Overview

GC Mass Responder is an Add-in for Microsoft® Outlook® that works with Microsoft Outlook versions 2000 to 2007. GC Mass Responder allows you to create canned E-Mail response messages with attachments.

Features

UNIQUE FEATURES

• Allows you to create canned E-Mail response messages with attachments.
• Select multiple e-mails and send a canned reply to all the selected e-mails in 2 clicks.
• Sending the response message to recipients just by right clicking the e-mails and clicking on the response to send.
• It simplifies the process of replying to email messages using predefined e-mail templates.
• We can attach multiple files to be sent to the recipients.
• Each Response template can be formatted.
• Excellent sales tool so you do not have to type the same responses over and over again.

Screen Shots

View Product Screenshots of GC Mass Responder:

Figure 1. Configuring the Template

Figure 2. Add new template.

Figure 3. Edit/Delete templates

Figure 4. Edit Screen

Figure 5. Import/Export Templates

Figure 6. Multicasting the response message to recipients.

Figure 7. Multicasting the response message to recipients just by right clicking the messages

System Requirements

GC Mass Responder requires the following:

• Windows 2000/Windows XP/Windows Vista/Windows 7
• .Net Framework 2.0

Documentation

1. INTRODUCTION GC Mass Responder is an Add-in for Microsoft® Outlook® that works with Microsoft Outlook versions 2000 to 2007. 2. HOW THE APPLICATION WORKS After installing "GC Mass Responder" we can see a new tab "MassResponder" under Tools -> Options in Microsoft Outlook. This tab is used to create the response templates. You will see a list of templates that we have already created. Here you can add, edit or delete your templates and also you can export or import the templates. 2.1.CONFIGURING GC MASS RESPONDER 2.1.1.MANAGING E-MAIL TEMPLATES This section allows us to manage the templates. It lists all the templates that are already created with an option to edit and delete. The "New" button on this screen is used to create a new template. Figure 1. Configuring the Template 2.1.2. ADD NEW TEMPLATE The "New" button as seen in Fig.1 is used to create a new template. When you click the "New" button, the following screen appears. Figure 2. Add new template. This screen has the following fields. 1. Profile Name 2. Active 3. Response Message (Body of the E-Mail) 4. Available Tags 5. Attachments PROFILE NAME (NAME OF THE TEMPLATE) This is the name of the Response Template. These names get populated in the "Select Response Message" in the main screen of Microsoft outlook or the shortcut which we will see in below section. RESPONSE MESSAGE (BODY OF THE E-MAIL) Here you can customize the body of the Response Template. This editor supports rich textbox editing option. The editor has the option to change the font, font size and color. We can also insert a picture. AVAILABLE TAGS Here you can select the tags you need for your email template. ATTACHMENTS In addition to the body text, we can attach multiple files to be sent to the recipients as shown in Fig.4. ACTIVE This allows you to "Enable" the Response Template which is then available when you send a Mass Response. 2.1.3. EDIT/DELETE TEMPLATES Each Response template can be edited or deleted. Figure 3 shows the option to edit/delete the template. The check box denotes whether the Response Message is enabled or not. Click on the edit button beside the Response Profile name. Figure 3. Edit/Delete templates Editing a template will take us to the following screen. Figure 4. Edit Screen After making the necessary changes, click "Save" button to save the template. If you wish to delete a particular response template you can do so by clicking the X icon. When we click the delete button it asks for a confirmation "Are you sure you wish to delete this Response Template?". Clicking on Yes will delete the template. 2.1.4. IMPORT/EXPORT TEMPLATES Here you can Export/Import the templates as shown in figure below. Figure 5. Import/Export Templates 3. MULTICASTING RESPONSES USING GC MASS RESPONDER 3.1. METHOD I: Figure 6 shows how to select the response message. There are four formats shown at the top of outlook as follows: Compose New E-Mail using Reply Using Reply to All Using Forward Using The combo box next to the format populates all the templates that are active. First we have to select the E-Mails to which we have to multicast a Response Message. We can select multiple recipients by holding the CTRL key and click each recipient. Otherwise click on a single recipient and hold SHIFT key and then click on the final recipient which will select all the recipients in between these two recipients. Next select the Response Message from the drop down next to the option you need. Figure 6 shows the templates that we have created as 'Follow-up to kick off meeting', 'Shopping Cart Product Inquiry', and 'Will get back later'. While sending the E-Mail, the Profile Name in the template goes to the subject field, the text in the Response Message is the body of the E-Mail, and if we have saved any files for that template it is sent as attachments along with the E-Mail. Figure 6. Multicasting the response message to recipients. 3.2 METHOD II: Another method is by using a shortcut available by right clicking the selected recipient messages. Right click pops up a menu where we can find "Mass Responder" menu item. Three formats listed under Mass Responder Item and all the active Profile names listed as sub menu items of each formats. And the moment you click the template, the message is sent immediately to the already selected recipients without pressing any further buttons. This is shown in Figure 7. Figure 7. Multicasting the response message to recipients just by right clicking the messages

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