^^1^^Welcome to the \B external documents \B training package.
^^2^^\R\B \T WHAT IS AN EXTERNAL DOCUMENT \B\R
External documents are non Full Contact documents (like an Excell Spreadsheet or a Word text) that can be included in FC.
When You include these documents in Full Contact they can be Down Loaded to a remote system and they are also backed up when you back up FC
^^3^^\T \B \R HOW YOU CREATE AN EXTERNAL DOCUMENT \B \R
There are various ways to create a new external document:
\H \BA) \BFrom an external document list window (you may follow the training there) you may select New Document
\H \BB) \B From any list window or edit window you may select add child - external documents
(for an explanation of the child, father terms please refer to the help glossary or to a list training)
^^4^^Furthermore, \I and this method is specific to external documents \I , you can drag a document from the File Manager to the main or to the child window; an ext.doc for this file is created.
^^5^^\B \R THE EXTERNAL DOCUMENT WINDOW \B \R
^^6^^At the top left corner a chain;
^^7^^if you click over this chain you get a list of the document child (the list may be empty)
^^8^^To close it just click it again
^^9^^At the top right corner an \Ranchor; \Rallows you to add a child to the current document.
^^10^^To Open Click over it
^^11^^Click one of the appearing icons to create a document in the folder of the current document.
\V \I \RNote \I \R: by default Full Contact allows to insert just notes in the folder of an external document; that may easily be changed using the personalization module.
\V \R For an explanation of the concepts of folder please refer to the list training \R
^^12^^Click on the window to close it
^^13^^At the left bottom corner may or may not be present a navigation bar; it helps you going to the first/previous/next/last record in your list.
^^14^^Two buttons \BOK \Band \BCancel \B.
The \BOK \Bbutton opens the external document and saves the modifications
The \BCancel \Bbutton does not save them.
^^15^^The title of the external document; i.e. the external document Full Contact name.
^^16^^The file name of the external document; note the button at the right; it can be used to browse on your system to select a file name.
^^17^^If the file name is filled a label that contains the kind of application the external document refers to.
^^18^^The document last creation and modification Date
\V \V \B \R NOTE: Backup and updowload utilities refer to the Full Contact dates \I PLEASE \I do not modify a document from outside FC if you want it moved or backed up. \B \R
^^19^^\H \B \R THE MENU \B \R
^^20^^The menu of the external document contains three basic items:
\I\BShow
Item
Utilities \I \B
^^21^^The two items of the Show menu (\BShow Children \Band \BShow father) \Bopen the father or the child list
^^22^^The Item menu contains the following items:
\BSave: \Bequivalent to the OK button
\BQuit: \Bequivalent to the Cancell Button
\BDelete: \Bdelete the current document and quit
\BPhone To: \Bthis item (if you have not added with the personalization module a telephone number to the ext document is normaly grayed out)
\BNext item \B
\BPrevious item \B
^^23^^The Utilities Item is available \B\I\RONLY \B\I\Rif the external document is a \B\I\RWrite \B\I\Rdocument.
^^24^^There are two option in the \BUtility \Bmenu:
\BInsert field \B
\BMass \Bmailing\B
^^25^^Lets Start to see the \BInsert field \Boption.
^^26^^It may be used to insert merge fields in the write document; what does it mean?
Lets immagine that you want to write a personalized letter to 50 different firms;
You must first create the template; \Rhow? \R
You select your write document is the external document window then you select \BInsert fields \B.
^^27^^Two Windows are opened; the document window containing the document, the select window containing the possible merge fields
^^28^^You can start to write Your letter in Write
^^29^^Then when You need a field to be inserted just click on the field name and then on the Write Window.
^^30^^Now Your letter is ready to be sent;
\R\T\Bhow? \R \T \B
Use the \BMass mailing \Boption.
^^31^^Mass mailing first ask if you want to send the letter:
to all the company (contacts) that contain the letter in their folders (see the list training for a concept of folders)
to one or more contacts (you will have the possibility to select which one)
to one or more company addresses (you will have the possibility to select which one)
We now, for demonstration sake, select companies; the list of the companies appears.
^^32^^If you look a the menu there are 2 options only under the edit menu:
\BSelect: \Bto reduce your list (You may follow the selection training to learn how to use the select) and \BMass Mailing. \B
Use the select to reduce Your list to the person you want to send the mail to;
Do not worry if you and up with to few or to many people; you can add other addresses at a later stage
When done select \Bmass mailing \B
^^33^^It appears a list of the addresses;
you can:
\Bdelete \B(with the delete button)
\Badd \B(with a drag and drop)
elements from the list.
Then select OK from the List menu.
\RNote You can follow a more in depth training selecting a this moment Help/training \R
