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 send SMS messages to Outlook contacts     

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

1. Download Skype if you don’t already have it, or if you are running a Skype version earlier than 2.5. If you only plan to do SMS, the installation is very straightforward. (It’s a little more involved if you intend to do voice calls. Follow these instructions to set up Skype if you plan to use it for more than SMS).

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

NOTE: Skype is free for PC to PC voice calls and text messages, but to send SMS messages there is a fee per message. You can buy Skype Credit here to get started with sending SMS messages. 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. 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 sending SMS messages to your Outlook contacts.

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

6. Click the “SMS” button in the Skylook toolbar.

7. If the Outlook contact has a mobile (cell) phone configured, Skylook will display that number and ask you to confirm it (you also have the option to change it if it is incorrect). If there is no number configured, Skylook will prompt you to enter one (this number will be saved in the Outlook contact’s details for next time). Click OK after confirming or entering the number.

8. The Skype SMS window will be displayed, to allow you to enter your message. Type your message then click the “Send SMS” button.

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

How to review all communications with a Contact, including email, phone calls, instant messages and SMS     

The steps below show you how you can store phone calls, PC-to-PC calls, instant messages and SMS together with email in Outlook, and then review all of these together for each individual contact. This in effect gives you a history of communications with each contact. (These steps assume you have Outlook installed – see Skylook prerequisites for details).

1. Follow the instructions here to start collecting all of your communications in Outlook.

2. The following steps utilize the “Activities” tab in Outlook’s contact form. This has the drawback that it will only work if the Outlook contact you are interested in has an email address set up in its Outlook contact details. This needs to be set up ahead of time, before the communications take place. Another drawback of this approach is that Outlook may take considerable time to find all of the items pertaining to the contact, particularly if you have a lot of items in your Outlook folders.

You may prefer instead to record calls etc. to the Outlook Journal – this feature is available in Skylook 2.0.3.49 and later. To see how to use this feature, click here. If you would prefer not to use the Journal, read on.

3. Whenever you select a contact or an email, call, voice mail, text chat or SMS message in Outlook, the contact that sent or received the communication is shown in the Skylook toolbar (as long as the contact exists in either the Outlook contact folders or within Skype’s contact list):
Skype contact in toolbar

Choose the menu option shown below to view all communications with the contact:
View Skype calls and text chats together with email for a contact

A window like the following is displayed, showing all communications to and from the contact:
Review mail together with Skype calls and chats

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

How to file away all communications, not just email     

Many people, particularly at work, file away all of their email in case they need it for future reference. Others don’t keep everything but of these, many keep the important emails, and perhaps categorize them into Outlook folders.

PC-based voice communications and instant messages are just as important as email, and are as worthy of filing away for future reference. However, these are generally lost – i.e. people don’t store them away and archive them as they do with email. This is partly because there are no facilities to allow them to easily do this, or the facilities exist but users are not familiar with them and don’t use them.

The steps below show you how to set up Microsoft Outlook so that voice communications, SMS and instant messages are filed away in exactly the same way as email. Once you have set Outlook up to do this, you can use all of Outlook’s facilities to manage, archive, sort, categorize, flag and backup voice communications and instant messages along with your email.

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, check-out 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. Complete the call.

6. Go to the “Skylook Conversations” folder in Outlook – there will be an item for your call, containing an attached recording of the call.
Call item in Skylook Conversations folder

7. This item can now be treated just like an email. You can copy it to a folder to categorize it, you can flag it, you can archive it or use any of the other Outlook item management capabilities.

8. Now send a Skype text message to someone. (Again, you can initiate this directly from Skype, or from within Skylook – all text messages are captured regardless of how they are sent).

9. Go to the “Skylook Conversations” folder again. There will be another item, this time containing the text chat:
Archived Instant Message

(Note: You won’t get a separate item for each instant message. Any replies that occur within 5 minutes will be appended to the existing item, so that a single text chat thread generally appears within a single Outlook item).

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

How to be alerted via SMS about appointments     

Many people use Outlook to maintain details of appointments. It’s great to be able to get an automatic reminder when an important meeting or other appointment is due. But what happens when you are away from your PC and unable to see the reminder?

Some people use smartphone devices, and synchronize their portable calendars with Outlook each time they are at their desk. This works fine, but sometimes synchronization can be cumbersome or troublesome. It also falls down when meetings are scheduled by coworkers at short notice – these appointments don’t get synchronized and therefore reminders are not generated.

The solution described below may be a better alternative for some. It is easy to set up and does not rely on synchronization. Follow the steps to send appointment reminders and other Outlook reminders to your mobile phone via SMS when you are away from your desk. Hopefully this will mean fewer missed appointments for you!

(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:
SMS Alert for Appointment - Wizard

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

then filling in the options as shown:
Alerting 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. Set up a test appointment in the Outlook calendar. If you set one up for, say, an hour ago, Outlook should display the reminder soon after you save the appointment.

8. After the reminder is displayed, leave it (i.e. do not dismiss or snooze it) for two to three minutes. You will receive an SMS alerting you about the reminder. (NOTE: the two to three minute interval is a Skylook default. You can vary this and other settings using Advanced Alerts.  In addition, if your Skype status is “Away” or “Not Available”, the SMS is sent straight away).

9. If you did not receive an alert, check the Outlook inbox. If Skylook had problems sending the SMS, the details of the problem are placed in a new inbox item for you to review.

10. 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 reminders that pop up 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, please contact us for assistance.