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eMercury
Message Pad user guide
To use
Message Pad please follow the instructions listed below.
Message Pad change report
Sending a message
Configuring the
Message Pad Options
Configuring for team sharing
Sending a message
Message Pad is fully integrated with Outlook. Access it from either
the Outlook toolbar or from the Outlook Actions menu as shown in
figures 1 and 2 below.
Fig 1 Message Pad on the Outlook Toolbar
Fig 2 Message Pad on the Outlook Actions menu bar
With Outlook running,
select the Message
Pad option from either the toolbar or the Actions menu and you will
be presented with the Message Pad dialogue window as shown in figure
3.
Fig 3 A sample completed Message Pad.
Click to view full size.
You may now complete the
message details offered by the caller, address and send.
 Caller
- caller's
name
Company - caller's
company name
Phone - caller's
phone number
Subject - subject
of call
Actions - select
one or more actions that apply to this message.
Priority - select
low, normal or high priority
Reminder - select
a reminder period for this message. This will display a reminder to
the recipient at the time delay configured.
Message - enter a
message if required.
Address - select
the address of the message recipient(s).
Post in private
folder only - when checked places a copy of the message in
your own private folder. When unchecked posts a copy of the message in the
configured public team folder (requires Microsoft Exchange).
Configuring the
Message Pad Options
There are a few default options that may be configured to aid your
use of Message Pad. These configuration options may be accessed from
the Outlook -> Tools -> Message Pad tab. Once the Message Pad tab is
displayed, select the Message Pad Options... command and you will be
presented with the Options dialogue as displayed in figure 4.
Fig 4 Message Pad Options screen.
Click to view full size.
General Options
Set
the Default Message Pad format - this allows you to set the preferred
Message Pad format. This default may be overridden at the time of
sending the Message Pad message.
The available format options are
HTML
Plain
Text
Message
Pad has an integrated spelling verifier which will spell check your
subject and message fields automatically depending upon the
configuration options below.
Always check for spelling before sending
- when checked, the
Message Pad spelling engine is active.
Spell check Subject text
- when checked, contents of the
Subject field will be checked.
Spell check Message text
- when checked, contents of the
Message field will be checked.
Ignore words in UPPER case
- when checked ignores the spelling
of upper-case words.
Ignore words containing numbers
- when checked ignores the
spelling of words that contain numbers.
Communication options
If you have the eMercury SMS Services installed then you may elect
to send your telephone messages by SMS as well or instead of Email.
Select the appropriate option and your default send method will be
as selected. You may select a different option at the time of
sending your message.
The available default send options are
Email
SMS
Both
(Email and SMS)
Public
Post Folder
For those users that are connected to a Microsoft Exchange server,
you have the option of posting a copy of your messages to a shared
folder as well as your private folder so that other team members may view messages taken. Therefore if a call comes into the office from
a colleague and they ask for any messages taken, any member of the
team may be able to view messages taken by all members of the team
and not just those taken themselves.
The
options are;
Private
(default setting) - when selected, copies of sent messages will
be posted to your private Message Pad folder.
Public
- when selected, copies of sent messages will be posted to the
configured public Message Pad folder.
Both
- when selected, copies of sent messages will be posted to both your
private and the configured public Message Pad folder.
With the
Public or Both options, select the
command to display the available public folders. Select the folder
that has been configured for your team's messages and press OK.
Copies of all new Message Pad messages will be posted in this public
folder for other team members to view.
Access
security is controlled by standard Microsoft®
Exchange®
folder security. To configure and then post to a shared folder, the
Exchange administrator must provide you with shared edit access to that
folder.
Configuring Message Pad for team sharing
You can setup Message Pad to use public folders so that groups of
people taking messages in a busy office can see the messages taken
by any members of the team.
Let's
consider the following situation.
Two secretaries look after
a number of managers in a busy corporate
office. One secretary takes a message and sends to the recipient.
The message is received in the recipients inbox and a copy of the
message is posted in the secretary's Message Pad folder.
The
message recipient, is out of the office travelling and phones in to
pickup her messages. The secretary who took the message is at lunch
so her colleague answers the phone. She looks at her Message Pad
folder and sees the messages she has taken for this manager but not
those taken by the other secretary.
Now
setup a public folder that both secretaries can access; configure
Message Pad to post messages in either the Public folder or both the
Public and Private folders and specifiy the public folder configured for this
'team'.
Now
whenever any of the managers phone in for their messages, each secretary
can look in the public Message Pad folder and see messages that have
been taken by either of them at a single view.
Group
security
You can configure a public folder for each of the multiple teams you
wish to support in an organisation. By restricting access to each
folder to just team members of a particular group, you ensure only they
can see messages left for their colleagues.
When a
message is sent, the message taker has the option to post a copy of
the message in just their private folder. This ensures that
information is only seen by the recipient and is not to be
available to other members of the team.
Thank you from the eMercury Solutions Team
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