Mobile Email Redirect User`s Manual
Contents
1. Email Redirect Copyright O 2008 Sperry Software Inc Page 3 criteria with semicolons e g subject car application This example will forward any emails that have a subject that starts with car like carnival tonight car for sale or has the complete word application The same is true for the other filter rules settings Message Settings Sperry Software Add in Configuration M E Mobile Email Redirect ToAddress es Message Options TT Prompt for email addresses e I Mark redirected messages Mail Settings User Name Password SMTP Mail Server Use port number 25 F Use From Address Proxy About Sperry Software Addins The first thing you specify on this tab is the redirect to email address This field is expected to be your email capable cell phone pager or PDA email address and the add in will not work until this field is filled in Next are the general Message Options The first option Prompt for email addresses each time when clicking the toolbar button causes the add in to ask you for the address to send to whenever you operate the add in manually i e click the toolbar button This is useful for dispatch centers that need to have the replies all go to a central address but the email message itself needs to go to an individual The next option is Mark redirected messages as read This is most useful when used in conjunction with the automatic mode so that y2. Sperry Mobile Email Redirect ss Software hs Fast Easy Productive User s Manual WelCOM erar E E non nro nn nn nn RR RR RR A O RR RR RR RR RR RR RR RR NRO NOR ROO NONNnnnnnnnnnnnnnnnnnnnnss 2 Configuring the Add ccccccccccccccceeee RR RR RR RR PSSS SEES 3 General Settings Tab ccccccnnnnnnnnnnnnnnnnononononononnnn nn rra RR RARA RR RON ELLE LEELA EEE sssaaa 3 Message settings Mic ice c ceca EE n 4 e NN 5 WVINET LO SENG aD RC TOA 7 5 0 7 PCZPPemugeo o o No 6 EEOMBIESAOOLA St 7 sae ete eee cine ace eee ete ese waive eo ota nde wales coe eta eas seco ARA aes sao ets ae 7 Mobile Email Redirect Copyright 2008 Sperry Software Inc Page 1 Welcome Thank you for choosing the Mobile Email Redirect add in created by Sperry Software This add in allows you to have email messages sent to your cell phone Blackberry Palm Pocket PC or other device or any email address The message is a normal email message except that when you reply the reply does not go back to the machine that has this add in installed but rather to the original sender This is helpful for example when you re away from your desk and you need to be notified of important emails You might have the messages sent to your email capable cell phone pager or PDA or to an associate or assistant so that the appropriate action can be taken in your absence Mobile Email Redirect Copyright O 2008 Sperry Software Inc Page 2 Confi
3. e Text Shrink Options Note These options apply only to messages that are in plain text format I Remove any extra spaces carriage retum inefeed pairs and tabs IT Remove all spaces and capitalize each word instead I Remove vowels T Substitute common instant message translations I Clip everything below the words Original Message Minimum message size 0 characters Apply To Sample Text I Maximum message size 1024 characters Hi This is sample text for you to use to demonstrate and see what happens when you select the various options then click the Apply To Sample Text button You can click the button again to reset this text back to the original Finally you may find it useful to copy and paste from some of your actual emails to y About Sperry Software Add Ins Options Cancel The Shrink Options only apply if you are redirecting plain text messages HTML format emails will be left untouched as will RTF format messages Remove any extra spaces carriage return linefeed pairs and tabs does the least amount of compression It simply eliminates areas of white space It can be particularly useful around signatures The second option Remove all spaces and capitalize each word instead does just that It eliminates all carriage return linefeed pairs as well Remove Vowels takes out vowels but only if the word is at least characters long otherwise it would get very difficult to read It a
4. etween these times About Speny Software Add Ins Options Cancel Apply This tab is used in conjunction with the automatic mode selection on the General Settings tab When automatic mode is on then the times that Mobile Email Redirect is allowed to send can be restricted There are four separate blocks of time that you can allow the add in to send They can be set independently and can overlap but the start time cannot be after the end time The Never send between overrides the Only send between options and will prevent the add in from sending anything between the times you specify This is useful for quiet times perhaps during important meetings or religious ceremonies The order of precedence is this If you press the Mobile Email Redirect buttons on the toolbars then that email will be redirected regardless of any other setting If you select the automatic mode and the email makes it through the filters the add in first pays attention to the Never send between then to the Only send when options but is still subject to the Only send redirected email when I m away from the computer if it s turned on i e checked If you don t have any of the When To Send options on the redirected email will always go out depending on the filters and the state of the Only send redirected email when I m away from the computer Mobile Email Redirect Copyright 2008 Sperry Software Inc Page 6 Troubleshooting Q The Sperry Softwa
5. guring the Add in Once the installation is complete you are ready to use Mobile Email Redirect When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions NOD32 Help i Anew ey 5 X Reply Replytoall E Forward Ba W i j Send Receive D Search address books Ms a Sperry Software Add Ins gt An Clicking this button displays the Sperry Software Add ins configuration screen It is on this screen that settings are made to control the add in s functionality General Settings Tab Sperry Software Add in Configuration dl Mobile Email Redirect Automatic Manual Settings I Enable automatic redirect when email anives in the folders specified below r 4 Enable Email Redirect buttons in Outlook toolbars Incoming Email Folders To Monitor Inbox Choose Folder Choose Multi Folders Fiter Rules Redirect all incoming emails C Redirect only those which match Use a semicolon to separate your items I Subject Line I Sender Name I Sender Address Attachment Name Displays the Outlook folders you have selected to monitor Email that arrives in these folders and makes it through the fiters are redirected About Speny Software Addins Options Help o Cancel In the Automatic Manual Settings area you can decide whether you want emails to be redirected automatically or manually o
6. lso refuses to remove a vowel if the word starts with one For instance about becomes abt This is one or the more powerful shrink text options The next option Substitute common instance message translations makes only four substitutions but for words that are very common It substitutes the following J for you R for are Thx for thanks or thank you q for for Clip everything below is useful for chopping off histories of notes that are being carted around in each email It causes everything below the words you specify to be cut off Minimum message size allows you to specify a minimum message length Some providers force small message into SMS format which can be difficult to reply to Using this option the trailing end of the message is padded with spaces after the other shrink options you ve chosen take affect to give the message the specified length Maximum message size does just the opposite Similar to Clip everything below it clips the message at whatever size you specify Since you will only receive one redirected message for each email this value should be large enough to capture most of the important text Mobile Email Redirect Copyright O 2008 Sperry Software Inc Page 5 The first five options can be experimented with by choosing the ones that are appropriate for your device based on the screen size of your device and your ability to decipher compressed te
7. ou know at a glance when you get back to your desk which items were redirected to your mobile You can choose whether to include attachments or not when the nclude attachments in the redirected message Choosing to include the attachments and the ability to make use of them depends on the device you use Finally you can opt to send all redirected messages as high priority messages This can be helpful when dealing with ISPs Internet Service Providers that forward messages only if they are high importance In the Mail Settings tab specify the settings for your ISP account This is frequently taken from your Outlook account information which you can view from Outlook by going to Tools Accounts You can also obtain this information directly from your ISP if necessary The Use From Address Proxy option causes the return address to be substituted with the redirected email address Some ISPs don t allow the substitution of From addresses however viewing this as a potential spam action If this is the case with your ISP you can uncheck this option the add in will still work however the email capable cell phone pager or PDA will need to respect the Reply To Internet Header option Note if you are redirecting to another Outlook client Outlook supports the Reply To field Mobile Email Redirect Copyright 2008 Sperry Software Inc Page 4 Shrink Options Sperry Software Add in Configuration 2 Mobile Email Redirect Messag
8. r both Checking Enable automatic redirect when email arrives in the folders specified below enables emails to be redirected automatically without your intervention as long as Outlook is up and running that is Checking Enable Email Redirect buttons in Outlook toolbars causes a button to appear on your Outlook toolbars When you view your emails in the main Outlook window you can select multiple emails while holding down the CTRL key then click the Mobile Email Redirect button and it will redirect each of the emails in turn You can also view an individual email and click the Mobile Email Redirect button from there When the automatic mode is enabled it enables a new checkbox Only send redirected email when I m away from the computer This handy option enables you to use Mobile Email redirect with a screen saver When the screen saver goes on the add in will be aware of this and automatically start redirecting emails to your mobile device There are other options to control when the messages are allowed in the When To Send area In the Incoming Email Folders To Monitor area you can choose which folders will have their emails redirected provided that the automatic mode above was chosen You can choose to use the built in filter or you can use Outlook Rules Wizard to copy just certain emails to a subfolder that you specify or you can use a combination of both For all the fields in the Filter Rules area you can separate multiple Mobile
9. re 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 Knowledge Base Mobile Email Redirect Copyright 2008 Sperry Software Inc Page 7
10. xt Once chosen the sample text in the box below can be used as an experimental test bed so that you can copy amp paste real text from some of your emails to get a feel for what the add in is going to send you before it actually does so Once the Apply To Sample Text button has been pressed once the name of the button changes to Reset Pressing the button while it is named Reset causes the text to be reset so you can experiment with other options easily When To Send Sperry Software Add in Configuration FI Mobile Email Redirect General Settings Message Settings Shrink Options WhenToSend When To Send Message Options All of these options only apply to the email messages that are redirected automatically the ones that are redirected as a result of pressing the Email Redirect button will always be sent out right away and do not respect these settings M Only send between 12 00 00AM and 12 00 00AM I Only send between Only send between I The options below force the addin to not send any messages during the times specified and are useful if you do nat want to receive messages during certain times of the day or late at night These options always override the Only send between times above but again the Email Redirect buttons wil always work regardless of the settings here I Never send between and I Never send between and Check this box to have the messages sent only b
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