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TELESCAN, LLC

Revis ion 010.01.00.00

Spectrum

Messenger (Client)

Quick Start Guide

This version of Spectrum Messenger introduces Live Video Monitoring as its newest feature. Upcoming releases will include Live Video Calling and Live Video Conferencing. Video monitoring is fully explained starting on page 39.

In addition, this maintenance release includes other modifications. Please take time to review the two Help files located on your CD or in the distribution if this was delivered electronically. Read the topic on “What’s New in this Version” located in the Help files for details on all the new features in this version of Spectrum Messenger.

What can Messenger do for you?What can Messenger do for you?What can Messenger do for you?

Provide Secure Network Communications

The Spectrum Messenger provides secure, encrypted communications across a local-area network and the Internet. Unlike e-mail programs or simple "chat" programs, the Messenger allows you to control both the Client-side and Server-side - this means your company has total control of who can communicate with whom, whether the communication is station-to-station or even station-to-groups.

Desktop-to-Desktop Communications

The primary purpose of the Spectrum Messenger is to connect all of your users together, allowing them to send messages to each other based on their level of access. With the Messenger, you can:

• Allow users to send messages to each other. • Allow one user to send messages to many users. • Restrict users to who they can send messages to. • Be notified of events, using flexible Reminder

Management. • Send and receive data files. • Track message activity, with reporting capability. • Monitor and optionally record user desktop activities. • Real-time live video features. • Fully supports SMS text messaging. • And more.

Any Windows Platform

The Spectrum Messenger will operate on any TCP/IP-based local area network (LAN) running any Windows platform, using IBM-compatible hardware. Each license allows one user the rights to use the software.

IntroductionIntroduction GUIDE OVERVIEW :

Basic steps to follow:

• Learn what the Messenger will do for you (read the Quick-Start Guide located on the CD).

• Familiarize yourself with the two programs, one for the Client-side and one for the Server-side.

• Assign a network administrator for Server-side management.

• Choose a configuration that is right for you.

• Follow the installation steps.

If you have questions:

• Call Telescan Customer Service before you begin the installation

• 314-426-7662

• 8:30 AM to 5:30 PM Central Monday through Friday

Introduction 1

Client Installation 3

Using the Client 9

Your First Message 16

Send SMS Msg to Cell Phone 19

Using Message Alerts 24

Using Reminders 27

Monitor Desktops 29

View Recorded Desktops 31

Frequently Asked Questions 32

Live Video Features 39

Contents:

Spectrum Messenger Client R1 - 2010 Quick Start Guide

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Protected Data

High-encryption guarantees network messaging security and allows for worry-free communications of sensitive information. Password-protected, encrypted logs capture messaging events and can be referred to when necessary. Log files are automatically backed up for added protection. Easy-to-Use Reminders

Using the Spectrum Messenger's Reminder feature, you can be notified of important events with repeating options including daily, weekly and monthly. Automatic replies for occasions when you are unavailable (in a meeting, at lunch) let the sender know you are away from your desk with a customizable message. Designed by Telescan

Designed and produced by a leader in Telecommunications messaging products for over 30 years… "The Future of Your Business."

OVERVIEW The Spectrum Messenger consists of the following components:

• Spectrum Messenger Server. • Spectrum Messenger Client. • Spectrum Messenger FTP Manager. • Spectrum Messenger Monitor (optional). • Spectrum Messenger Spell Checker and Thesaurus (optional).

Each network will require one installation of the Server. This also applies to the FTP Manager, if sending attached files, etc. is required. Install as many copies of the Client and optionally, the Spell Checker, as you have licenses for. These are installed at each PC. The Spectrum Messenger is packaged with separate installation programs. Each of these is explained in detail on the pages that follow. Installation from the CD also includes a unified installation program which starts automatically when the CD is inserted into the drive. You can then install each component from this single installation program. Client Installation Spectrum Messenger's CD contains several files which will be explained in this document. When you insert the CD into your drive Windows will auto-run this file: Setup.exe. This is the main installation program. However, you can also choose to run each of the separate installation programs individually which will also be explained in this document.


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Installing Messenger's Client ClientSetup.exe is the application file name which installs the Client. You can either run this file or you can select to run the Client installation from the main installation program explained above.

First-time Start-up The Client can reside on any computer on your network. A user of the system can log into any Client on any computer and still receive their personal messages and reminders. Since this is the first time running the application, you will need to enter the Host Name which identifies the computer where the Server is installed and running from. Here is the dialog window which will only be displayed the first time you start the Client:

Setup Window

(Connection Tab) The Messenger Setup window automatically opens at this point. Most of the options are pre-selected for you but we will go through them one at a time so you know what each of them is used for. The Setup window is displayed on the left. Connection Address: This is the same information you just entered as the Host Name and is already filled in for you. This should always point to the computer running the Server. Messaging Port: The Server has identified a port number which it uses to "listen" for client traffic, so this port number must match the port number the Server is using. Ask your

Administrator if you don't know what port number to enter. File Transfer Port: This is a different port used for the transfer of data files and e-mail files. This port number must match the port number that's used by the FTP Server. Ask you Administrator if you don't know what port number to enter.


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FTP Pasv Ports: Almost always, you can leave the default settings for this option alone. It identifies a range of ports Windows can use for the file transfers. This should not be changed unless you have knowledge of networking and know you want to use a different range of ports. Message Recipient Availability Previous versions of the Client only had three states: either the recipient was online or offline or "away". When a recipient was away a separate message would be returned with that information. This seemed a bit of an overkill. Therefore, this version handles notifying you of a recipient's status immediately. Set your "away" time (this is the time which passes without either the keyboard or mouse being used). There are many states a recipient might be in. For example, at lunch or on the phone or not available, just to name a few (see a complete list in the topic "Your First Message"). When you send a message and the recipient is not in a normal online state you will immediately see the notification, in red, like this example shows:

Message Acknowledgements Previous version only allowed one custom message acknowledgement. You can now create as many one-line acknowledgements as you like. Just remember to keep each on just one line (and keep them short).


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When receiving a message and your Client window is minimized, a slide-up window is displayed in the lower-right of your screen. If you have not created any custom ac-knowledgements then clicking on the Acknowledgement link will send a “Message Ac-knowledged” message. If you have created custom replies then clicking on the Ac-knowledgement link will display a menu of choices. As a bonus, you can use the standard replies while creating a message. Just press Control-R and this menu will pop up allowing you to insert your mes-sage.

Setup Window (Options Tab) The next tab has a series of options mainly in the form of check boxes and looks like

this:

Messages to Cell (Available only for supported versions): You can place yourself in "SMS Mode", meaning when a message is sent to you on the Messenger it will be forwarded to your cell phone. Just check the box and enter the cell phone to forward your messages. The phone number you enter will remain private. Any mes-sage from this number to any Messenger Client will not show the phone number. These will show "From: (SMS) Your Name" instead. Once you place yourself in SMS Mode you can either leave your computer on or turn it off. It doesn't matter. Any message directed to you will be forwarded to your cell phone.


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Block Monitoring: If your version supports Desktop Monitoring and if you have the rights to do so, then you can choose to not have your desktop monitored by checking this option on. The person who controls the Server is the person who can give you the rights needed to use this option. Standard Options: This series of check boxes should be self-explanatory: Automatically Start When Windows Starts will put Messenger Client into the user’s Start menu and will open immediately upon booting up Windows. Automatically Log-in When Application Starts will log the last user that was logged into the Messenger automatically if the program is closed down and is opened again. So when the program launches again, the last person to be logged into that Messenger Client will automatically be logged into it again with this option checked. Note: If you are using another person’s computer and logging into Messenger under your own password, just in case this option is selected, make sure you click on the “Disconnect” button on the main window upon departure. That way the next user will have to log-in under their own password. Try to Re-Connect if Connection is Lost will simply continue to try to re-connect to the Messenger server if the internet connection was lost for any reason. The Exit Only from Pop-up Menu Option will not allow a user to close the Messenger by clicking on the red “X” in the upper right-hand corner of the Messenger screen to exit the program. With this option checked, the user will now have to open the Pop-up window (the program) and close it down properly. With the Start in a Minimized State option selected, when the Messenger Client program is opened, it will start from being active in a minimized state in either the taskbar or the system tray if the taskbar option is not selected.


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New Option (not pictured): Auto-matic Spelling Check The Client has always had both spell check and thesaurus capability. But, with this version, we have added spell checking on-the-fly. Of course, the manual spell checking is still avail-able. Using the Client's Setup option, check the box for automatic spell checking or un-check it for man-ual.Next, click the "Setup" button if you are going to use automatic spell checking and select how you want the spell checker to behave.

Now, whenever you type a message the spell checker will place a squiggly underline beneath any misspelled word. Like this. To correct the word just right-click on it and select.


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Standard Options continued... If the Use Slide-up Message Window when Minimized option is checked and the Messenger Client program is minimized or not the primary focus of attention on the desktop at the time, then a small pop-up or “slide-up” window in the bottom right-hand corner of the screen will appear with the current message.

Limit Slide-up Messages to Only Show Last One will do just that, limit all current messages that are sent to you to only display the very last message in the slide-up window. Otherwise, you will receive as many messages in the form of a slide-up window as you have received from other users. Each one appearing behind the first one in the order that they were sent.

The Auto-reply to Sender Always option can be explained as such: When you receive a message from another person and this option is checked then all you need to do is type your reply and send it. The person who sent you the last message is the person who will receive your message. If the option is not checked then you will have to select that person from your recipients list in order to reply.

Another option which works in conjunction with the above option is Show Sidebar Recipients List on Start-up. This option, when checked, shows an extended list box of recipients due to receive your next message. It is very helpful (especially when learning Messenger) to have this option checked.

The Show in Taskbar checkbox enables the Messenger Client to be displayed, when in a minimized state, in the Windows taskbar at the bottom of the computer desktop screen.

Show Balloon-Style Hints in Application simply displays throughout the Messenger Client application small pop-up help windows that appear wherever you place your mouse. In the beginning, this will help you understand how each area of the Client is used. Later on, when you become more familiar with the Client, these helpful hints might become an annoyance in which case you can also use this option to disable them.

Just one more thing to do… Save your settings!Just one more thing to do… Save your settings!Just one more thing to do… Save your settings!


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Setup Window (Recipients List Tab) The next tab has options which do not affect how the Client works but do affect what the Client looks like. Here's what the Recipients List Tab looks like (below):

Recipient List Colors: As you will soon see, the list used to select recipients of your messages is presented in different shades of color. You can change the colors to suit your personal taste. This is something you might want to come back to after you have had a chance to see what the Recipient List looks like later on. If you change the colors and don't like them you can always restore the previous colors or even the default factory colors some time into the future, so feel free to experiment with this option. You can also change the height of the Recipient list box by clicking the up or down buttons to increase/decrease the units of measurement.

Here's a view of the Recipient

List with the above listed color scheme, showing some of the colors you can change it to:


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Create or Change My Personal Profile: A Personal User Profile can be created by clicking this button. Any information you enter here will be made available to all other users. All fields are optional. You can add a picture of yourself for others to see (only “JPG” file formats can be used).

Just one more thing to do… Just one more thing to do… Save your settings!Save your settings!

This is what your personal profile will look like when it is selected by another user. As you can see, a lot of valuable contact information can be located here. Personal profile information is an important tool to keep all of your users connected to each other.

314-555-1234

314-555-1234


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Using The Client OVERVIEW This section explains using the Spectrum Messenger Client and will cover:

o Logging into and out of the Client.

o Creating and sending messages.

o Creating and sending SMS messages.

o Attaching documents and files to messages.

o Using the (optional) Desktop Monitor.

o Using the (optional) Desktop Viewer.

Let's get started… Client Connections

The above illustrations show what the Messenger looks like before and after logging in. Connecting to Messenger

You should receive a sign-in password from your System Administrator or the person who takes care of your network. Enter your password (upper or lower case is fine) into the Enter Password field and then either press the Enter-key or click on the Connect button. Here's what the Password field looks like:


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A successful sign-on returns a reply of "(Your Name) is now among us" as shown in the above illustration. If you get another message (in red) then check the Client Installation topic in this document or ask your admini strator for assistance.

You can connect to the Messenger from any computer on your network (or even from any computer in the world that has Internet access), and has the Messenger Client installed.

Disconnecting from Messenger When connected, the Connect button becomes the Disconnect button. You can press this button to disconnect or you can exit the Client which automatically disconnects you from the system.

Recipients List

Before creating and sending messages it is important to understand how to select recipients of those messages.

Look at the above illustration. The Recipients List is opened by clicking on the small arrow at the right of the words "Recipients List". The list has the following areas of interest:

o Group Section (one or more).

o Connected recipients (in bold).

o Recipients not connected (in gray).

o Check boxes (for selecting).

o Icons (for Away Designation).


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Group Section: Depending on how your system was set up you might be seeing one or more of these groups. Groups represent one or more people of a certain class. For example, a group might be identified as Agents or Supervisors or Technical or even locations like St. Louis Office. You can open and close groups by clicking on it.

As illustrated above, the Group Sections listed are All Users, Corporate, Development, Lunch, and Technical. These can be customized to be anything that you want them to be. Members: People within a group are listed as either connected or not connected. The connected (online) members are always listed first in alphabetical order and their names are in bold. The disconnected (off l i n e ) m embe r s a r e l i s t e d alphabetically after the connected members and their names are in light gray. Check Boxes: You select who is to receive your message by checking the boxes next to the names. You can send messages to both connected and disconnected members. Disconnected members will receive your message the next time they sign-on. As you check names the Recipients List title changes (i.e. "2 Recipients", "5 Recipients", etc.) Messages: Can be sent to one or more recipients regardless of group affiliation. If a member is listed in more than one group and he is selected more than once he will only get one copy of the message.


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Selected List: By placing your mouse in the Recipients List title rectangle (opened or closed is fine) you can see all of the names selected to receive your message.

S h o w S i d e b a r Recipients Window:

This is a separate window that appears on the side of the Messenger Client that will list out all of the “active” recipients for the message you just received or are going to send. (Set by right-clicking in the message entry area and selecting Show Recipients)

If you received a message before you were able to send yours, the Sidebar Recipients window populates with every user that the received message was selected to send to. Clicking on the “Use My List” button at the top of the window will, in affect, only show and send to the selected recipients that you have chosen.

However, at any time, you may right-click into the sidebar window and highlight a name or names to be removed from the list or to clear the entire list as well. This provides more flexibility and prevents the need from having to go back into the drop down list of all the Group Names and Recipients List

checkboxes.


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Recipient List Right-Click Selections

By placing your mouse in the opened Recipients List title rectangle you can right-click to get a selection list of options.

Show User Profile:

This is a helpful tool that provides valuable contact information about you and every one of your associates. It is accessed by first highlighting any user’s name in any defined group in the Recipients List drop down window, then right-clicking for the list selections to come up and finally clicking on Show User Profile that opens the User Profile pop up window.

Once there, contact information such as phone numbers, email address, and any other additional information that can be useful like company extensions, birthdays, mailing addresses, anniversary dates, etc. is located here. Just click on the Close

button to close out of viewing the User Profile window.

314-555-4444 314-555-3333


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Show Selections Hint: If the Recipients List Side-bar was not selected, this option is very helpful for reminding you which recipients you selected to send a message to. In order for this Show Selections Hint pop up window to work, the Balloon Hints have to be first enabled.

Then, whichever users you choose to send a message to in the Recipients List, holding your mouse over any part of the bar or group will display the above pop-up to clearly show you which selections you made in the first place.

Reset: No matter how many recipients you have chosen from whichever group, clicking on the Reset option will de-select all and allow you to start all over again. This will save a lot of time from having to go into each group and de-select the selected recipients.

Select Group (All): Highlighting this option will automatically put a checkmark into every user’s name that has been defined in that particular group, whether they are signed on or off.

Select Group (Online): Clicking on this option will automatically put a checkmark into every online user’s name that has been defined in that particular group. It ignores every offline user’s name.

De-select Group: Clicking on this option will de-select the entire group that has been selected with checkmarks in the boxes next to their names.

Select All: Highlighting this option will select every user in every group whether they are online or not for a Broadcast message that goes out to everyone.

De-Select All: This option is used to do the opposite of Select All, use it to de-select every user that you have previously selected for a Broadcast message.


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Add to Favorites: Highlight a user’s name (no need to put a checkmark in the checkbox) and right-click for the Recipient List Selections box. Highlight and left click on Add to Favorites any user that you wish to put into your Favorites Side-bar Window.

These are users that you message frequently and wish to save the time of having to select their name every single time you wish to message them again.

Add Group to Favorites: Just like adding one or two users to your Favorites Side-bar Window above, this option allows an entire Group to be selected for frequent messaging. Expand and Collapse Groups: Clicking either one of these options will automatically open (expand) or close (collapse) any group that you select.


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Your First Message:Your First Message: Creating Your Message Select the recipients to receive your message (you can do this at any time prior to actually sending your message), usually you would do this first. Next, type your message in the message area as shown above. Press the Enter-key to send your message or click on the closed envelope icon (bottom-left of window).

Message Confirmation Copy

After sending your message, you will receive a confirmation that the message was successfully sent. Your message is also recorded in your personal log file (which will be explained later). Here's what a confirmation looks like (on left):


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Receiving A Message

If your Messenger is opened then you can see the received message. If your Messenger is minimized then a small slide-up window appears at the bottom-right of your screen showing part of the message. Clicking on the partial message will bring Messenger into view so you can read the entire message and possibly respond to it.

Both the message on above and the slide-up window message box on the right illustrate received messages. The Client can display as many slide-up messages as you have received (for further explanation, see Limit Slide-Up Messages to Only Show Last One on page 6). So, if for instance, you were away from your desk for a few minutes and received 8 messages from other users, you can choose to have your Client set with the option to have 8 separate slide-up windows appear on your desktop, each subsequent slide-up window appearing behind the first one in the order that they were received. You can also choose to acknowledge the message with a “canned” response by clicking on Acknowledge or simply just close the window by clicking on Close.


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Embedded Hypertext Link Messages which are sent that include standard hypertext link such as an e-mail address or an Internet web site address are received with embedded links which will perform the expected action. Spectrum Messenger is smart enough to interpret variations in text such as http://www.telescan.net, www.telescan.net and telescan.net to all mean the same thing. Any of these will produce the correct embedded link in the received message which, when clicked, will work as expected. Above is an example of a received message with an embedded hypertext link that the recipient can click on to take them the particular webpage or site.


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What do the Icons do?

Each of the icons at the bottom of the Client window represent a function.

From left to right, they represent:

Help File: Click the Help Icon (Life preserver) to view this help file. You can also view the help file by pressing the F1 Function Key at any time.

Send Message: Click the Send Message Icon (open envelope) to send your message. You can also simply press the Enter-key at the end of your message to send it.

Send SMS Message to Cell Phone: Click the Send SMS Message Icon (cell phone) to send messages to any cell phone. The recipient does not have to be a member of Messenger to receive your message. To initiate the SMS Message, you must first click on the SMS Message icon.

Next, to send a new message, there are 2 options. The first option is that you can choose to just type the cell phone number in the cell phone field, then type the message in the Text Message entry box, click on the Send button and then click on the Close button.

The second option is the Phone Book option, this option is initiated by first clicking on the Phone Book button. A ’Your Personal Phone Book’ window will pop up for cell phone number entry. Click on the Add New button at the bottom of the window.

Next, enter the Phone Book Listing (Name) of the SMS recipient and cell phone number including area code. If the above number dials a Telescan SMS Server, then enter the SMS Desktop code (ex: M100).

The Phone Book does not allow duplicate entries.

Then proceed to click on the Update Phone Book button to complete the phone book entry.


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Now you are ready to select your new phone book contact to send an SMS message to by marking a check in the box next to their name in your Phone Book window. Then press the Enter

key.

Finally you are ready to type your message. When your message is sent Messenger appends a reply ID to the message so the recipient can reply if needed. If you do not want the recipient to be able to reply to your message then begin your message text with these 4 characters: <nr> — or — these 4 characters: <NR>.

Click the Send button to send your message and then the Close button to close SMS.

Here is what the SMS dialog looks like:


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Inter-Server Messaging Using the Phone Book It is possible to communicate with a person from another company which also is using the Messenger. To do that you would enter a name, for ex-ample "Nick @ Joe's Company". Then enter the SMS modem's number for that company, followed by the per-son's SMS ID at that company (3 digit code). When you want to send that person a message all you have to do is select them from the phone book list and enter your message. They will receive it just as if they were part of your Recipient List. In es-sence, this provides inter-server communications from one Messenger company to another.

This area intentionally

Left blank


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Reminders: Click on the Reminders Icon (clock on calendar) to create a reminder for yourself or for someone else. Add Icon: Click on the Add Icon (smiley face) to add a small icon to your message. Desktop Recorder: Click on the Viewer Icon (film strip) to play back recorded desktops (this is an optional feature which may or may not be active on your version of the Client). A detailed explanation of desktop monitoring and viewing is explained later in this document. Desktop Monitor: Click on the Monitor Desktops Icon (small screen) to view, in real-time, what people are doing at their desktops (this is an optional feature which may or may not be active on your version of the Client). A detailed explanation of desktop monitoring and viewing is explained later in this document.

Away Designation: The small yellow man with a check-mark in the lower-right of the Client window

indicates whether or not you are at your desk and working on the computer. During a pre-defined time period (as defined in Setup) if you press on any key or move your mouse the man stays the same indicating you are at your desk and working. If the time expires without you pressing a key or moving your mouse the yellow check-mark man turns to face the opposite direction and now has an “X” indicating you are not available (you are "away").


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While in the "away" state (and depending on the options selected in Setup) an automatic "away" reply can be sent to the sender of any message you might receive. You can also force an "away" state by clicking on the yellow man icon. You might do this if you step away from your desk for a moment, for example. If anyone were to send you an instant message then, there would be 2 different indicators that would inform them that you are “away” and not available at the time.

First, the recipient’s name in the recipient’s list will change from active status with a check-mark and solid head, to an empty head and a small letter “a” to indicate “away”. This informs the user

that this particular recipient is away and will not get their message until they return. Next, an “away” message will be sent automatically to the user to confirm the message’s receipt. These messages can be customized in the Set Options: Connection Tab of the Client window or just use the default message as indicated above. Away Designation - User Status: If you will be away from your desk for a lengthier amount of time or your time is otherwise occupied by an important task, there are more options available to indicate to others that you are unavailable.

Right-click on the Away Icon (on left) for a selection of specific Away messages (on right). Below is a list of those icons.

Taking a Break I’m at Lunch In a Meeting On the Phone Not Available

The particular Away Designation that you select by highlighting and clicking on it will then appear as a flashing icon in the bottom right hand corner of the Client window. To the other users, the icon appears next to your name in the

recipient’s list to indicate your busy or Away status, like how Angela is On the Phone and Kelly is In a Meeting pictured on the right:


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Dedicated Windows

Highlight a recipient’s name and press the [SHIFT] key and right-click with the mouse to initiate a Dedicated Window for that particular person. This action creates a separate window for an exclusive conversation with that person and prevents accidentally responding to other messages from other users simultaneously.

Pop-Up

Message Options

Right-click on the Client window to view the pop-up message options. Here's an explanation of each: Send On Enter: When checked, you can simply press the Enter-

key to send your message. However, there may be times when you want to use the Enter-key within your message. For example, you might want to send a message containing a list of items, one per line. If this is the case then select Multi-Line

Mode and use the Send Icon (closed envelope) to send your message. Show Recipients: Displays a

child window of selected recipients, when checked. Mostly used as an aid to easily see the recipients you have selected to send messages to. The same information is also displayed by moving your mouse to the top of the Recipients list box (in the title area), then a balloon-style hint displays with all selected recipients.


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Send Message: Just another way to send your message. Click this to send it. Show Message Alert: In order to get someone’s attention with an urgent or important message that may require their immediate action, send the message to them in the form of a Message Alert. Select a recipient with a checkmark, then type an urgent message for them, before sending, right-click in the message entry window and select Message Alert. This will send the message to them in a separate message window that appears on top and in front of all other windows and chimes and vibrates every 8 seconds.

If you right-click in the alert window, you can select the precise time interval you wish to use, allowing the alert to be “snoozed” for later. The Message Alert will continue to chime until it is deliberately closed.

Attach File to Message: You can attach any file to your message by clicking this option. Just follow the prompts for selecting a file then send your message as you normally would. The recipient will receive your file and can view it, save it or delete it. When sending a file you can send just the file or you can add a message to be sent with it. Insert Icon in Message: Click to select an icon to be included with your message. Spell Check & Thesaurus: If you were creating message to send then you can select Spell Check to check and correct spelling errors. To use the thesaurus just highlight a word then select this option for a list of substitute words.


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Copy & Paste: Lets you copy and paste highlighted text from the Client to any other application. Print Messages: Select Print Entire Session to print all received messages for today. Select Print Visible Messages to print only the received messages you can see in the Client window (without scrolling it). In either case, a print preview is displayed (showing only the first page if more than one page needed) prior to actual printing.

Reminders: Click to access Reminders (explained in detail on page 27). Log File Manager: Click to access Log File Manager which keeps a file of every communication that takes place involving the user. Whether messages are sent from you or to you, the Log File Manager provides a daily record of all such transmissions. Accessing each of the daily log files that are kept for each user is as easy as selecting the correct date from the drop-down list. Selecting a specific font size in which to view and print the files is also made available through a drop-down list. A specific log can be selected, printed and even saved to another location if desired. Putting a checkmark in the Word Wrap box will format the log files into an easier-to-read format. Also, a search for a specific word, number or phrase can be located by pressing the [CTRL] + “F” keys. Once the “Find” dialog box appears, type in the specific item you wish to find and press the [ENTER] key. You can click to search the log file backwards or forwards by clicking on the up and down radio buttons.


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Force or Return Away: You can force an "away" state by clicking on this option. You might do this to go into a meeting or while you are on the phone, for example. If you are already in the “away” state, clicking on this option again will return you back to previous state. Disable Viewing: Click this option to block your received messages area so the messages can not be seen. You might do this because of sensitive text meant only for you and you have to step away from your desk for some time. This option is replaced with Enable Viewing which can be selected when you return. Both require a password which you can select to perform these functions.

Setup: Setup will take you back to the Setup

Options: Connections Tab for connection settings and adjustments as explained earlier. Disconnect: Clicking on Disconnect is another way of disconnecting you from your sign on to Client, just like clicking on the Disconnect button that was explained earlier on. Close: By clicking on Close, the entire program signs you off and closes down completely.


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Using Reminders

Your Spectrum Messenger Client is equipped with a robust Reminders Management Tool which will help you "be on time" with just about everything. Making Your First Reminder Making a reminder is very easy and very fast. Here are the steps to make a reminder:

1. Select the date and time for the reminder. 2. Select who the reminder is for. 3. Select frequency (just once, daily, weekly or monthly). 4. Enter reminder text. 5. Press the Enter-key or click the Add button.

Pending Events: This is a list of all the pending reminders. It shows the date and time set for the reminder to go off and the text message. Editing A Reminder: Click on the reminder you want to change from the Pending Events list. The reminder is removed from the list and it's text is placed in the edit field. Follow the above steps to make your changes. Delete A Reminder: Click on the reminder you want to delete from the Pending Events list, then click on the Delete button.


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Assigning Reminders to Others When making reminders for others please keep in mind these reminders are your reminders for other people and you need to decide how you wish to manage them. Clicking on the Manage Locally button gives you the ability to later edit or delete the reminder that you created for another person. It is important to remember that you MUST be connected at the time this reminder is set in order for it to be displayed on the recipient’s Messenger. This option allows you to edit or delete the Reminder, since it is kept on your Messenger until the specific date and time arrives for it to be sent. Clicking on the Assign Now button will allow you to send your reminder to the

desired recipient regardless if you are connected or not, i.e.: you DO NOT have to

be connected. Since it is assigned immediately to the recipient’s Messenger, there

is no ability to edit or delete it once you have clicked on the button.

Click the SaveClick the Save--button to save your remindersbutton to save your reminders or the Cancelor the Cancel--button to discard any changes!button to discard any changes!

Receiving A Reminder When a reminder is delivered. You will have several options: You can click the Okay-button which ends the reminder. You can set an amount of time for the reminder to be re-delivered (handy if you need to see it again in a few minutes). You can edit the reminder and change date, time and text message. Here's what a delivered reminder looks like:


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Monitor Desktops The Spectrum Messenger Client offers an optional Desktop Monitoring Tool which allows designated people to monitor any desktop running the Messenger Client from any location inside or outside of your network.

Desktop monitoring offers many benefits, some of which may not be obvious. For example, desktop monitoring can be used as an educational tool, or as a way of helping to solve a specific problem which would be much harder to do without a visual representation of the desktop. And, of course, it can also be used to monitor the progress or type of activity being performed at any desktop.

Monitoring Desktops

Spectrum Messenger makes it easy to monitor desktops: Click on the Monitor

Desktops icon located near the bottom-right of the Client window to show the Desktop

Activity Monitor window (above). Then choose which user’s desktop that you wish to monitor by clicking on their name. Monitoring Desktops with Multiple Monitors

Spectrum Messenger will also automatically adjust itself to monitor desktops that use multiple monitors at once, no matter how many. Messenger will compensate for the multiple number of monitors and provide a scroll bar at the bottom of the screen to make each desktop available for viewing. Below is a desktop that depicts a dual (two) monitor setup.


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As the above illustration shows, a list of connected desktops is displayed with the following options: Rotate: Check this box if you want to monitor all desktops from all open groups in round-robin fashion. Record: If enabled (controlled by your administrator) check this box to record the desktops being displayed. Seconds: The amount of time between new image delivery. Click on a name from an open group to start the monitor process. If Rotate is not checked then only that name will be monitored until another name is clicked. If Rotate is checked then all members of all opened groups will be monitored. This means you can have as many or as few groups open at the same time and all of them will be monitored in rotation. Blocked Desktops: Some members may have "(Blocked)" after their name. This means that person has the right to block monitoring and they have chosen to do so. These desktops will not be monitored. Block Override: The administrator can give specific individuals the ability to override blocked desktops. In this case, blocked desktops can be viewed just like any other.


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Recorded Desktop Viewer

The Recorded Desktops Viewer is the (optional) tool which allows you to review all recorded images produced by the Desktop Activity Monitor. Click the View Recorded Desktops icon located near the bottom-right of the Messenger Client to start the viewer. Click the Select Desktops button to choose the desktop to review. Option Button: Select the time interval, in seconds, between displayed images. You can also select to display the location of the image file being displayed on your computer, if needed. The last option lets you delete the recorded desktop (all images for that person). Deleted desktops are sent to the computer's Recycle Bin. Pause/Resume Button: Lets you control the displayed images by stopping or resuming playback. Backup/Forward Buttons: Lets you control the displayed images by stopping playback, then showing the previous or next image in time-order. Close Button: Closes the viewer. Here's what a review-in-progress might look like: The images will be displayed in time-order one after the other at a pre-selected speed.


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Frequently Asked Questions

OVERVIEW This section covers frequently asked questions and the correct answers which we have compiled for you. With each new release we will attempt to update this list to include solutions to questions we receive. We hope this information helps in making the Spectrum Messenger a better tool for you.

The following list is in no particular order. We hope you find it useful...

Q How can I eliminate the logo that appears at the top on my Client window?

A This is a system-wide decision which can be made by your company's administrator. The Spectrum Messenger Server has an option (explained in the Server's help file) which allows the administrator to turn off display of the logo.

Q What is the small green circle between the Connect button and the Set Options button? It seems to turn red every now and then.

A This is a "keep alive" indicator. It checks your network connection every 15 seconds to make sure it is still connected to the Messenger Server. It is also an indication to the Server that you are still using the Client. If the connection is lost this indicator will glow red continuously or, if the Reconnect If Connection Is Lost option is checked in your Client's setup then a reconnection attempt message will be displayed until the connection is restored.

Q How can I tell which people I have selected to send a message to without

opening the Recipients list each time.

A Place your mouse anywhere in the Recipients List title bar and you will see a list of all selected recipients. If all recipients were selected then you will see "*** Broadcast ***". (The Show balloon-style Hints option must be checked on for this to work).


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Q How can I view the log file for a particular day which includes information which

was sent to someone else (but did not originate from me)?

A The log files available to you, by default, only show information which you originated or information which was delivered to you. There is another, system-wide, log file available to the system administrator. This is the person who has the ability to access the data.

Q Will the Spectrum Messenger work from home?

A Absolutely. You can use the Messenger Client from any computer that has Internet access, anywhere in the world. Ask your system administrator for the Client settings needed to use the Messenger in this manner.

Q How do I upgrade my Client? I received an upgrade CD, now what?

A The upgrade is very easy to perform. Be sure to exit the Client before upgrading. Insert the upgrade CD in your drive. When the menu of choices appears, click on the Messenger Client option. You do not have to un-install the current version prior to installing the upgrade.

Q I started typing a message to someone then changed my mind. That person tells

me they see an indicator saying I am typing a message to them. How can I clear that indicator?

A The indicator on the other person's computer can be cleared by you erasing the message you started to type. Backspace through your text or otherwise erase it. Then use your backspace key one more time. The indicator will be cleared in their computer.


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NOTES:


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NOTES:


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Introduction to Live Video Features Live Video requires a WebCam to be installed at each station that will be using Messenger’s video features. When it comes to WebCams, there are many to choose from. You may already even have WebCams — and that’s okay. Messenger will support most popular WebCams. However, we have found great differences in the video and audio quality of these devices. And price is not an indication of quality. After much testing we believe, and recommend, Microsoft’s LifeCam VX-3000 USB WebCam as the device which pro-duced the best video and audio delivery. This camera is reasonably priced ($66 for a package of 3 cameras from Amazon, for example). It comes in singles, 2-packs and 3-packs and looks like this: One small drawback to any of Microsoft’s cameras is they try to install additional software (“bloatwear”) which you will not need. So, just install the camera’s device driver and answer “no” when asked to install additional products.

Live Video Preparation After you have installed your WebCam you will need to verify that it is functioning properly in the Messenger Client. Assuming you were given rights to use Messenger’s video capabilities, click on the WebCam icon located at the bottom of the Client window: Your station will not be able to use video until it has passed the video test.


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Select Test Video Capabilities from the popup menu as shown:

The test application is used to confirm video and audio capabilities. Select the video device from the drop-down list box. Click on the Start button. Af-ter a short delay you should see an image of whatever the camera is pointing to. Next, click on the Adjust button. This will allow you to adjust the video at-tributes such as brightness, color, etc.

The camera focus is usually done on the camera itself (a focus ring). You can also test sound capability by recording a test file and playing it back to confirm all is well.


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If you, in fact, have video and are satisfied this station’s video capabili-ties are working properly go ahead and check the “you can see video” box. If video is not working then do not check the box. This is a judgement call on your part so please get it right. When finished, click the Close button. If video was not working then you will have to refer back to the WebCam’s instructions. The Messenger will not support video until you can pass this test.

Video Monitoring of Other Stations After all stations requiring video have been set up properly and have passed their video tests you can begin taking advantage of this feature. Only one person can be selected to monitor other stations. This selection is made and explained in the Messenger Server Quick Start Guide. If you are the person se-lected to monitor stations then when you click on the WebCam icon and the video popup menu appears the Start Video Monitoring option will be available. If it is not available then you are not the person select for monitoring.

Select this option to begin the video monitoring process.

The Messenger Server has options to select which stations can be monitored. Only the stations selected in the Messenger Server will be available. And, from that list, only stations that have passed their video test can actually be monitored.


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After clicking on Start Video Monitoring a list of available stations will be displayed.

If any of the stations are busy or if they have not passed their video test then an “n/a” will follow their name. You will not be able to select any station which has an “n/a” in their name. Names without an “n/a” are avail-able and can be monitored. Check the names of the sta-tions you want to monitor and click on the Start button.

Although the list of stations can be any number only a total of six stations can be monitored, including your own, at any one time. The Messenger Client will minimize to the taskbar to make room for monitoring to begin. Although the Client is minimized this is done for convenience. You can restore the Client at any time and send and receive messages as you have always done. There are no restrictions in using the Client and video at the same time. A small control panel will find its way to the bottom center of your screen. This will allow you to adjust all monitored windows to a specific size. Note, however, that each monitored window can be independently adjusted to any size you choose by re-sizing the individual window. To stop monitoring just click on the red Close button of the Adjust Video Control Panel.


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Other Video Features Other video features such as Video Calling are not yet supported and are planned for a future version of Spectrum Messenger.


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