CallClerk Settings E-Mail

The CallClerk - Settings - E-Mail window has several options that may be set, where appropriate click the check box or radio button beside the option to enable or disable the option. When a check or radio button is selected then that option is enabled otherwise that option is disabled.

The options on this window are:

1. E-Mail From: the e-mail address from which the e-mail should appear to have come;

2. E-Mail Display Name: a user friendly display name for the From name on the e-mail;

3. E-Mail To: the e-mail recipient(s) that the e-mail should be sent to

Notes:

A singe e-mail recipient may, most simply, be identified by their e-mail address, for example:
person1@xyzcompany.com

Optionally a 'user friendly' name may be added in front of an e-mail address, for example:
John Doe person1@xyzcompany.com

Multiple recipients each separated by a comma (",") can be used, for example:

John Doe person1@xyzcompany.com,Jane Doe person2@xyzcompany.com, Jim person3@abcdefg.com

5. Priority: the priority associated with the e-mail;

6. Your e-mail server's authentication method;

Options include: Auto-Select, None, Logon, Plain, CRAM-MD5, and NTML

If you chose Auto-Select CallClerk will work to chose an appropriate method for you automatically

7. An option to Logon to your incoming mail server before sending mail (when this option is selected you must also identify your POP server's name in the POP server address);

8. The User ID associated with you Internet account. If you don't know this, contact your internet service provider;

9. Your User ID's password. Click the Change Password button to open the Change Password dialog box to change your password. Note changing your password in CallClerk will effect a password change for CallClerk only;

10. The POP and SMTP Server addresses (the POP address is only required if your server requires you to Logon to your incoming mail server before sending e-mails) - if you don't know these, contact your internet service provider; By default CallClerk will use port 25 when connecting to these servers. You can change the port that CallClerk uses on either or both servers by simply adding a ":port number" without the quotes after the server name. For example, if your smtp server is called smtp.server.name and you want to connect on port 1234 you would use:

smtp.server.name:1234

11. Whether the POP and SMTP servers require the Secure Sockets Layer (SSL) protocol or not (most do not); also if the SMTP Server requires Transport Layer Security (TLS) or not (some, such as gmail, do);

12. What to E-Mail, more specifically you can chose what to send in the subject line and the message body.

      Options include:
            for the subject line: date, time, name and number
            for the body: labels, date, time, name, number, recorded message and/or faxes.

Notes:

a) Labels are words describing the information being e-mailed, for example the label in "Name: John Doe" is "Name:".
Omitting labels can help if you are sending the e-mail through a text messaging service to your cell phone, and your text message length is restricted.

b) Name and number each have two checked states:

- when checked the directory's display name/display number will be e-mailed
- when checked & grey an unformatted caller id name/unformatted caller id number will be e-mailed

c) Recorded messages and faxes can be zipped. Zipping a message will decrease its size and in some cases allow it to pass through e-mail filters.

d) If you select to send messages or faxes a confirmation line will also appear in the e-mail to confirm if a message/fax was sent or not; in the case that the answering machine is off an associated message will also appear.

13. Audio Format, sets the Audio Format for the message to be sent; for more information please see: Setting the Audio.Format.

14. E-mail saver options (E-mail only after).

E-mail saver options are designed to cut down on the number of e-mails CallClerk sends; this is handy for people who, for example, use the CallClerk e-mail function to send them a text message on their cellphone - but where their cell phone company charges them for each incoming text message.

14.2 From time to time, you may get a call from someone who only lets the phone ring once or twice and then hangs up.

If you don't want to get an e-mail for such calls you can set a threshold number of rings required for CallClerk to report a call to you via E-Mail.

By default the value in "Only send an E-Mail after this many rings" is set to zero. This means that, assuming the associated Send E-Mail option is set to ON in the CallClerk - Settings - Control panel, then an e-mail will be sent to you immediately after the Caller ID's information is know (except if the Answering Machine option is set to ON and you have set CallClerk up to e-mail you answering machine messages, in which case CallClerk will wait for the message to be left, or if the incoming call is a fax and you have set CallClerk up to e-mail you faxes, in which case CallClerk will wait for the fax to be received).

Accordingly, excluding the above conditions, if you set the value for "Only send an E-Mail after this many rings" to 3, and the phone only rings twice then CallClerk will not send you an e-mail.

14.2 If you only want to be e-mailed for a particular caller only once if they call multiple times over a specific timeframe then you can just set the time limit. After that an e-mail will only be sent once regardless of the number of additional calls from the same number that are received in the specified time frame.

14.3 The option to "Only send an E-Mail if a message or fax was left" will tell CallClerk to do exactly that if checked.

Usage Tip in relation to Blogs: Blogs (WebLogs) allow people to publish a diary of events through the internet - for more information on Blogs search the internet for the term 'Blog'. Certain Blog hosting services provide for the posting of information to your own person Blog through the use of e-mail and a specified address that you own. CallClerk has been designed to allow you to e-mail to a Blog, if you so wish, and to protect your privacy by allowing you to select what CallClerk information is posted on your Blog (see item 6. above). Also, you can neaten up your Blog postings by selecting 'Subject Only' (see item 6. above) as a 'What to E-Mail' option.

Click the [Test] button to test sending an e-mail. If you have a firewall you may be prompted to allow CallClerk to access the internet. CallClerk only accesses the internet to send e-mails. CallClerk will only send e-mails to the address(es) you specify in the E-Mail setting window. Also, CallClerk will only send an e-mail when the [Test] button on the CallClerk - Settings - E-Mail window is clicked, or when an incoming phone call is received and you have selected 'Send an E-mail to report an incoming call' from the CallClerk - Settings - E-Mail window.

If you hold down the [Alt] key while you click the [Test] button the test e-mail will be sent to the 'E-mail From' address instead of the 'E-Mail To' address.

Once the current settings have been modified the changes may be permanently applied by clicking on the [Apply] or [OK] button or voided by clicking on the [Cancel] button. If either the [OK] or [Cancel] button is pressed then the CallClerk - Settings window will be hidden.

The CallClerk - Settings - E-Mail window looks like this:

email window