Outlook SMS

What Is Outlook SMS?

Outlook SMS integrates into Microsoft Outlook and allows users to send SMS Messages directly from the Outlook desktop.

Users select recipients either from the Outlook contacts folder, or by typing recipients’ mobile numbers directly.

Sent messages are stored in the Outlook normal “sent items” folder. Replies (where supported by the cell network) are received in the form of emails in the Outlook Inbox.

Outlook SMS can be used in both on and offline modes. When online, messages are sent immediately. For offline use, outgoing messages are posted to the user’s outbox and are delivered the next time the user connects and performs a Send/Receive.

How Does Outlook SMS Work?

Outlook SMS is an “over the wire” service. In other words, an organisation makes use of the service though their existing Internet connection.

Outlook SMS

The figure above shows the content flow between Outlook SMS and a recipient of SMS Messages.

Features Of Outlook SMS

Integration with Outlook:

Integration with Excel:

Outlook SMS offers more than just Outlook integration, it also automatically loads into Excel. Users can now use excel to specify cellular numbers and messages for these numbers. Selecting the numbers and messages and clicking on the Outlook SMS button (in Excel) automatically generates SMS’ as required.

Web based Reporting Interface

Outlook SMS

The figure is an example of the SMS Window available from Outlook, and integrated into Outlook. Send, Save, “To” linked to Outlook Global address list, all standard supported features in the Outlook SMS service.

Benefits Of Using Outlook SMS To The Customer

Outlook SMS is a powerful SMS messaging application that leverages the most widely used email client in the world - Microsoft Outlook. Using Outlook SMS corporates can now send and receive both email and SMS messages from their Outlook client. Outlook SMS deeply integrates with Outlook accessing the Outlook address book, inbox, sent box, calendar and task components.

The tricky part of any SMS application is how it achieves network access since SMS applications (unlike email applications that connect once to the SMTP network) require connections to each mobile network. Outlook SMS uses the Grapevine Intelligent Network (GIN) to solve the SMS network connection problem. GIN represents a significant investment in robust infrastructure and technical and operation resources.

Examples Of Possible SMS Message Interactions
Notify staff of important meetings “The CEO will address all staff tomorrow at 9am. Please move meetings to attend”
Message negotiators with important information “Have calculated we could drop our price to R100 per piece; use this as bottom limit”
Provide sales support information “We are launching a 10% off sales promotion on our Red box product starting 31 July. See email in your inbox for more details”
Mobile field staff support “Optimised job list: Broken handset at 3 Query Place, Kenilworth; intermittent line fault at 27 Pearce Road, Plumstead; No dial tone 23 Constantia heights, Constantia”
Delivery staff support “Cancel delivery of order #254 at 24 Rudd Road, Claremont; the customer cannot take delivery today”

Limitations Of Outlook SMS

The basic Outlook SMS contract is limited as follows:

Other Services And Upgrade Paths

This proposal is limited to the provision of the Outlook SMS service to the customer. The customer is responsible for having the necessary licensed copies of Microsoft Outlook and SMTP connectivity. The SMS Outlook application is provided to users as a program that is integrated into Microsoft Outlook by running a setup.exe file. Any IT professional should be able to perform the installation.

Assistance in on site installation can be provided, if required. Such assistance is provided on a time and materials basis or on a fixed cost basis for larger installations.


  SMS Users
SMS Users Unlimited
SMS Charge R0.46