How do I control whether ReplyToSome opens when I open an unread email?
The “AutoStart” feature controls whether the ReplyToSome interface automatically appears when you open an email. You can adjust AutoStart by going to the ReplyToSome ribbon and clicking the “AutoStart” icon, which will open the AutoStart settings dialog box. In the dialog box, you can specify the minimum number of addresses an email must have in order for ReplyToSome to open automatically. You can also determine whether ReplyToSome will open whenever you compose a “reply all” response or whenever there is an "outsider" in your email (as determined by our Intruder Alert test). By default, AutoStart is set to cause ReplyToSome to open whenever you open an email with 8 or more recipients, when you “reply all” to an email with 4 or more recipients, or open or create an email with at least one "outsider" and 4 or more total recipients. This helps ensure that ReplyToSome is there for you when you most need it. If you want ReplyToSome to open automatically whenever you open an email, you can set the AutoStart threshold to “1”. The AutoStart settings also allow you to control whether ReplyToSome will open in a side-by-side (or split-screen) view or in a full screen view. For more information on opening and closing the ReplyToSome interface, see Tutorial Video 1.
Why are the rows of addresses in ReplyToSome different colors -- sometimes red, sometimes red and yellow, and sometimes green?
ReplyToSome's "Intruder Alert" feature color codes each email row according to whether the address is considered an "insider" or "outsider" (see below for more details about how ReplyToSome tests this). If all of the addresses in the address grid are "insiders", each row will be shaded green. If there are any "outsiders" in the grid, their rows will be shaded red. If there is at least one outsider in an email, then all of the insiders will be shaded yellow. This is to help you spot that there is an outsider in the email, even if you need to scroll down to the bottom of the address grid in order to see it.
How does Intruder Alert work?
By default, Intruder Alert will determine whether a given email address is an "insider" or "outsider" by looking at whether the domain of the address matches the domain of your default email address. If there is a match, the address will be considered an insider, otherwise it will be considered an outsider. For example, if your default email address is "email@example.com", then any address having a "replytosome.com" domain will be an insider and all other addresses will be outsiders. For information about how ReplyToSome determines your default email address, see below. For more information on the Intruder Alert Feature, see Tutorial Video 4.
How do I customize the Intruder Alert test?
In addition to the default settings, you can also customize intruder alert to define particular domains, distribution lists, or email addresses as either "insiders" or "outsiders". The custom settings are very useful in a number of circumstances. They allow a user to set up firewalled teams within their organization, to include trusted outside parties as "insiders", or to help ensure that an individual with a similar name to someone on your team will not be inadvertently copied on emails.
To create a default test, click the Intruder Alert Settings button in the ReplyToSome ribbon. Then click the button next to "Custom". You can then enter items into the "Insider" and "Outsider" columns by typing them into the field above the columns. The Intruder Alert custom fields accept four types of items:
- Addresses ("ADR"). You can designate an individual email address as an insider or outsider.
- Domains ("DOM"). You can designate entire domains as insiders or outsiders. Any individual email address within that domain will accordingly be marked as an insider or outsider.
- Exchange Distribution Lists ("EXC"). Designating an Exchange Distribution List as an insider or outsider will test whenever the distribution list itself will appear in your email. However, it will not test whether the members of the distribution list are in the email. For example, suppose Dave Smith ("firstname.lastname@example.org") is a member of the Exchange distribution list "All Partners Los Angeles". If you designate "All Partners Los Angeles" as an outsider, then whenever "All Partners Los Angeles" appears in an email, it will be colored red. However, if Dave Smith is in the email, then his name will not be colored red. Similarly, if you designated "email@example.com" as an outsider, then this email address will be colored red, but "All Partners Los Angeles" will not be colored red.
- Personal Contact Group ("PCG"). This refers to contact groups that you have created in Outlook and saved to your contacts (not to the Exchange Global Address List). ReplyToSome reads the members of personal contact groups as well as the names of these groups. Thus, suppose that Vicky Smythe ("firstname.lastname@example.org") is a member of the personal contact group "Hercules Transaction". If you designate "Hercules Transaction" as an outsider, then whenever Vicky Smythe appears in an email, her address will be colored red. Additionally, whenever a contact group has at least one outsider as a member, that contact group will be colored red in the grid. For example, if the email address "email@example.com" is listed in the outsider column and this address is a member of the "Hercules Transaction" group, then "Hercules Transaction" will be colored red.
Below the insider and outsider columns, there are two additional buttons relating to "unmatched" items. Select one of the two buttons to determine whether items not listed in the custom field will be automatically designated as insiders or outsiders.
It is possible that a given item in the address field might match more than one item listed in the custom intruder settings. To see how this is possible, look at the screenshot below:
The address "firstname.lastname@example.org" is listed in the settings as an outsider and is also part of the "coldmanbach.com" domain, which is listed as an insider. In such cases, the following order of priority applies: email addresses take priority over contact groups and domains. Contact groups take priority over domains. Thus, "email@example.com" would be considered an outsider. If the same email address, contact group, or domain happens to be listed in both the insider and outsider fields, it will be considered an outsider.
Forward Contact Group
How do I forward a contact group I've created in ReplyToSome?
By clicking the "Forward Contact Group" button in the Contact Group Manager tab of the interface (circled in red in the image below), you can select a contact group that you've created in ReplyToSome or Outlook and then automatically create a new email, attaching the contact group, to send to your colleagues. Optionally, you can include a table in the body of the email listing all the members of the contact group.
Additionally, if you add new members to an existing contact group, you will be prompted after saving the updated group on whether to forward it. If you click yes, then a new email will open with the updated contact group as an attachment. You have the option of including a table in this email which will list all of the members of the group and mark the ones that have just been added.
What are the Forward Contact Group settings?
The "Forward Contact Group" settings button in the Ribbon allows you to customize how the contact group is sent. You can send the contact group as an Outlook contact or in V-card format. You can also choose whether to show a table in the body of the email listing the members of the contact group and whether to mark newly added members.
What is SendCheck?
The SendCheck feature allows you to receive a prompt if certain conditions exist when you press the send button. Each of the conditions is described below:
- Reply All. This condition exists if you have used reply all to reply to an email (either by clicking the "Reply All" button or using the shortcut key Ctrl+Shift+R) and there is at least the threshold number of recipients in the email.
- Outsiders. This condition exists if there are any outsiders in an email, as determined by the current Intruder Alert test. You can also make it subject to a threshold number of recipients.
- Attachment. This condition exists if you have used the words "attached" or "enclosed" or variations of them in an email, but have not included an attachment. ReplyToSome can test for this condition if you are using Outlook 2007 or 2010, but the test is disabled if you are using Outlook 2013 or 2016 because these versions include their own forgotten attachment reminder feature.
- Sender was BCC'd. This condition exists if you received an email but your name was included in the "TO" or "CC" fields. This suggests you might have been BCC'd on the email. We test whether you were BCC'd in this way because emails do not always include direct information of your BCC status. Thus an indirect test is necessary. It is possible that the condition might be met under circumstances where you were not BCC'd. For example, you might have received an email through a distribution list that does not disclose its members or if you set up automatic forwarding from another email account.
Additionally, SendCheck allows you to set a delay for the period after you press send. During this period, the email will remain in your outbox, where you can review, edit, or delete it before it goes out.
Why was I prompted to enter a “default email address” the first time I used ReplyToSome? What is the “default email address”?
The domain of your default email address is used to determine the default setting for the “Intruder Alert” feature, as described above. If you only use a single email address with Outlook, ReplyToSome will designate this as your default email address the first time you start the application. If you have multiple accounts or multiple user profiles in Outlook, ReplyToSome will prompt you to enter one of them as your default address. Regardless of whether ReplyToSome automatically detected the default address or prompted you to enter it, you can always change the default address by clicking on the “Start-Up Settings” icon in the ReplyToSome ribbon.
Why does ReplyToSome give me the option to scan contacts? Why would I want to scan my archive folders?
When you start a session of Outlook, ReplyToSome compiles a list of items for the autocomplete feature used when adding addresses to the ReplyToSome grid or the Intruder Alert custom settings box. In addition to the items that Outlook uses for its regular autocomplete, these also include your personal contact groups and any Exchange distribution lists. By clicking the first box in Start-Up Settings, you can also include any individual contacts you have saved in Outlook. Note that if you have a very large number of contacts, this might cause ReplyToSome to take a noticeably slower time to initialize -- in this case you might consider turning this option off. You can also, separately elect to scan archived folders in Outlook for both contacts and contact groups.
Check out our video tutorials for further information about ReplyToSome.