Add Appointments By Email User`s Manual
Contents
1. GMT 05 00 Eastern Time US amp Canada About Speny Software Add Ins Options Cancel This tab serves as a reminder and displays examples of the kinds of information to provide in your appointment request emails Examples include Trigger Subject Text Content Keywords Minimal and Full Example Content and Date Time Examples Add Appointments By Email Keyword Examples Keywords must be used in the appointment email so that the add in will know what information to enter into the new appointment You can enter as much or as little information in the appointment message as you like as long as at minimum When and Subject are included Each keyword must following the format keyword colon space followed by the appropriate text refer to the examples that follow Each keyword and its accompanying text must occupy a single line of the message with the exception being Note Note is the only keyword that can include text on multiple lines The Note keyword and its accompanying text must appear as the last entry in the message When and Subject are required keywords all the others are optional Keywords that can be used are e When e Subject e Ending e Location e All Day Event e Note When When indicates the appointment start time All appointment messages must include this keyword Acceptable2. e SP Add Appointments By Email Sperry e Software sees Fak Pan esis User s Manual Hie WY SI CONN EE cc cet cerca te cate ce te cael ca te eae ea ete ee ee ea ete cic ee ea ee cic ee ela ele cic ee ele en ec cn cn en en cn en en en ce ce ene cece eee cece ee wnee sete ecee ee 2 How to Use Your Add In 0 ceeeeeceeeeeeeee eee 2 Configuring the Add in cccccccssssssseccecccceaeeeseeecceeecssaaeseeeeeeeessaueesseeeeeeeessaaauseeeeeeseessauausueeeeeeeesuaaaaneeeeees 3 S QUEM SS Tech revececesevecsveveveccveccseecvescseecseccscecececscececsenceceeccsccccecesccececcsccececececedecedecececedeccdccedcdcdccadscnducesecmadess 3 gt 0 0 Cok a B aM eee eC CECE ECE EERE RECO EE ECC CECE RE EERE EEE RE ERC CET REECE TE RR ERE PETE RERETETETEREP EERE ERE E ETE T ETE 4 Add Appointments By Email Keywords Examples ccccccccsssssseeecceccecaeeeseeecceceesseaesseeeecesessaeaasseeeeeeeesaea 4 Appointment Email Examples ccccccccccccccccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeness 6 OUD ES Mh OOUM 8 eaea a E E E eeaaesea sseee ees rs 20 s seen E caee foes sete A sees eseuss 7 Add Appointments By Email Copyright 2008 Sperry Software Inc Page 1 Welcome Thank you for choosing the Add Appointments By Email add in created by Sperry Software This add in allows you to schedule appointments and have them added to your calendar automatically using email messages How to Use Y
3. edge Base Add Appointments By Email Copyright 2008 Sperry Software Inc Page 7
4. epared to discuss them Add Appointments By Email Copyright 2008 Sperry Software Inc Page 5 Appointment Email Examples In the body of a minimal appointment message When Tuesday at 1 00 pm Subject Meet with Bob in Accounting In the body of a complete appointment message When Friday at 8 00 am Ending Friday at 12 30 pm Subject Training Session 2 Location Harrison Hotel All Day Event False Note Bring training notebook and completed assignments from Session 1 Add Appointments By Email Copyright 2008 Sperry Software Inc Page 6 Troubleshooting Q The Sperry Software Add ins button is not visible A The add in may have become disabled For Outlook 2002 2003 users On the Outlook Menu click Help About Microsoft Outlook Click the Disabled Items button If Sperry Software is listed enable it and restart Outlook For Outlook 2007 users On the Outlook Menu click Help Disabled Items If Sperry Software is listed enable it and restart Outlook The Sperry Software toolbar may not be set to Visible On the Outlook Menu click View Toolbars and make sure that Sperry Software is checked Q The Sperry Software Add ins button does not respond A Run the add in Reset tool The add in reset tool can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowl
5. formats for When include e When Tuesday at 12 00 pm Add Appointments By Email Copyright 2008 Sperry Software Inc Page 4 e When Tomorrow at 8 00pm e When 8 00pm e When January 24 at 12 15 pm e When November 24 12 15pm e When Nov 24 12 15pm e When November 24 2000 8 15am e When November 24 2000 at 8 15am e When 11 24 00 8 15am e When Friday November 19 2000 8 00 AM 8 30 AM GMT 05 00 Eastern Time US amp Canada Ending Ending is when the event is scheduled to end Formats are the same as for When If no Ending date time is specified the event length is set using the default appointment length for the Outlook Calendar Subject Subject is the appointment subject All appointment messages must include this keyword Examples e Subject Lunch with Sally e Subject Meet with Joe in sales Location Location allows you to indicate where the event will take place Example e Location Room 22b All Day Event All Day Event is set to either True or False Example e All Day Event True Note Note keyword allows you to enter additional information in the message All text following the keyword Note is included in the Notes field for the new appointment Notes can span more than one line but must be placed after all other keywords Example e Note Bring projections for next quarter and be pr
6. ntment request to be sent Email usage help for invalid requests specifies that you want to receive an email message if an error occurs in processing the appointment request Email confirmation for valid requests When selected tells the add in to send an email confirming that the appointment was processed successfully The Reply signature enables you to enter the text that you want to add as a signature line to appointment reply emails so that you can tell which computer sent the message Add Appointments By Email Copyright 2008 Sperry Software Inc Page 3 Examples tab Sperry Software Add in Configuration E Appointments By Email Settings f Examples Trigger Subject Text In order for the appointment to be created the Subject must match exactly as you typed it in the settings This match is not case sensitive Content Keywords Two required keywords When and Subject Four optional keywords Ending Location All Day Event and Nate Minimal Example Content Date Time Examples When Tuesday at 1 00 pm When Tuesday at 12 00 pm Subject Product Review When Tomorrow at 8 00pm Full Example Content Ndi Sie When 12 00 pm Ending 1 00 pm When January 24 at 12 15 pm When November 24 12 15pm When Nov 24 12 15pm oe ed When November 24 2004 8 15am Location Gillian s Restaurant When 11 24 04 8 15am All Day Event ov When Friday June 19 2004 8 00 AM 8 30 AM Note Try the fish
7. our Add In Set up to create appointment emails 1 On the Settings tab for the Add Appointments by Email add in enter text that the email subject line must contain in order to be processed as an appointment request Then choose the email folder that you want to be scanned for appointment messages Only one folder can be scanned for potential appointments 2 Use the options under Email Replies to specify whether you want to receive an email response when the appointment request completes successfully and or when an error is encountered To create an appointment email 1 Enter the exact same message subject text as you entered in the Email Subject Contains text box The message subject text scan is not case sensitive but the text must otherwise match exactly For example If you entered New Appointment in the Email Subject Contains text field messages with a subject line of New appointment new appointment and new Appointment would all work create new appointment would not work as it includes an additional word 2 Enter appropriate keywords for the appointment in the body of the email message 3 Send the message to yourself When the message is received a new appointment will automatically be created in your calendar Add Appointments By Email Copyright 2008 Sperry Software Inc Page 2 Configuring the Add in Once the installation is complete you are ready to use Add Appointment
8. s By Email When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions NOD32 Help iganew EA X Reply G Replyto All E Foward Sa W Gi j Send Receive amp W Search address bool a Sperry Software Add Ins _ Clicking this button displays the Sperry Software Add ins configuration screen Itis on this screen that settings are made to control the add in s functionality Settings Tab Sperry Software Add in Configuration Appointments By Email Settings Examples Appointment Trigger Email Subject Contains Create appointment Select the Outlook folder to watch Inbox Choose Folder Email Replies I Email usage help for invalid requests Email confirmation for valid requests Use this area to respond to appointment emails after they are processed About Speny Software Addins Options oR Cancel This tab allows you to set options for the Add Appointments By Email add in The Email Subject Contains textbox specifies what message subject text will trigger the add in to create a new appointment in your Outlook Calendar Select the Outlook folder to watch is the email folder that is scanned for the new appointment subject text The Email Replies frame allows you to specify under what circumstances you want a message indicating the status of the new appoi
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