Copyright: Copyright 1998-2003 Thought Communications, Inc.
Citation: FaxTalk(r) is a registered trademark and FaxTalk Communicator, and FaxTalk CallControl are trademarks of Thought Communications, Incorporated. All Rights Reserved.


Introduction

The FaxTalk Phonebook stores contact information so you do not have to re-enter the information every time you want to communicate with the contact using FaxTalk Communicator.

Since FaxTalk Communicator supports multiple phonebooks, you can store contact information based on specific criteria such as business vs. personal contacts. The FaxTalk Phonebook lets you create, delete, copy and print as many phonebooks as you wish.

The main phonebook window displays the contents of the selected phonebook. Contacts are stored with the following information: Name, Company, Voice Number, Fax Number, and Comments. You can sort the phonebook list by clicking on the column headings.

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Adding a new contact

You can add unlimited numbers of contacts to a phonebook. The phonebook stores the contact’s name, company, fax and voice numbers plus any comments or notes you have for the contact.

To add a contact to the phonebook:

1.	Select the New Contact command on the Edit menu

2.	Enter the contact information. First name is required.

3.	Click the OK button to save the contact to the phonebook.


Grouping fax contacts together

In the phonebook, for convenience when addressing outgoing faxes, you can group certain contacts who will frequently receive the same fax information. This way you need only select a single group entry to send a fax to those contacts.

To create a group:

1.	Select the New Group command on the Edit menu.

2.	Enter the name of the group as you want it to be displayed in the phonebook.

3.	Enter comments about the group. These comments are displayed in the phonebook.

4.	Select contacts that you wish to add to the group from the Phonebook Entries: list.

5.	Click the Add button to add the selected contacts to the Group Members: list.

6.	To remove members from the Group Members list, select the members to remove, and click the Remove button.


Changing the properties of a contact

You can edit existing phonebook contacts and change information stored for the contact.

To change the contact information of an entry:

1.	Select the contact and select the Properties command on the Edit menu or double-click on the entry in the phonebook.

2.	Edit the contact information.

3.	Click the OK button to save the new contact information.


Updating a group of fax contacts

You can edit existing phonebook groups and the information stored for the group.

To change the information contained in a group:

1.	Select the group and select the Properties command on the Edit menu or double-click on the entry in the phonebook.

2.	Edit the group information or add or delete contacts to the Group Members list.

3.	Click the OK button to save the new group information.


Creating a new phonebook

FaxTalk Communicator supports an unlimited number of phonebooks.

To create a new phonebook:

1.	Select the New command on the File menu.

2.	Enter the name of the phonebook.

3.	Click the Save button to create the phonebook.

4.	The newly created phonebook is now selected and ready for contacts to be added.


Printing contacts from a phonebook

You can print a list of contacts and groups contained in a phonebook. When printing contacts you have the option of printing the entire phonebook or a selected portion. You also have the option of printing contacts, groups or both.

To print phonebook contacts:

1.	Select the Print command on the File menu.

2.	Select the printer.

3.	Choose the print range and number of copies to print.


Deleting contacts from a phonebook

You can remove contacts or groups from the phonebook at any time.

To remove contacts or groups:

1.	Select the contact(s) or group(s)

2.	Select the Delete command on the Edit menu.

3.	Confirm you want to delete the selected items.


Importing contacts into a phonebook

You can import contact information created in other applications into your phonebooks. FaxTalk Communicator requires that the contact information be in a comma-delimited ASCII format.

The comma-delimited ASCII file must be in a specific format in order to import correctly. The file must contain one or more records, each separated by <CR><LF>. Within each record, fields are separated by a comma, and each field is enclosed in double quotes.

To import contacts into a phonebook:

1.	Prepare a comma-delimited ASCII file based on the format above.

2.	Select the Import command on the File menu.

3.	Enter the filename of the comma-delimited ASCII file.

The contact fields must be in the following order:

First Name	Maximum of 25 characters. This field must contain data for all records
Last name	Maximum of 30 characters.
Company	Maximum of 20 characters.
Fax number	Maximum of 30 numeric characters. This field must contain data for all records
Voice number	Maximum of 30 numeric characters.
Comments	Maximum of 40 characters.


Exporting contacts from a phonebook

You can export the contacts from a phonebook into ASCII (text) format for use in other applications. The FaxTalk Phonebook will export all selected contact records to a comma-delimited ASCII format.

To export phonebook contacts:

1.	Select the phonebook contacts you wish to export.

2.	Select the Export command on the File menu.

3.	Enter a filename for the exported file.

4.	Click the Save button to export the contacts.

Note

•	You cannot export groups in the phonebook. Only individual contacts are exported.


Copying contacts from one phonebook to another

You can copy or move contacts from one phonebook to another.

To copy contacts from one phonebook to another:

1.	Select the contacts from the source phonebook.

2.	Select the Cut or Copy command on the Edit menu. Using the Cut command will delete the contacts from the source phonebook and insert them in the target phonebook. The Copy command will simply copy the contact information

3.	Select the target phonebook from the Phonebook: list.

4.	Select the Paste command on the Edit menu.


Opening a phonebook

To open an existing phonebook:

1.	Select the Open command on the File menu.

2.	Navigate to the directory containing the phonebook file.

3.	Select the phonebook file and click the OK button.


Selecting a different phonebook

You can select between different phonebooks at anytime using the Phonebook: list. To select a different phonebook simply select the phonebook from the list and the contacts contained in the phonebook will display. You can also select the Open command on the File menu to select the phonebook.


Saving a phonebook under a new name

To save a phonebook under a different name:

1.	Select the Save As command on the File menu.

2.	Enter the new phonebook name.

3.	Click the Save button to save the phonebook to the new name.


Deleting a phonebook

You can delete phonebooks from FaxTalk Communicator that you are no longer using.

To delete the currently selected phonebook:

1.	Select the Delete command on the File Menu.

2.	Confirm that you wish to delete the phonebook.


Changing the way names are displayed in the phonebook

You can select how names are displayed in the phonebook. The FaxTalk phonebook supports displaying the name as First name, Last name or Last name, First name.

To select how names are displayed:

1.	Select the Display Entries command on the Edit menu

2.	Select which format to use to display names.


Sorting contacts in the phonebook

You can change the sort order of the FaxTalk Phonebook to more conveniently display the contact information.

To change the sort order:

1.	Select the Sort command on the Edit menu.

2.	Select the contact field to sort by.

3.	Select whether you want to sort ascending or descending.


Contact properties

The contact properties dialog allows you to edit the properties of an existing phonebook contact. You can add or change any of the contact information and save the updated information by clicking the OK button.


Group properties

The group properties dialog allows you to edit the properties of an existing phonebook group. You can add or remove individual group members from the selected group.

To add contacts to a group:

1.	Select the contacts in the Contacts list.

2.	Click the Add button.

3.	The contacts are added to the Group Members list.

To remove contacts:

1.	Select the contacts from the Group Members list.

2.	Click the Remove button.

3.	The contacts are removed from the Group Members list.

When you are finished making changes to the group click the OK button to save the changes.


New contact

Enter the contact information including name, company, fax number, voice number, and comments. In order to save a contact to the phonebook the first name field must contain data.


New group

You can group certain contacts who will frequently receive the same fax information. This way you need only select a single group entry to send a fax to those contacts. To create a group you need to enter a group name and add contacts from the phonebook to the Group Members list.


Selecting Fax Recipients

You can send a fax to hundreds of contacts with just a few mouse clicks. The FaxTalk Phonebook - Select Recipients window shows you the names and groups from your current phonebook. You can select one or more phonebook contacts to add to the recipient list when sending a fax using the Fax Wizard.

To add a contact from the phonebook:

1.	Select the contact or contacts from the phonebook.

2.	Click the OK button on the FaxTalk Phonebook - Select Recipients window.

3.	The contacts will now appear in the recipient list on the Fax Wizard.