How to take notes about calls and file them in Outlook with the call audio attached     

The following steps show you how to easily enter notes about calls, during and after each call, and automatically file the notes away along with the call audio for future reference. The notes are stored as a standard Outlook item (i.e. like an email), and the audio is captured as an MP3 file and attached to the item. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. If you don’t already use Skype, download and install it from here. If you don’t already have a headset or a webcam, grab one in our store.

2. If you don’t already have Skylook, download and install it from here.

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to ensure you have Skylook set up the way you want.

4. Start a phone call or PC-to-PC call, either from Outlook or directly from the Skype application. (This procedure still works for calls that you do not start from within Outlook).

5. The Skylook call window will appear at the bottom right-hand corner of your screen:
Skylook Call Window


6. Click “Enter Notes about the Call” – the window will expand to look like this:
Take notes about a Skype call

7. Enter a subject and some notes. (NOTE: you can close or minimize the window during the call without losing your notes, and without stopping call recording. To make the call window visible again, right-click the Skylook icon in the tray and choose the “Display Call Window” option).

8. Complete the call. The call window will stay open to allow you to enter some final notes.

9. The subject and the notes are automatically saved. Go to the “Skylook Conversations” folder in Outlook – there will be an item for your call, containing the attached recording along with the notes. To view your notes, click the new email inside your Skylook Conversations folder in Outlook:
Call item in Skylook Conversations folder

10. Open the new email to see your notes:
Call item in Skylook Conversations folder

11. When another call is made, the call window will change to reflect details of the newer call. However, you can go back and change the notes on the first call at any time by selecting the item in the “Skylook Conversations” folder then choosing “Tools > Edit Subject and Notes” from the Skylook toolbar.

If you have any problems getting this to work, we can help – just email us at skylook@skylook.biz for assistance.

How to receive SMS or phone alerts when important contacts come online     

Have you ever wanted to talk to someone urgently but been unable to contact them? If so, when that person finally “surfaced” again, you would probably have appreciated a way of knowing (rather than having to continually try to reach them, or rely on them hearing/reading a message from you and getting back to you).

The following steps give you a way of doing this: you tell your PC who you want to contact, and your PC alerts you via SMS or phone when they come online on Skype. For phone alerts you can press a button on your phone to immediately call the person back, via Skype. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. Follow these instructions to set up Skype if you don’t already use it.

(You’ll also need some contacts in order to complete the steps below. Search for someone you know on Skype, or introduce a friend to Skype. Alternatively, Skylook will tell you which of your Outlook contacts uses Skype if you choose to run the “SkySync” option in the Welcome wizard).

2. If you don’t already have Skylook, download and install it from here.

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to ensure you have Skylook set up the way you want.

4. Click the “Alerts>Advanced Alerts…” button in the Skylook toolbar:
Advanced Alerts Menu

5. Choose “When a Contact comes on-line” from the list of options, then click “Next”:
Alert when Contact comes online

6. Select the contact or contacts you are interested in:
Online contacts to send alerts for

7. Fill out this wizard page as shown (using your phone number instead of the one shown):
On-line alert phone number

8. Fill out the next wizard page as shown:
On-line alert audio

9. Accept the default settings in the next page:
On-line alert timing

10. Enter a name for the alert, then click “Finish”:
On-line alert description

11. Note: Skype is free for PC to PC calls, but to call traditional phones there is a fee. It’s cheap, but not free! You will need to purchase some Skype Credit in order to receive alerts to your phone. You can buy Skype Credit here. If you’re doing this for the first time, just buy the minimum amount so you can give it a try without too much of an outlay. (Please note that there are exceptions – sometimes Skype runs promotional offers that allow you to call phones for free).

12. To test the alert, set your Skype status to “Away” by clicking the bottom left hand corner of the Skype application as shown below, so that Skylook thinks you are away from your PC:
Switch to Away Status

13. Soon after the contact you chose next comes online, the phone number you entered should ring. Answer the call – you will be told that the contact is now online. (NOTE: You will also have the option to call the Skype contact back, by pressing “1″ on your phone).

14. If you did not receive a phone call, check the Outlook inbox. If Skylook had problems calling your phone (e.g. if the number is invalid), the details of the problem are placed in a new inbox item for you to review.

15. Once you’ve finished trying this, don’t forget to set your Skype status back to “Online”. By default, Skype switches your status to “Away” automatically if your computer is left idle for more than five minutes. (Note: You may wonder what happens with contacts that come on-line during the five minute gap – don’t worry, Skylook alerts you of these also, as soon as Skype switches your status to “Away”).

If you have any problems getting this to work, contact us for assistance.

How to talk to Outlook contacts anywhere in the world for free     

Here is how you can talk to your Outlook contacts anywhere in the world for free, directly from your PC. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. Follow these instructions to set up Skype if you don’t already use it.

2. If the person you want to talk to doesn’t already use Skype, have them follow the same instructions you followed above.

3. If you don’t already have Skylook, download and install it from here.

4. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to ensure you have Skylook set up the way you want.

5. You will notice that Outlook contains an additional toolbar:
Skylook Toolbar

This toolbar allows you to do a number of different things, including allowing you to talk to your Outlook contacts anywhere in the world for free using Skype.

6. Go to your contacts folder and select the contact you wish to talk to.
Select a Contact in Outlook

7. Click the “Skype Call” button on the toolbar.

8. This window is shown:
Call another PC

If the Skype Name shown is correct, click OK to commence the call. If the Skype Name is empty you are prompted to enter one. (Hint: click “Find Skype Contact” to search for the right Skype Name). If the Skype Name is incorrect, click “Change details” to alter the number.

9. The call will commence.

If you need help with any of the above, just email us at skylook@skylook.biz for assistance.

How to make phone calls to Outlook contacts     

Here is how you can make phone calls to your Outlook contacts, directly from the Outlook application. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. Follow these instructions to set up Skype if you don’t already use it.

2. If you don’t already have Skylook, download and install it from here.

NOTE: Skype is free for PC-to-PC calls, but to call standard phones there is a fee. It’s cheap, but not free! To call a standard phone (i.e. normal phone or mobile phone), you will need to purchase some Skype Credit. You can buy Skype Credit here if you do not already have some. If you’re doing this for the first time, just buy the minimum amount so you can give it a try without too much of an outlay. (NOTE: There are exceptions – sometimes Skype runs promotional offers that allow you to call phones for free).

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. Follow the prompts to ensure you have Skylook set up the way you want.

4. You will notice that Outlook contains an additional toolbar:
Skylook Toolbar

This toolbar allows you to do a number of different things, including making phone calls to your Outlook contacts.


5. Go to your contacts folder and select the contact you wish to call.
Select a Contact in Outlook

6. Click the “Phone Call” menu and choose the number you want to call (Business, Cell or Home). If your Outlook contact already has one or more of these numbers filled in, they are shown in the menu. If not, you can still select the menu item and fill in the phone number in the next step.
Phone Call Menu

7. The “Make a Skype Phone Call” dialog:
Start Call Dialog

If the number shown is correct, click OK to commence the call. If the number is incorrect, click “Change Details” to alter the number. If the number is empty you are prompted to enter a number. Click OK after entering the number.
8. The call will commence.

If you have any problems or questions, please contact us for assistance.