This feature allows you to take phone messages for your co-workers, right on your computer. You don’t even have to get up and deliver the message to them. Total Office Manager does it for you.
Use this form to take a phone message or “While You Where Out” message for your co-workers. The message will show up on your co-worker’s computer in the Information Center. They will be able to see at a glance, that a message is waiting for them.
From the main menu, click Company | Phone Message.
From the keyboard, use the shortcut Ctrl+M.
From the toolbar, click the New Phone Message button.
Field Definitions and Menu Commands
- For – Select the name of the message recipient.
- Date – The date and time will populate in this field for automatically.
- From – Enter the name of the person who is leaving the message.
- Of – Enter the name of the company or organization the caller is representing.
- Telephone – Enter the caller’s phone number.
- Message Attributes – Tick the appropriate checkbox to mark the message as.
- Will Call Again
- Returned Your Call
- Please Call
- Called You
- Wants To See You
- Came To See You
- Message Area – Enter other message details.
- Entered By – Automatically displays the name of the person who took the message.
- Message Read – Ticking this checkbox marks the message as being read by the recipient.
- Save & Close – Saves the message and exits the form.
- Save & New – Saves the message and opens a new blank form.
- Menu | Save – Manually saves the form.
- Menu | Revert – Reverts the information in the form to the point of the last save.
- Menu | Copy – Creates a copy of the original message, which can then be send to someone else.
- Menu | Delete – Deletes the message.
- Menu | Print – Previews a hard-copy of the message, which is then available for printing.
- Menu | Email – Opens the workstation’s default email editor, with the message ready to email.
- The Email feature can be used to send a message in SMS format to a cell phone. In other words, you can “text” a message to a cell phone from an email application (such as Microsoft Outlook).After pressing the Email button, simply enter the recipient’s cell phone SMS address in the “To” field of the email. For example, if a Verizon® customer had the cell phone number 888-555-1111, just enter “firstname.lastname@example.org” in the “To” field of the email message.
The phone message will then be “texted” to the recipient’s cell phone. Contact your various cell phone providers to determine what suffix to add to the end of each cell phone number (like @vtext.com, for example).
- For a list of common carriers and their email addresses for sending text messages, please click here.