GC Mass Responder

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1. INTRODUCTION
GC Mass Responder is a Microsoft Outlook add-in utility that can be installed with Microsoft Outlook versions 2000 to 2007. It offers the following features:

1. Allows you to create canned E-Mail response messages with attachments.
2. Select multiple messages and send a canned message to all the selected recipients.

2. HOW THE APPLICATION WORKS
After installing “GC Mass Responder” we can see a new tab “GC Mass Responder Config” 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.

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.

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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. 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.

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.

Figure 5. Delete a Response Message

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.

3. MULTICASTING RESPONSES USING GC MASS RESPONDER
3.2. METHOD I:
Figure 6 shows how to select the response message. The combo box next to the “Select Response Message” 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 “Select Response Message”. Figure 6 shows the templates that we have created as ‘Follow-up to kick off meeting’, ‘Product Brochure’, ‘Will get back later’, and ‘Good Morning’. Finally click “Send” to send the response message to multiple recipients. 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 “GC Mass Responder” menu item. It has all the active Profile names listed as sub menu items. 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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