Mobilephone

Selectthistohaverepliessenttoadesignatedmobilephone.ThisisthemobilenumberthatisregisteredinyourTelstraDesktopMessagingaccount.NB:Tochangeyourregisteredmobilephonenumber,youwillneedtocontactyourSystemAdministrator.

PersonalInbox

SelectthistohaverepliessenttoyourPersonalInbox.ThemobilenumberforyourPersonalInboxisdrawnfromapoolofnumbers,andchangeseachtimeyousendamessage.Astherecipientwillnotrecognisethisnumber,itisrecommendedtoidentifyyourselfinyourSMSmessage.YoucanonlyusethisoptionifyouhavebeengrantedpermissiontohaveaPersonalInbox.

CompanyInbox

SelectthistohaverepliessenttoyourCompanyInbox.ThemobilenumberfortheCompanyInboxisalwaysthesame.Astherecipientmaynotrecognisethisnumber,itmaybenecessarytoidentifyyourselfinyourSMSmessage.YoucanonlyusethisoptionifyouhavebeengrantedpermissiontousetheCompanyInbox.

Emailaddress

SelectthistohaverepliessenttotheemailaddressthatyouspecifiedinyourTelstraDesktopMessagingaccount.Astherecipientwillnotrecognisethenumberthatappearsontheirhandset,itisrecommendedtoidentifyyourselfinyourSMSmessage.

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3.5.5 Send the messageClickonthe• SENDbutton.Aspinningenvelopedenotesthatthemessageisbeingsent.Whenthemessageissent,theStart Upscreenisredisplayed(seeFigure3.1).

FromthesendSMSorMMSscreens,clickingthemodebuttonwillswitchmodesYouwillbepromptedifanycomposedmessagecontentwillbealteredduringtheswitchofsendingmodes.

FromthesendSMSscreen,clickingtheAttach “Paper-clip”buttonwillautomaticallyswitchtothesendMMSmodewhenmultimediacontentisattached.

3.6 Viewing Sent MessagesToviewallmessagessentfromtheDesktopClient:

Inthe• Start Upscreen,clickontheLOGbutton.Alternatively,youcanselectView MessagesfromtheActionsmenu,fromanywhereintheapplication.TheView Messagesscreenisdisplayed.Thisscreendisplaystherecipient’smobilenumberorname(Destinationfield),thedateandtimethemessagewassent(Sentfield),themessagetext(Textfield)andthenumberofrecipients(Recipientsfield).

Toviewfurtherdetailsofamessage,selectthemessage•andclickontheViewbutton.TheMessage Detailsscreenisdisplayed.

ThisdisplaysfurtherdetailssuchastheUsernameofthesender,theReply path,andtheResultofthemessagesubmission.

Click• OKtoclosethisscreen.

Click• CanceltoclosetheViewMessagescreenandreturntotheSendingscreen.

3.7 Viewing Reply MessagesNewInboxmessagesareflaggedbyanicon whichappearsonthetopleftoftheDesktopClientscreen.

Clickonthe• icon.ThislaunchestheTelstraDesktopMessagingInboxinanewbrowserwindow.

RefertoSection:3.3DesktopClientStartUpScreen.•

Ifyouraccountdetails(ieusernameandpassword)arenotthesameasthoseusedintheTelstraDesktopMessagingapplication,thenyouwillnotbeabletoaccesstheInboxandwillbereturnedtotheDesktopClientapplication.

IfyourInboxcontainsnonewunreadmessagestheopenenvelopicon isdisplayed.YoucanstillclickthisicontolaunchtheTelstraDesktopMessagingInboxinanewbrowserwindow

3.8 Using Address BooksTheDesktopClientprovideslinkagetotheTelstraDesktopMessagingPersonalandCompanyContactsthathavebeensetupintheTelstraDesktopMessagingapplication.ItalsoallowsyoutousetheOutlookGlobalAddressListandOutlookPersonalContactsListsforthesamepurpose.ThismeansthatwhenyoucreateyourmessagesintheSMSDesktopClient,youcanselectrecipientsfromtheseaddressbooks.

Onceyouhaveselectedtheaddressbooks,youthenhavetheoptionofsynchronisingtheaddressbook(s)selected.Synchronisingtheaddressbookswillensurethatyouhaveaccesstothelatestversionoftheaddressbook.

TousetheOutlookGlobalAddressList,youmusthaveMS-Outlookopenatthetimeyousendtheamessage.

Fromthe• Toolsmenu,selectManage Address Books.TheAddress Books In Usescreenisdisplayed.

Checkthecheckboxnexttotheaddressbooksyouwish•touse.

Clickonthe• OKbuttontoclosethescreenandsavetheaddressbooksettings.

3.8.1 Synchronising Address BooksTosynchroniseaddressbooks,fromthe• Toolsmenu,selectSynchronise Address Books.TheSynchronise Address Booksscreendisplays.

Checkthecheckboxnexttotheaddressbooksyouwish•touse.

Clickonthe• OKbuttontoclosethedialogboxandsynchronisetheselectedaddressbooks.

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3.9 Configuring OptionsSettings,suchassecurityandaddressbooksettings,arenormallyconfiguredwhentheapplicationisfirstinstalled.However,youcanalterthesesettingsatanytimeusingtheOptionsfunction.

Inthe• Start upscreen,clickontheAdminbutton orselectOptions…fromtheToolsmenufromanywhereintheapplication.TheOptionsscreenisdisplayed.TheCommunicationstabdefaults.

YoushouldnotmakeanychangestoyourCommunicationssettings.

Whenyouhavecompletedconfiguringyouroptions,click•ontheOKbuttontosavethenewsettings.

RefertoAppendix2–DesktopClientAddressBooks•Settingsforadescriptionoftheconfigurableaddressbooksettings.

RefertoAppendix3–DesktopClientAppearanceSettings•foradescriptionoftheconfigurableappearancesettings.

RefertoAppendix4–DesktopClientMessageSending•andStoreSettingsforadescriptionoftheconfigurablemessagesendingandstoresettings.

RefertoAppendix5–DesktopClientSecurityandSound•Settingsforadescriptionoftheconfigurablesecurityandsoundsettings.

3.10 Desktop Client System CompatibilityTheDesktopClientiscompatiblewithMicrosoftWindows®98,2000,ME,XPandNTforWorkgroups4.0.

TheDesktopClientiscompatiblewithMicrosoftOutlook97,2000andOutlookXP/2002.

4. Email Plug-ins for Outlook and Lotus NotesTelstraDesktopMessaginghasanoptionaldesktopapplicationthatallowsyoutosendanSMS/MMStoamobilephoneuserwithouthavingtouseabrowserorthedesktopclient.Tousethisfeatureyouneedtodownloadandinstalltheapplicabledesktopclientplug-insoftwareforOutlookand/orLotusNotesandyoualsoneedtoalreadyhaveaTelstraDesktopMessagingaccountsetup.

4.1 Long SMS MessagesAnSMSmessagecanconsistofanumberofmessageparts.Thefirstpartofamessageconsistsofupto160characters.IfyouhavenotenabledlongSMS,youwillonlybeabletosendamessageinonepart.

IfyouhaveenabledlongSMSsending,youwillbeabletosendamessagewithupto10parts.Subsequentpartscaneachcontainslightlyfewerthan160characters.Whencomposingamessagethatspansmorethanonepart,thetextisdisplayedasawhole,notinseparateparts.However,therecipientwillreceivethemessageeitherinseparateconsecutiveparts,orconcatenated,dependingontheirhandset.RefertoSection:

4.2 Software InstallationTousetheTelstraMessagingEmailclient,youfirstneedtodownloadandinstalltheemailclientsoftware.Gotohttps://onlinesms.telstra.com/login.do?do=display

Figure4.1:DesktopMessagingClientSetup

Clickonthe“DownloadDesktopMessaging”iconintbe•bottomleftofthescreen.

SaveandruntheDesktopMessagingInstallation•Applicationfromyourdesktop.Youwillbepromptedwiththeinstallationwizard.

Choosethe“Completeinstalloption”whichwillinstall•therequiredplug-intoyouremailsoftware.NB:Re-runthesetupprogramifyouneedtoremove/upgradeapreviousinstallation(Figure4.1).

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4.3 Sending SMS Messages Using an Email ClientTosendanSMSmessage:

1. LaunchMicrosoftOutlook(orLotusNotes™).

2. Clickonthe iconinthetoplefthandcornerofthescreen.TheNew SMSscreenwillbedisplayed.

IfusingLotusNotes,youcanalsoselecttheNew SMSfromtheActionsmenu.

3. Typetherecipient’smobilenumberdirectlyintotheeditboxnexttothe“To:”button.

Whenenteringmobilenumbers,ensureyouuseoneofthefollowingformats:• FullNationalNumber(FNN)format: eg0418123456• InternationalNumberformat:eg61418123456• E164format:61418123456

Ifyouareenteringmorethanonemobilenumber,typeasemi-colon(;)betweenthenumbers.

Whenyouenteramobilenumberthatcorrespondsexactlytoanumberthatisalreadyinthelinkedaddressbook,themobilenumberwillautomaticallybereplacedbytheaddressbookitem.

4. ToselectrecipientsfromanOutlook/Notesaddressbook,clickonthe“To:”button.TheSelect Namesscreenwillbedisplayed.

OnlyentriesintheaddressbookwhichhaveamobilephonenumberenteredintheappropriatefieldwillbeincludedintheSelect Nameslist.

TheDesktopClientPlug-insforOutlookandLotusNotescannotaccesstheTelstraDesktopMessagingapplicationContactslists,onlytheaddressbookswithintheemailapplicationitself.

5. Selecttherecipient’snameintheNamecolumnandclickonthe“To:”button.Therecipientisaddedtothe SMS Message Recipientsfield.

6. ClickOKwhenyouhaveaddedallrequiredrecipients.TheNew SMSscreenisredisplayed.

7. IntheReply Todrop-downlist,selectwhereyouwouldlikereplySMSmessagestobesent,egmobilehandsetoremailaddress.

Thisselectionwillover-ridethedefaultreplypath.

8. Intheeditbox,typeyourSMSmessage.

Themaximumnumberofcharactersforthefirstpartofthemessageis160.IfyouhaveenabledlongSMSsendingandyougooverthisamount,themessagewillbesentintwoormoreparts.

Tocut,copyorpastetext,youcanusethestandardeditbuttononthetoolbar.Alternatively,youcanaccesstheeditmenubyright-clickingwithintheeditboxandselectanoptionfromthepop-upmenu.Otheroptionsavailableare‘Undo’and‘SelectAll’.

9. Ifyouwishtodiscardthemessage,clickonthe buttononthetoolbar.ClickontheYesbuttontodiscardthemessage.

10.Whenyouhavecompletedyourmessage,clickontheSendbutton.ThemessageissentusingtheemailfacilityofthehostingOutlook/Notesapplication.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.

Whenamessageissentsuccessfully,theuser’sTelstraDesktopMessagingCreditBalanceisdecreasedbythenumberofmessagepartsusedtimesthenumberofrecipients.

IfyoudonothavetherequiredpermissionstosendaparticularSMS,youwillreceiveanemailindicatingthattheoperationwasunsuccessful.

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4.4 Configuring System SettingsYoucanchangevarioussettingsoftheDesktopClientPlug-insforOutlookandLotusNotesapplication.Forexample,youcanmodifyyourlogindetails,orenablethelongSMSsendingfeature.Tomodifyyoursystemsettings:

LaunchMSOutlook(orLotusNotes).•

Clickonthe• iconinthetoplefthandcornerofthescreen.TheNew SMSscreenisdisplayed.

Clickonthe• buttononthetoolbar,orselectOptionsfromtheFilemenu,orselectConfigurationfromtheemailapplicationToolsmenu.TheTelstra Desktop Settings Business Settings screenisdisplayed.

Changethesettingsasrequired.•

RefertoAppendix6–EmailPlug-In:TelstraDesktopMessagingBusinessSettingsformoreinformation.

Youcannotchangeyourlogindetailsastheseareyourregisteredusernameandpassword.

Clickthe• OKbuttontosavethenewsettings.

4.5 System CompatibilityTelstraDesktopMessagingforOutlookandLotusNotesmailclientiscompatiblewithMicrosoftWindows2000andXPandwithMicrosoftOutlook2000,2003,OutlookXP,LotusNotes6.5and7.0.

4.6 Calendar RemindersIftheCalenderRemindersoptionsareenabledviatheTelstraDesktopMessagingBusinessSettings,youhavetheabilitytocomposethereminderSMStextintheremindermessageusingdynamicfieldsthatarepopulatedwhentheSMSmessageissent.Thetextcontentoftheremindermessagecancontainthefollowingplaceholdersthatwillbesubstitutedwithactualvalues(ie:thefieldsaredynamic)atthetimetheSMSmessageissent:

[n]–Wherenisanumber.Thisrepresentstheplaceawordoccupiesintheremindersubject.Forexample,ifthevalueinthefieldis[1]andtheappointmentsubjectisDentalAppointment,then[1]isreplacedwithDental.Ifthevalueinthefieldis[2],then[2]isreplacedwithAppointment.

[date] –Thedateofthestartofthereminder–(inthedd/mm/yyyyformat)

[time] –Thetimeofthestartofthereminder(inthehh:mm:ss,24-hourclockformat)

[location] –Thelocationtextofreminder

[subject]–Thesubjecttextofreminder

TheCalenderreminderSMSmessagetobesenttheCalenderreminderscheckbox(s)needstobecheckedintheTelstra Desktop Messaging Business settings, GeneralscreenandtheremindercheckboxneedstobecheckedintheOutlookorLotusNotesCalenderreminder.

Figure4.2:TelstraDesktopMessagingBusinessSettingsScreen

5. EmailSMSEmailSMSisafeatureoftheTelstraDesktopMessagingapplicationthatallowsyoutosendanSMS/MMStoamobilephonefromanyemailaccountwithouthavingtheDesktopClientPlug-InsforOutlookand/orLotusNotesinstalled.YoumustalreadyhaveaTelstraDesktopMessagingaccountsetupandtheemailaccountyouusemustbethesameastheoneregisteredintheTelstraDesktopMessagingapplication.

TousetheEmailSMSfeature,youmusthaveappropriatepermissions.

Ifyouhaveamessagecreditlimit,anymessagessentviaemailaredeductedfromyourremainingcredits.Whensendingmessagestomultiplerecipients,eachrecipientiscountedseparately.

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i RepliestoEmailSMSmessagesaresenttothesender’semailaddressonly.

Thereisalimitof160charactersperSMSmessagesentviaEmailSMS.

NoattachmentstoSMSmessagesarepermitted.Thesewillbeignored.

5.1 Sending SMS Messages Using EmailSMSTherearetwomethodsofsendingSMSmessagesusingEmailSMSdependingonwhetheryouaresendingthemessagetoasinglerecipientortomultiplerecipients.

5.1.1 Sending SMS Messages to a Single or Several Recipient

TosendanSMSmessagetoasingleorseveralrecipients,•openyouremailapplication.

Createanewmailmessage.•

Inthe• To…field,typetherecipient’smobilephonenumberfollowedby‘@onlinesms.telstra.com’.Example:0412897397@onlinesms.telstra.com

Inthesubjectlineorthebodyoftheemail,typeyour•messageuptoalimitof160characters.

Ifyouentermorethanonemobilephonenumber,separateentrieswithasemi-colon(;).

YoucanuseeitherplaintextorHTMLwhencreatinganSMSmessageforasinglerecipient.

UseeitherthesubjectlineorthebodyoftheemailtotypeyourSMSmessage.ThiswilldependonthepermissionsgrantedbytheSystemAdministrator.Refertosection:6.2.1Permissions.

Ifthereisadisclaimeroraconfidentialityclauseinthe•bodyoftheemail,youmustenter5‘*’or‘–’toseparatethesefromyourSMSmessage.Ifyoudonottype‘*****’or‘-----’,thenthedisclaimerorconfidentialityclausewillbeincludedwithinthe160characterspermittedforthemessage.

WhenyouhavecompletedyourSMSmessage,clickon•theSendbutton.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.

Figure5.1:EmailSMS–MultipleRecipientsFormat

5.1.2 Sending SMS Messages to Multiple RecipientsTosendanSMSmessagetomultiplerecipients,createa•newemailmessage.

Inthe• To…field,type‘smsdirect@onlinesms.telstra.com’

Ignorethesubjectline.•

Inthebodyoftheemail,type‘x–cellphone:[mobile•phonenumber]’foreachmobilephonenumber,usingaseparatelineforeachnumber.

Leaveaspacebetweenthecolon(:)andthemobilenumberandensuretherearenospacesbetweenthedigitsofthemobilenumberitself.

Leaveablankline.•

Typethetextofthemessageuptoalimitof•160characters.

Ifthereisadisclaimeroraconfidentialityclauseinthe•bodyoftheemail,youmustenter5‘*’or‘–‘toseparatethesefromyourSMSmessage.Ifyoudonottype‘*****’or‘-----‘,thenthedisclaimerorconfidentialityclausewillbeincludedwithinthe160characterspermittedforthemessage.

WhenyouhavecompletedyourSMSmessage,clickon•theSendbutton.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.

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5.1.3 Reply Path OverrideYourTelstraDesktopMessagingSystemAdministratormayhaveconfiguredyouraccounttosettheEmailSMSreplypathtobetheCompanyInbox.Ifthisisthecaseyoucanover-ridethereplypathforanEmailSMSmessagebyusingtheSubjectLineOverrideformatoftheBodyTextOverrideformat.

Openyouremailapplicationandcreateanewmail•message.

Inthe• To…field,type‘smsdirect@onlinesms.telstra.com’,

Inthesubjectlineorbodyoftheemail,type:•

1. Override-CompanyInboxfortheCompanyInboxtobethereplypath

2. Override-PersonalInboxforthePersonalInboxtobethereplypath

3. Override-PersonalMobileforthePersonalMobiletobethereplypath

4. Override-EmailAddressfortheEmailAddresstobethereplypath

Leaveablankline.•

Typethetextofthemessageuptoalimitof160•characters.

Ifthereisadisclaimeroraconfidentialityclauseinthe•bodyoftheemail,youmustenter5‘*’or‘–‘toseparatethesefromyourSMSmessage.Ifyoudonottype‘*****’or‘-----‘,thentheclausewillbeincludedwithinthe160characterspermittedforthemessage.

Clickonthe• Sendbutton.SentSMSmessageswillappearinyourSentfolderjustlikesentemails.

6. System Administrator GuidelinesThischapterisaimedattheSystemAdministratoroftheTelstraDesktopMessagingapplication.Itprovidesinstructionsonhowto:

1. Managegoups,costcentresandusers.

2. Runadministrationreports.

3. Managethecompanycontacts.

4. ManagethecompanyLibraryTemplates.

6.1 The Role of the System AdministratorAstheSystemsAdministratoroftheTelstraDesktopMessagingapplication,youareresponsibleforperformingtheinitialsetupsrequiredbeforeuserscanbegvenaccessaswellastheongoingmaintenanceofthesecapabilities.Theinitialsetupsrequiredincludeconfigurationof:

1. Usergroupsandpermissions

2. Costcentres

3. Users

4. Companycontacts

5. CompanyLibrarytemplates

TheAdminlinkonthetabatthetoprightoftheTelstraDesktopMessagingscreensishowtoaccesstheSystemAdministratorfunctions.ClicktheAdminlinkandtheAdminsubMenuOptionsaredisplayedintheMenuOptionsnavigationarea.

6.2 Managing GroupsTheGroupssubMenuOptionsscreenprovidesforthecreationofnewusergroupsandthemodificationofexistingusergroups.Thisfunctionenablesyoutodefinethepermissionsthatyouwillgranttogroupsofusers.Forexample,youmaywishtorestrictagroupofuser’sabilitytosendmessagestonon-companymobilephonenumbers,ortheirabilitytocreateormodifycompanytemplates.Alluserswhoaremembersofthesamegouphavethesamelevelofaccess.

6.2.1 PermissionsThereare8categoriesofpermissions.Theseare:

1. Provisioning

2. SendingMessages

3. EmailSMSMessages

4. SMSInbox

5. AddressBook

6. Templates

7. MessageLogs

8. AdministrationFunctions

Youdefinethepermissionsforagroupbyselecting,ordeselectingthecheckboxesandradiobuttonsnexttotherelevantpermissions.Radiobuttonswithinacategoryaremutuallyexclusive,thatis,youcanonlyselectoneradiobuttonwithinthecategory.

Thepermissionsoperateonarestrictivebasis.Usergroupsonlyhaveaccesstothepermissionsthathavebeenassignedtothem.RefertoAppendix:7AdministratorSettings:PermissionDescriptions.

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Figure6.1:AdminGroupsScreen

6.2.2 Adding a New GroupClickthe• AdmintabatthetoprighthandsideoftheTelstraDesktopMessagingscreen,theAdminsubmenuoptionslistwillbedisplayedintheMenuOptionnavigationarea.ClicktheGroupssubmenuoption.TheADMIN GROUPSscreenisdisplayed.

Inthe• Group Namedrop-downlist,selectNew Group.

Inthe• New Group Namefield,enterthenameofthenewgroup.

Selectthepermissionsthatyouwishtograntthisgroup•ofusers.RefertoSection:6.2.1Permissionsforadescriptionofthepermissions.

Clickonthe• SAVEbuttonatthebottomofthescreen.Amessagestatingthatthegouphasbeensuccessfullyaddedisdisplayed.

Click• OKtoclosethemessagebox.

6.2.3 Modifying a GroupClickthe• AdmintabatthetoprighthandsideoftheTelstraDesktopMessagingscreen,theAdminsubmenuoptionslistwillbedisplayedintheMenuOptionnavigationarea.ClicktheGroupssubmenuoption.TheADMIN GROUPSscreenisdisplayed(seeFigure6.1).

Fromthe• Group Namedrop-downlist,selectthegoupthatyouwishtomodify.Thepermissionsforthegoupselectedaredisplayed.

Maketherequiredmodifications.•

Clickthe• CANCELbuttontoreverttopreviouschanges.

Clickthe• SAVEbutton.

6.2.4 Deleting a GroupClickthe• AdmintabatthetoprighthandsideoftheTelstraDesktopMessagingscreen,theAdminsubmenuoptionslistwillbedisplayedintheMenuOptionnavigationarea.ClicktheGroupssubmenuoption.TheADMIN GROUPSscreenisdisplayed(seeFigure6.1).

Fromthe• Group Name drop-downlist,selectthegoupthatyouwishtodelete.

Clickonthe• DELETEbutton.Aconfirmationboxdisplays.

Todeletethegoup,clickthe• OKbutton.

6.3 Managing Cost CentresCostcentresareameansofmonitoringhowthecostsarespreadacrossusergroups.Thereisachoicetohavejustonecostcentre,orseveraldependingonhowyouwouldliketomonitorthespreadofcosts.

6.3.1 Adding a New Cost CentreFromthe• Admintab,clicktheCost Centressubmenuoption.TheCOST CENTRESscreenisdisplayed(Figure6.2).

Inthe• Group Namedrop-downlist,selectNew Cost Centre.

Inthe• New Cost Centre Namefield,enterthenameofthenewcostcentre.

Inthe• Credit Limitfield,enterthemonthlylimitofthetotalnumberofmessagesthatcanbesentforthiscostcentre.Thiscanbeleftblankifnolimitisrequired.

Clickonthe• SAVEbuttontosavethenewcostcentre.

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Figure6.2:CostCentresScreen

6.3.2 Modifying a Cost CentreFromthe• Admintab,clicktheCost Centressubmenuoption.TheCOST CENTRESscreenisdisplayed.

Inthe• Group Namedrop-downlist,selectthecostcentrethatyouwishtomodify.

Maketherequiredmodifications,egchangethebilling•numberorthecreditlimit.YoucanalsorenamethecostcentrebyenteringanewnameintheNew Cost Centre Namefield.

Clickonthe• SAVEbuttontosavethemodifications.

6.3.3 Deleting a Cost Centre

Acostcentrecanonlybedeletediftherearenousersassignedtothecostcentre.

Fromthe• Admintab,clicktheCost Centressubmenuoption.TheCOST CENTRESscreenisdisplayed.

Inthe• Group Name drop-downlist,selectthecostcentrethatyouwishtodelete.

Clickonthe• DELETEbutton.Aconfirmationdialogboxdisplays.

Click• Cancelifyoudonotwishtoproceedwiththedeletion.

Click• OKtoproceedwiththedeletion.Ifauserisassignedtothecostcentre,thereisnomessagetoindicatethatyoucannotdelete.However,thecostcentrewillnotbedeleted.

6.4 Managing UsersAllusersoftheTelstraDesktopMessagingapplicationmustfirsthavetheirdetailsenteredintothesystem.

6.4.1 Adding a New UserFromthe• Admintab,clicktheUserssubmenuoption.TheAdmin Usersscreenisdisplayed.

Toclearalldetailsandstartagain,clickthe• CLEARbutton.

Clickonthe• SAVEbutton.Amessagestatingthattheuserhasbeensuccessfullyaddedisdisplayed.

Click• OKtoclosethemessagebox.Anemailcontainingtheirusernameandpasswordissenttotheuserattheemailaddressspecified.

Figure6.3:AdminUsersScreen

6.4.2 Searching for Existing UsersFromthe• Admintab,clicktheUserssubmenuoption.TheAdmin Usersscreenisdisplayed(Figure6.3).

Toviewalltheusersinyourcompany,leaveallthesearch•fieldsblank.

Enterthesearchcriteriainanyofthefieldswhichhavea•redasterisk(*)nexttothename.

Anasteriskindicatesasearchablefield.Useanycombinationofsearchablefieldsforsearching.

Whenenteringyoursearchcriteria,youmustentercompletevaluesinthefields.Forexample,ifyouentertheuser’sfirstname,youmustenterthewholefirstname,notjustthefirstfewletters.Partiallycompletedfieldswillnotreturnaresult.

Clickonthe• SEARCHbutton.Allusersmatchingyoursearchcriteriaarelistedinthebottomhalfofthescreen.Theirname,emailaddressandmobilenumbersaredisplayed.

6.4.3 Modifying a UserDisplaytheuser.RefertoSection:6.4.2Searchingfor•ExistingUsers.

ClickontheEditicon• ,nexttotheuserwhosedetailsyouwishtomodify.TheAdmin Usersscreendisplaystheuser’sdetails.

Maketherequiredmodifications,andclickonthe• SAVEbutton.Amessagestatingtheuserhasbeensuccessfullyupdatedisdisplayed.

Click• OKtoclosethemessagebox.

6.4.4 Deleting a UserDisplaytheuser.RefertoSection:6.4.2Searchingfor•ExistingUsers.

Checkthecheckboxtotheleftoftheuser(s)youwish•todelete.

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Clickthe• Delete Userlinkatthebottomofthescreen.Amessageboxstatingthatyouractionwillremovetheuserfromthesystemisdisplayed.

Click• Cancelifyoudonotwishtoproceed.

Click• OKtoproceedwiththedeletion.Amessageboxstatingthattheuserhasbeensuccessfullyremovedfromthesystemisdisplayed.

Click• OKtoclosethemessagebox.

6.5 Administration ReportsTelstraDesktopMessagingprovidesthefacilitytogeneratereportsonmessagessentandreceivedduringaspecifiedperiod.Reportscanbedisplayedbasedonadaily,weekly,ormonthlysummary.Withintheseperiodstheinformationcanbegoupedaccordingtouser,costcentreordestination(ie.recipientnumber).

Figure6.4:SampleAdministrationReport

6.5.1 Running Administration ReportsFromthe• Admintab,clicktheReportssubmenuoption.TheAdmin Reportsscreenisdisplayed.

Inthe• Display ReportBydrop-downlist,selectDaily, Weekly or Monthly,asrequired.

Inthe• Start DateandEnd Datedrop-downlists,selectthedatesfromandtowhichyouwishtorunthereport.

Inthe• Collate Information Bydrop-downlist,selectUser,Cost Centre,orDestinationasrequired.

Inthe• Displaydrop-downlist,selectSent(toviewsentmessages),orReceived(toviewreceivedmessages)asrequired.

Ifyouwishtoclearyourselectionsandstartagain,click•theCLEARbutton.

Togeneratethereportbasedontheparametersspecified,•clicktheOKbutton.

IfyouselectedtoviewSentmessages,thefollowing•columnsofinformationaredisplayed:

i. Column1:NameofUser,CostCenterorDestinationNumber

ii. Column2:Datemessagessentbyday,weekormonth

iii. Column3:NumberofWebSMSmessagessent

iv. Column4:NumberofDesktopSMSmessagessent

v. Column5:NumberofEmailtoSMSmessagessent

vi. Column6:NumberofEmailClienttoSMSmessagessent

vii. Column7:TotalnumberofSMSmessagessent

viii.Column8:NumberofWebMMSmessagessent

ix. Column9:NumberofDesktopMMSmessagessent

x. Column10:TotalnumberofMMSmessagessent

IfyouselectedtoviewReceivedmessages,thefollowing•columnsofinformationaredisplayed:

xi. Column1:NameofUser,CostCenterorDestinationNumber

xii. Column2:Datemessagesreceivedbyday,weekormonth

xiii.Column3:TotalnumberofinboxSMSmessagesreceived

Column4:TotalnumberofinboxMMSmessagesreceived.•

6.5.2 Exporting Administration ReportsToexportanadministrationreportintoanExcelspreadsheet:

Generatethereport.RefertoSection:6.5.1Running•AdministrationReports.

Clickonthe• EXPORTlinkatthebottomofthescreen.TheFile Downloaddialogboxdisplays.

Click• Open.ThedataisexportedintoanExcelspreadsheetdisplayedwithinthebrowserwindow.

Select• Save AsfromtheFilemenu.TheSave Asdialogboxdisplays.

Inthe• Save indrop-downlist,selectadestinationtosavethefileto.

Enteranameinthe• File namefield,andclickSave.

Click• Nointhenextdialogbox.TheSave Asdialogboxdisplaysagain.

Click• Canceltoclosethedialogbox.

Clickthe• BackbuttononyourbrowsertoreturntotheTelstraDesktopMessagingapplication.

6.6 Managing Company Contacts ListsCompanyContactdetailssuchasnames,mobilenumbers,andemailaddressescanbestoredintheCompanyContactslists.TheContactsMenuOptionscreenallowsyouto:

Searchforexistingcontacts•

Modifyordeletecontacts•

Addcontactstogroups•

Importlistsofcontactsfromafile•

Create,modifyanddeletecontactgroups.•

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i TheAdministratorhaspermissiontoamendthecompanyaddressbookandcanselecttheCompanyContactsoptionsfromtheAddressBookmenu.Mostuserswillonlyhavepermissiontoadd,modifyanddeletecontactsfromtheirPersonalAddressBook.

6.6.1 Finding ContactsSelectthe• Contacts MenuOption.TheContactsscreenisdisplayed.

Fromthe• My Company Contactsareaselectfromthedrop-downlistthefieldtosearch:

–Firstname,Surname,Mobile,Email

Entertextornumbersintheadjacenttextbox,andclick•theSEARCHbutton.

Figure6.5:ContactsMenuOptionscreen

6.6.2 Adding ContactsUsingtheContactsMenuOptionscreen,youcanaddbothcompanyandpersonalcontacts.Youcanadddetailssuchasthefirstname,surname,mobilenumberandemailaddressofacontact.Fordetailsonhowtosearchforanexistingcontact,refertoSection:

Selectthe• ContactsMenuOption.

Selectthe• Companytab.

Completethefollowingfieldswiththecontact’sdetails:•

–FirstName,Surname,MobileNumber,Email,(Optional).

Toaddthecontacttoagroupotherthanthedefault,•selecttherequiredgroupfromtheAdd to groupdrop-downlist.

Clickthe• SAVEbutton.Amessagestatingthatthecontacthasbeensuccessfullyaddedtotheaddressbook(orgroupnominatedbyyou)isdisplayed.

Click• OKtoclosethemessagebox.

Iftherearenocontactgroups,thenewcontactcanbeaddedtoagroupontheModifyPersonalGroupsscreenatalaterstage.RefertoSection:

6.6.3 Modifying ContactsTomodifyapersonalcontact’sdetails,searchforthecontact.RefertoSection:2.12.1FindingContacts.

ClicktheEditicon• totherightofthecontactyouwishtomodify.TheContact’sdetailsarepopulatedinthetopoftheContactsscreen.

Maketherequiredmodificationsandclickonthe• SAVEbutton.Amessagestatingthatthecontact’sdetailshavebeensuccessfullyupdatedisdisplayed.

Click• OKtoclosethemessagebox.

6.6.4 Deleting ContactsTodeleteacontactfromtheaddressbook,searchforthecontact.

Checkthecheckbox(s)totheleftoftheContact(s)you•wishtodelete.

Clickthe• Delete Contactlinkatthebottomofthescreen.Aconfirmationdialogboxisdisplayed.

Ifyoudonotwishtoproceedwiththedeletion,click•Canceltoretainthecontact.

Click• OKtodeletethecontact.A“SuccessfulDeletion”messageboxisdisplayed.

Click• OKtoclosethemessagebox.

6.6.5 Importing ContactsImportingcontactsisatimesavingmethodofaddingcompanyandpersonalcontactstoGroups.ThecontactdetailsmustbeimportedfromaCSVfile.ReferAppendix8–CreatingaCSVfile.

TheCSVfilemustcontainthefollowingfieldsinthefollowingorder:firstname,surname,andmobilenumber.Anemailaddressisoptional.

Fromthe• ContactsMenuOptionscreen,selecttheCompanytab.ClicktheGroupslink.TheContacts Groupsscreenisdisplayed.

ClickontheBROWSEbuttontolocatetheCSVfile.Browse•andselecttheCSVfileyouwishtoimport,thenclicktheOpenbutton.ThefilepathisdisplayedintheeditboxnexttotheBrowse…button.

Ifyouwishtoselectagroupotherthanthedefault,select•agroupfromtheSelect a group to add contacts to:drop-downlist.

Becauseimportedcontactsareonlyaddedtotheselectedcontactgroup,werecommendyouaddallimportedcontactstotheDefaultgroup.YoucanusetheModifyGroupsscreenlatertomovethecontactsintogroups.RefertoSection:2.12.6ModifyingRecipientGroups.

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ToimporttheCSVfileandpopulatethecontactaddress•book,clickontheLOADbutton.Apopupscreendisplayswhetherthecontactshavebeenaddedsuccessfullyornot.

Ifthereareanyerrorsoryouwishtomakeanychanges,•maketherequiredchangestotheCSVfileandloadthefileagain.

6.6.6 Modifying Recipient GroupsMessagerecipientgroupsareusedwhensendingthesamemessagetoagroupofpeople.Eachpersoncanbelongtomorethanonegoup.PersonalRecipientgroupsareonlyvisibletotheuserwhocreatedthem.

Creating a New Group and Adding Contacts

Fromthe• ContactsMenuOptionscreen,selecttheCompanytabandclicktheGroupslink.

Inthe• New Groupeditbox,enterthenameofthenewgroupandclickontheSAVEbutton.Thenewgroup’snameisnowavailableintheGroupdrop-downlists.

Fromthe• My Company Groupssectionofthescreen,selecttheGrouptobemodifiedfromtheGroup Namedrop-downlist.ThegoupsarelistedalphabeticallyintheGroup Namedrop-downlistandthefirstgroupinthelistisdisplayedbydefault.SelectthenewGroupnamejustcreated.

Fromthe• ContactslistontherighthandsideselecttheContactsyouwanttoaddtotheGroup.

Multiplerecipientscanbeselectedbyusingthe[Ctrl]+LeftMouseClickforindividualselections,orthe[Shift]+LeftMouseClickforablockselection.

ItispossibletosearchforthecontactbyenteringthecontactnameintheSearcheditbox.

Figure6.6:ContactsGroupsScreen

Oncethegroupmembershavebeenadded,clickonthe•Save Grouplink.

AconfirmationmessageisdisplayedthattheContacts•havebeenaddedtotheGroup.

Ifyouwishtoaddmorecontactslater,selectthegroup•fromtheGroup Namedrop-downlist,andselectthecontact(s)fromtheRecipientslistontherighthandsideandclicktheADDbutton.

Whenfinishedtheaddition,remembertoclickonthe•Save Grouplinkatthebottomofthescreen.

Renaming Groups

Fromthe• ContactsMenuOptionscreen,selectthegroupintheRename Groupdrop-downlist.

Enterthenewnameinthe• Changetoeditbox.

Clickontheadjacent• SAVEbutton.Thegroupisrenamed.

Removing a Group Contact

FromtheMyCompanyGroupsarea,select• GrouptobemodifiedfromtheGroup Namedrop-downlist.Thegroupsarelistedalphabeticallyandthefirstgroupinthelistisdisplayedbydefault.IftherearenogroupssetupintheContacts Groupslists,nothingwillbedisplayed.

Toremovecontacts,selectthecontact(s)fromtheleft•handRecipientslistandclicktheREMOVE.

Whenfinishedtheremovalofcontacts,clickonthe• Save Grouplinkatthebottomofthescreen.

Deleting a Group

Fromthe• ContactsMenuOptionscreen,selecttheCompanytab,thenclicktheGroupslink.

Fromthe• My Company Groupsarea,SelecttheGrouptobedelectedfromtheGroup Namedrop-downlist.Thegoupsarelistedalphabeticallyandthefirstgroupinthelistisdisplayedbydefault.

Clickonthe• Delete Grouplinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.

Topermanentlydeletethegroup,click• OK.ThecontactgroupisdeletedfromtheContacts Grouplist.ContactswhoweremembersofthisgrouparenotdeletedfromtheContactslists.

Click• OKtoclosethemessagebox.

6.7 Using the LibraryTheLibraryMenuOptionsscreenallowsyouto:

CreatenewSMSandMMStemplatesandmodifyexisting•Companytemplates.RefertoSection:2.13.1ManagingPersonalTemplates.

Viewandmodifysavedmessages.•

Viewandaddmultimediacontentforusewhen•composingMMSmessages.

AsSystemAdministratoryouwillhavepermissiontoadd,editordeleteCompanyLibrarytemplates.

Managing Company Library Templates

Templatesofferatimesavingmethodofsendingthesamemessageonaregularbasis.

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Figure6.7:PersonalTemplatesScreen

Creating New Company Templates

Fromthe• LibraryMenuOptionsscreen,SelecttheCompanytabandclicktheTemplateslink.TheCompany templatesscreenisdisplayed.ThePersonal Templatesscreenisshown(Figure6.7).

Selectthe• New SMS TemplateorNew MMS Templatelinkatthebottomofthescreen.

Eitherthe• SMS Template creationscreenortheMMS Template creationscreenisdisplayed.

Enteratitleforthetemplateinthe• Title:textarea.

Selectanexistingtemplatefromthe• Select Templatedrop-downlistorComposeyourownmessageintheCompose Messagetextarea.

Messageshavealimitof160charactersforasingleSMS.IfyouhavepermissionstosendLongSMSmessagesthenumberofSMSmessagesisdisplayedinthebrackets()nexttothecharactersremainingcount.

Toclearalltextinthetextarea,clickthe• CLEARbutton.

Clickthe• BACKbuttontoreturntotheTemplateslisttochooseadifferenttemplate.

Enteratitleforthetemplateinthe• Title:textarea.

Selectanexistingtemplatefromthe• Select Templatedrop-downlistorcomposeanMMSmessage.

ToclearallcontentintheMMSComposerarea,clickthe•CANCELbutton.

Whentemplatecompleted,clickthe• SAVEbutton.

Figure6.8:MMSTemplateCreationScreen

Modifying Existing Templates

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheTemplateslink.

TheCompanytemplatesscreenisdisplayed.Selectthe•Modify Existingradiobutton.

FromtheTemplatelist,clicktheEdit• attherightofthetemplatetomodify.

The• SMS Template creationscreenortheMMS Template creationscreenisdisplayedwiththeselectedtemplate.

Makethenecessarymodifications.•

Ifyouwishtoclearallcontentinthetemplate,clickonthe•CLEARbutton.

Whencomplete,clickonthe• SAVEbuttontosavethemodifications.

Deleting Templates

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheTemplateslink.

The• Company templatesscreenisdisplayed.

ChecktheCheckboxattheleftoftheTemplate(s)you•wanttodelete.

Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.

Click• OKtodeletethetemplate(s)permanently.

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6.7.1 Managing Company MessagesTheLibraryMenuOptionsscreenallowsyoutoviewandedityourstoredmessagessavedfromtheSend SMSorSend MMSscreens.DuringthecomposingofmessagesyouhavetheoptiontosavethemessageasaCompany messagefromtheSave asdrop-downlistonthesescreens.

ThepermissionsgrantedtoyoubytheAdministratorwilldeterminewhetheryoucanadd,editordeleteCompanymessages.

Figure6.9:MessagesScreen

Viewing Company Messages

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMessageslink.TheCompany Messagesscreenisdisplayed.

Clickthepreviewicon• totherightoftheMessageyouwanttopreview.

TheMessageispreviewedinthe• Message Previewareaattheleftofthescreen.

Using Saved Messages

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMessageslink.

TheCompanymessagesscreenisdisplayed.•

ClicktheEditicon• totherightoftheMessageyouwanttomodify.

The• Send SMSorSend MMSscreenisdisplayedwithyoursavedmessagecontentsdisplayed.

Youarenowabletocontinuewiththecompositionofthe•retrievedmessage.

Deleting saved Messages

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMessageslink.

TheCompanyMessagesscreenisdisplayed.•

ChecktheCheckboxattheleftoftheMessage(s)youwant•todelete.

Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.

Click• OKtodeletetheMessage(s)permanently.

6.7.3 Managing Company Multimedia ContentTheLibraryMenuOptionsscreenallowsyoutostoremultimediacontentforuseduringthecomposingofMMSmessagesfromtheSend MMSscreenandtheDesktopClient.

Adding Multimedia Content

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMultimedia Contentlink.TheCompany Multimediascreenisdisplayed,intheThumbnailviewbydefault.

Byclickingthe• ListlinkatthetoprightoftheMultimedia ContentscreenisdisplayedintheListview.

Clickthe• BROWSEbottomtotherightoftheAdd New Contenttextbox.Browseandselectthefileyouwishtoadd,thenclicktheOpenbutton.

Thefilepathisdisplayedinthetextboxnexttothe•BROWSEbutton.

EnteranamefortheContentinthe• Descriptive Nametextbox.

Clickthe• ADDbuttontosavetheContenttotheLibrary.

Deleting Multimedia Content

Fromthe• LibraryMenuOptionsscreen,selecttheCompanytabandclicktheMultimedia Contentlink.

The• Company Multimediascreenisdisplayed,intheThumbnailviewbydefault.

ChecktheCheckboxatthebottomoftheThumbnailorat•theleftoftheContenttobedeleted.

Clickonthe• Deletelinkatthebottomofthescreen.Aconfirmationmessageboxdisplays.

Click• OKtodeletethemultimediacontent(s)permanently.

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Appendix 1: Company and Personal Settings

Appendix 2: Desktop Client Address Books SettingsTheTablebelowprovidesadescriptionoftheconfigurableaddressbooksettingsoftheDesktopClient.

Table: Address Book Settings

Setting Description

CompanySettings CompanysettingsareusuallyavailableforusebyallusersbutcanonlybemodifiedbytheSystemAdministrator.Companysettingsinclude:

CompanyAddressBookContacts•

CompanyAddressBookGroups•

CompanyMessageTemplates•

CompanyMediaContent•

CompanyInbox•

MessageLimits•

LongSMS.•

PersonalSettings Personalsettingsarefeatureswhichareonlyviewableandaccessiblebyyou.Personalsettingsinclude:

PersonalContacts•

PersonalGroups•

PersonalMessageTemplates•

PersonalMediaContent•

PersonalInbox•

SavePersonalmessagestoLibrary•

Schedulemessages.•

If you want… Then… Comments

TochangethelocationofthelocalcopyoftheaddressbooksyouuseintheDesktopClient.

ClickontheBrowse…buttonandselectanewfilelocation.

TheaddressbookstosynchronisewiththeaddressbooksineithertheTelstraDesktopMessagingapplicationorOutlook.

SelectSynchroniseinthebackground.

Tospecifywhentosynchronise. Enterthenumberofdaysafterwhichtheaddressbooksshouldbesynchronised,andthenumberofminutesidle.

TosynchronisewiththeOutlookGlobalAddressBook.

Refertoyourcompany’sLDAPadministratorforassistance.

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Appendix 3: Desktop Client Appearance SettingsTheTablebelowprovidesadescriptionoftheconfigurableappearancesettingsoftheDesktopClient.

Table: Appearance Settings

If you want… Then… Comments

TheDesktopClienttoautomaticallylaunchwhenyoustartyourmachineinthemorning.

Launchatsystemstartup. Ifyoudonotselectthisoption,thenyouwillneedtolaunchtheDesktopClientbyclickingontheicononyourdesktopscreen.

TodisplaytheDesktopClientmenubarbelow

Displaymenubaratstartup. Thisprovidesanalternativemethodforaccessingthemainfunctionsofthesystem.

TheDesktopClienttobedisplayedontopofanyotherapplicationsyoumayhaveopenatthetime.

Alwaysdisplayontop. YoucanminimizetheDesktopClientbyclickingontheminimizeicon .Ifyoudonotselectthisoption,thenwhenthemouseisclickedanywhereotherthantheDesktopClient,theapplicationwillreturntothebackground.

TheDesktopClienttobedisplayedifyouholdyourmouseoverthemenubariconforasecondormore.

Hoverovericontoreturntoforeground.

Seconds(aswellhashoursandminutes)tobedisplayedintheclockintheStartUpscreen.

ShowSecondsintimedisplay.

Tooltipinformationtobedisplayedwhenyouholdyourmouseoverascreenelement(egbutton)forasecondormore.

DisplayToolTipcaptions.

TochangethepresentationlayerofyourDesktop.

Browse,andselectanother.xmlfile. ThisdoesnotalterthefunctionalityoftheDesktopatall,justtheappearanceoftheouterlayer.

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Appendix 4: Desktop Client Message Sending and Store SettingsTheTablebelowprovidesadescriptionoftheconfigurablemessagesendingsettingsoftheDesktopClient.

Table: Message Sending Settings

Table: Message Store Settings

Appendix 5: Desktop Client Security and Sound SettingsTheTablebelowprovidesadescriptionoftheconfigurablesecuritysettingsoftheDesktopClient.

Table: Security Settings

Table: Sounds Settings

If you want… Then… Comments

ChangethenumberofrecipientsthataredisplayedinthePrev.Usedfield.

EnteranewnumberintheNumberofrecentrecipientsfield.

10isthemaximumnumberofrecipientsthatcanbedisplayedinthePrev.Usedfield.

Changetheminimumnumberofmessagecreditsrequiredbeforeanalertmessageisdisplayed.

EnteranewnumberintheMessagecreditalertthresholdfield.

EnablelongSMSmessagesending. ChecktheAllowlongSMSmessagescheckbox,andspecifythemaximumnumberofpartsintheMaximummessagepartsfield.

YoucansendSMSmessagesthatarelongerthan160characters.However,thesemessagesarebrokendownintoparts,ofwhichthefirstpartis160characterslong.Subsequentpartsallowslightlyfewercharacters.

If you want… Then… Comments

Savesentmessages. ChecktheSavesentmessagesfield.

Changethefolderwherethesentmessagesaresaved.

ClickontheBrowse…buttonandselectanotherfolder.

Discardsavedsentmessagesafteracertainperiod.

ChecktheDiscardsavedmessagescheckbox.

Changethenumberofdaysafterwhichsavedmessagesarediscarded.

EnterthenewnumberintheDiscardmessagesafter…daysfield.

If you want… Then… Comments

Savelogindetails. ChecktheSavelogindetailscheckbox,theenteredusernameandpasswordfromtheloginscreenwillberememberedfornexttimewhenyouexittheDesktopClient.

TheDesktopapplicationwillbeautomaticallypopulateyourlogindetails.

Enableauto-login. ChecktheAutologincheckbox. TheDesktopapplicationwillbeautomaticallylaunchedwhenyoubootupyourmachineinthemorning.

If you want… Then… Comments

Enablesounds. LeavetheDisablesoundscheckboxblank.

43

Appendix 6: Email Plug-In: Telstra Desktop Messaging Business SettingsTable: Telstra Desktop Messaging Business Settings

If you want… Then… Comments

Haveareturnemailsenttoyoutoconfirmsuccessfultransmissionofamessage.

ChecktheSendemailconfirmationonsuccessfulmessagecheckbox.

Youwillautomaticallyreceiveemailnotificationofunsuccessfultransmissionofamessage.Youdonothavetomakeanyselectionsinthiscase.

Changethedefaultreplypath.

SelectanoptionfromtheSelectdefaultreplypathdrop-downlist:emailaddress,mobilehandset,companyinboxorpersonalinbox.

ThedefaultreplypathdisplaysintheNewSMSscreen,butcanbeover-riddenforindividualmessages.Thereplypaths:emailaddress,mobilehandset,companyinboxandpersonalinbox,aredefinedintheTelstraDesktopMessagingapplication.Thenumberthatappearsontherecipient’shandsetwilldifferdependingonthereplypathchosen.Ifthereplypathisa:•mobilehandset,therecipientwillseetheaccountholder’sregisteredmobilenumber.

•companyinbox,therecipientwillseethecompanybillingMSISDN.

•personalinboxoremailaddress,therecipientwillseeanumberthatisdrawnfromapoolofavailablenumbers.ThiswillbedifferentforeverySMSsent.

YouwillonlybeabletoviewreplySMSmessagessenttoyourpersonalinboxorthecompanyinboxviatheTelstraDesktopMessagingapplication.RefertoSection:2.10UsingInbox.

HavecalendarreminderssentasSMSmessagestothemobilephoneyoudesignatedinyourTelstraDesktopMessagingaccount.

ChecktheCalendarReminderscheckbox.

YouwillreceivecalendarremindersviaSMSiftheReminderfunctionisenabledinMSOutlookorLotusNotes.InMSOutlook,thismeansthattheRemindercheckboxmustbechecked.IftheRemindercheckboxintheemailclientisnotchecked,thennoreminderSMSwillbesenteventhoughyouhaveenabledcalendarreminders.Note:ThefacilitytohavecalendarreminderssenttoyourmobilephoneisnotavailableinOutlook97.

HavecalendarreminderssentasSMSmessagestootherrecipients.

ChecktheReminderstoallattendeescheckbox.

RecipientswithAddressbookmobilephoneentrieswillreceivecalendarremindersviaSMSiftheReminderfunctionisenabledinMSOutlookorLotusNotes.InMSOutlook,thismeansthattheRemindercheckboxmustbechecked.TheuseofEmailSMSaddressingformobilephonenumberswillalsoresultintheSMSbeingsenttothatnumber.IftheRemindercheckboxintheemailclientisnotchecked,thennoreminderSMSwillbesenteventhoughyouhaveenabledcalendarreminders.Note:ThefacilitytohavecalendarreminderssenttoyourmobilephoneisnotavailableinOutlook97.

EnablelongSMSsending.

ChecktheUseLongSMSCapabilitycheckbox,andenterthenumberofpartsyourequire(uptoamaximumof10parts)intheMaximumMessagesfield.

ThenewsettingswilltakeeffectnexttimeyoucomposeanewSMSmessage.

44

Appendix 7: Administrator Settings: Permission DescriptionsTable: Permission Descriptions

Permission Description

Sending Messages

DefaultMMSHandsetCompatibility. SelectsthedefaultHandsetCompatibilityusedintheMMSComposer.

UseOnlineMessageDesktop. AllowsusertousetheDesktopClientapplication.

SendWebMessagestoanyNumber. AllowsusetosendWebmessagestoanynumber.

SendWebMessagestoonlyCompanyAddressBookContacts.

RestrictsuserstosendingWebmessagestorecipientswhoarelistedinthecompanycontactsonly.

SendWebMessagestoonlyPersonalandCompanyAddressBookContacts.

RestrictsuserstosendingWebmessagestorecipientswhoarelistedintheirpersonal@companycontactsonly.

DisableWebMessageSending. RestrictsusersfromsendingWebmessages.

UseWebMessageBulknumberSending. AllowsuserstousethebulknumbersendfeaturetosendWebmessages.

UseWebMessageMailMegSending. AllowsuserstousethemailmegfeaturetosendWebmessages.

UseWebMessageScheduling. AllowsuserstousetheschedulingfeaturetosendWebmessages.

SendLongWebSMSMessages. AllowsuserstosendWebLongSMSmessages.EnterthemaximumSMSpartsallowedintheadjacenttextbox.

UseXMLAPI. AllowsuserstousetheXMLAPIinterfacetotheTelstraDesktopMessagingapplication.

EmailSMS Messages

SendEmailSMSMessagestoanyNumber.

Allowsusertosendmessagesusinganemailclienttoanynumber.

SendEmailSMSMessagestoonlyCompanyAddressBookContacts.

Allowsusertosendmessagesusinganemailclienttocontactsinthecompanyaddressbookonly.

SendEmailSMSMessagestoonlyPersonalAddressBookContacts.

Allowsusertosendmessagesusinganemailclienttocontactsintheirpersonaladdressbookonly.

SendEmailSMSMessagestoonlyPersonalandCompanyAddressBookContacts.

Allowsusertosendmessagesusinganemailclienttocontactsinthepersonalandcompanyaddressbookonly.

DisableEmailSMSMessageSending. RestrictsuserfromsendinganSMSmessagefromanemailclient.

UseEmailSMSForwarding. Allowsuserstosendmessagesusinganemailprogramtotheirownmobilenumber.

SendEmailSMSfromtheEmailSubject. Canusethesubjectlineforthemessagedetails.

SendEmailSMSfromtheEmailBody. Canusetheemailbodyforthemessagedetails.

SendEmailSMSfromboththeEmailSubjectandBody.

Canuseboththesubjectlineandtheemailbodyforthemessagedetails.

ConfirmsuccessfulsubmissionofEmailSMSmessagesviaemail.

EmailconfirmationofsuccessfulsubmissionofanEmailSMSmessageisenabled.

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Appendix 7: Administrator Settings: Permission Descriptions continued…Table: Permission Descriptions

Permission Description

EmailSMS Messages cont’d.

SetEmailSMSreplypathastheCompanyInbox(RequiresManage/UseCompanySMSInbox).

SelectstheCompanyInboxasthedefaultreplypathforEmailSMSmessages.

SendLongEmailSMSMessages. AllowsuserstosendEmailSMSLongSMSmessages.EnterthemaximumSMSpartsallowedintheadjacenttextbox.

SMS Inbox

ManagePersonalSMSInbox. View,export,replyto,anddeletemessagesreceivedinpersonalinbox.

UsePersonalSMSInbox. SelectPersonalInboxasareplypath.

HavePersonalSMSInboxasdefaultreturnpath.

PersonalInboxissetasthedefaultinboxforreceiptofreturnmessages.

ManageCompanySMSInbox. View,export,replyto,anddeletemessagesreceivedincompanyinbox.

ManageCompanyInboxRules. AllowsuserstocreateandeditInboxRulesintheRulesWizardscreen.

UseCompanySMSInbox. SelectCompanyInboxasareplypath.

ViewRulesWizard. AllowsuserstoviewRulesintheRulesWizardscreen.

HaveCompanySMSInboxasdefaultreturnpath.

CompanyInboxissetasthedefaultinboxforreceiptofreturnmessages.

Address Book

ManageCompanyAddressBook. Add,edit,anddeletecontactsinthecompanycontactslist.Thisincludesimportingnewcontacts.

UseCompanyAddressBook. Userscanusethecompanycontactstosendmessages.

ManagePersonalAddressBook. Add,edit,anddeletecontactsintheirpersonalcontactslist.Thisincludesimportingnewcontacts.

UsePersonalAddressBook. Userscanusethepersonalcontactstosendmessages.

Templates

ManageCompanyMessageTemplates. Add,editanddeletecompanymessageLibrarytemplates.

UseCompanyMessageTemplates. AllowsusertousecompanymessageLibrarytemplateswhencomposingmessages.

ManagePersonalMessageTemplates. Add,editanddeletepersonalmessageLibrarytemplates.

UsePersonalMessagesTemplates. AllowsusertousepersonalmessageLibrarytemplateswhencomposingmessages.

UsePersonalMediaContent. AllowsusertousepersonalLibrarymultimediacontentwhencomposingmessages.

ManagePersonalMediaContent. Add,editanddeletepersonalLibrarymultimediacontent.

UseCompanyMediaContent. AllowsusertousecompanyLibrarymultimediacontentwhencomposingmessages.

ManageCompanyMediaContent. Add,editanddeletecompanyLibrarymultimediacontent.

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Appendix 7: Administrator Settings: Permission Descriptions continued…Table: Permission Descriptions

Permission Description

Message Logs

ViewScheduledMessages. Userscanviewallscheduledmessages.

ViewMessagesSentByAllUsers. Userscanviewallmessagesthathavebeensentbyallusers.

ViewOwnMessages. Userscanviewonlythemessagestheyhavesent.

Administration Functions

ManageCostCentres. Newcostcentrescanbeaddedanddeleted.

ManageUserGroups. Usergroupscanbeadded,edited,anddeleted.

ManageUsers. Userdetailscanbeadded,edited,anddeleted.Thisincludesthegouptheuserisamemberof,thecostcentretheyfallunder,andtheirpersonalmessagelimit.

AddUserAccountsinBulk. Usercanuploadusersusingthebulkuploadmethod.

ViewUsers. Userdetailscanbeviewedonly.

!

!

Appendix 8: Creating a CSV FileCSVfilesareusedtouploadcontactinformationsuchasnamesandmobilephonenumbers,intotheTelstraDesktopMessagingapplicationaddressbook.Theyarealsousedformailmegandbulknumbersendmessages.ACSV(commadelimited)fileiscreatedusingMS-Excel.

WhenenteringmobilephonenumbersinaCSVfile,ensuretherearenospacesbetweenanydigits,therearenodashes(-)separatingdigits,thenumberisthecorrectlegh,ie10digits,andthenumberbeginswithazeroifitisinfullnationalnumberformat,or’614’ifitisininternationalformat.Ifaninternationalnumber(egaU.K.number)itcanbeginwithanynumber.

Thecellsthatcontainthemobilenumbersmustbeformattedastextcells.Todothis,highlightthecolumncontainingthemobilenumbers,right-clickinoneofthecellsandselectFormatCellsfromthemenu.OntheNumbertab,selectTextfromtheCategorylistandclicktheOKbutton.Iftheformattingisappliedafterthecellswerepopulated,checktomakesurethemobilenumbersstillstartwithazero.

CompletethestepsbelowtocreateaCSVfile:

LaunchMS-Excel,andcreateanewspreadsheet.•

Enterthedetailsrequired(mobilenumber,name,•referencenumbersetc.)intothespreadsheetusinganewcolumnforeachoftheheadings.

Entertherequiredinformationinthespreadsheet•dependingonthepurposeoftheCSVfile.

• To import contact details into Address Book ensurethatyouincludethefollowinginformationintheorderbelow:

–Firstname(mandatory)

–Surname(mandatory)

–Mobilephonenumber(mandatory)

–Emailaddress(optional)

• For a mail merge send message

–Youmustincludethecontact’smobilephonenumberandanyotherinformationthatisrelevantegtitle,surname,referencenumberetc.

For a bulk number send message•

–Youshouldincludemobilephonenumbersonly.

Beforesavingthespreadsheet,ifthereismorethanone•sheetperbook,right-clickontheunusedsheet’stabandselectDeletefromthepop-upmenu.TheCSVfileformatdoesnotsupportmultiplesheetsperbook.

Select• Save AsfromtheFilemenu,thenselectalocationandenterafilename.

Usingthe• Save As Typedrop-downlist,selectCSV (Comma Delimited)fromthelist.

Clickonthe• Savebutton.AmessagewarningthatthespreadsheetmaycontainsomefeaturesthatarenotcompatiblewithCSVisdisplayed.

Clickthe• OKbuttontocontinue.

ThespreadsheetisnowreadytobeimportedintoTelstraDesktopMessaging.

47

Appendix 9: Message Compatibility Class RestrictionsAny MMS handset MMS handsets with

audioMMS video handsets Maximum MMSC

support

Maximummessagesize

45kB 45kB 100kB 300kBforIntercarrier500kBforTelstra

Maximumno.ofuseraddedcontentparts(ienotincludingSMIL)

13 13 13 13

Allowablecontenttypes–Image

BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,PNG

BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,PNG

BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,PNG

BaselineencodedJPEG,JPG,GIF87a,GIF89a,animatedGIF98a,WBMP,BMP,PNG

Maximumimageresolution

160x120pixels 160x120pixels 640x480pixels 1600x1200pixels

Maximumsizeoftextpart

300characters 300characters 300characters 1000characters

Allowablecontenttypes–Audio

AMR,MIDI,MID,WAV,IMY,EMY

AMR,MIDI,MID,WAV,IMY,EMY

AMR,MIDI,MID,WAV,IMY,EMY,EVC,AAC

Allowablecontenttypes–Video

3GPP,3GP,MP4 3GPP,3GP,MP4,MPG

Videoencodingrestrictions

Resolution:upto176x144Videocodec:MPEG-4orH.263Audiocodec:AMREncodingrate:notexceeding110kbps

Resolution:upto176x144Videocodec:MPEG-4orH.263Audiocodec:AMREncodingrate:notexceeding110kbps

™TrademarkofTelstraCorporationLimitedABN33051775556.LotusNotes®isaregisteredtrademarkoftheInternationalBusinessMachinesCorporation.Outlook®andWindows®areregisteredtrademarksoftheMicrosoftCorporation. G0318-08