Chapter 8
The Phonebook

MacComCenter Plus lets you create a personalized phone book database of frequently dialed voice, fax and data numbers. There are several ways to access the phonebook:

Either method displays the phone book, shown and described below.

            [Phonebook]

Understanding the Phonebook

The phonebook lets you store frequently dialed voice, fax and data numbers. Each row in the phone book is a separate entry (or "record"). Each column shows information about the record, such as the person's name, title, company, fax and voice numbers.

Each time you add a record, it appears on its own row in the center (record-viewing) area of the phonebook. If your phonebook has many records, you can use the scroll bar and scroll arrows near the bottom of the phone book to scroll horizontally, and the scroll bar and scroll arrows along the right side to scroll vertically.

At the top of the phone book is a button bar for performing various phonebook related activities. From within the phonebook you can use the procedures in the next sections to add, modify, or delete records, and even import a database into the phonebook.

Working with Records

Before you can perform phonebook activities, you must add at least one record.

Adding Records

To add records to the phone book:
  1. Click on New Entry, or select New Entry from the Phonebook menu. The Phonebook Entry dialog will appear
          [Phonebook Entry]
  1. Complete each applicable field. Use the mouse or press Tab   to move among fields.
  2. Click on OK to save the record.
The Don't Use SmartDial field tells MacComCenter Plus to dial the number exactly as entered, and not to configure the dialing sequence using the information stored under the Locale menu for the location from which you are dialing.

The Mailbox popup menu lets you select the mailbox to which the entry belongs. Any voice messages or faxes from that person will automatically be placed in that particular mailbox's Inbox instead of the *Default Mailbox* Inbox.

Editing Records

To edit previously entered records in the phone book:
  1. Highlight the desired entry and press the Edit button, or double-click on the desired entry. The Phonebook Entry dialog described above will appear.
  2. Update each applicable field. Use the mouse or press Tab   to move among fields.
  3. Click on OK to save the updated record.

Deleting Records

If you no longer need a record, use the following procedure to delete it from the phonebook and from your computer's hard drive.
  1. Click on the record(s) you want to delete.
  2. Click on the Delete button. A message asks if you are sure you want to delete the selected record.
  3. Choose Delete to delete the record or Cancel to keep it.

Creating Groups

MacComCenter Plus lets you create groups consisting of phone book records that are frequently sent the same files. Using groups, fax files can be broadcast to the entire group, with each member in the group receiving the same fax transmission.
  1. Press New Group, or choose New Group from the Phonebook menu. The Group dialog box appears.
[New Group]
  1. Enter a name for the group in the Group Name field.
  2. To add members to the group, drag and drop the phonebook entries you wish to add to the group over the Group window. Alternately, phonebook entries can be dragged onto a group entry in the phonbeook list.
  3. If you wish to remove a member from the group, highlight the member in the group window and press Delete.
  4. When you have finished adding member to the group press Save.
F Note: To edit previously created groups, double-click on the group you wish to edit. This will access the Group dialog box. Alternately, you can highlight the desired group and click on the Edit button.

F Note: Entries in groups are directly linked to the individual entries. Changing the individual entry in the phonebook changes each instance of that entry in all the groups that include it.

Importing a Phonebook

MacComCenter Plus can import Phonebooks from previous versions of the MacComCenter or the MacComCenter Plus Fax Phonebook, exported MacComCenter or MacComCenter Plus Phonebooks, and from FaxSTFTM. To import a Phonebook, use the following procedure:
  1. Select Import Phonebook from the Phonebook menu.
  2. Choose the desired phonebook file and press Open.
  3. The selected file will be imported into the phonebook.

Exporting a Phonebook

MacComCenter Plus can export it's own phonebook information to a tab delimited text file. To export a MacComCenter Plus phonebook, use the following procedure:
  1. Switch to the Phonebook tab in MessageCenter.
  2. Select Export Phonebook from the Phonebook menu.
MacComCenter Plus will ask you for the name of the exported phonebook file. The entire phonebook will be exported to a file.

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