Follow Up Reminders User`s Manual
Contents
1. grid can be sorted by simply clicking on the header columns Email Address Sent Date Reminder Date Subject or Notes Clicking the View Original Email brings up the email that you are to be reminded about If the button fails to bring up the email then it could be because the email has been moved outside your default set of folders to a public folder for example or has been deleted Create Follow Up Email creates an email based on the original email This is useful if you have not heard back from your recipient and you need to connect with them Delete Reminder permanently removes the reminder and any associated notes Note that for this option and the two previous buttons View Original Email and Create Follow Up Email buttons that multiple rows can be selected by holding down the Ctrl key while left clicking the rows you re interested in and then the operation performed so that multiple items can be deleted or viewed or followed up on Print prints a list of the reminder items A Print preview window is always shown first so that you can select the printer and other options Like all the Follow Up Reminders windows you can resize the window to be able to see more information Double clicking on any row displays the Follow Up Reminder Details window Follow Up Reminders Copyright 2012 Sperry Software Inc Page 6 D Siess Follow Up Reminder Details Subject RE Bulk lice2. sent Tech Support Sperry Software Follow Up Reminder Details Subject ka president sperrysoftware com Send Follow Up Reminder Date 3 9 2012 Jy 38 00AM Subject Provide the best customer experience 4 Add Notes Team f Lorem ipsum dolor sit amet consectetuer adipiscin commodo magna eros quis urna Nunc viverra imperdiet enim Fusce est Vivamus a4 Pellentesque habitant morbi tristique senectus et nl Custom Colors Figure 3 The Send With Follow Up Reminder button appears right above the normal Send button when you are composing a new email or replying to or forwarding an email If this button is clicked the Follow Up Reminder Detail window appears if the option to Prompt for the next reminder date when sending is checked on the main Configuration window This is the way to add new reminders Note that the Follow Up Reminder Details window is also displayed if the Override the default Send button with the Follow Up Reminder button in the main Configuration window is checked and the regular Send button is clicked View Reminders Follow Up Reminders Copyright 2012 Sperry Software Inc Page 5 To see a list of your reminders click the View Reminders button in the main Outlook toolbar It brings up a window similar to this one s t Pending Reminders Next Reminder 3 10 2012 08 00 AM 33 Email Address Sent Date Reminder Date Sub
3. Sperry Follow Up Reminders d Software ae Fast Easy Productive D User s Manual Welcome aee cectce cece ce acest cece caste sadtck aececcducedadeck lt cceceduceds dace cccececasucs ducea cece E 2 Configuring the AGG E WEE 3 Send With Follow Up Reminder ssssssnnnssssssssrrennssssssrrrrrrrnssssrrrrrrenssssnrtrrrnnssssnttrnrnssssnntrrrrnssssanerrennsssnnnnt 5 View Reminders AAA 5 Add REMINA ENS ees 7 Troubleshooting cccccccccssssseeecccecccseaesseececeeecsaueesseseceeeessaeeuseeeeeeeeesauaasseeeeeeeeesuuaasseeeceeessauaasueeseeeeesaaaggggs 8 Follow Up Reminders Copyright 2012 Sperry Software Inc Page 1 Welcome Thank you for choosing the Follow Up Reminders add in created by Sperry Software This add in will automatically notify you of anyone who has not responded to your important email messages To create a Follow Up Reminder compose a new email as you normally would When you are ready to send it just click the Follow Up Reminder button instead of the usual Send button This will cause the email to be sent and a reminder to be created which will be shown in 7 days by default you can change this to whatever is appropriate for you If you have selected the Prompt for next reminder date in the configuration options then you will be prompted at this point and given a chance to enter a reminder date different from the default any notes you d like to add which will be displayed when t
4. der if an email is received from the same recipient This option uses the email address so if the person has more than one email address the response must be from the same email address e g a work address compared to a home address The response must also have the same Subject except for the RE Prompt for the next reminder date when sending causes a Follow Up Reminder Details window to be displayed whenever you send a message and you clicked Send With Follow Up Reminder to send the message This window gives you a chance to change the default parameters for the date amp time of the reminder allowing you to add notes and to change the color for that particular reminder Normally the add in creates a separate reminder for every recipient except for BCC ed recipients Ignore CC addresses when sending with the Follow Up Reminders button causes the add in to not include those in the CC field and only create reminders for those recipients in the To line Display individual reminder windows instead of grouping them if you only have a few reminders this option is useful for displaying one at a time By default this option is off because like most people you probably have many reminders and need to see them all at the same time in the same window Override the default Send button with the Follow Up Reminder button is an option to help you if you have trouble remembering to click the Send with Follo
5. ge 7 Troubleshooting Q The Sperry Software Add ins button is not visible 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 Knowledge Base Follow Up Reminders Copyright 2012 Sperry Software Inc Page 8
6. he reminder comes due and or change the color for this reminder The colors in a reminder can be used to designate whatever is important to you To see all pending reminders just go to the main Outlook window and click the View Reminders button A window showing all pending reminders will be shown All the reminders that are currently overdue will be in bold while your future reminders will be in normal font You can click on any column header to sort by that column in the grid that displays all your reminders and you can double click any row to edit notes the reminder date and time and the change the color You can also resize all the windows in the Follow Up Reminders add in by clicking and dragging the edges so that you can see the entire contents without having to scroll as much You can also click once on any row to highlight the row and select any of the buttons in the Commands frame near the bottom The View Original button displays the email that you sent Create Follow Up Email creates a new email based on the original email that is to the same recipient with the same subject which is convenient when you need to send a message to the same person The Delete button removes the reminder permanently along with the notes you may have had for that reminder The Print button allows you to print the list of the pending reminders Follow Up Reminders Copyright 2012 Sperry Software Inc Page 2 Config
7. ject Notes sam strikestike com 3 3 2012 3 1 2012 Artwork Need the artwork for Monday walter wideworldimporters com 3 3 2012 3 10 2012 Bulk license question david cpandi com 3 3 2012 3 2 2012 Customer Fact Sheet XYZ Financials and cover letter carol cohovineyard com 3 3 2012 3 2 2012 Excel spreadsheet missing lawrence litware com 33 2012 3 10 2012 FW How to make the most of sales Provide feedback tom treyersearch net 3 3 2012 3 2 2012 Help bobby blueyonderairlines com 3 3 2012 3 10 2012 Lunch pete proseware com 3 3 2012 3 2 2012 Need new version He s on Windows 7 already wayne woodgrovebank com 3 3 2012 3 10 2012 Outlook meeting request question Alex fabnkam com 3 3 2012 3 2 2012 Quick Request XYZ Financials harry humoungousinsurance com 3 3 2012 3 10 2012 Re Upcoming Mailing nancy northwindtraders com 3 3 2012 3 10 2012 Re Upcoming Meeting How many people sales sperrysoftware com 3 3 2012 3 10 2012 Recommendations Should get good feedback felilica fourthcoffee com 3 3 2012 3 2 2012 Work Load Am depending too much on this company Commands View Original Email Create Follow Up Email Delete Reminder Print Exit Hints Click on anv column header to sort by that column Double click anv row to edit notes the reminder time or the color Hold the control or shift key down to select multiple rows Resize this window by right clicking the edge and dragging t larger Figure 4 The rows in bold represent items that are overdue The
8. nse question Follow Up Reminder Date 3 9 2012 Jv 8 00 AM Add Notes This user has a combination of Outlook 2007 and Outlook 2010 installations all running Windows 7 EI E ai a a E Bi P Custom Colors Cancel In this reminder a note regarding Outlook installations has been entered and then colored blue by the user You can click on any of the colors to quickly change the color but there must be text in the Notes area in order to see the change Note that the follow up reminder date is changed here as well Add Reminders In addition to having reminders automatically created when you click the Send With Follow Up Reminder button or possibly just the Send button depending on your options you can also add any arbitrary email This is especially useful if you keep your emails in a subfolder of the default Inbox since Outlook does not offer reminders for items not in the Inbox Sent Items Calendar and Tasks Once you click the Add Reminders button the Follow Up Reminder Details window appears so that you can enter the date you want to be reminded and any optional notes Note that multiple emails can be selected and that the Add Reminders button can then be clicked so that many emails can be processed at once Note that if you select multiple emails in this way that both the notes and the reminder date chosen will apply to each email Follow Up Reminders Copyright 2012 Sperry Software Inc Pa
9. the reminder is displayed is useful for those occasions when you are not looking directly at the computer when the reminder pops up By default reminders occur in 7 days is used to assign a default reminder time if you don t specify one Finally you can choose to have the reminders occur at the time the message was sent or at the same time every day If you choose to have the reminders occur at the time the message was sent it will add the default number of days to wait before reminding you For example if you send a message on Follow Up Reminders Copyright 2012 Sperry Software Inc Page 4 Monday at 9 45 am the reminder will occur on the following Monday at 9 45 am Of course you can always override this when you send the message if the prompt for the next reminder date is on or later in the Pending Reminders view available when you click the View Follow Up Reminders button on the main Outlook window Send With Follow Up Reminder Da MO a Eat Provide the best customer experience Message HTML i ua Message Insert Options Format Text Developer Sperry Software am Cut J Qa DN aut Caibi 11 A 4a Copy Send with Follow Paste me BZ UX Z Address Check Attach Attach Business Calendar Signature Fol i Up Reminder SF Format Painter E IE Book Names File Item Card X Ur Sperry Software Clipboard EI t Follow Up Reminder Details This message has not been
10. uring the Add in Once the installation is complete you are ready to use Follow Up Reminder When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar along with the View Reminders button discussed above and the Add Reminders button Figure 1 Outlook 2007 shown Clicking the Sperry Software Add Ins button displays the Sperry Software Add ins Configuration Window It is on this screen that settings are made to control the add ins functionality Follow Up Reminder Settings Add In Configuration General Settings E Follow Up Reminders F Automatically remove reminders if response received E Prompt for the next reminder date when sending Ignore CC addresses when sending with the Follow Up Reminders button Display individual reminder windows instead of grouping them E Override the default Send button with the Send With Follow Up Reminder button E Add an Outlook follow up flag to outgoing emails as well E Add an Outlook appointment as well E Add an Outlook task as well E Play a sound when a reminder is displayed Notify wav Default Reminder Occurrences By default reminder occurs in 7 day s Reminder occurs at time of message sent Reminders all occur at this time each day 8 00 AM Follow Up Reminders Copyright 2012 Sperry Software Inc Page 3 The Automatically remove reminders if response received checkbox will cancel the pending remin
11. w Up Reminder button It simply puts the same functionality of the Send with Follow Up Reminder button into the normal Send button that is it will add a reminder automatically and possibly prompt you for the details if you have that option on Add an Outlook follow up flag to outgoing emails as well will add an Outlook follow up flag to the emails that are sent out This can be useful if you prefer to rely on Outlook instead of the reminder system built into the add in Keep in mind that Outlook will only provide reminders for the four major default Outlook folders Inbox Calendar Tasks and Sent Items So if you prefer to move your emails to folders other than the Inbox Outlook will not remind you However the add in will always remind you since it doesn t rely on the Outlook reminder system Add an Outlook appointment as well will cause an Outlook appointment to be created at the reminder time This option is especially useful for phones that are synced to your Outlook calendar so that you can receive the reminders while you re away from your desk assuming your phone calendar software is set to alarm when your appointments come due The original email is included as an attachment on the appointment along with your notes if you added any Add an Outlook task as well is similar to the above it also includes the original email you sent as an attachment along with the notes you might have added Play a sound when
Download Pdf Manuals
Related Search