Telstra Desktop

Messaging
Guidelines

1
Contents
2.12 Managing Contacts Lists
1. Telstra Desktop Messaging Overview
2.12.1 Finding Contacts
1.1 Terms and abbreviations
2.12.2 Modifying Contacts
2. Telstra Desktop Messaging Web application 2.12.3 Deleting Personal Contacts
2.1 Logging in 2.12.4 Adding Contacts
2.1.1 Company and Personal Settings 2.12.5 Importing Contacts
2.1.2 Permissions 2.12.6 Modifying Recipient Groups
2.2 Using Online Help 2.12.7 Creating a New Group and Adding Contacts
2.3 Main Menu Screen Overview 2.13 Using the Library
2.4 Sending SMS/MMS Messages 2.13.1 Managing Personal Templates
2.5 Message/Credit Limits 2.13.2 Managing Personal Messages
2.6 S ending SMS and MMS Messages 2.13.3 Managing Personal Multimedia Content
Using the Quick Contacts
2.14 Viewing and Modifying Scheduled Messages
2.6.1 Selecting Recipients from Quick Contacts
2.14.1 Viewing the Sent Messages
2.6.2 Entering Recipients not in Quick Contacts
2.15 Changing the Password
2.6.3 Composing the SMS/MMS Message
2.6.4 Send MMS Screen Overview 3. Desktop Client
2.6.5 MMS Composer and Previewer Overview 3.1 Software Installation
2.6.6 Sending the Message 3.2 Desktop Client Log In
2.7 Scheduling Messages 3.3 Desktop Client Start Up Screen
2.7.1 Send Later – Once Only 3.4 Exiting the Application
2.7.2 Send Later – Recurring 3.5 Sending SMS/MMS Messages
2.8 Sending Bulk Number Messages 3.5.1 Access the Sending Screen
2.8.1 Bulk Number Send: Upload External File Method 3.5.2 Compose the MMS Message
2.8.2 Sending Mail Merge Messages 3.5.3 Select Where to Have Replies Sent
2.9 Mail Merge Messages 3.5.4 Select Recipients
2.9.1 Importing the Recipients 3.5.5 Send the Message
2.9.2 Composing the Message 3.6 Viewing Sent Messages
2.9.3 Mail Merge Preview 3.7 Viewing Reply Messages
2.10 Using Inbox 3.8 Using Address Books
2.10.1 Viewing all Messages 3.8.1 Synchronising Address Books
2.10.2 Exporting Messages 3.9 Configuring Options
2.10.3 Replying to Messages 3.10 Desktop Client System Compatibility
2.10.4 Forwarding Messages 4. Email Plug-Ins For Outlook® and Lotus Notes®
2.11 Using the Rules Wizard 4.1 Long SMS Messages
2.11.1 Test the Company Inbox Rules 4.2 Software Installation
2.11.2 Edit and Reset Company Inbox Rules 4.3 Sending SMS Messages Using an Email Client
2.11.3 V
 iew Messages Captured By Each 4.4 Configuring System Settings
Company Inbox Rule
4.5 System Compatibility
2.11.4 Deleting Company Inbox Rules
4.6 Calendar Reminders

2
5. EmailSMS Appendix 1: Company and Personal Settings
5.1 Sending SMS Messages Using EmailSMS Appendix 2: Desktop Client Address Books Settings
5.1.1 S ending SMS Messages to a Single or Several Appendix 3: Desktop Client Appearance Settings
Recipient Appendix 4: Desktop Client Message Sending and Store
5.1.2 Sending SMS Messages to Multiple Recipients Settings
5.1.3 Reply Path Override Appendix 5: Desktop Client Security and Sound Settings
Appendix 6: Email Plug-In: Telstra Desktop Messaging
6. System Administrator Guidelines Business Settings
6.1 The Role of the System Administrator Appendix 7: Administrator Settings:
6.2 Managing Groups Permission Descriptions
6.2.1 Permissions Appendix 8: Creating a Csv File
6.2.2 Adding a New Group Appendix 9: Message Compatibility Class Restrictions
6.2.3 Modifying a Group
6.2.4 Deleting a Group Symbol Key
6.3 Managing Cost Centres
6.3.1 Adding a New Cost Centre
6.3.2 Modifying a Cost Centre
! Attention

6.3.3 Deleting a Cost Centre

6.4 Managing Users
i Important information

6.4.1 Adding a New User

Action required
6.4.2 Searching For Existing Users
6.4.3 Modifying a User
SMS/Email
6.4.4 Deleting a User .
6.5 Administration Reports
6.5.1 Running Administration Reports
6.5.2 Exporting Administration Reports
6.6 Managing Company Contacts Lists
6.6.1 Finding Contacts
6.6.2 Adding Contacts
6.6.3 Modifying Contacts
6.6.4 Deleting Contacts
6.6.5 Importing Contacts
6.6.6 Modifying Recipient Groups
6.7 Using the Library
6.7.1 Managing Company Library Templates
6.7.2 Managing Company Messages
6.7.3 Managing Company Multimedia Content

3
1. Telstra Desktop 1.1 Terms and
Messaging Overview Abbreviations
Telstra Desktop Messaging is an easy way of sending group The table below lists the terms and abbreviations used
or individual SMS/MMS messages from your PC or laptop. throughout this document.
There are three optional components of Telstra Desktop
Messaging. These are: Term or Abbreviation Definition
• Web-based application – easy to use web-based Telstra Desktop A web-based application that
interface that requires no software installation and is Messaging allows sending of SMS/MMS to
accessible via the Internet from anywhere in the world. a mobile phone.
• D
∑ esktop client – allows you to send individual SMS Desktop Client A desktop application that
messages using a desktop application for SMS and MMS allows sending of SMS/MMS to
messages. a mobile phone without having
to use a browser.
• Email Plug-In – allows you to send SMS messages from
your email. Telstra Desktop An email-based application
Messaging for Outlook® that allows sending of SMS
Some of the features and benefits of Telstra Desktop and Lotus Notes® to a mobile phone.
Messaging include:
EmailSMS A feature of the Telstra Desktop
• Easy-to-use interface – that is intuitive and easy Messaging application that
to follow. allows sending of SMS/MMS to a
• C∑ entral management –maintenance simplicity, mobile phone via email.
automatic updates and enhancements. Permissions Software restrictions imposed
• Reduced
∑ input time – it is far easier to type a message on by the administrator on user
a keyboard than on a handset keypad. groups.
• Customisation features – enable corporate management Restrictions can limit access to
of user restrictions. global and/or personal settings.
• C∑ ontact Lists – import or setup new contact lists that can SMS Short Message Service.
be used for bulk email sending. MMS Multimedia Message Service.
• Bulk mail – messages can be sent to multiple recipients Telstra Desktop Person appointed within a
simultaneously, with the message body either generic or Messaging company to manage accounts
personalised. Administrator and permissions.
• M
∑ essage scheduling – messages can be scheduled for
delivery on a specific date or time. These can be sent once
only or for multiple recurrences.
• Campaign management – set up a customer promotion
that interacts intelligently with incoming messages.
Replies can be composed based on the contents of an
incoming message.

4
2. Telstra Desktop 2.2 Using Online Help
Messaging Web The Telstra Desktop Messaging online help covers
the following:
Application • S∑ ending messages.
• Using the personal and company Contacts.
Telstra Desktop Messaging is a simple to use web-based
application that allows the sending of an SMS/MMS to a • U
∑ sing the features of the Library menu.
mobile phone user. There is no software download required. • U
∑ sing the features of the Admin menu.
With the web-based Telstra Desktop Messaging interface,
For help on a specific screen, click on the Help link in the tab
you can perform the following functions from your computer:
on the top right hand side of the screen.
• Send SMS and MMS messages.
• S∑ chedule SMS/MMS messages to be delivered at a later date.
• Use the mail meg and bulk number send features.
2.3 Main Menu Screen
• V
∑ iew and manage messages in your Inbox. Overview
• Manage your own personal contacts.
The SEND SMS screen defaults when you first login to
• C∑reate and modify personal templates to be used when
Telstra Desktop Messaging. This is the main screen for
composing messages.
sending SMS messages. It allows the composition and
• V
∑ iew and modify scheduled messages before they are sent. sending of messages to personal contacts and groups,
• View sent messages and much more. company contacts and groups and individual recipients
not listed in any address books.

2.1 Logging In You can access this screen by selecting the Send
SMS menu option from the top left hand side
L∑ aunch your browser and enter the following URL: MENU Options navigation area.
https://onlinesms.telstra.com. The LOGIN screen will
be displayed.
• Enter your user name and password in the User Name
and Password fields. These are included in the registration
email and click the LOGIN button to use Telstra
Desktop Messaging.

! The password is case sensitive, so ensure that it is

entered correctly.

i If you forget your password, follow the click here

link below the LOGIN button. Your password will
be emailed to your registered email address.

2.1.1 Company and Personal Settings

Some features of Telstra Desktop Messaging are categorised
by Company and Personal settings. Users have access to
these features under the Company or Personal settings
depending on their permissions. Refer to Appendix 1 –
Company and Personal Settings.

2.1.2 Permissions
The permissions that you have been granted will
determine what you are allowed to do within
Telstra Desktop Messaging.

5
Figure 2.0: Default Send SMS Screen.
1 Menu Options: The main items are displayed at the top 13 Message Template: Instead of composing a new message
left hand side of the screen. from scratch, you can select a predefined template from the
2 S
 end SMS Menu Option: Click to display corresponding list of options from the Select Template drop-down list.
screen: Address Book Send, Mail Meg Send, or Bulk 14 From: Specify where replies to your SMS are to be sent.
Number Send for SMS messages. For example, company Inbox, by selecting an option
3 S
 end MMS Menu Option: Click to display corresponding from the drop-down next to the “From:” label.
screen: Address Book Send, Mail Meg Send, or Bulk 15 Credit remaining: Displays the number of message
Number Send for MMS messages. credits you have left for the month.
4 I nbox Menu Option: Preview all messages received 16 Status: The Status link is located on the bottom left hand
in your Personal and Company Inboxes. corner of the screen. The Status screen lists responses related
5 R
 ules Wizard Menu Option: Create and manage to the actions you perform each time you use Telstra
Company Inbox message rules. Desktop Messaging. For example: ‘Message Successfully
Scheduled’ or ‘Password Updated Successfully’ etc.
6 C
 ontacts Menu Option: Select from and manage the
following address books: Company Contacts, Company 17 Characters Remaining: Displays number of characters
Groups, Personal Contacts and Personal Groups. remaining as you type.

7 L ibrary Menu Option: Manage message templates, 18 Clear Button: Clear all message and recipient details
saved messages and multimedia content. and start again.

8 S
 ent Menu Option: View all messages sent and review 19 Send Later Button: Define the send schedule for the message
their message status. (Note: the user account needs adequate permissions to
use this feature).
9 S
 cheduled Messages Menu Option: View and manage
all scheduled messages. 20 Send Now Button: Send the SMS message immediately.

10 A
 dd To Recipients Button: Adds selected contacts to
the recipient list.
11 To: display all recipients of the message. Also use
i Telstra Desktop Messaging is ideally suited to
Internet Explorer. The desktop screen may vary
when using other internet software.
this field to enter recipients (mobile phone numbers)
not included in any of the address books.
12 Compose Message: The message text is entered here.

6
2.4 Sending SMS/ 2.6 Sending SMS and
MMS Messages MMS Messages Using
From the Telstra Desktop Messaging application you can
send SMS messages to any GSM 3G or Next G™ mobile
the Quick Contacts
phone capable of receiving SMS messages. An SMS is a text When selecting recipients, you can select them from the
message made up of a maximum of 160 text characters, Quick Contacts, Personal, Company Contacts or Groups or if
which can be sent to most mobile handsets. An MMS is a they do not exist in the Quick Contacts, you can enter their
multimedia message, made up of combinations of text, mobile number directly in the To: edit box. MMS messages
image, audio and video content, which can be sent to most are sent using the Send MMS Menu Option screen.
mobile handsets. From the Telstra Desktop Messaging
application you can send MMS messages to any GSM 3G or 2.6.1 Selecting Recipients From Quick Contacts
Next G™ mobile phone capable of receiving MMS messages.
• To search for and select recipients from one of the
Telstra Desktop Messaging messages are sent using the
Contacts or Groups lists, Select the Send SMS Menu
Send SMS Menu Option (Figure 2.0). This allows you to send:
Option. The Send SMS screen displays (see Figure 2.0).
• Single messages
• S∑ elect the required contacts or group radio button:
• M
∑ ail merge messages
– Company Contacts, Company Groups
• Bulk messages.
∑ – Personal Contacts, Personal Groups
The sending of MMS messages from Telstra Desktop Messaging
• The list of recipients in the selected Contact is displayed in
is similar to the sending of SMS messages with the option of
the edit box below the Search field. Select a recipient from
allowing you to include MMS. Select the Send MMS option
the list displayed below the Search field.
from the drop down list of the default Send SMS screen.
Messages can be sent immediately or scheduled for
sending later. i To select multiple individual recipients, press [Ctrl]
then Left Mouse Click on the required contacts or
groups. To select a block of recipients, press [Shift],
i Sending of personal and individual SMS/MMS
messages is dependent on the permissions
then Left Mouse Click on the required group
of contacts.
granted by the Administrator.
• I∑ f you need to search for a recipient in the address book

! Supported MMS content types are limited to

the file formats listed. Please refer to Appendix 9 –
list selected, type the first few letters of the name in the
Search edit box, and select the required name from
the list.
Message Compatibility Class Restrictions for • Click on the ADD TO RECIPIENTS button to add the
more information. recipient(s). These are then displayed in the To: edit box.
You can add contacts from more than onegoup for one
SMS message. For example, you can choose to add

2.5 Message/Credit Limits recipients from the Company Contacts and Personal
Contacts groups.

The Administrator has the option of limiting the number of

message credits that can be used by a person or group. The
number of remaining credits is indicated next to the Credits
i To add recipients from another group,
select the required button, then select
remaining: text at the bottom right hand side of all screens. recipients from that group.
The number of Credits remaining is reduced by one for each
SMS message sent. When using mail meg or a bulk message If a recipient is added accidentally, highlight the name
send for many recipients, the message limit is reduced by in the To: edit box and press [Delete].
the total number of recipients to which it is sent. If there is
no limit to the number of messages sent, the word
UNLIMITED appears.

! If a bulk mail or mail meg message is to be sent to,

for example, 500 recipients, and you only have 200
message credits remaining, none of the messages
will be sent.

7
2.6.2 Entering Recipients Not In Quick Contacts • T∑ o compose a new MMS message, you will need to use the
MMS Composer (Figure 2.1).
To enter a recipient that does not exist in one of the
contacts or group lists: In the To: edit box, type the mobile • To use an existing template, select a template from the
phone number of the recipient(s) with no spaces separating, Select Template drop-down list.
eg 0401689124 or 61401689124. If there is more than one, • I∑ f you wish to clear both the message and the recipient
use a semi colon (;) to separate the numbers, eg 0411256897; details, click the CLEAR button.
0402758345.
• In the From: drop-down list at the top of the Send MMS
2.6.3 Composing the SMS/MMS Message screen, select your desired option.
When composing a SMS/MMS, you can either compose a • T∑ o send the message immediately, click on the SEND NOW
new message or use a pre-existing template. button.
• To compose a new SMS message, type the message in the • To send the message at a later date/time, click on the
Compose Message text box. There is a limit of 160 SEND LATER button and define the send schedule for the
characters for a single SMS. The number of characters message (Refer to Section: 2.7. Scheduling Messages).
remaining is shown in the Characters remaining field. If
you are sending a Long SMS, which allows more than one
SMS message to be sent, then the characters remaining
for each SMS message are displayed first, then in brackets
( ) the number of SMS messages. The credit required to
send a Long SMS is the number shown within the brackets.

Figure 2.1: The Send MMS Composer and Previewer

1 Layout Option 10 Active Slide Control
2 Template 11 Add New Slide
3 Compatibility 12 Remove Active Slide
4 Upload File 13 Remove Selected Media Element
5 Loaded Files 14 Move Back Active Slide
6 Library 15 Move Forward Active Slide
7 Slide Duration 16 Preview Message
8 Credits 17 Preview
9 Message Size Indicator

8
2.6.4 Send MMS Screen Overview Active Slide Control: The slide numbers of the composed
message are displayed in this region of the Composer. The
When you login to Telstra Desktop Messaging, the Send
active slide number is displayed in the colour orange. Select
SMS screen defaults, by clicking Send MMS Menu Options
the desired slide by clicking the number required or clicking
in the top left hand side navigation area the Send MMS
the left or right arrow to move up or down a slide number.
screen is displayed. This is the main screen for sending
MMS messages. It allows you to compose and send single
messages to personal contacts and groups, company Remember the active slide number is displayed
contacts and groups, and individual recipients not listed in orange. The slide numbers or arrows at the top
in any address books. of the Composer can be clicked to easily access
the desire slide.
2.6.5 MMS Composer and Previewer Overview
The MMS Composer and Previewer areas are where you Add new slide: Clicking this icon adds selected a new
compose and Preview your MMS messages (Figure 2.1). blank slide to the Composer.
The features and operation of the Composer and Previewer
are described below. Remove active slide: Clicking this icon deletes the active
slide from the Composed MMS message.
Layout Options: Choose the content layout of all the
MMS slides in the message. Check the radio button next Remove selected media element: By clicking on the media
to the layout required, either text below image (default), element on the current slide the area border in the Composer
text above image or a single region slide (single region is highlighted red. On clicking this icon the media in the
slide can only have text or an image). selected area is removed. This can be done if you want to
change the image, video or audio or text on the active slide.
Template: Select a predefined template from the list
of options in the Select Template drop-down list. If the
message body is one that is used regularly, it is more
efficient to create a template which can be re-used.
i Note: the Audio content area is the Audio icon
displayed in the top right hand corner of the active
Refer to Section: 2.13.1 Managing Personal Templates slide when audio content is attached to the slide.
for details on how to create templates. Clicking this icon will highlight its border red,
thus selecting the audio content of the slide.
Compatibility: Telstra Desktop Messaging is configured
to accept content and create messages that will be able
to be delivered to a range of handsets. Select a Handset
Compatibility level from the list of options in the drop- Click the media content first to highlight the
down list. This is to assist in composing messages that area border first. When the content area border
are compatible with handset ranges. is highlighted red, click the icon to remove the
Upload File: The BROWSE button allows the upload of media content.
multimedia content from your PC, or enter the directory
and file name in the adjacent text box. Move back active slide: Clicking this icon moves the
Loaded files: Files uploaded to the Composer are displayed active slide down one position.
here. The same content can be added to another slide by Move forward active slide: Clicking this icon moves the
double-clicking on the file name in the Loaded files area. active slide up one position.
Library: Search for multimedia content to add to the active Preview message: Clicking this icon starts the Previewer
Slide in the Composer screen. From the drop-down list select playing the Composed MMS message.
either the Images, Video Clips or Audio Clips option. Select Previewer: Telstra Desktop Messaging uses a real Player
the Company or Personal radio button. Content can be added plug-in to preview MMS messages. The Previewer has its
to the active Slide by double-clicking on the file name in own Start , Pause and Stop control icons.
this area.
Slide Duration: The slide duration of the active Slide can
be controlled by entry of the time duration in seconds in
the adjacent text box. Note that Telstra Desktop Messaging
i Telstra Desktop Messaging will prompt for
the real Player plug-in to be downloaded and
automatically sets minimum slide time durations based installed if it is not already present on the PC.
on content that is loaded onto each slide, these minimums
cannot be changed.
Credits: The number of message credits to send the currently The Previewer also appears on other screens
composed message is displayed. of Telstra Desktop Messaging.
Message Size Indicator: The current size of the composed
message is displayed in kB on this bar chart. The maximum
size for the select compatibility is displayed on the bar chart.

9
2.6.6 Sending the Message
• T∑ o send the message immediately, click the
SEND NOW button.
• T∑ o send the message at a later date/time, click on the
SEND LATER button and define the send schedule for
the message
• All messages that have been sent successfully are listed
in the Sent Menu Option screen. Access the Sent screen
from the Menu Options navigation area.

2.7 Scheduling Messages

Messages can be delivered at a specified future time.
For example, deliver a message at 8am tomorrow morning Figure 2.2: Once Only Scheduling options
to remind everybody in the Managers Group that there is
a management meeting at 9am. To do this, the message 2.7.2 Send Later – Recurring
can be created now and scheduled using the SEND LATER • T∑ o schedule a message to be sent on a recurring basis click
button on the Send SMS screen where the time for delivery on the SEND LATER button after composing the message.
is specified. Messages can be scheduled using the The ONCE only screen is displayed by default.
following options:
• Click the drop-down list in the Period area. The recurring
ONCE ONLY – message is scheduled for once-off delivery. patterns are displayed.
RECURRING – this feature enables repetative message
delivery at specified intervals such as daily, weekly, monthly
or yearly. For example, send a message to the Managers
Group at 8am every Monday morning to remind of their
i The Period section of the screen changes depending
on the recurrence pattern selected.
weekly 9am meeting.
Set Recurrence Pattern
2.7.1 Send Later – Once Only In the Period drop-down list select the desired time period:
• To schedule a message to be sent once only, click on i) Daily
the SEND LATER button after composing the message.
The ONCE only scheduling options are displayed on ii) Weekly
the screen. iii) Monthly
• From the Start Date calendar icon, click and select the iv) Yearly
date on which the message is to be delivered.
For example, if you selected Daily, the following Period
• I∑ f the message is to be sent in a future month, click on options are displayed on the screen:
the > button from the calendar. If the message is to be
The daily recurrence pattern can be set to send:
sent in a future year click the >> button.
a) Every X number of days apart,
• From the Time drop-drown lists enter the time the
message is to be sent. b) On Weekdays only, or
• T∑ o cancel message scheduling, click on the CANCEL c) On Weekends only.
button and the SEND NOW option will be displayed. • Click on the relevant radio button to indicate the
• Click the OK button to have the message sent at the frequency required. If the message is to be sent, for
scheduled date and time. example, every 3 days, enter the number in the
Every # day(s) edit box.
Once scheduled messages are created, they can be viewed
on the Scheduled Messages screen. • S∑ electing the weekly recurrence pattern will enable you
to send every X number of weeks apart. The option also
exists to send the message more than once in a week.
• Set the weekly frequency by typing the number in the
Every # week(s) edit box. Check the box of the day(s) of
the week on which the message is to be sent.
• Y
∑ ou can also select recurring scheduling options for
monthly and yearly.

10
 i Use of the Bulk Number feature is dependent on
the permissions granted by the Administrator.

! Read the terms and conditions of use carefully

before sending any messages.

2.8.1 Bulk Number Send: Upload External File Method

• From the Send SMS menu, check the Bulk Number Send
checkbox.
• E∑ nsure the file you are loading numbers from has been
saved as a CSV file. Refer Appendix 8 – Creating a CSV file
for more information.
Figure 2.3: Recurring Screen – Daily
• Click on the BROWSE button to locate the CSV file. The
Set Range of Recurrence Choose file window is displayed.
1. Select the Start Date from the drop-down lists. • B
∑ rowse and select the CSV file you wish to import, then
• Define the End schedule of the message: click the Open button. The file path is displayed in the edit
box next to the BROWSE button.
– To schedule the message to continue indefinitely, select
No end from the End drop-down list. • To compose a new message, type the message in the
Compose Message text box. There is a limit of 160
– To terminate the message on a specific date, select
characters for a single SMS. The number of characters
End on from the End drop-down list. Click the calendar
remaining is shown in the Characters remaining field.
icon that appears and select the required date from
Or for Long SMS the number of SMS messages and
the calendar.
credits are shown in the brackets ( ) after the remaining
– To terminate the schedule after a specific number of character count.
times, select End after from the End drop-down list,
• T∑ o use an existing template, select a message template
then enter the number of times the message is to be sent
from the Select Template drop-down list, and edit the
in the time(s) edit box.
template (if required) in the Compose Message text box.
• In the Time area, select the time of day the message If the message body is one that is used regularly, you
is to be sent using the drop-down lists. may wish to use a message template. Refer to Section
• T∑ o cancel the Scheduling of the message, click the • To clear the message, click the CLEAR button.
CANCEL button to see the the SEND NOW option.
• I∑ n the From: drop-down list, select the desired option
• To Schedule the recurring message, click OK. The if different from the default.
message(s) will be sent at the scheduled times.
• To send the message immediately, click the SEND NOW
Once scheduled messages are created, they can be viewed button. If there are any errors, the following message
on the Scheduled Messages screen, click on the Scheduled will display: ‘An error has occurred during message
Messages Menu Option. submission, click OK for details’

2.8 Sending Bulk • I∑ f there are errors, click OK in the message box.
The STATUS screen displays.

Number Messages • C∑ heck the error messages.

• If required, make amendments to the mobile phone
Use the bulk numbers feature to send messages to numbers and re-upload the CSV file.
largegoups of recipients who are not stored in Contacts
• T∑ o send the message at a later date/time, click the
lists. These messages differ from mail meg messages in
SEND LATER button and define the send schedule.
that the content of each message is not personalised.
To check the number of messages that were sent
The details of these recipients might not be stored in the
successfully, you can:
Contacts lists for various reasons; for example, these
numbers may be stored on a central customer database. • Click the Status link in the bottom left hand side
Bulk numbers are useful where the target list is regularly of the screen and consult the STATUS screen
changing. Eg: monthly car insurance renewal customers. • C∑ lick the Sent Menu Option for viewing the sent
messages. Refer to Section: 2.6.6 Sending the Message

11
2.8.2 Sending Mail Merge Messages 2.9.2 Composing the Message
The mail merge feature performs in much the same way as • In the Which field is the mobile number in? edit box,
the mail merge facility in a word processor in that each enter the number of the column (in the CSV file) in which
message is personalised for each recipient. Refer to Section: the mobile number is stored. eg If the mobile number
2.9 Sending Bulk Number Messages. appears in column 1 (or column A), the field value = 1.
• I∑ n the From: drop-down list, select where you wish
2.9 Mail Merge Messages replies to be sent (eg Company Inbox) if different from
the default.

The mail merge feature performs in much the same way • To compose the message from scratch, type the details
as the mail merge facility in a word processor, in that each in the Compose Message text area. Where details are to
message is personalised for each recipient. The details of be inserted from the CSV file, use the following mail
these recipients are not usually stored in the Contacts lists merge field format: [#] (‘#’ indicates the column number
because they change on a regular basis. from the file).

A CSV (comma separated values) file, containing a list of the • T∑ here is a limit of 160 characters for a single SMS.
recipients’ mobile numbers, names, and other information The number of characters remaining is shown in the
that is specific to each recipient, is imported. Refer to Appendix Characters remaining field. Or for Long SMS the number
8 – Creating a CSV File. of SMS messages and credits are shown in the brackets
( ) after the remaining character count.
Creating a mail merge send SMS consists of the
following steps: • To use an existing template, select a message template
from the Select Template drop-down list, and edit the
• Importing the recipients template (if required) in the Compose Message text box.
• C∑ omposing the message • T∑ o clear the message, click on the CLEAR button,
• Checking and correcting the mail merge send report and re-start composing your message.
for any errors • Proceed to the the next step.
• S∑ ending the SMS.

i Use of the Mail Merge feature is dependent on the

permissions granted by the Administrator.

! Review the terms and conditions of use before

sending any messages.

2.9.1 Importing the Recipients

• From the Send SMS menu, check the Mail Merge
checkbox to display the Mail Merge send options.
• T∑ o locate the CSV file, click the BROWSE button.
The Choose file window is displayed. Select the CSV
file to import and click the Open button. The file path
is displayed in the edit box next to BROWSE.
• Compose the message.

12
2.9.3 Mail Merge Preview
• To check the Mail Merge message and correct any errors,
click on the PREVIEW button.
• I∑ f there are any errors, click CLOSE in the Mail Merge
preview screen to return to the Send SMS screen and
fix the message or open the CSV file containing the
imported information and check that the columns
containing the information being megd are correctly
referenced in the composed message.
• Ensure that the mobile phone numbers are formatted
correctly, eg ensure that:
– There are no spaces between any of the digits. Figure 2.4: Mail Merge Sending Screen
– There are no dashes (-) separating the digits.
– The number is the correct legh, ie 10 digits.
– The fields are formatted as text and that each
2.10 Using Inbox
number begins with a ‘0’. The Inbox Menu Option screen allows you to:
• S∑ ave the CSV file with the changes. In Telstra Desktop • Query and view messages that have been sent to the
Messaging, upload the CSV file again, and click on the Company or Personal Inboxes.
PREVIEW button. If there are no errors, continue to
• Export, delete, reply to and forward messages from the
sending the message.
inboxes.

! The MAIL MERGE Preview screen does not indicate if

any of the messages exceed 160 characters, or the i The permissions granted by the Administrator will
determine whether you can view, add, edit or delete
Long SMS character limit once megd. It’s important
the Company Inbox Rules.
that when composing the message body, the
maximum length of each column being imported
is considered.

! The mobile number is not included as part of the

message body and does not need to be considered
within the message character limit.

Failure to send all merged messages could be the

result insufficient message credits. Ie: Sending mail
merge messages to 100 recipients requires at least
100 available message credits.

• To send the message immediately, click the SEND NOW

button.
• To send the message at a later date/time, click the
SEND LATER button and define the send schedule for
the message.
Note: Any changes you make to the CSV file after scheduling
the message will not be used.

13
Figure 2.5: Inbox Screen 8 A
 ttachment indicator(s): For MMS messages that
The inbox screen has the following components: contain multimedia content the following indicators are
displayed, images , video , audio .
1 M
 essage Text: Here you can see the Sender’s mobile
number and for a SMS message the start of the message 2.10.1 Viewing All Messages
text, for a MMS the Subject text of the message.
• To view all messages in the Company or Personal Inbox,
2 R
 ead Status: For Inbox messages that you have click the Inbox Menu option in the navigation area. The
previewed the Read Status indicator is displayed. Company Inbox screen is displayed by default (Figure
3 R
 eply Status: For Inbox messages that you have replied 2.5). Messages in the inbox are displayed in the order in
to the Reply Status indicator is displayed. which they were received, with the most recent at the top.
Only 100 messages can be displayed per page. To view
4 F orward Status: Inbox messages that have been messages in the personal inbox, click on the Personal tab.
forwarded will display the Forward Status indicator .
• I∑ f all messages in the inbox are not displayed, click the
5 T
 ime/MMS Size: Displays the date and time the message View all link at the bottom of the screen.
arrived in the Inbox and also the message size in Kb is
displayed for MMS messages. • Use the Previous, Next and Go buttons to navigate
multiple pages of results if required.
6 F orward button: For Inbox messages that can be
forwarded the Forward button is displayed.
7 P
 review button: To preview an Inbox message click the
Preview button . The message is displayed in the
Message Preview area of the screen.

14
2.10.2 Exporting Messages
• To export messages from the Company or Personal Inbox,
! MMS messages displayed may not always appear
the same when displayed on a handset as a result of
first display the message(s) you wish to export. different handset manufacturers submitting MMS
– T∑ o export all the messages displayed, click on the messages in different formats.
Export all link at the bottom of the screen.
– To export specific messages, select the required
messages by checking the box next to the message
and click the Export link at the bottom of the screen. 2.11 Using the
The File Download dialog box is displayed.
• C∑ lick on the Save button. The Save As dialog box Rules Wizard
is displayed.
The Rules Wizard feature of Telstra Desktop Messaging
• Give the file a unique name, and save it to an appropriate allows you to configure actions you want to perform when
drive and folder. The Download Complete dialog box is you receive a message sent to the Company Inbox. The Rules
displayed. The selected messages are exported in CSV (ie created describe the Actions to be carried out when certain
tab delimited text) form and the file is saved as a text file. message conditions are met by an incoming message to the
Refer Appendix 8 – Creating a CSV file. Company.
• C∑ lick on the Close button to close the Download Complete The Rules Wizard Menu Options screen allows you to:
dialog box.
• V
∑ iew and manage all existing Company Inbox Rules.
2.10.3 Replying to Messages • View messages captured by each Company Inbox Rules.
• To reply to messages in the Company or Personal Inbox, • Edit, Reset and Delete Company Inbox Rules.
display the message(s) you wish to reply to. • Create new Company Inbox Rules.
• S∑ elect the messages you wish to reply to: • Test the Company Inbox Rules.
• To select all the messages, click the Select all link at the
bottom of the Inbox screen.
– T∑ o select specific messages, check the box next to the i The permissions granted to you by the Administrator
will determine whether you can view, add, edit or
required message. delete the Company Inbox Rules.
– You can use the Unselect all link at the bottom of the
screen to deselect all the messages if required.
–∑ Click the Reply SMS or Reply MMS link at the bottom
of the Inbox screen.
• The Send SMS or Send MMS screen is displayed with the
To: field populated with the mobile phone numbers of the
person who sent the message(s).
• C∑ ompose and send the message.

2.10.4 Forwarding Messages

• To forward a message in the Company or Personal Inbox
to recipients, display the message to reply to.
• Click the Forward Icon at the far right hand side of the Figure 2.6: Rules Wizard Screen
SMS or MMS message in the Inbox.
View and manage existing Company Inbox Rules

! Note that for some MMS messages in the Inbox

Telstra Desktop Messaging may not be able to
To view and manage existing Company Inbox Rules, click the
Rules Wizard Menu Option from the navigation area. The
Rules Wizard screen is displayed (Figure 2.6).
forward the message due to the format of the
message received from the originating handset. In The Rules Wizard shows the list of all current rules and a
these cases the Forward Icon is not displayed summary of their details. The rules appear in the order of
next to the message in the Inbox. their priority from highest to lowest. When a message is
received the process of checking the rules for a match begins.
This process is based on priority. The rule with the highest
The Send SMS or Send MMS screens, depending on the
priority is the first rule that the message is evaluated against.
message type, will be displayed with the content of the
If the message does not match the rule, then the message is
message in the compose area of these screens.
evaluated against the rule with second highest priority, and
so on. The lower priority rules are not processed.

15
When a new rule is created, it will have the lowest priority. It • I∑ f you select an MMS or any, additional conditions are
will display at the bottom of the list. To raise the priority of displayed relating to incoming MMS messages.
the rule, click the Up arrow icon . • Check the checkbox next to the option if you want to
Terms used for the Company Inbox rules include: apply these to an incoming MMS messages.
• A
∑ ctive – Indicates via the checkbox if you want the rule to
be active or not.
• Rule Name – Indicates the unique rule name used by
your company.
• C∑ ondition – Indicates the conditions the message must
meet in order for the rule to be applied.
• Validity – Indicates the validity time of the rule (the time
that the rule is in effect).
• M
∑ essage Count – Indicates the number of messages that
have matched this rule.
• View Message – Click the View message icon to view
the messages captured by the rule.
• R
∑ eset – Click the Reset icon to reset the message count
to zero for the rule.
• Edit – Click the Edit icon to edit the existing rule. Figure 2.8: Create New Rule – Redirect to an Email,
• D
∑ elete – Click the Delete icon to delete the existing rule. MMS trigger
From the drop-down menu (Figure 2.7), displaying Accept
• Rule Order – Click the Up arrow icon to move the rule
ALL Values, you can select conditions to apply to the text of
up the priority list, or click the Down arrow icon to
incoming SMS messages and to the text of the 1st slide of
move the rule down the priority list.
incoming MMS messages. The message text comparison
• Save
∑ Order – after changing the rule order click the Save values must be one of the following:
Order link at the bottom of the screen to save the changed
• Accept ALL Values – Accepts all text messages
rules priority.
• i∑ s EQUALS – Accepts text exactly matching the text
entered into the adjacent text box
• is LESS THAN – Accepts text alphabetically less than the
entered value in the adjacent text box (numeric
comparison if value is numeric)
• i∑ s GREATER THAN – Accepts text alphabetically greater
than the entered value in the adjacent text box (numeric
comparison if value is numeric)
• CONTAINS – Accepts text containing the text entered into
the adjacent text box
• START
∑ with – Accepts text starting with the text entered
into the adjacent text box
Figure 2.7: Create New Rule – Redirect to an Email • is BETWEEN – Accepts text alphabetically between the
Create new Company Inbox Rules text values entered into the adjacent From: and to: text
To create a new Company Inbox Rules, click the Rules Wizard boxes (numeric comparison if value is numeric).
Menu Option from the navigation area.
The Rules Wizard screen is displayed (Figure 2.7). Click the
Create New Rule link at the top of the screen. The Rules
i Note: the message text comparison is not
case sensitive.
Wizard, Create New Rule – Redirect to an Email screen is
displayed by default (Figure 2.8). • Select the action you want to perform when the rule is
• Enter the rule name in the text box. This name must be triggered by an incoming message.
unique and can only be used once in your list. • R
∑ edirect to an Email – Sends the incoming message to a
• S∑ elect the conditions that are used to trigger the rule: valid e-mail address entered into the Redirect to an email
address text box (default action option).
• From the When drop-down menu select an SMS, an MMS
or any if you want both SMS and MMS incoming
messages to trigger the rule.

16
• Send an MMS – Sends a single slide MMS message as • To specify a specific day of the week, use the check boxes
composed. Compose the single slide MMS as required. provided to indicate the days. For example, if the rule
Check the checkbox, Send message to message must be applied on Mondays and Wednesdays, check the
originator to send the composed MMS to the sender of boxes for those days.
the message that triggered the rule. • T∑ o indicate that the rule to be valid every day of the week,
• Send an SMS – Sends a SMS message as composed. select Every Day from the drop-down menu.
Compose the SMS as required. Check the checkbox. • To indicate that the rule to be valid from Monday to
• Send
∑ message to message originator to send the Friday, select Weekdays.
composed SMS to the sender of the message that • T∑ o indicate that the rule to be valid only on weekends,
triggered the rule. select Weekends.
• To save the rule, click SAVE.
i Sent items generated from any Rules will not appear
in the sent items folder. To view the number of
messages sent, contact the Systems Administrator If you have permissions to send LongSMS messages
for a Report. the number of SMS messages is displayed in the
brackets ( ) next to the characters remaining count.
• Perform no action – Performs no action, other than saving
the incoming message in the Rule View message log.
2.11.1 Test the Company Inbox Rules
• T∑ he text content of the SMS or MMS that is sent as a result • To test the operation of the Company Inbox Rules with a
of processing a rule can contain the following simulated incoming Company Inbox message, click the
placeholders that will be substituted with actual values Rules Wizard Menu Option from the navigation area.
(in other words, the fields are dynamic) at the time the From the Rules Wizard screen, click the Test Rules link.
message is sent: The Rules Wizard Test Messages screen is displayed,
[n] – Where n is a number. This represents the place a incoming SMS is the default.
word occupies in the incoming message. For example, if • S∑ elect the Message Type from the drop-down list, an SMS
the value in the field is [1] and the incoming message is or an MMS. If you chose an MMS Message Type check the
Vote Paul, then [1] is replaced with Vote. If the value in the check boxes relating to the attached multimedia content.
field is [2], then [2] is replaced with Paul.
• Use the Date Received drop-down menus to select the
[number] – The MSISDN of the inbound message date of the incoming message.
[name] – The name of the sender of the inbound message ∑ se the Time Received drop-down menus to select the
• U
if the sender’s mobile exists in your Company Address time of the incoming message.
Book
• Enter a test message in the Message Text text box.
[namenumber] – The same as [name] unless the name
cannot be determined, in which case it will be the same as • T∑ o test the rules, click the TEST button. The test results are
[number]. displayed, indicating the rule that matched the incoming
message or that no matches were triggered.
[date] – The date the message arrived – (in the dd/mm/
yyyy format) • If you check the Detailed Results checkbox a full listing of
the Rules evaluation is displayed, indicating why rules
[time] – The time the message arrived (in the hh:mm:ss, failed to match prior to a matching rule being triggered.
24-hour clock format) (Figure 2.9.)
To specify the validity time of a rule, follow these steps:
• Use the drop-down lists provided to select or change the
dates of the rule’s validity time. The rule will take effect
on the from date selected and stop processing on the to
date selected.
• S∑ pecify the validity time frame of the rule by selecting the
start and end time (in hours and minutes) from the
drop-down lists. Indicate whether the rule is to be applied
Between or Outside of this time frame by checking the
appropriate option.
To specify the days of the week of the rule’s validity time, you
have several options: Figure 2.9: Test Messages detailed results screen

17
2.11.2 Edit and Reset Company Inbox Rules • Click the Export link at the bottom of the screen. The File
Download dialog box is displayed.
• Click the Rules Wizard Menu Option from the navigation
area. The Rules Wizard screen is displayed. • Click the Save button. The Save As dialog box is displayed.
• F∑ rom the Rules list, click the Edit icon at the right of the • Give the file a unique name and save it. The Download
Rule you want to modify. The appropriate Create New Complete dialog box is displayed. The selected messages
Rules screen is displayed. are exported as a ZIP file.

!
• Click on the Close button to close the Download Complete
If you edit a rule, the rule will be reset and its count dialog box.

!
will be zero (0) on the Rule List page. All messages in
the View message log for the Rule will be deleted. If you edit a rule, the rule will be reset and its count
will be zero (0) on the Rule List page. All messages in
the View message log for the Rule will be deleted.
Remember to Export the messages from the View
message log before performing the edit if you want
to retain these messages. Remember to Export the messages from the View
message log before performing the edit if you want
• Make the necessary modifications. to retain these messages.
• C∑ lick on the CANCEL button and you’ll be returned to the
Rules Wizard screen. Replying to Messages
• When complete, click on the SAVE button to save • To reply to messages in the View Messages List, check the
the modifications. checkbox next to the message(s) you want to reply to.
There is also a Select all link at the bottom of the screen
2.11.3 View messages captured by each Company to select all messages.
Inbox Rule • Click the Reply SMS or Reply MMS link at the bottom of
• To view the messages that have been captured by a the Inbox screen.
Company Inbox rule, click the Rules Wizard Menu Option • The Send SMS or Send MMS screen is displayed with the
from the navigation area. The Rules Wizard screen is To: field populated with the mobile phone numbers of the
displayed (Figure 2.6). person who sent the message(s).
• F∑ rom the Rules list, click the View message icon at the • Compose and send the message.
right of the Rule. The View Messages List screen is
Deleting Messages
displayed (Figure 2.11).
• To delete messages in the View Messages List, check the
checkbox next to the message(s) you want to delete.
There is also a Select all link at the bottom of the screen
to select all messages.
• Click the Delete link at the bottom of the Inbox screen.
A confirmation message displays.
• Click OK if you want to permanently delete the message.
• Click Cancel if you want to retain the message. From this
page you also have links at the top of the screen to Rules
Figure 2.11: View Messages List screen List screen and links to the Company Inbox and
Personal Inbox.
From the View messages screen you have the option to
Delete messages, Reply with a SMS, reply with a MMS or
Export the messages to a file. For MMS messages with
multimedia content attachments, a content icon is displayed
! If you delete, edit or reset a rule all messages in the
View message log for the Rule will be deleted.
next to the message. To preview the content, click the
content icon to open the attachment on your PC or Laptop.
Exporting Messages Remember to Export the messages from the
To export messages from the View Messages List: View message log to retain these messages.
• Check the checkbox next to the message(s) you want to
Export. There is also a Select all link at the bottom of the
screen to select all messages.

18
2.11.4 Deleting Company Inbox Rules • To perform a quick search, using the Quick contacts, select
the required contacts or group radio button:
• Click the Rules Wizard Menu Option from the navigation
area. The Rules Wizard screen is displayed. – Company Contacts, Company Groups, Personal
Contacts, Personal Group. The list of recipients in
• From the Rules list, click the Delete icon at the right of
the selected Contact is displayed in the edit box
the Rule you want to delete. A confirmation message
below the Search field.
box displays.
– Select a recipient from the list displayed below

! If you delete a rule all messages in the View

•
the Search field.

message log for the Rule will be deleted.

i To select multiple individual recipients, press [Ctrl]
then Left Mouse Click on the required contacts or
groups. To select a block of recipients, press [Shift],
Remember to Export the messages from the View
then Left Mouse Click on the required group
message log before performing the delete if you
of contacts.
want to retain these messages.

• Click OK to delete the Rule permanently.

2.12 Managing
Contacts Lists
Contact details such as names, mobile numbers and email
addresses can be stored in your Contacts lists.
The Contacts Menu Option screen allows the following:
• Search for existing contacts
• Modify or delete contacts
• Add contacts to groups
Figure 2.12: Contacts Menu Option screen
• Import lists of contacts from a file
• If you need to search for a recipient in the address book
• Create, modify and delete contact groups. list selected, type the first few letters of the name in the
Search edit box, and select the required name from

i The ability to add, edit, and delete contacts and

groups is dependent on the permissions granted to
the list.
To perform a more detailed search:
you by the administrator. Most users will only have • From the My Company Contacts select from the
permission to add, modify and delete contacts from drop-down list the field to search:
their Personal Contacts only.
– First name, Surname, Mobile, Email
– Enter text or numbers in the adjacent text box,

i Personal contact details are visible only to the

person who created them.
and click the SEARCH button.

2.12.2 Modifying Contacts

• To modify a personal contact’s details, search for the
2.12.1 Finding Contacts contact.
There are two methods of searching for contacts: • Click the Edit icon to the right of the contact you wish
1. Quick search using the Quick contacts to modify. The Contact’s details are populated in the top
of the Contacts screen.
2.  A more detailed search using the Search options in the
Contacts Menu Options screen. • Make the required modifications and click on the SAVE
button. A message stating that the contact’s details have
• To find a contact, select the Contacts Menu Option. The been successfully updated is displayed.
Contacts screen is displayed.
• Click OK to close the message box.

19
2.12.3 Deleting Personal Contacts • Browse and select the CSV file you wish to import, then
click the Open button. The file path is displayed in the edit
• To delete a contact from the address book, search for the
box next to the BROWSE button.
contact.
• To select a group other than the default, select a group
• Check the checkbox(s) to the left of the Contact(s) you
from the Select a group to add contacts to:
wish to delete.
drop-down list.
• Click the Delete Contact link at the bottom of the screen.
A confirmation dialog box is displayed.
Because imported contacts are only added to the
• If you do not wish to proceed with the deletion, click
selected contact group, it is recommended to add all
CANCEL to retain the contact.
imported contacts to the Default group. You can use
• Click OK to delete the contact. the Modify Personal Groups screen later to move the
• Click OK to close the message box. contacts into groups. Refer to Section: 2.12.6
Modifying Recipient Groups.
2.12.4 Adding Contacts
Add both company and personal contacts using the • To import the CSV file and populate the contact address
Contacts Menu Option screen. You can add details such as book, click on the LOAD button. A screen displays whether
the first name, surname, mobile number and email address the contacts have been added successfully or not.
of a contact. • To correct any errors or make changes, be sure to modify
• Select the Contacts Menu Option. the CSV file and load the file again.

• Select the Personal tab to add a Personal Contact. 2.12.6 Modifying Recipient Groups
• Complete the following details: First Name, Surname, Message recipient groups are useful when sending the same
Mobile Number, Email (Optional). message to a group. Each person can belong to more than
• To add the contact to a group other than the default, onegoup. Personal Recipient groups are only visible to the
select the required group from the Add to group user who created them.
drop-down list.
• Click the SAVE button. A message stating that the contact
2.12.7 Creating a New Group and Adding Contacts
has been successfully added to the address book (or group • From the Contacts Menu Option screen, select the
nominated by you) is displayed. Personal or Company tab, click the Groups link.
• Click OK to close the message box. • In the New Group edit box, enter the name of the new
group, and click on the SAVE button. The new group’s
name is now available in the Group drop-down lists.
If there are no contact groups, the new contact can
• Select Group to be modified from the Group Name
be added to a group on the Modify Personal Groups
drop-down list. Thegoups are listed alphabetically and
screen at a later stage. Refer to Section:
the first group in the list is displayed by default. Select the
new Group name just created.
2.12.5 Importing Contacts
Importing contacts is a timesaving method of adding
company and personal contacts to Groups. The contact
details must be imported from a CSV file. Refer to Appendix 8
– Creating a CSV file.

The CSV file must contain the following fields in the

following order: first name, surname, and mobile
number. An email address is optional.

To import contact Group details; from the Contacts Menu

Option screen, select the Personal or Company tab, then click
the Groups link. The Contacts Groups screen is displayed.
• Click on the BROWSE button to locate the CSV file. The
Choose file window is displayed. Figure 2.13: Contacts Groups Screen
• From the Contacts list on the right hand side select the
Contacts you want to add to the Group.

20
 Multiple recipients can be selected by using the [Ctrl]
+ Left Mouse Click for individual selections, or the
2.13 Using the Library
[Shift] + Left Mouse Click for a block selection. The Library Menu Options screen allows you to:
• Create new SMS and MMS templates and modify existing
If the list of available contacts is long and the contact Personal templates (Refer to Section).
required is listed towards the bottom, search for the
• View and modify saved messages.
contact by entering the contact name in the Search
edit box. • View and add multimedia content for use when
composing MMS messages.
• Once group members have been added, click on the Save
Group link at the bottom of the screen.
• A confirmation message is displayed that the Contacts
i The permissions granted to you by the Administrator
will determine whether you can add, edit or delete
have been added to the Group. Personal templates.
• To add more contacts later, select the group from the
Group Name drop-down list, and select the contact(s)
from the Recipients list on the right hand side and click
the ADD button.
i You can also save messages composed in the Send
SMS or Send MMS screens as templates by choosing
the Save as drop-down Template option(s) on
• When finished, click the Save Group link at the bottom
these screens.
of the screen.
Renaming Groups
• From the Contacts Menu Option screen, select the group 2.13.1 Managing Personal Templates
in the Rename Group drop-down list. Templates offer a time saving method of sending the same
• Enter the new name in the Change to edit box. message on a regular basis. You can modify personal
• Click the SAVE button. The group is renamed. templates, provided you have the permission required.

Removing Contacts From Groups

• From the My Company Groups section, select Group
to be modified from the Group Name drop-down list.
The groups are listed alphabetically in the Group Name
drop-down list and the first group in the list is displayed
by default. Nothing will be displayed if there are no
groups in the Contacts Groups list.
• To remove contacts, select the contact(s) from the left
hand side Recipients list and click REMOVE.
• When finished removing contacts, click the
Save Group link.
Deleting a Group
• From the Contacts Menu Option screen, select the Figure 2.14: Personal Templates Screen
Personal or Company tab and click the Groups link. Creating New Personal Templates
• From the My Company Groups section of the screen, • From the Library Menu Options screen, select the
select the Group to be deleted from the Group Name Personal or Company tab and click the Templates link.
drop-down list. The groups are listed alphabetically in the The Personal or Company templates screen is displayed
Group Name drop-down list and the first group in the list (Figure 2.14).
is displayed by default. Select the new Group name • Select the New SMS Template or New MMS Template
just created. link at the bottom of the screen.
• Click on the Delete Group link at the bottom of the screen. • Either the SMS Template creation screen or the MMS
A confirmation message box displays. Template creation screen is displayed.
• To permanently delete the group, click OK. The contact • Enter a title for the template in the Title: text area.
group is deleted from the Contacts Group list. However,
the contacts who were members of this group are not • Select an existing template from the Select Template
deleted from the Contacts lists. drop-down list or compose your own message in the
Compose Message text area.
• Click OK to close the message box.

21
 2.13.2 Managing Personal Messages
Remember messages have a limit of 160 characters
for a single SMS. If you have permissions to send The Library Menu Options screen allows you to view and edit
LongSMS messages the number of SMS messages is your stored messages saved from the Send SMS or Send
displayed in the brackets ( ) next to the characters MMS screens. During the composing of messages you have
remaining count. the option to save the message as a Personal message or
Company message from the Save as drop-down list on
these screens.
• To clear all text in the text area, click the CLEAR button.
• When you have completed your template, click on the
SAVE button to save it. i The permissions granted to you by the Administrator
will determine whether you can add, edit or delete
Personal or Company messages.
• Click the BACK button to return to the Templates list to
choose a different template.
• Enter a title for the template in the Title: text area.

Figure 2.16: Messages Screen

Viewing Personal Messages
Figure 2.15: MMS Template Creation Screen From the Library Menu Options screen, select the Personal
or Company tab and click the Messages link. The Personal
Modifying Existing Templates
or Company messages screen is displayed.
• From the Library Menu Options, select the Personal or
• Click the preview icon to the right of the Message you
Company tab and click the Templates link.
want to preview.
• The Personal or Company templates screen is displayed.
• The Message is previewed in the Message Preview area at
Select the Modify Existing button.
the left of the screen.
• From the Template list, click the Edit icon at the right of
Using Saved Messages
the template to modify.
• From Library Menu Options screen, select the Personal or
• The SMS Template creation or MMS Template creation
Company tab and click the Messages link.
screen is displayed with the selected template.
• The Personal or Company messages screen is displayed.
• Make necessary modifications.
• Click the Edit icon to the right of the Message you want
• To clear all content in the template, click on the
to modify.
CLEAR button.
• The Send SMS or Send MMS screen is displayed with your
• When complete, click on the SAVE button to save the
saved message contents displayed.
modifications.
• You are now able to continue with the composition of the
Deleting Templates
retrieved message.
• From the Library Menu Options screen, select the
Deleting Saved Messages
Personal or Company tab and click on Templates.
• From the Library Menu Options screen, select the
• The Personal or Company templates screen is displayed.
Personal or Company tab and click Messages.
• Check the Checkbox at the left of the Template(s) you
• The Personal or Company Messages screen is displayed.
want to delete.
• Check the Checkbox at the left of the Message(s) you want
• Click on the Delete link at the bottom of the screen.
to delete.
• Click OK to delete the template(s) permanently.
• Click on the Delete link at the bottom of the screen. A
confirmation message box displays.
• Click OK to delete the Message(s) permanently.
22
2.13.3 Managing Personal Multimedia Content
The Library Menu Options screen allows you to store 2.14 Viewing and
multimedia content for use during the composing of MMS
messages from the Send MMS screen and the Desktop Client. Modifying Scheduled
Messages
The Scheduled Messages Menu screen displays all scheduled
messages until due for delivery. This provides a useful way
of keeping track of configured schedules. Once the messages
have been delivered they can be viewed on the Sent Menu
Options screen. Refer to Section:
Viewing Scheduled Messages
Click the Scheduled Messages Menu Options. The Scheduled
Messages Menu Options screen is displayed. Information
relating to the scheduled message is displayed under the
TYPE, MESSAGE and SCHEDULE INFORMATION columns.
The date and time displayed indicate when the schedule is
due for delivery.
Modifying Scheduled Messages
Figure 2.17: Multimedia Content screen Thumbnail view • Click the Scheduled Messages Menu Options to display
Adding Multimedia Content the Scheduled Messages Menu screen.
From the Library Menu Options screen, select the Personal • Click on the MODIFY button next to the message. The
or Company tab and click the Multimedia Content link. The Send SMS or Send MMS screen is displayed depending on
Personal or Company Multimedia screen is displayed, in the the scheduled message type showing the composed
Thumbnail view by default. The Company Multimedia message and scheduled settings.
Content screen Thumbnail view is shown in Figure 2.17. • Add or delete recipients or make changes to the message
• Click the List link at the top right of the Multimedia if required.
Content screen to display the List view. • Modify the existing schedule, if required. Refer to Section:
• Click the BROWSE bottom to the right of the Add New • Click the CANCEL button to clear the Message Composer
Content text box. Browse and select the file you wish to areas and scheduled settings to start again
add, then click the Open button.
• Click on the SAVE button to save the modifications. A
• The file path is displayed in the text box next to the confirmation message box displays.
BROWSE button.
• Click OK to save the changes to the scheduled message.
• Enter a name for the Content in the Descriptive Name
Deleting Scheduled Messages
text box.
• Click the Scheduled Messages Menu Options to display
• Click the ADD button to save the Content to the Library.
the Scheduled Messages Menu screen.
Deleting Multimedia Content
• Click on the DELETE button to the right of the scheduled
• From the Library Menu Options screen, select the message.
Personal or Company tab and click the Multimedia
• Click OK to delete the message permanently from the
Content link.
Scheduled Message list.
• The Personal or Company Multimedia screen is displayed,
in the Thumbnail view by default. 2.14.1 Viewing the Sent Messages
• Check the Checkbox at the bottom of the Thumbnail or at The Sent Menu Options screen stores a list of all messages
the left of the Content, when in the List view, that you sent over the last three months. The message log behaves in
want to delete. much the same way as the sent items folder in an email
• Click on the Delete link at the bottom of the screen. A application. Messages can be searched using a variety of
confirmation message box displays. Click OK to delete the parameters, eg date, name, mobile number or message text.
multimedia content(s) permanently.
i The permissions granted permit you to see either all
sent messages, or only those sent by you.

23
To search for messages and view message details:
• Select the Sent Menu Options. The Sent Messages screen 3. Desktop Client
displays.
The Telstra Desktop Messaging client application allows you
• Define the date range by selecting dates from the Date to send an SMS/MMS to a mobile phone user with the simple
From: and To: drop-down lists. “mobile phone” like interface from the desktop, without
• To search by Recipient Name, Mobile Number or having to use a browser. This feature is particularly useful
Message Text, select the option from the drop-down list for typing and sending quick messages to single mobile
and enter the word(s) or number in the adjacent text box. phone users.
• Click the SEARCH button to retrieve the search. The
bottom part of the screen is populated with the
search results. 3.1 Software Installation
To use the Telstra Messaging Desktop client, you first need to
i Each message sent through Telstra Desktop
Messaging is assigned a unique ID.
download and install the desktop software. Go to https://
onlinesms.telstra.com/login.do?do=display
1. Click on the “Download Desktop Messaging” icon in tbe
• To view the details of a sent message, click on the View bottom left of the screen. The Desktop installer
Messages icon in the most right column. Details such application will request to be downloaded to your
as message text, recipient name, number and message desktop (6.9mb).
status are displayed. 2. Once the file has been saved, run the Desktop Messaging
• To do another search, re-select and/or enter search details Installation Application from your desktop and follow the
and click the SEARCH button. steps/prompts of the installation wizard (Figure 3.1).

2.15 Changing 3.2 Desktop Client Log In

The Password When the Desktop Client is first set up, you are prompted to
enter your username and password. These are used to
• Click the Admin link. The ADMIN Change Password screen authenticate your login each time.
is displayed. If you opted to use a username and password for auto-login,
• Type your current password into the Old Password: then logging in to the Desktop Client happens automatically
edit box. whenever you boot up your PC or laptop. You will not be
prompted to log in to the application separately. If you did
• Type your new password into the New Password: not opt to use a username and password for auto-login, you
edit box. will need to log in each time you launch the Desktop Client.
• Confirm your new password by retyping it in the Confirm

i
Password: edit box. This is done to ensure you have not
made a mistake while entering the new password. If the following message is displayed when you
boot up your PC: ‘You do not have sufficient

! You cannot copy and paste the new password into

the Confirm Password edit box. It must be
permissions to login, please contact your Telstra
Desktop Messaging System Administrator’, this
could be due to one of the following:
retyped manually. • The Telstra Desktop Messaging server is not
functional or operational.
• Click on the SAVE button. Your new password will take • The username/password combination is
effect from the next time you log in. not valid.
• The user does not have sufficient permissions
to use the Desktop client.

1. To log in to the Desktop Client click on the Desktop

Messaging icon on your desktop. The LOGIN screen will
be displayed.
2. Enter your Username and Password and click the OK
button. The Desktop Client Start Up screen is displayed
(see Figure 3.1 Desktop Client Start Up Screen). You are
now ready to begin sending messages.

24
 i If you forget your password, click on the RESEND
Button. Your password will be emailed to your
3.5.1 Access the Sending screen
• In the start up screen, click on the NEW button.
registered email address. Alternatively, you can select Send a Message from the
Actions menu anywhere in the application. The Sending
screen is displayed in the send SMS mode.
• Click the Mode SMS button to change to send MMS mode.
3.3 Desktop Client The Sending screen is displayed in send MMS mode.

Start Up Screen • When the Sending screen is in send MMS mode the Mode
button will display MMS .
Inbox status Main menu Clock displays time in hh:mm
or hh:mm:ss format depending 3.5.2 Compose the MMS message
on the configuration • In the Enter Message Text field, type your text message
Displays server
connection for the MMS message.

Use Address
button to launch
Use to launch
View Messages
i You can use mouse right-click to access Cut, Copy and
Paste functions as you are writing your message.
Synchronise screen where you
Address Books can view all sent
screen
Use this button to
messages
Use to launch
i The Characters field indicates the number of
characters you have entered.
launch screen Options window
where you can where you can
create and send a configure the • To attach multimedia content, click the Attach
SMS or MMS. See Desktop Client multimedia “Paper-clip” button .
Figure 3.3. settings
• If you have permissions to use the Library content, from
Use to log out of Use to exit the the Library drop-down list select personal or company.
the application application The list of multimedia content items from the chosen
Library will be listed. Select the required Library item and
Figure 3.1: Desktop Client Start Up Screen click the OK button.
Figure 3.1 shows the Client Desktop Start Up screen which is • The Refresh button manually updates the Library content
displayed when the application is launched or after you log in. list from the Telstra Desktop Messaging server. Click this if
content has just been added to the Library and it does not

3.4 Exiting the Application appear in the list.

• Click the Cancel button to return to the sending screen, or
To log out of the Desktop Client, click on the LOGOUT button • If you want to up load from your local PC or Laptop, click
in the Start Up screen. This will end your user session but will the From file … button.
leave the application open at the Login screen for another • The Select Attachment screen is displayed.
user to log in. To close the Desktop Client application, click on
• Browse for the required file and click the Open button.
the EXIT button in the Start Up screen.
• The following Send MMS screen is displayed.

3.5 Sending SMS/MMS

Messages
Text Control
Sending an SMS message using the Desktop Client consists of Indicator
the following steps:
• Accessing the Sending screen
• If MMS, then select the MMS mode
Delete
• Selecting the recipients multimedia
• Composing the SMS message or compose the 1 slide MMS button
message
• Selecting where replies are to be sent Figure 3.2: Desktop Client Send MMS with attachment Screen
• Sending the message.

25
• The attachment of multimedia content is indicated by the 3.5.4 Select recipients
Attach multimedia “Paper-clip” button being replaced
• Enter a new mobile number in the Enter Recipients field.
by the Delete multimedia “Rubbish-bin” button .
• If you place your cursor over this button the filename of
the attached content is displayed. If you are entering more than one phone number,
ensure that you separate each number with a
• When text is entered into the text composition area and semi-colon (;).
multimedia content is attached the Text Control Indicator
is displayed to the right of the text composition area.
• By default the text below, red arrow , is displayed When entering mobile numbers, ensure you use one
indicating that the text will appear below any image or of the following formats:
video content on the MMS slide. • Full National Number (FNN) format:
• Click the arrow icon to switch to the text above, green arrow eg 0418123456
, this indicates that the text will appear above the image or • International Number format: eg 61418123456
video content on the MMS slide. You can toggle the text • E164 format: 61418123456
control position by pressing the displayed arrow icon.
• To select a previously used number, click on the down
3.5.3 Select where to have replies sent arrow to the right of the Enter Recipients field. The Prev.
• Click on the icon to the right of the Reply to label (in the Used screen displays the last previously used mobile
Sending screen) to display the one you require as shown phone numbers or recipients, up to a maximum of 10.
in the Table 3.1. • Select the required number(s) and click OK to return to the
Icon Meaning Function previous screen. The selected numbers are displayed in
the Enter Recipients field.
Mobile Select this to have replies sent to a • If you want to return to the previous screen without
phone designated mobile phone. This is the selecting any numbers, click on the CANCEL button, or
mobile number that is registered in click on the up arrow to the right of the field.
your Telstra Desktop Messaging
account. NB: To change your registered
mobile phone number, you will need to
contact your System Administrator.
i If the mobile phone number in the Prev. Used lists has
a corresponding entry in a linked address book, then
the name of the recipient is displayeds, not the
Personal Select this to have replies sent to your mobile number. If there are multiple address book
Inbox Personal Inbox. The mobile number for entries for the same mobile number, then the first
your Personal Inbox is drawn from a address book entry is displayed.
pool of numbers, and changes each
time you send a message. As the • To select a recipient from an Address book, click on the
recipient will not recognise this number, Address book button in the Sending screen. The Address
it is recommended to identify yourself Book Recipients screen is displayed.
in your SMS message. You can only use
this option if you have been granted • From the Address book field, choose the address book you
permission to have a Personal Inbox. require. The Contact Name/Mobile Number fields are
populated with contacts in the selected address book.
Company Select this to have replies sent to your • Select the required contact(s) and click the Add>> button.
Inbox Company Inbox. The mobile number The contacts are added to the Message Recipients field.
for the Company Inbox is always the
– To remove a contact from the Message Recipients field,
same. As the recipient may not
select the contact and click on the Remove button.
recognise this number, it may be
necessary to identify yourself in your • When you have selected required recipients, click on the
SMS message. You can only use this OK button. The Sending screen is redisplayed.
option if you have been granted
permission to use the Company Inbox.

Email Select this to have replies sent to the

address email address that you specified in
your Telstra Desktop Messaging
account. As the recipient will not
recognise the number that appears on
their handset, it is recommended to
identify yourself in your SMS message.
Table 3.1: Desktop Client Reply Path Icons
26
3.5.5 Send the message If your account details (ie username and password)
• Click on the SEND button. A spinning envelope denotes are not the same as those used in the Telstra Desktop
that the message is being sent. When the message is sent, Messaging application, then you will not be able to
the Start Up screen is redisplayed (see Figure 3.1). access the Inbox and will be returned to the Desktop
Client application.

i From the send SMS or MMS screens, clicking the

mode button will switch modes You will be prompted
if any composed message content will be altered
during the switch of sending modes.
i If your Inbox contains no new unread messages the
open envelop icon is displayed. You can still click
this icon to launch the Telstra Desktop Messaging
Inbox in a new browser window

i From the send SMS screen, clicking the Attach

“Paper-clip” button will automatically switch to
the send MMS mode when multimedia content
is attached. 3.8 Using Address Books
The Desktop Client provides linkage to the Telstra Desktop
Messaging Personal and Company Contacts that have
3.6 Viewing Sent been set up in the Telstra Desktop Messaging application.
It also allows you to use the Outlook Global Address List
Messages and Outlook Personal Contacts Lists for the same purpose.
This means that when you create your messages in the
SMS Desktop Client, you can select recipients from these
To view all messages sent from the Desktop Client:
address books.
• In the Start Up screen, click on the LOG button.
Once you have selected the address books, you then have
Alternatively, you can select View Messages from the
the option of synchronising the address book(s) selected.
Actions menu, from anywhere in the application. The
Synchronising the address books will ensure that you have
View Messages screen is displayed. This screen displays
access to the latest version of the address book.
the recipient’s mobile number or name (Destination
field), the date and time the message was sent (Sent
field), the message text (Text field) and the number of
recipients (Recipients field). i To use the Outlook Global Address List, you must
have MS-Outlook open at the time you send the a
• To view further details of a message, select the message message.
and click on the View button. The Message Details screen
is displayed. • From the Tools menu, select Manage Address Books. The
This displays further details such as the Username of Address Books In Use screen is displayed.
the sender, the Reply path, and the Result of the • Check the checkbox next to the address books you wish
message submission. to use.
• Click OK to close this screen. • Click on the OK button to close the screen and save the
• Click Cancel to close the View Message screen and return address book settings.
to the Sending screen.
3.8.1 Synchronising Address Books

3.7 Viewing Reply • To synchronise address books, from the Tools menu,
select Synchronise Address Books. The Synchronise
Address Books screen displays.
Messages • Check the checkbox next to the address books you wish
to use.
New Inbox messages are flagged by an icon which • Click on the OK button to close the dialog box and
appears on the top left of the Desktop Client screen. synchronise the selected address books.
• Click on the icon. This launches the Telstra Desktop
Messaging Inbox in a new browser window.
• Refer to Section: 3.3 Desktop Client Start Up Screen.

27
3.9 Configuring Options 4.1 Long SMS Messages
Settings, such as security and address book settings, are An SMS message can consist of a number of message parts.
normally configured when the application is first installed. The first part of a message consists of up to 160 characters. If
However, you can alter these settings at any time using the you have not enabled long SMS, you will only be able to send
Options function. a message in one part.
• In the Start up screen, click on the Admin button or If you have enabled long SMS sending, you will be able to
select Options… from the Tools menu from anywhere in send a message with up to 10 parts. Subsequent parts can
the application. The Options screen is displayed. The each contain slightly fewer than 160 characters. When
Communications tab defaults. composing a message that spans more than one part, the
text is displayed as a whole, not in separate parts. However,

! You should not make any changes to your

Communications settings.
the recipient will receive the message either in separate
consecutive parts, or concatenated, depending on their
handset. Refer to Section:

• When you have completed configuring your options, click

on the OK button to save the new settings. 4.2 Software Installation
• Refer to Appendix 2 – Desktop Client Address Books
Settings for a description of the configurable address To use the Telstra Messaging Email client, you first need to
book settings. download and install the email client software.
Go to https://onlinesms.telstra.com/login.do?do=display
• Refer to Appendix 3 – Desktop Client Appearance Settings
for a description of the configurable appearance settings.
• Refer to Appendix 4 – Desktop Client Message Sending
and Store Settings for a description of the configurable
message sending and store settings.
• Refer to Appendix 5 – Desktop Client Security and Sound
Settings for a description of the configurable security and
sound settings.

3.10 Desktop Client

System Compatibility
The Desktop Client is compatible with Microsoft Windows®
98, 2000, ME, XP and NT for Workgroups 4.0.
The Desktop Client is compatible with Microsoft Outlook 97, Figure 4.1: Desktop Messaging Client Setup
2000 and Outlook XP/2002.
• Click on the “Download Desktop Messaging” icon in tbe
bottom left of the screen.
4. Email Plug-ins for • Save and run the Desktop Messaging Installation
Application from your desktop. You will be prompted with
Outlook and Lotus Notes the installation wizard.
• Choose the “Complete install option” which will install
Telstra Desktop Messaging has an optional desktop the required plug-in to your email software.
application that allows you to send an SMS/MMS to a mobile NB: Re-run the setup program if you need to remove/
phone user without having to use a browser or the desktop upgrade a previous installation (Figure 4.1).
client. To use this feature you need to download and install
the applicable desktop client plug-in software for Outlook
and/or Lotus Notes and you also need to already have a
Telstra Desktop Messaging account set up.

28
4.3 Sending SMS 5. Select the recipient’s name in the Name column and click
on the “To:” button. The recipient is added to the SMS
Message Recipients field.
Messages Using an Email 6. Click OK when you have added all required recipients. The

Client New SMS screen is redisplayed.

7. In the Reply To drop-down list, select where you would
like reply SMS messages to be sent, eg mobile handset or
To send an SMS message: email address.
1. Launch Microsoft Outlook (or Lotus Notes™).
2. Click on the icon in the top left hand corner of
the screen. The New SMS screen will be displayed.
i This selection will over-ride the default reply path.

8. In the edit box, type your SMS message.

i If using Lotus Notes, you can also select the
New SMS from the Actions menu.
i The maximum number of characters for the first part
of the message is 160. If you have enabled long SMS
3. Type the recipient’s mobile number directly into the edit sending and you go over this amount, the message
box next to the “To:” button. will be sent in two or more parts.

When entering mobile numbers, ensure you use one

of the following formats: To cut, copy or paste text, you can use the standard
• Full National Number (FNN) format: edit button on the toolbar. Alternatively, you can
eg 0418123456 access the edit menu by right-clicking within the edit
• International Number format: eg 61418123456 box and select an option from the pop-up menu.
• E164 format: 61418123456 Other options available are ‘Undo’ and ‘Select All’.

9. If you wish to discard the message, click on the button

If you are entering more than one mobile number, on the toolbar. Click on the Yes button to discard
type a semi-colon (;) between the numbers. the message.
10. When you have completed your message, click on the
Send button. The message is sent using the email facility
i When you enter a mobile number that corresponds
exactly to a number that is already in the linked
of the hosting Outlook/Notes application. Sent SMS
messages will appear in your Sent folder just like
address book, the mobile number will automatically sent emails.
be replaced by the address book item.

4. To select recipients from an Outlook/Notes address book,

i When a message is sent successfully, the user’s
Telstra Desktop Messaging Credit Balance is
click on the “To:” button. The Select Names screen will decreased by the number of message parts used
be displayed. times the number of recipients.

i Only entries in the address book which have a

mobile phone number entered in the appropriate If you do not have the required permissions to send a
field will be included in the Select Names list. particular SMS, you will receive an email indicating
that the operation was unsuccessful.

i The Desktop Client Plug-ins for Outlook and Lotus

Notes cannot access the Telstra Desktop Messaging
application Contacts lists, only the address books
within the email application itself.

29
4.4 Configuring System i The Calender reminder SMS message to be sent the
Calender reminders checkbox(s) needs to be checked
Settings in the Telstra Desktop Messaging Business settings,
General screen and the reminder checkbox needs to
be checked in the Outlook or Lotus Notes
You can change various settings of the Desktop Client Calender reminder.
Plug-ins for Outlook and Lotus Notes application. For
example, you can modify your login details, or enable the
long SMS sending feature. To modify your system settings:
• Launch MS Outlook (or Lotus Notes).
• Click on the icon in the top left hand corner of
the screen.The New SMS screen is displayed.
• Click on the button on the toolbar, or select
Options from the File menu, or select Configuration from
the email application Tools menu. The Telstra Desktop
Settings Business Settings screen is displayed.
• Change the settings as required.
Refer to Appendix 6 – Email Plug-In: Telstra Desktop
Messaging Business Settings for more information.

i You cannot change your login details as these are

your registered username and password.

• Click the OK button to save the new settings.

4.5 System Compatibility

Telstra Desktop Messaging for Outlook and Lotus Notes mail
client is compatible with Microsoft Windows 2000 and XP
and with Microsoft Outlook 2000, 2003, Outlook XP, Lotus
Notes 6.5 and 7.0.

4.6 Calendar Reminders Figure 4.2: Telstra Desktop Messaging Business

Settings Screen
If the Calender Reminders options are enabled via the Telstra
Desktop Messaging Business Settings, you have the ability to
compose the reminder SMS text in the reminder message 5. EmailSMS
using dynamic fields that are populated when the SMS
message is sent. The text content of the reminder message EmailSMS is a feature of the Telstra Desktop Messaging
can contain the following placeholders that will be application that allows you to send an SMS/MMS to a mobile
substituted with actual values (ie: the fields are dynamic) at phone from any email account without having the Desktop
the time the SMS message is sent: Client Plug-Ins for Outlook and/or Lotus Notes installed. You
must already have a Telstra Desktop Messaging account set
[n] – Where n is a number. This represents the place a word
up and the email account you use must be the same as the
occupies in the reminder subject. For example, if the value in
one registered in the Telstra Desktop Messaging application.
the field is [1] and the appointment subject is Dental
Appointment, then [1] is replaced with Dental. If the value in
the field is [2], then [2] is replaced with Appointment. To use the EmailSMS feature, you must have
[date] – The date of the start of the reminder – (in the dd/mm/ appropriate permissions.
yyyy format)
[time] – The time of the start of the reminder (in the
hh:mm:ss, 24-hour clock format)
[location] – The location text of reminder
i If you have a message credit limit, any messages
sent via email are deducted from your remaining
credits. When sending messages to multiple
[subject] – The subject text of reminder recipients, each recipient is counted separately.

30
 i Replies to EmailSMS messages are sent to the
sender’s email address only.

There is a limit of 160 characters per SMS message

sent via EmailSMS.

No attachments to SMS messages are permitted.

These will be ignored.

5.1 Sending SMS Figure 5.1: EmailSMS – Multiple Recipients Format

Messages Using 5.1.2 Sending SMS Messages to Multiple Recipients

EmailSMS • To send an SMS message to multiple recipients, create a

new email message.
• In the To… field, type ‘smsdirect@onlinesms.telstra.com’
There are two methods of sending SMS messages using
EmailSMS depending on whether you are sending the • Ignore the subject line.
message to a single recipient or to multiple recipients. • In the body of the email, type ‘x–cellphone: [mobile
phone number]’ for each mobile phone number, using a
5.1.1 Sending SMS Messages to a Single separate line for each number.
or Several Recipient
• To send an SMS message to a single or several recipients, Leave a space between the colon (:) and the mobile
open your email application. number and ensure there are no spaces between the
• Create a new mail message. digits of the mobile number itself.
• In the To… field, type the recipient’s mobile phone
number followed by ‘@onlinesms.telstra.com’. • Leave a blank line.
Example: 0412897397@onlinesms.telstra.com • Type the text of the message up to a limit of
• In the subject line or the body of the email, type your 160 characters.
message up to a limit of 160 characters. • If there is a disclaimer or a confidentiality clause in the
body of the email, you must enter 5 ‘*’ or ‘–‘ to separate

i If you enter more than one mobile phone number,

separate entries with a semi-colon (;).
these from your SMS message. If you do not type ‘*****’
or ‘-----‘, then the disclaimer or confidentiality clause
will be included within the 160 characters permitted for
the message.

i You can use either plain text or HTML when creating

an SMS message for a single recipient.
• When you have completed your SMS message, click on
the Send button. Sent SMS messages will appear in your
Sent folder just like sent emails.

i Use either the subject line or the body of the email

to type your SMS message. This will depend on the
permissions granted by the System Administrator.
Refer to section: 6.2.1 Permissions.

• If there is a disclaimer or a confidentiality clause in the

body of the email, you must enter 5 ‘*’ or ‘–’ to separate
these from your SMS message. If you do not type ‘*****’ or
‘-----’, then the disclaimer or confidentiality clause will be
included within the 160 characters permitted for
the message.
• When you have completed your SMS message, click on
the Send button. Sent SMS messages will appear in your
Sent folder just like sent emails.

31
5.1.3 Reply Path Override 1. User groups and permissions
Your Telstra Desktop Messaging System Administrator may 2. Cost centres
have configured your account to set the EmailSMS reply path 3. Users
to be the Company Inbox. If this is the case you can over-ride
the reply path for an EmailSMS message by using the Subject 4. Company contacts
Line Override format of the Body Text Override format. 5. Company Library templates
• Open your email application and create a new mail The Admin link on the tab at the top right of the Telstra
message. Desktop Messaging screens is how to access the System
• In the To… field, type ‘smsdirect@onlinesms.telstra.com’, Administrator functions. Click the Admin link and the Admin
sub Menu Options are displayed in the Menu Options
• In the subject line or body of the email, type: navigation area.
1. Override-CompanyInbox for the Company Inbox to be
the reply path
2. Override-PersonalInbox for the Personal Inbox to be 6.2 Managing Groups
the reply path
The Groups sub Menu Options screen provides for the
3. Override-PersonalMobile for the Personal Mobile to creation of new user groups and the modification of existing
be the reply path user groups. This function enables you to define the
4. Override-EmailAddress for the Email Address to be the permissions that you will grant to groups of users. For
reply path example, you may wish to restrict a group of user’s ability to
send messages to non-company mobile phone numbers, or
• Leave a blank line.
their ability to create or modify company templates. All
• Type the text of the message up to a limit of 160 users who are members of the samegoup have the same
characters. level of access.
• If there is a disclaimer or a confidentiality clause in the
body of the email, you must enter 5 ‘*’ or ‘–‘ to separate 6.2.1 Permissions
these from your SMS message. If you do not type ‘*****’ or There are 8 categories of permissions. These are:
‘-----‘, then the clause will be included within the 160
1. Provisioning
characters permitted for the message.
2. Sending Messages
• Click on the Send button. Sent SMS messages will appear
in your Sent folder just like sent emails. 3. EmailSMS Messages
4. SMS Inbox

6. System Administrator 5. Address Book

6. Templates
Guidelines 7. Message Logs
8. Administration Functions
This chapter is aimed at the System Administrator of the
Telstra Desktop Messaging application. It provides
instructions on how to:
1. Managegoups, cost centres and users.
i You define the permissions for a group by selecting,
or deselecting the checkboxes and radio buttons
next to the relevant permissions. Radio buttons
2. Run administration reports. within a category are mutually exclusive, that is, you
3. Manage the company contacts. can only select one radio button within the category.
4. Manage the company Library Templates.
The permissions operate on a restrictive basis. User groups
only have access to the permissions that have been assigned
6.1 The Role of the to them. Refer to Appendix: 7 Administrator Settings:
Permission Descriptions.
System Administrator
As the Systems Administrator of the Telstra Desktop
Messaging application, you are responsible for performing
the initial setups required before users can begven access as
well as the ongoing maintenance of these capabilities. The
initial setups required include configuration of:

32
 6.2.3 Modifying a Group
• Click the Admin tab at the top right hand side of the
Telstra Desktop Messaging screen, the Admin sub menu
options list will be displayed in the Menu Option
navigation area. Click the Groups sub menu option. The
ADMIN GROUPS screen is displayed (see Figure 6.1).
• From the Group Name drop-down list, select thegoup
that you wish to modify. The permissions for thegoup
selected are displayed.
• Make the required modifications.
• Click the CANCEL button to revert to previous changes.
• Click the SAVE button.

6.2.4 Deleting a Group

• Click the Admin tab at the top right hand side of the
Telstra Desktop Messaging screen, the Admin sub menu
options list will be displayed in the Menu Option
navigation area. Click the Groups sub menu option. The
ADMIN GROUPS screen is displayed (see Figure 6.1).
• From the Group Name drop-down list, select thegoup
that you wish to delete.
• Click on the DELETE button. A confirmation box displays.
• To delete thegoup, click the OK button.

6.3 Managing
Cost Centres
Cost centres are a means of monitoring how the costs are
spread across user groups. There is a choice to have just one
cost centre, or several depending on how you would like to
monitor the spread of costs.
Figure 6.1: Admin Groups Screen
6.3.1 Adding a New Cost Centre
6.2.2 Adding a New Group • From the Admin tab, click the Cost Centres sub menu
• Click the Admin tab at the top right hand side of the option. The COST CENTRES screen is displayed (Figure 6.2).
Telstra Desktop Messaging screen, the Admin sub menu
options list will be displayed in the Menu Option • In the Group Name drop-down list, select New
navigation area. Click the Groups sub menu option. The Cost Centre.
ADMIN GROUPS screen is displayed. • In the New Cost Centre Name field, enter the name of the
• In the Group Name drop-down list, select New Group. new cost centre.

• In the New Group Name field, enter the name of the • In the Credit Limit field, enter the monthly limit of the
new group. total number of messages that can be sent for this cost
centre. This can be left blank if no limit is required.
• Select the permissions that you wish to grant this group
of users. Refer to Section: 6.2.1 Permissions for a • Click on the SAVE button to save the new cost centre.
description of the permissions.
• Click on the SAVE button at the bottom of the screen. A
message stating that thegoup has been successfully
added is displayed.
• Click OK to close the message box.

33
 • Click OK to close the message box. An email containing
their user name and password is sent to the user at the
email address specified.

Figure 6.2: Cost Centres Screen

6.3.2 Modifying a Cost Centre

• From the Admin tab, click the Cost Centres sub menu Figure 6.3: Admin Users Screen
option. The COST CENTRES screen is displayed.
• In the Group Name drop-down list, select the cost centre
6.4.2 Searching for Existing Users
that you wish to modify. • From the Admin tab, click the Users sub menu option. The
Admin Users screen is displayed (Figure 6.3).
• Make the required modifications, eg change the billing
number or the credit limit. You can also rename the cost • To view all the users in your company, leave all the search
centre by entering a new name in the New Cost Centre fields blank.
Name field. • Enter the search criteria in any of the fields which have a
• Click on the SAVE button to save the modifications. red asterisk (*) next to the name.

6.3.3 Deleting a Cost Centre

i An asterisk indicates a searchable field. Use any
combination of searchable fields for searching.
A cost centre can only be deleted if there are no
users assigned to the cost centre.
When entering your search criteria, you must enter
• From the Admin tab, click the Cost Centres sub menu complete values in the fields. For example, if you
option. The COST CENTRES screen is displayed. enter the user’s first name, you must enter the whole
• In the Group Name drop-down list, select the cost centre first name, not just the first few letters. Partially
that you wish to delete. completed fields will not return a result.
• Click on the DELETE button. A confirmation dialog
box displays. • Click on the SEARCH button. All users matching your search
criteria are listed in the bottom half of the screen. Their
• Click Cancel if you do not wish to proceed with name, email address and mobile numbers are displayed.
the deletion.
• Click OK to proceed with the deletion. If a user is assigned 6.4.3 Modifying a User
to the cost centre, there is no message to indicate that • Display the user. Refer to Section: 6.4.2 Searching for
you cannot delete. However, the cost centre will not Existing Users.
be deleted.
• Click on the Edit icon , next to the user whose details
you wish to modify. The Admin Users screen displays the
6.4 Managing Users user’s details.
• Make the required modifications, and click on the SAVE
All users of the Telstra Desktop Messaging application must button. A message stating the user has been successfully
first have their details entered into the system. updated is displayed.
• Click OK to close the message box.
6.4.1 Adding a New User
• From the Admin tab, click the Users sub menu option. The 6.4.4 Deleting a User
Admin Users screen is displayed. • Display the user. Refer to Section: 6.4.2 Searching for
• To clear all details and start again, click the CLEAR button. Existing Users.
• Click on the SAVE button. A message stating that the user • Check the checkbox to the left of the user(s) you wish
has been successfully added is displayed. to delete.
34
• Click the Delete User link at the bottom of the screen. iv. Column 4: Number of Desktop SMS messages sent
A message box stating that your action will remove the v. Column 5: Number of Email to SMS messages sent
user from the system is displayed.
vi. Column 6: Number of Email Client to SMS messages
• Click Cancel if you do not wish to proceed. sent
• Click OK to proceed with the deletion. A message box vii. Column 7: Total number of SMS messages sent
stating that the user has been successfully removed from
the system is displayed. viii. Column 8: Number of Web MMS messages sent
• Click OK to close the message box. ix. Column 9: Number of Desktop MMS messages sent
x. Column 10: Total number of MMS messages sent

6.5 Administration Reports • If you selected to view Received messages, the following
columns of information are displayed:
Telstra Desktop Messaging provides the facility to generate xi. Column 1: Name of User, Cost Center or Destination
reports on messages sent and received during a specified Number
period. Reports can be displayed based on a daily, weekly, or xii. Column 2: Date messages received by day, week or
monthly summary. Within these periods the information can month
begouped according to user, cost centre or destination (ie.
recipient number). xiii. Column 3: Total number of inbox SMS messages
received
• Column 4: Total number of inbox MMS messages received.

6.5.2 Exporting Administration Reports

To export an administration report into an Excel spreadsheet:
• Generate the report. Refer to Section: 6.5.1 Running
Administration Reports.
• Click on the EXPORT link at the bottom of the screen.
The File Download dialog box displays.
• Click Open. The data is exported into an Excel spreadsheet
displayed within the browser window.
• Select Save As from the File menu. The Save As dialog
Figure 6.4: Sample Administration Report
box displays.
6.5.1 Running Administration Reports • In the Save in drop-down list, select a destination to save
the file to.
• From the Admin tab, click the Reports sub menu option.
The Admin Reports screen is displayed. • Enter a name in the File name field, and click Save.
• In the Display Report By drop-down list, select Daily, • Click No in the next dialog box. The Save As dialog box
Weekly or Monthly, as required. displays again.
• In the Start Date and End Date drop-down lists, select the • Click Cancel to close the dialog box.
dates from and to which you wish to run the report. • Click the Back button on your browser to return to the
• In the Collate Information By drop-down list, select User, Telstra Desktop Messaging application.
Cost Centre, or Destination as required.
• In the Display drop-down list, select Sent (to view sent
messages), or Received (to view received messages) as 6.6 Managing Company
required.
• If you wish to clear your selections and start again, click
Contacts Lists
the CLEAR button.
Company Contact details such as names, mobile numbers,
• To generate the report based on the parameters specified, and email addresses can be stored in the Company Contacts
click the OK button. lists. The Contacts Menu Option screen allows you to:
• If you selected to view Sent messages, the following • Search for existing contacts
columns of information are displayed:
• Modify or delete contacts
i. Column 1: Name of User, Cost Center or Destination
• Add contacts to groups
Number
• Import lists of contacts from a file
ii. Column 2: Date messages sent by day, week or month
• Create, modify and delete contact groups.
iii. Column 3: Number of Web SMS messages sent

35
 6.6.3 Modifying Contacts
i The Administrator has permission to amend the
company address book and can select the Company To modify a personal contact’s details, search for the
Contacts options from the Address Book menu. Most contact. Refer to Section: 2.12.1 Finding Contacts.
users will only have permission to add, modify and • Click the Edit icon to the right of the contact you wish
delete contacts from their Personal Address Book. to modify. The Contact’s details are populated in the top
of the Contacts screen.
6.6.1 Finding Contacts • Make the required modifications and click on the SAVE
• Select the Contacts Menu Option. The Contacts screen button. A message stating that the contact’s details have
is displayed. been successfully updated is displayed.
• From the My Company Contacts area select from the • Click OK to close the message box.
drop-down list the field to search:
– First name, Surname, Mobile, Email 6.6.4 Deleting Contacts
• Enter text or numbers in the adjacent text box, and click To delete a contact from the address book, search for
the SEARCH button. the contact.
• Check the checkbox(s) to the left of the Contact(s) you
wish to delete.
• Click the Delete Contact link at the bottom of the screen.
A confirmation dialog box is displayed.
• If you do not wish to proceed with the deletion, click
Cancel to retain the contact.
• Click OK to delete the contact. A “Successful Deletion”
message box is displayed.
• Click OK to close the message box.

6.6.5 Importing Contacts

Importing contacts is a timesaving method of adding
Figure 6.5: Contacts Menu Option screen
company and personal contacts to Groups. The contact
details must be imported from a CSV file. Refer Appendix 8
6.6.2 Adding Contacts – Creating a CSV file.
Using the Contacts Menu Option screen, you can add both
company and personal contacts. You can add details such as
the first name, surname, mobile number and email address The CSV file must contain the following fields in
of a contact. For details on how to search for an existing the following order: first name, surname, and
contact, refer to Section: mobile number. An email address is optional.
• Select the Contacts Menu Option.
• From the Contacts Menu Option screen, select the
• Select the Company tab. Company tab. Click the Groups link. The Contacts Groups
• Complete the following fields with the contact’s details: screen is displayed.
– First Name, Surname, Mobile Number , Email, • Click on the BROWSE button to locate the CSV file. Browse
(Optional). and select the CSV file you wish to import, then click the
Open button. The file path is displayed in the edit box
• To add the contact to a group other than the default,
next to the Browse… button.
select the required group from the Add to group
drop-down list. • If you wish to select a group other than the default, select
a group from the Select a group to add contacts to:
• Click the SAVE button. A message stating that the contact
drop-down list.
has been successfully added to the address book (or group
nominated by you) is displayed.
• Click OK to close the message box. Because imported contacts are only added to the
selected contact group, we recommend you add all
imported contacts to the Default group. You can use
If there are no contact groups, the new contact can the Modify Groups screen later to move the contacts
be added to a group on the Modify Personal Groups into groups. Refer to Section: 2.12.6 Modifying
screen at a later stage. Refer to Section: Recipient Groups.

36
• To import the CSV file and populate the contact address • If you wish to add more contacts later, select the group
book, click on the LOAD button. A pop up screen displays from the Group Name drop-down list, and select the
whether the contacts have been added successfully or not. contact(s) from the Recipients list on the right hand side
• If there are any errors or you wish to make any changes, and click the ADD button.
make the required changes to the CSV file and load the • When finished the addition, remember to click on the
file again. Save Group link at the bottom of the screen.
Renaming Groups
6.6.6 Modifying Recipient Groups
• From the Contacts Menu Option screen, select the group
Message recipient groups are used when sending the same in the Rename Group drop-down list.
message to a group of people. Each person can belong to
more than onegoup. Personal Recipient groups are only • Enter the new name in the Change to edit box.
visible to the user who created them. • Click on the adjacent SAVE button. The group is renamed.
Creating a New Group and Adding Contacts Removing a Group Contact
• From the Contacts Menu Option screen, select the • From the My Company Groups area, select Group to be
Company tab and click the Groups link. modified from the Group Name drop-down list. The groups
• In the New Group edit box, enter the name of the new are listed alphabetically and the first group in the list is
group and click on the SAVE button. The new group’s displayed by default. If there are no groups set up in the
name is now available in the Group drop-down lists. Contacts Groups lists, nothing will be displayed.
• From the My Company Groups section of the screen, • To remove contacts, select the contact(s) from the left
select the Group to be modified from the Group Name hand Recipients list and click the REMOVE.
drop-down list. Thegoups are listed alphabetically in the • When finished the removal of contacts, click on the Save
Group Name drop-down list and the first group in the list Group link at the bottom of the screen.
is displayed by default. Select the new Group name
just created. Deleting a Group

• From the Contacts list on the right hand side select the • From the Contacts Menu Option screen, select the
Contacts you want to add to the Group. Company tab, then click the Groups link.
• From the My Company Groups area, Select the Group to
be delected from the Group Name drop-down list.
Multiple recipients can be selected by using the [Ctrl] Thegoups are listed alphabetically and the first group in
+ Left Mouse Click for individual selections, or the the list is displayed by default.
[Shift] + Left Mouse Click for a block selection.
• Click on the Delete Group link at the bottom of the screen.
A confirmation message box displays.
It is possible to search for the contact by entering the
• To permanently delete the group, click OK. The contact
contact name in the Search edit box.
group is deleted from the Contacts Group list. Contacts
who were members of this group are not deleted from the
Contacts lists.
• Click OK to close the message box.

6.7 Using the Library

The Library Menu Options screen allows you to:
• Create new SMS and MMS templates and modify existing
Company templates. Refer to Section: 2.13.1 Managing
Personal Templates.
• View and modify saved messages.
• View and add multimedia content for use when
composing MMS messages.

Figure 6.6: Contacts Groups Screen i As System Administrator you will have permission
to add, edit or delete Company Library templates.
• Once the group members have been added, click on the
Save Group link. Managing Company Library Templates
• A confirmation message is displayed that the Contacts Templates offer a time saving method of sending the same
have been added to the Group. message on a regular basis.

37
Figure 6.7: Personal Templates Screen
Figure 6.8: MMS Template Creation Screen
Creating New Company Templates
Modifying Existing Templates
• From the Library Menu Options screen, Select the
• From the Library Menu Options screen, select the
Company tab and click the Templates link. The Company
Company tab and click the Templates link.
templates screen is displayed. The Personal Templates
screen is shown (Figure 6.7). • The Company templates screen is displayed. Select the
Modify Existing radio button.
• Select the New SMS Template or New MMS Template
link at the bottom of the screen. • From the Template list, click the Edit at the right of the
template to modify.
• Either the SMS Template creation screen or the MMS
Template creation screen is displayed. • The SMS Template creation screen or the MMS Template
creation screen is displayed with the selected template.
• Enter a title for the template in the Title: text area.
• Make the necessary modifications.
• Select an existing template from the Select Template
drop-down list or Compose your own message in the • If you wish to clear all content in the template, click on the
Compose Message text area. CLEAR button.
• When complete, click on the SAVE button to save the
Messages have a limit of 160 characters for a modifications.
single SMS. If you have permissions to send Deleting Templates
LongSMS messages the number of SMS messages • From the Library Menu Options screen, select the
is displayed in the brackets ( ) next to the Company tab and click the Templates link.
characters remaining count.
• The Company templates screen is displayed.
• To clear all text in the text area, click the CLEAR button. • Check the Checkbox at the left of the Template(s) you
want to delete.
• Click the BACK button to return to the Templates list to
choose a different template. • Click on the Delete link at the bottom of the screen. A
confirmation message box displays.
• Enter a title for the template in the Title: text area.
• Click OK to delete the template(s) permanently.
• Select an existing template from the Select Template
drop-down list or compose an MMS message.
• To clear all content in the MMS Composer area, click the
CANCEL button.
• When template completed, click the SAVE button.

38
6.7.1 Managing Company Messages • You are now able to continue with the composition of the
retrieved message.
The Library Menu Options screen allows you to view and edit
your stored messages saved from the Send SMS or Send Deleting saved Messages
MMS screens. During the composing of messages you have • From the Library Menu Options screen, select the
the option to save the message as a Company message from Company tab and click the Messages link.
the Save as drop-down list on these screens.
• The Company Messages screen is displayed.

i The permissions granted to you by the Administrator

will determine whether you can add, edit or delete
• Check the Checkbox at the left of the Message(s) you want
to delete.
Company messages. • Click on the Delete link at the bottom of the screen. A
confirmation message box displays.
• Click OK to delete the Message(s) permanently.

6.7.3 Managing Company Multimedia Content

The Library Menu Options screen allows you to store
multimedia content for use during the composing of MMS
messages from the Send MMS screen and the Desktop Client.
Adding Multimedia Content
• From the Library Menu Options screen, select the
Company tab and click the Multimedia Content link. The
Company Multimedia screen is displayed, in the
Thumbnail view by default.
• By clicking the List link at the top right of the Multimedia
Content screen is displayed in the List view.
Figure 6.9: Messages Screen • Click the BROWSE bottom to the right of the Add New
Content text box. Browse and select the file you wish to
Viewing Company Messages add, then click the Open button.
• From the Library Menu Options screen, select the • The file path is displayed in the text box next to the
Company tab and click the Messages link. The Company BROWSE button.
Messages screen is displayed.
• Enter a name for the Content in the Descriptive Name
• Click the preview icon to the right of the Message you text box.
want to preview.
• Click the ADD button to save the Content to the Library.
• The Message is previewed in the Message Preview area at
the left of the screen. Deleting Multimedia Content
Using Saved Messages • From the Library Menu Options screen, select the
Company tab and click the Multimedia Content link.
• From the Library Menu Options screen, select the
Company tab and click the Messages link. • The Company Multimedia screen is displayed, in the
Thumbnail view by default.
• The Company messages screen is displayed.
• Check the Checkbox at the bottom of the Thumbnail or at
• Click the Edit icon to the right of the Message you want the left of the Content to be deleted.
to modify.
• Click on the Delete link at the bottom of the screen. A
• The Send SMS or Send MMS screen is displayed with your confirmation message box displays.
saved message contents displayed.
• Click OK to delete the multimedia content(s) permanently.

39
Appendix 1: Company and Personal Settings
Setting Description

Company Settings Company settings are usually available for use by all users but can only be modified by the System
Administrator. Company settings include:
• Company Address Book Contacts
• Company Address Book Groups
• Company Message Templates
• Company Media Content
• Company Inbox
• Message Limits
• Long SMS.

Personal Settings Personal settings are features which are only viewable and accessible by you. Personal settings include:
• Personal Contacts
• Personal Groups
• Personal Message Templates
• Personal Media Content
• Personal Inbox
• Save Personal messages to Library
• Schedule messages.

Appendix 2: Desktop Client Address Books Settings

The Table below provides a description of the configurable address book settings of the Desktop Client.
Table: Address Book Settings

If you want… Then… Comments

To change the location of the local copy Click on the Browse… button and select
of the address books you use in the a new file location.
Desktop Client.
The address books to synchronise with Select Synchronise in the background.
the address books in either the Telstra
Desktop Messaging application or
Outlook.

To specify when to synchronise. Enter the number of days after which

the address books should be
synchronised, and the number of
minutes idle.
To synchronise with the Outlook Global Refer to your company’s LDAP
Address Book. administrator for assistance.

40
Appendix 3: Desktop Client Appearance Settings
The Table below provides a description of the configurable appearance settings of the Desktop Client.
Table: Appearance Settings

If you want… Then… Comments

The Desktop Client to automatically Launch at system startup. If you do not select this option, then
launch when you start your machine you will need to launch the Desktop
in the morning. Client by clicking on the icon on your
desktop screen.
To display the Desktop Client menu bar Display menu bar at startup. This provides an alternative method for
below accessing the main functions of the
system.

The Desktop Client to be displayed on Always display on top. You can minimize the Desktop Client by
top of any other applications you may clicking on the minimize icon . If you
have open at the time. do not select this option, then when the
mouse is clicked anywhere other than
the Desktop Client, the application will
return to the background.
The Desktop Client to be displayed if Hover over icon to return to foreground.
you hold your mouse over the menu bar
icon for a second or more.
Seconds (as well has hours and minutes) Show Seconds in time display.
to be displayed in the clock in the Start
Up screen.
Tooltip information to be displayed Display ToolTip captions.
when you hold your mouse over a
screen element (eg button) for a second
or more.
To change the presentation layer of Browse, and select another .xml file. This does not alter the functionality of
your Desktop. the Desktop at all, just the appearance
of the outer layer.

41
Appendix 4: Desktop Client Message Sending and
Store Settings
The Table below provides a description of the configurable message sending settings of the Desktop Client.
Table: Message Sending Settings

If you want… Then… Comments

Change the number of recipients that Enter a new number in the 10 is the maximum number of recipients that
are displayed in the Prev. Used field. Number of recent recipients field. can be displayed in the Prev. Used field.
Change the minimum number of Enter a new number in the
message credits required before an alert Message credit alert threshold
message is displayed. field.
Enable long SMS message sending. Check the Allow long SMS You can send SMS messages that are longer
messages checkbox, and specify than 160 characters. However, these messages
the maximum number of parts are broken down into parts, of which the first
in the Maximum message parts part is 160 characters long. Subsequent parts
field. allow slightly fewer characters.

Table: Message Store Settings

If you want… Then… Comments

Save sent messages. Check the Save sent messages field.
Change the folder where the sent messages are Click on the Browse… button and select another folder.
saved.
Discard saved sent messages after a certain Check the Discard saved messages checkbox.
period.
Change the number of days after which saved Enter the new number in the Discard messages after…
messages are discarded. days field.

Appendix 5: Desktop Client Security and Sound Settings

The Table below provides a description of the configurable security settings of the Desktop Client.
Table: Security Settings

If you want… Then… Comments

Save login details. Check the Save login details checkbox, The Desktop application will be
the entered username and password automatically populate your login
from the login screen will be details.
remembered for next time when you
exit the Desktop Client.
Enable auto-login. Check the Auto login checkbox. The Desktop application will be
automatically launched when you boot
up your machine in the morning.

Table: Sounds Settings

If you want… Then… Comments

Enable sounds. Leave the Disable sounds checkbox blank.

42
Appendix 6: Email Plug-In: Telstra Desktop Messaging
Business Settings
Table: Telstra Desktop Messaging Business Settings

If you want… Then… Comments

Have a return Check the Send email confirmation on You will automatically receive email notification of
email sent to you successful message checkbox. unsuccessful transmission of a message. You do not have to
to confirm make any selections in this case.
successful
transmission of a
message.
Change the Select an option from the Select default The default reply path displays in the New SMS screen, but
default reply reply path drop-down list: email can be over-ridden for individual messages.
path. address, mobile handset, company The reply paths: email address, mobile handset, company
inbox or personal inbox. inbox and personal inbox, are defined in the Telstra Desktop
Messaging application.
The number that appears on the recipient’s handset will
differ depending on the reply path chosen.
If the reply path is a:
• mobile handset, the recipient will see the account
holder’s registered mobile number.
• company inbox, the recipient will see the company
billing MSISDN.
• personal inbox or email address, the recipient will see
a number that is drawn from a pool of available numbers.
This will be different for every SMS sent.
You will only be able to view reply SMS messages sent to your
personal inbox or the company inbox via the Telstra Desktop
Messaging application. Refer to Section: 2.10 Using Inbox.
Have calendar Check the Calendar Reminders You will receive calendar reminders via SMS if the Reminder
reminders sent as checkbox. function is enabled in MS Outlook or Lotus Notes. In MS
SMS messages to Outlook, this means that the Reminder checkbox must be
the mobile phone checked.
you designated in If the Reminder checkbox in the email client is not checked,
your Telstra then no reminder SMS will be sent even though you have
Desktop enabled calendar reminders.
Messaging Note: The facility to have calendar reminders sent to your
account. mobile phone is not available in Outlook 97.
Have calendar Check the Reminders to all attendees Recipients with Address book mobile phone entries will
reminders sent as checkbox. receive calendar reminders via SMS if the Reminder function
SMS messages to is enabled in MS Outlook or Lotus Notes. In MS Outlook, this
other recipients. means that the Reminder checkbox must be checked.
The use of EmailSMS addressing for mobile phone numbers
will also result in the SMS being sent to that number.
If the Reminder checkbox in the email client is not checked,
then no reminder SMS will be sent even though you have
enabled calendar reminders.
Note: The facility to have calendar reminders sent to your
mobile phone is not available in Outlook 97.
Enable long SMS Check the Use Long SMS Capability The new settings will take effect next time you compose a
sending. checkbox, and enter the number of parts new SMS message.
you require (up to a maximum of 10
parts) in the Maximum Messages field.

43
Appendix 7: Administrator Settings: Permission
Descriptions
Table: Permission Descriptions

Permission Description

Sending Messages

Default MMS Handset Compatibility. Selects the default Handset Compatibility used in the MMS Composer.

Use Online Message Desktop. Allows user to use the Desktop Client application.

Send Web Messages to any Number. Allows use to send Web messages to any number.

Send Web Messages to only Company Restricts users to sending Web messages to recipients who are listed in the company
Address Book Contacts. contacts only.

Send Web Messages to only Personal Restricts users to sending Web messages to recipients who are listed in their
and Company Address Book Contacts. personal @ company contacts only.

Disable Web Message Sending. Restricts users from sending Web messages.

Use Web Message Bulk number Sending. Allows users to use the bulk number send feature to send Web messages.

Use Web Message Mail Meg Sending. Allows users to use the mail meg feature to send Web messages.

Use Web Message Scheduling. Allows users to use the scheduling feature to send Web messages.

Send Long Web SMS Messages. Allows users to send Web LongSMS messages. Enter the maximum SMS parts
allowed in the adjacent text box.

Use XML API. Allows users to use the XML API interface to the Telstra Desktop Messaging
application.

EmailSMS Messages

Send EmailSMS Messages to any Allows user to send messages using an email client to any number.
Number.

Send EmailSMS Messages to only Allows user to send messages using an email client to contacts in the company
Company Address Book Contacts. address book only.

Send EmailSMS Messages to only Allows user to send messages using an email client to contacts in their personal
Personal Address Book Contacts. address book only.

Send EmailSMS Messages to only Allows user to send messages using an email client to contacts in the personal and
Personal and Company Address Book company address book only.
Contacts.

Disable EmailSMS Message Sending. Restricts user from sending an SMS message from an email client.

Use EmailSMS Forwarding. Allows users to send messages using an email program to their own mobile number.

Send EmailSMS from the Email Subject. Can use the subject line for the message details.

Send EmailSMS from the Email Body. Can use the email body for the message details.

Send EmailSMS from both the Email Can use both the subject line and the email body for the message details.
Subject and Body.

Confirm successful submission of Email confirmation of successful submission of an EmailSMS message is enabled.
EmailSMS messages via email.

44
Appendix 7: Administrator Settings: Permission Descriptions continued…
Table: Permission Descriptions

Permission Description

EmailSMS Messages cont’d.

Set EmailSMS reply path as the Selects the Company Inbox as the default reply path for EmailSMS messages.
Company Inbox (Requires Manage/Use
Company SMS Inbox).

Send Long EmailSMS Messages. Allows users to send EmailSMS LongSMS messages. Enter the maximum SMS parts
allowed in the adjacent text box.

SMS Inbox

Manage Personal SMS Inbox. View, export, reply to, and delete messages received in personal inbox.

Use Personal SMS Inbox. Select Personal Inbox as a reply path.

Have Personal SMS Inbox as default Personal Inbox is set as the default inbox for receipt of return messages.
return path.

Manage Company SMS Inbox. View, export, reply to, and delete messages received in company inbox.

Manage Company Inbox Rules. Allows users to create and edit Inbox Rules in the Rules Wizard screen.

Use Company SMS Inbox. Select CompanyInbox as a reply path.

View Rules Wizard. Allows users to view Rules in the Rules Wizard screen.

Have Company SMS Inbox as default Company Inbox is set as the default inbox for receipt of return messages.
return path.

Address Book

Manage Company Address Book. Add, edit, and delete contacts in the company contacts list. This includes importing
new contacts.

Use Company Address Book. Users can use the company contacts to send messages.

Manage Personal Address Book. Add, edit, and delete contacts in their personal contacts list. This includes importing
new contacts.

Use Personal Address Book. Users can use the personal contacts to send messages.

Templates

Manage Company Message Templates. Add, edit and delete company message Library templates.

Use Company Message Templates. Allows user to use company message Library templates when composing messages.

Manage Personal Message Templates. Add, edit and delete personal message Library templates.

Use Personal Messages Templates. Allows user to use personal message Library templates when composing messages.

Use Personal Media Content. Allows user to use personal Library multimedia content when composing messages.

Manage Personal Media Content. Add, edit and delete personal Library multimedia content.

Use Company Media Content. Allows user to use company Library multimedia content when composing messages.

Manage Company Media Content. Add, edit and delete company Library multimedia content.

45
Appendix 7: Administrator Settings: Permission Descriptions continued…
Table: Permission Descriptions

Permission Description

Message Logs

View Scheduled Messages. Users can view all scheduled messages.

View Messages Sent By All Users. Users can view all messages that have been sent by all users.

View Own Messages. Users can view only the messages they have sent.

Administration Functions

Manage Cost Centres. New cost centres can be added and deleted.

Manage User Groups. User groups can be added, edited, and deleted.

Manage Users. User details can be added, edited, and deleted. This includes thegoup the user is a
member of, the cost centre they fall under, and their personal message limit.

Add User Accounts in Bulk. User can upload users using the bulk upload method.

View Users. User details can be viewed only.

Appendix 8: Creating • Enter the required information in the spreadsheet

depending on the purpose of the CSV file.

a CSV File • To import contact details into Address Book ensure that
you include the following information in the order below:
– First name (mandatory)
CSV files are used to upload contact information such as
names and mobile phone numbers, into the Telstra Desktop – Surname (mandatory)
Messaging application address book. They are also used for – Mobile phone number (mandatory)
mail meg and bulk number send messages. A CSV (comma
delimited) file is created using MS-Excel. – Email address (optional)

! When entering mobile phone numbers in a CSV file,

ensure there are no spaces between any digits, there
• For a mail merge send message
– You must include the contact’s mobile phone number
and any other information that is relevant eg title,
are no dashes (-) separating digits, the number is the surname, reference number etc.
correct legh, ie 10 digits, and the number begins with
a zero if it is in full national number format, or’614’ if • For a bulk number send message
it is in international format. If an international – You should include mobile phone numbers only.
number (eg a U.K. number) it can begin with
• Before saving the spreadsheet, if there is more than one
any number.
sheet per book, right-click on the unused sheet’s tab and

!
select Delete from the pop-up menu. The CSV file format
does not support multiple sheets per book.
The cells that contain the mobile numbers must be
formatted as text cells. To do this, highlight the • Select Save As from the File menu, then select a location
column containing the mobile numbers, right-click in and enter a file name.
one of the cells and select Format Cells from the • Using the Save As Type drop-down list, select CSV
menu. On the Number tab, select Text from the (Comma Delimited) from the list.
Category list and click the OK button. If the
formatting is applied after the cells were populated, • Click on the Save button. A message warning that the
check to make sure the mobile numbers still start spreadsheet may contain some features that are not
with a zero. compatible with CSV is displayed.
• Click the OK button to continue.
Complete the steps below to create a CSV file: The spreadsheet is now ready to be imported into Telstra
• Launch MS-Excel, and create a new spreadsheet. Desktop Messaging.
• Enter the details required (mobile number, name,
reference numbers etc.) into the spreadsheet using a new
column for each of the headings.
46
Appendix 9: Message Compatibility Class Restrictions
Any MMS handset MMS handsets with MMS video handsets Maximum MMSC
audio support

Maximum message 45kB 45kB 100kB 300kB for Intercarrier

size 500kB for Telstra

Maximum no. of user 13 13 13 13

added content parts
(ie not including SMIL)

Allowable content Baseline encoded JPEG, Baseline encoded JPEG, Baseline encoded JPEG, Baseline encoded
types – Image JPG, GIF87a, GIF89a, JPG, GIF87a, GIF 89a, JPG, GIF87a, GIF 89a, JPEG, JPG, GIF87a, GIF
animated animated GIF98a, animated 89a, animated
GIF98a,WBMP, PNG WBMP, PNG GIF98a,WBMP, PNG GIF98a,WBMP, BMP,
PNG

Maximum image 160x120 pixels 160x120 pixels 640x480 pixels 1600x1200 pixels
resolution

Maximum size of text 300 characters 300 characters 300 characters 1000 characters
part

Allowable content AMR, MIDI, MID, WAV, AMR, MIDI, MID, WAV, AMR, MIDI, MID, WAV,
types – Audio IMY, EMY IMY, EMY IMY, EMY, EVC, AAC

Allowable content 3GPP, 3GP, MP4 3GPP, 3GP, MP4, MPG

types – Video

Video encoding Resolution: up to Resolution: up to

restrictions 176x144 176x144
Video codec: MPEG-4 Video codec: MPEG-4
or H.263 or H.263
Audio codec: AMR Audio codec: AMR
Encoding rate: not Encoding rate: not
exceeding 110kbps exceeding 110kbps

™ Trade mark of Telstra Corporation Limited ABN 33 051 775 556.

Lotus Notes® is a registered trademark of the International Business Machines Corporation.
Outlook® and Windows® are registered trademarks of the Microsoft Corporation. G031 8-08

47