How to forward IM chat messages to your mobile phone     

Follow the steps below to get Skype IMs (also known as text chat messages, or chat messages) forwarded to your mobile phone (i.e. read to you) when you are away from your desk, or optionally via SMS. (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. To have email forwarded to your phone, you will need to purchase some Skype Credit if you don’t already have some. You can buy Skype Credit here.

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 set Skylook up according to your preferences.

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

6. Choose “Skype Text Messages” as shown below, then click “Next”.
Alerts Wizard

7. Click “Next” to accept the default settings on this page:
Alerts Wizard Contacts

8. Fill in the following page as shown (using your mobile phone number instead of the one shown), then click “Next”. (NOTE: This will set Skylook up to forward each IM to you via Voice – i.e. the message will be read to you over the phone. If you would prefer to receive an SMS instead, choose the “SMS” option below).
Alerts Wizard Phone Number

9. Click “Next” to accept the following defaults, or alter the settings according to your preference:
Alerts Wizard Content

10. Click “Next” to accept the following defaults, or alter the settings according to your preference
Alerts Wizard Content

11. Enter a name for this alert like the one shown below, then click “Finish”.
Alerts Wizard Content

12. To test IM forwarding, 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. Now have someone send you an instant message via Skype.

14. Soon after the message appears on your screen, your mobile phone will ring. Answer it to listen to the IM.

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

16. 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 instant messages that come in during the five minute gap – don’t worry, Skylook forwards these messages also, as soon as Skype switches your status to “Away”).

If you need additional help, just email us at skylook@skylook.biz for assistance.

How to receive important email via SMS when you are away from your PC     

Follow these steps to set your PC up to SMS you when important email arrives while you are away from your desk. (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. To have SMS messages sent to you from your PC, you will need to purchase some Skype Credit if you don’t already have some. 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.

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

6. Choose “Email” from the list of options, then click “Next”:
Advanced Alerts Wizard Email Option

7. Enter some search text. This can be some expected contents, or the name or email address of the sender. Use this search text to distinguish the important emails that you want to be alerted about, from the unimportant ones that can wait until you get back to your PC. Only emails that contain your search text in the subject, body or sender name or email address will be sent to you via SMS. (NOTE: If you have multiple sources from which you wish to receive SMS alerts – e.g. your boss and your wife, set up an alert for each source – i.e. follow these instructions from start to finish for your wife, and then again for your boss).
Email Alert Search Text

8. Fill out this wizard page as shown (using your mobile phone number instead of the one shown):
Email Alert Phone Number

9. Fill out the next wizard page as shown. IMPORTANT: By default, Skylook abbreviates the email message to fit into a single SMS message, which can hold a maximum of 160 characters. This can be appropriate for some emails – e.g. simple notification emails where much of the information is in the subject line, but obviously is not appropriate for longer emails. If you expect longer emails, change the “Abbreviate” option to allow Skylook to send you multiple SMS messages, or check the “Only include lines containing” option and enter key phrases to identify the parts of the email you want included. If neither of these options is suitable, you can use the “Email to Phone Call Forwarding” feature instead of an Email SMS alert. (This will read the entire email to you in a single phone call).
Email Alert Data

10. Accept the default settings in the next page:
Email Alert Timing

11. Enter a name for the alert, then click “Finish”:
Email Alert Name
12. To test the Email SMS 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. Send yourself an email containing the search text you entered above, or wait for one to arrive that contains the search text.

14. Soon after the email is received, the phone number you entered should receive an SMS.

15. If you did not receive an SMS, 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.

16. 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 emails that come in during the five minute gap – don’t worry, Skylook sends SMS alerts for these emails also, as soon as Skype switches your status to “Away”).

If you need additional help, just email us at skylook@skylook.biz for assistance.

How to receive an SMS when any Outlook reminder pops up while you are away     

You can set Skylook up to send you an SMS for any Outlook reminder that pops up when you are away from your desk.

The most common use for Outlook reminders is for appointments set up in the Outlook calendar.

However you can also set up reminders for other Outlook items such as tasks and email items.  (For example, to set up a reminder related to a particular email item, you can right-click the email item and choose “Follow up > Add Reminder”).

To receive SMS alerts for reminders associated with tasks and email items, follow the same instructions as those that apply for receiving SMS alerts for appointments.  This will automatically give you alerts for the other types of reminders as well.

How to automatically forward Voicemail to any email address     

These steps show you how you can set up your PC to receive voicemail and automatically forward it to any email address. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. Set up Skype if you don’t already have it. (This is free).

2. If you want people to be able to leave you voicemail using standard phones, get yourself a SkypeIn number. If you only need to receive voicemail from people running Skype, you can either get Skype Voicemail or use the Skylook Answering Machine (free 14 day trial).

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. In the Skylook toolbar, choose the “Advanced Alerts” menu option:

Skylook Advanced Alerts

6. A wizard is displayed. Choose the “Voice Messages / Missed Calls” option, then click “Next”:

Voicemail to email 1

7. Click “Next” to accept the default settings on this page:

Voicemail to email 2

8. Fill out the following page as shown (using the desired email address for voicemails to be forwarded to), then click “Next”:

Voicemail to email 3

9. Fill out the options as presented by the subsequent wizard pages until the wizard is complete.

That concludes the process of setting up your PC to forward Voicemail messages. When a Skype voicemail is received, or when the Skylook Answering Machine answers a call for you, the message will be emailed as an MP3 attachment to the specified address (but only if you are away from your PC, or, optionally, if you haven’t listened to the voicemail within a few minutes of receiving it). The message will also be kept in your Outlook “Sent Items” folder, with the Sender details, so that you have a complete record of all voicemail messages forwarded and who they came from.

If you have any difficulties in setting this up, feel free to contact us for help.

How to answer phone calls automatically on your PC     

The following steps show you how you can set up your PC to take phone messages for you. The messages are stored as MP3 and attached to Outlook inbox items, so you can deal with them the same way you deal with incoming emails. (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 want to answer calls from normal phones, you need to purchase a “SkypeIn” number from Skype. Otherwise, you can still answer PC-to-PC calls using these steps.

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. When you see the pages below, fill them out as shown:
Skylook Answering Machine Wizard 1

Skylook Answering Machine Wizard 2

Skylook Answering Machine Wizard 3

(NOTE: An alternative to the Skylook Answering Machine is Skype Voice Mail. If you have a Skype Voice Mail subscription, you can leave the Skylook Answering Machine off – Voice Mail messages will automatically be sent to your inbox.).

5. If you are not running Skylook for the first time, and you can’t remember how you configured call answering when you were prompted by the Skylook Welcome Wizard, choose “Tools | Configure Answering Machine” from the Skylook toolbar:
Configure Answering Machine

This will bring up a wizard similar to that shown above.

6. Wait for a call – or get someone to call you.
7. When the call is received, let Skylook answer the call (or let Skype answer it if you are using Skype Voice Mail).

8. After the caller has hung up, check your inbox. You should see a message like this one:
Voice Mail in Inbox

9. Click on the message. A “Play” button will appear in the toolbar:
Play Button

Click it to hear the recording.
Call Playback

10. Open the item. You will see a number of hyperlinks in the item that allow you to take various actions (for example, call the person back).
Skylook Voice Mail Hyperlinks

11. You can automatically forward messages to other email accounts if you wish, by going to “Alerts > Advanced Alerts” from the Skylook toolbar and following the pages in the wizard.

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

How to screen or monitor phone calls using your PC     

Most of us don’t want to be available via our phones all the time, but generally we like to be contactable if we are really needed. There are calls we would like to take and others that we know we can deal with later. Which are the calls we want to take? It depends on who the caller is and what they want to talk about.

So, we have a call coming in. Who is it from? Most phone systems can sometimes tell us who, but often the caller id is blocked, and sometimes we won’t know the person despite being able to see their name. Even if the caller shows, many phones are shared, so we may know which family for instance, but not which member of that family is calling (e.g. it could be your girlfriend, or it could be her Mum). So maybe we know who the caller is and maybe we don’t.

What is this incoming call about? Even if the caller is someone we know, it may be inconvenient to take a call at the moment unless the call is urgent. If the caller is someone we don’t know, they may be calling about something important so the call may be worth taking. Unfortunately we have no way of knowing without allowing them to tell us.

Voice mail is a partial solution, but has the drawback of being “all or nothing”. Most voice mail systems, while more reliable than traditional answering machines, are less useful in that they don’t allow you to pick up the call if the caller’s message needs immediate attention or if you simply do not answer the phone in time.

An answering machine is better, but mechanical answering machines can be fiddly and unreliable. They also offer no way of getting messages to you if you are away from your phone, they cannot be used with PC-based (VoIP) phone systems and are not suited to business environments.

The steps below show you how to set up call screening and monitoring on your PC, so that you can see who the call is from, optionally divert them to a software-based answering machine, then listen to their message and pick up the call if desired. If you are away from your PC, a message is taken and forwarded to your mobile phone. You have the option to call the person back from your phone after hearing the message. (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 Skype Phone you will need to purchase one from your local distributor, or you can order one in our store.

2. If you want to receive calls from normal phones, you need to purchase a “SkypeIn” number from Skype. Otherwise, you can still screen PC-to-PC calls using these steps.

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. Some of the pages in the Skylook Welcome wizard prompt you to set up the “Skylook Answering Machine”. Just accept the default settings as shown below:
Skype Answering machine configuration

Skype Answering Machine Configuration 2

Skype Answering Machine configuration 3

4. After the wizard pages above, you will see the “Alerts” page. Fill this in as shown (using your mobile phone number instead of the one shown):
Forward Voice Mail to Phone

5. Complete the rest of the startup wizard.

6. If you are not running Skylook for the first time, the startup wizard won’t appear. Check that the Skylook Answering Machine is configured correctly by clicking “Tools | Configure Answering Machine…” from the Skylook toolbar:
Configure Skype Answering Machine

Also, click this button:
Alerts

and check that the options are set as follows (using your mobile phone number instead of the one shown):
Call Screening Option

7. When a call comes in (from a standard phone using SkypeIn, or from another PC using Skype-to-Skype), the Skylook toolbar tells you the name or number of the caller and presents you with options for how the call is to be handled:
Answer Call Button

Divert to Answering Machine

Hang Up Call Button

8. Click the second button above to have the answering machine answer the incoming call, or wait for the answering machine to answer it automatically. As the greeting is being played the following options are available:
Answering Machine Greeting

Once the greeting has finished playing, the following options are available:
Answering Machine Recording Message

If the caller leaves a message, you will be able to hear it through your headset or Skype phone. You can choose to pick up the call at any point.

9. When you are away from your PC, messages such as the one above will be forwarded to your mobile phone via Skype.

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 have voice messages forwarded 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).

To try message forwarding, first 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

10. When a call comes in, let the answering machine answer the call and take a message. After a few seconds, you should receive a call on the phone number you entered above. The message will be played to you, and you will be given the option to call back by pressing “1″ on your phone.

11. 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 calls that come in during the five minute gap – don’t worry, Skylook forwards these calls also, as soon as Skype switches your status to “Away”).
If you need additional help, contact us for assistance.

How to have important Emails read to you over the phone when you are away from your PC     

There are many mobile devices around that can receive email, but there seem to be very few people taking advantage of this capability. Why is that? Here are some guesses: Most emails just aren’t important enough that we should be interrupted by them when we are out doing something else; Emails are hard to read and manage on those dinky little screens. Last but not least, if you want to stay organized, and you like to keep old emails for reference and follow-up, there’s just no easy way to do that if your PC and your mobile device are both hooked up to the same email account.

In truth, the vast majority of email just isn’t worth receiving on your mobile device. It can wait until you get back to your PC. That’s one of the great benefits of email – you’re contactable but you don’t have to respond straight away, and people don’t expect you to respond straight away.

However, some emails are important. My daughter emailed me from school the other day saying she’d forgotten her sports uniform and needed it up at the school by 10am. That might not seem important to you, but it was to her. You probably have people you know from whom you would like to get all emails straight away, or you may have particular topics that are important that you would like to receive emails about immediately.

The following steps show you how to start having emails sent to your phone. The email (or selected portions of it) will be read to you. If you prefer, you can use similar steps to have important emails sent to you via SMS. (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. To have email forwarded to your phone, you will need to purchase some Skype Credit if you don’t already have it. You can buy Skype Credit here.

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

6. Choose “Email” from the list of options, then click “Next”:
Advanced Alerts Wizard Email Option

7. Enter some search text. Only emails that contain your search text in the subject, body or sender name or email address will be forwarded to your phone.
Email Alert Search Text

8. Fill out this wizard page as shown (using your phone number instead of the one shown):
Email Alert Phone Number

9. Fill out the next wizard page as shown:
Email Alert Data

10. Accept the default settings in the next page:
Email Alert Timing

11. Enter a name for the alert, then click “Finish”:
Email Alert Name
12. To test Email forwarding, 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. Send yourself an email containing the search text you entered above, or wait for one to arrive that contains the search text.

14. Soon after the email is received, the phone number you entered should ring. Answer the call and listen to your email. (NOTE: If you receive emails from Skype contacts, and you have linked the Skype contact to an Outlook contact, you will also have the option to call the Skype contact back, by pressing “1″ on your phone).

15. 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.

16. 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 emails that come in during the five minute gap – don’t worry, Skylook forwards these emails also, as soon as Skype switches your status to “Away”).

If you need additional help, contact us for assistance.

How to forward Instant Messages to SMS when you are away from your PC     

Follow the steps below to get Skype instant messages (also known as text chat messages, or chat messages) forwarded to your mobile phone via SMS when you are away from your desk. (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.

3. Start Outlook. If you are running Skylook for the first time, you will see the Skylook licensing wizard and the Skylook Welcome wizard. When you see the page below, fill it out as shown:
Instant Messages forwarded to SMS wizard

4. If you are not running Skylook for the first time, you won’t see the welcome wizard, but you can set up IM forwarding by clicking this button on the toolbar:
Skylook Alerts Button

then filling in the options as shown:
Instant Message forwarding to SMS - Options

and clicking OK.

5. Skype SMS requires you to purchase Skype Credit. Each time an SMS is sent (and therefore each time you receive a reminder alert), your Skype Credit balance is reduced. If you do not have any Skype Credit, the wizard or options dialog will prompt you to purchase some. Alternatively, you can buy Skype Credit here. If you are doing this for the first time, we recommend you purchase the minimum amount so you can give it a try without too much of an outlay.

6. Proceed to the end of the welcome wizard if it is still displayed.

7. To test IM forwarding, 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

8. Now have someone send you an instant message via Skype.

9. Soon after the message appears on your screen, you will receive an SMS containing the message. (NOTE: If the message is too long, it may be truncated to fit within the limit for a single SMS of 160 characters. You can tell Skylook to send multiple SMS messages instead of truncating, using Advanced Alerts).

10. If you did not receive an alert, check the Outlook inbox. If Skylook had problems sending the SMS (e.g. if the number is invalid), the details of the problem are placed in a new inbox item for you to review.

11. 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 instant messages that come in during the five minute gap – don’t worry, Skylook forwards these messages also, as soon as Skype switches your status to “Away”).

If you need additional help, please contact us for assistance.