Version 2.0

Email Signatures Advanced User’s Guide

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Contents

Email Signatures .................................................. 3 About the Documentation ............................................. 3 Ifbyphone on the Web .................................................. 3 

Copying Click-to-XyZ Code ...................................... 4 Logging in to your ifbyphone Account .............................. 4 

Web-Based Email Accounts .................................... 8 Yahoo! Email Signature ................................................. 8 Gmail Signature ......................................................... 10 Hotmail Signature ...................................................... 11 AOL Signature ........................................................... 13 

Desktop Email Clients .......................................... 15 Outlook Express ......................................................... 15 Outlook for Office 2003 .............................................. 19 Thunderbird .............................................................. 24 

Ifbyphone Glossary .............................................. 25 

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Email Signatures Automatically generate HTML code based on the parameters you choose for a Click-to-XyZ configuration, and then embed the code in an Email signature for distribution.

By displaying a simple link in your Email signature, your company has the unique opportunity to enable routed communication between customers, business services and contacts. Through ifbyphone’s Click-to-XyZ, customers can click your Email signature link, type in their phone number, and connect immediately to your company’s configured services. Your company has the option of selecting any icon, logo or photo to represent your hyperlink. The code used to automatically generate the hyperlink is easily accessible for placement on your in your Email signature to facilitate broad distribution. Within this documentation, ifbyphone has provided complete instructions for implementing Email signatures for a variety of Web-based and Desktop Email clients. To generate Email Signatures on a product not included here, please contact ifbyphone Customer Service at (877) 295-5100 and say Business Accounts.

About the Documentation The Email Signatures Advanced User’s Guide includes the following step-by-step instructions:

Copying the Click-to-XyZ HTML code Implementing an Email Signature in a Web-based Email client Implementing an Email Signature in a Desktop-based Email client

Throughout the document, icons are used to indicate important reminders, including notes and common mistakes.

Ifbyphone on the Web Ifbyphone’s Web site (www.ifbyphone.com) contains a wealth of information about ifbyphone business services. Customer service contact information, as well as additional user guides and tutorials, are also easily accessible from the Web site.

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ICON KEY

Note

Warning

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Copying Click-to-XyZ Code In this chapter, you will be provided with instructions on copying the Wizard-generated code for implementation of a Click-to-XyZ in your Email Signature.

Logging in to your ifbyphone Account To set up and use Click-to-XyZ, you must have an ifbyphone account. To open an ifbyphone account, please go to our Web site at www.ifbyphone.com or call (877) 295-5100 and say Business Accounts. Once your account has been activated, follow the instructions below to login:

1. Navigate to the ifbyphone Web site at www.ifbyphone.com. 2. Login to your account by clicking User Login at the top of the home page. 3. On the Login to My Account page (Figure 1), enter your User ID (your primary 10-digit

phone number—numbers only—with no leading 1) and PIN code (password); then click SIGN IN.

Figure 1: ifbyphone Account Login Screen

4. Once you have successfully logged into your ifbyphone account, you will have access to all account settings and business services through the Main Menu page. Enter the Click-to-XyZ feature from the ifbyphone Main Menu (Figure 2) or the top navigation bar under Services.

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Figure 2: Click-to-XyZ within Main Menu

5. When the Click-to-XyZ Configurations page appears, your Click-to-XyZ configurations should be listed, along with their respective Edit, Delete, Test and Code buttons. If you do not have any Click-to-XyZ configurations, please review the Click-to-XyZ Stepping Through the Basics Guide and Click-to-XyZ Advanced User’s Guide. To copy the automatically-generated HTML code needed for implementation of your Click-to-XyZ configuration, press the Code icon alongside the desired object (Figure 3).

Figure 3: Code Icon

6. The Click-to-XyZ Code Choose Wizard page will be displayed (Figure 4). In the Where will the Click-to-XyZ be used field, select the Email or Email Signature option from the drop-down list and click the Next button.

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Figure 4: Select Email or Email Signature

NOTE: Dynamic Icons If you select a Click-to-XyZ based on a schedule other than 24x7, you will be given the option of using dynamic icons based on schedule. See the Click-to-XyZ Advanced User’s Guide for additional information.

To implement a Click-to-XyZ configuration, copy one of the following blocks of code (Figure 5): • Link (HTML): Allows you to place a text link in an Email or Email signature. When

clicked, a new page appears with a field for the phone number ifbyphone will call upon submission.

• Image Link (HTML): Allows you to create an image link for placement in an Email or Email signature. When clicked, the link brings up a new page with a field for the phone number ifbyphone will call upon submission.

Figure 5: Email Code Options

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NOTE: Changing the Image You can click one of the provided hyperlinks to use a new image for the Image Link box. You can either select an image from ifbyphone’s collection (“To see/use other ifbyphone Click-To images, Click Here”) or upload your own image (“To use your own image on the landing and status pages that all your Click-to-XyZ links use, Click Here”) that is less than 300x200 pixels. See the Click-to-XyZ Advanced User’s Guide for additional information.

7. Ensure that the Options for Using your Click-to page remains open during the steps

in the next chapter or copy and paste the code from one of the subsections into a simple text processor (e.g. Notepad or WordPad).

WARNING: Pasting into a Full-Featured Word Processor It is crucial to keep the code as a string of characters, rather than allowing the code to be translated into HTML code at this point. Therefore, do not use a full-featured word processor (e.g. Microsoft Word), as it will attempt to translate the HTML code.

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Web-Based Email Accounts In this chapter, you will be provided with instructions on pasting the Wizard-generated code into four Web-based Email account signatures: Yahoo!, Gmail, Hotmail and AOL.

Yahoo! Email Signature 1. Sign into your Yahoo! Email account with your Yahoo! ID and password at

http://mail.yahoo.com (Figure 6).

Figure 6: Login to Yahoo! Mail

2. Click the Options link in the upper right-hand corner of the page (Figure 7).

Figure 7: Click the Options Link

3. Select the Signature link under the Management column (Figure 8).

Figure 8: Click the Signature Link

4. When the Email composition window appears, select the Color and Graphics editor. Place a checkmark in the Add signature to all outgoing messages box and a

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checkmark in the View HTML Source box. Then, in the text window, paste your Click-to-XyZ code (Figure 9).

Figure 9: Paste Your Code into the Color & Graphics Editor

5. When you uncheck the View HTML Source button, you will be able to preview your signature in HTML (Figure 10). When you are satisfied with your signature, click the Save button.

Figure 10: Preview Your Signature

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Gmail Signature Gmail permits only text in Email messages composed on the Gmail Web site. However, you can create individual Click-to-XyZ text links in Emails that you compose on the Gmail Web site.

1. Sign into your Gmail account with your Gmail username and password at http://www.gmail.com (Figure 11).

Figure 11: Login to Gmail

2. Click the Compose Mail link at the top of the page, under the Gmail logo (Figure 12).

Figure 12: Compose Mail Link

3. With on, type “Click-to-Call” or any other text that you wish to link to your Click-to-XyZ entity. Highlight the text and press the symbol on the toolbar. A text box requesting a URL will appear (Figure 13).

Figure 13: Enter Text to Hyperlink

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4. Paste the Click-to-XyZ code into the URL box (Figure 14) and remove everything but the text within the double quotes. The remaining segment should be similar to http://www.ifbyphone.com/clickto_getphone.php?click_id=XX, where XX is a number. Press the OK button when the URL is complete.

Figure 14: Enter Hyperlink

Your text should now appear as a hyperlink (Figure 15).

Figure 15: Verify Hyperlink

5. When you have finished addressing and composing the Email message, press the Send button.

Hotmail Signature Hotmail permits only text in Email messages composed on the Hotmail Web site. However, you can create a Personal Signature Click-to-XyZ text link for Emails that you compose on the Hotmail Web site.

1. Sign into your Hotmail account with your Email address and password at http://www.hotmail.com (Figure 16).

Figure 16: Login to Hotmail

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2. Click the Options link in the upper right-hand corner of the screen (Figure 17).

Figure 17: Click the Options Link

3. Select the Mail folder within the sidebar on the left side of the page and click the Personal Signature link in the Mail Options list (Figure 18).

Figure 18: Click the Personal Signature Link

4. On the Personal Signature page, a text box for inputting your personal signature text will appear. Place a checkmark in the Show the rich-text toolbar box. In the text box, type in and highlight the text for the Click-to-XyZ link (Figure 19).

Figure 19: Input the Text to be Hyperlinked

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5. Press the symbol on the toolbar. A text box requesting a URL will appear. Select the URL prefix “http://” and paste the Click-to-XyZ code into the URL box. Remove everything but the text within the double quotes, starting after http://. The remaining segment should be similar to www.ifbyphone.com/clickto_getphone.php?click_id=XX, where XX is a number. Press the Insert button when the URL is complete (Figure 20).

Figure 20: Enter Hyperlink

6. When you have finished addressing and composing the Email message, press the OK button. Your Email signature will be included in Emails that you compose and send from your Hotmail account.

AOL Signature In AOL, you can create up to five custom signatures—short pieces of (mostly) text that can be added to the bottom of your Email messages.

1. Sign into your account at http://www.aol.com. 2. Select Mail from the AOL home page, followed by Set up Signatures (Figure 21).

Figure 21: Set up Signatures

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3. Click Create. Type a meaningful Signature Name. In the Signature text field, paste your Click-to-XyZ code using the formatting tools supplied by AOL. Click OK when complete (Figure 22).

Figure 22: Input Text

4. After creating your signature, you will be returned to the Set up Signatures window, where you can indicate that a signature should be included in all written Email messages. From the Set up Signatures window, click Default On/Off, which will cause a red check mark to appear next to the Signature Name signifying that the selected signature will be included in all written Email messages (Figure 23).

Figure 23: Default On/Off

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Desktop Email Clients In this chapter, you will be provided with instructions on pasting the Wizard-generated code into three desktop Email clients: Outlook, Outlook Express and Thunderbird.

Outlook Express 1. Copy your desired Click-to-XyZ code from the Options for Using your Click-to page

(Figure 24).

Figure 24: Copy Code

2. Paste the code into a simple text editor, such as Notepad (Figure 25).

Figure 25: Paste Code into Simple Text Editor

3. Save the file as an HTML file by going to File > “Save As…” Make sure that you select the “All Files” option in the Save as Type drop-down list. When you input the file name, add the extension “.html” (e.g. clicktoxyz.html). Take note of where the file is being saved and click the Save button (Figure 26).

Figure 26: Save as HTML File

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Your file should now appear as a document that you can open in your default Web browser (Figure 27).

Figure 27: HTML File

4. Go to the Tools menu, and select Options from the Outlook Express navigation bar (Figure 28).

Figure 28: Tools > Options

5. Select the Send folder within the Options window (Figure 29). In the Mail Sending Format section, select the HTML format radio button if it is not already selected. Press the Apply button to save the settings changes.

Figure 29: Mail Sending Format

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6. Select the Signatures folder within the Options window. Click the New button; a new Email signature will be created (Figure 30).

Figure 30: Create New Signature

7. In the Edit Signatures section, select the File radio button. Click the Browse button alongside the File radio button when it becomes enabled (Figure 31).

Figure 31: Browse for File

8. Select the HTML file that you had previously saved containing the Click-to-XyZ code and press Open. If you do not see your file, ensure that you are browsing in the correct location and that the Files of type drop-down list contains either the “HTML Files (*.htm;*.html)” or the “All Files” option (Figure 32).

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Figure 32: Select HTML File

9. Select the Add signatures to all outgoing messages option. An optional selection includes Don’t add signatures to Replies and Forwards. You may also direct the Email signature to particular Email accounts within Outlook Express using the Advanced option. Click the OK button when complete (Figure 33).

Figure 33: Apply Signature

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10. Your Email signature will appear when you create a new message (Figure 34).

Figure 34: New Email Message

Outlook for Office 2003 1. Follow steps 1 through 3 in the preceding Outlook Express section to save the Click-to-

XyZ code in an HTML file. 2. Go to the Tools menu, and select Options from the Outlook navigation bar (Figure 35).

Figure 35: Tools > Options

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3. Select the Mail Format folder in the Options window. In the Message format section, select the “HTML” option from the Send in this message format drop-down list (Figure 36).

Figure 36: HTML Message Format

4. In the Signature section, press the Signature Picker… button (Figure 37).

Figure 37: Signature Picker

5. Press the New button to create a new signature (Figure 38).

Figure 38: Select New…

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6. The Create New Signature window will appear. Enter a name for the new signature you are creating (e.g. “Click-To”). Select the Use this file as a template radio button and then press the Browse button to locate the HTML code file that you had previously created (Figure 39).

Figure 39: Signature Name and Browse

7. Select the HTML file that you had previously saved containing the Click-to-XyZ code and press Open. If you do not see your file, ensure that you are browsing in the correct location and that the Files of type drop-down list contains either the “HTML Files (*.htm;*.html)” or the “All Files” option (Figure 40).

Figure 40: Select HTML File

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8. The Click-to-XyZ image link that you selected will appear in the Signature text window. Add additional features, if desired, and press the Finish button when you are ready to save this new signature (Figure 41).

Figure 41: Save Signature

9. When the Signature Picker window is redisplayed, your new image link will appear. Press the OK button to return to the Options Signature page (Figure 42).

Figure 42: Signature Picker Preview

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10. Select the signature that you just created as the default signature in the Use this signature by default drop-down list. An optional signature feature is Don’t use when replying or forwarding. Press the OK button when you have completed these steps (Figure 43).

Figure 43: Default Signature

11. When you create a new Email message, your Click-to-XyZ image link will appear as the signature (Figure 44).

Figure 44: New Email Message

NOTE: Plain Text If you have set your signature to be included in replies and forwarded Emails, and the original Email message was not in HTML, the icon will appear as raw HTML code.

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Thunderbird 1. Follow steps 1 through 3 in the preceding Outlook Express section to save the Click-to-

XyZ code in an HTML file. 2. Go to the Tools menu, and select Account Settings from the Thunderbird navigation

bar. 3. Click the folder identified by your Email address to bring up the main Account Settings

page for that account. 4. Check the box labeled Attach this signature and press the Choose… button to select

the HTML signature file that you previously created (Figure 45).

Figure 45: Attach this Signature

5. Navigate to the Composition and Addressing category for this Email account. Check the box labeled Compose messages in HTML format (Figure 46) and click the OK button at the bottom of the page.

Figure 46: Attach this Signature

6. When you select Write, your signature file will appear at the bottom of your Email message.

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Ifbyphone Glossary The purpose of the glossary is to assist you by defining commonly-used ifbyphone terms.

Auto attendant Another term for Interactive Voice Response (IVR). Essentially refers to an automated telephone answering system that routes calls. Building Block Ifbyphone proprietary code that allows you to build a complex voice application that is accessible via the Web, Email or telephone. Click-to-XyZ and all destinations are building blocks. Click to Call (CTC) Immediately connect a user to a registered business telephone number. Click to Call can be easily set up by registering phone numbers—in addition to the toll free number given to you at sign up—within the Registered Numbers utility. Click to Call can then be configured as a destination for Click-to-XyZ, enabling Web site visitors to click a button and immediately speak with a customer service representative or other call recipient. Click-to-XyZ An ifbyphone service that is highly flexible in customization and scalability, Click-to-XyZ enables routed communication between customers, business services and contacts via the Web or Email. Through Click-to-XyZ, customers can click a link, type in their phone number, and connect immediately to a company ’s configured services (commonly referred to as “destinations” in this documentation). Ifbyphone offers the following services as Click-to-XyZ destinations: a custom Virtual Receptionist, voice survey, voice mailbox, a Find Me auto-dial telephone list to locate an individual, and Click to Call for immediate telephony connection. Click-to-XyZ can be configured based on the day and/or time of day. Destinations Destinations are ifbyphone services that can be configured for Click-to-XyZ access. Through Click-to-XyZ, customers can click a link, type in their phone number, and connect immediately to a destination. Destination Configurations Destination Configurations allow you to setup a destination for use with a specific Click-to-XyZ. Interactive Voice Response (IVR) A computerized system that allows a telephone caller to select options from a voice menu and interact with the computer phone system. IVR systems use Dual Tone, Multi-Frequency (DTMF) signals (entered from the telephone keypad) and natural language speech recognition to interpret the caller's response to IVR prompts.

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Find Me An ifbyphone business service and destination, Find Me can be configured to maintain a prioritized list of phone numbers where a call recipient may be reached (e.g. desk or cell phone, pager, etc.). If a call recipient cannot be located at any of the phone numbers listed, the call can be redirected to their voice mailbox. Modes Blocks of time established within a specific day when configuring a schedule. Modes are fully customizable, but are commonly used to represent a workplace’s open, closed, lunch, and after hours. Once modes have been set within a schedule, Click-to-XyZ and Virtual Receptionist can be configured to exhibit different IVR behavior for a specific mode. Net Integration Communication between a SurVo and Web-based server. Net integration may be carried out to retrieve or post information and to perform a function like user account validation. Typically net integration is performed when a company is utilizing ifbyphone business services to add voice to an existing system. Schedule An ifbyphone tool that allows a user to specify the day-to-day operation of a workplace with start and finish times. Schedules are configured for ifbyphone business services, including Click-to-XyZ and Virtual Receptionist. Within a schedule, it is possible to specify a desired time zone, as well as modes. Software as a Service (SaaS) A software model employed by vendors who both develop and operate network-based applications for use by customers over the internet. SaaS is typically a low-cost way for businesses to obtain the same benefits of commercially licensed, internally-operated software, without the associated complexity and high initial cost. SurVo See Voice Survey Form (SurVo) Virtual Receptionist An ifbyphone business service and destination, Virtual Receptionist can be configured to provide menus for callers to route incoming calls. An automated phone environment, the virtual receptionist can transfer callers to other numbers/extensions, forward callers to voicemail boxes, initiate a Find Me list or surveys, play pre-recorded messages, etc. Voice Form Similar to a Web form—with voice recognition capabilities, a voice form is a dialog between a user and the system configured to provide or collect information. At the completion of a voice form, the information collected can be emailed, saved to a web site or transmitted for further processing.

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Voice Survey Form (SurVo) An ifbyphone business service and destination, Voice Survey Forms (SurVo) are used to create dialogs over the telephone between callers and the system, much like a Web form with voice recognition capabilities (see Voice Form). A SurVo can be used to conduct employment screens, provide a customer satisfaction survey, route a call based on a user's answers to a series of questions, etc. SurVos have the potential to be invoked in response to a Click-to-XyZ, an inbound call, an outbound call, a scheduled call, or an API request from a Web site. VoiceXML W3C's standard XML format for specifying interactive voice dialogues between a human and a computer. VoiceXML allows voice applications to be developed and deployed for visual applications. Analogous to HTML interpretation by a visual Web browser, VoiceXML documents are interpreted by a voice browser. VoiceXML has tags that instruct the voice browser to provide speech synthesis, automatic speech recognition, dialog management and soundfile playback. VUI (Voice User Integration) Describes the interaction with computers though a voice and/or speech platform to initiate an automated service or process. World Wide Web Consortium (W3C) An international consortium, hosted by MIT, which develops interoperable technologies (standards, protocols, software and tools) for the Web. W3C’s mission is to promote the evolution of the Web in a single direction, rather than into splintered factions.