Chapter 8
The Phonebook

MacComCenter Plus lets you create a personalized phone book database of frequently dialed voice, fax and data numbers. The main phonebook interface is in the MessageCenter. Click on the Phonebook tab to display the Phonebook. A simplified phonebook interface is also available in the Telephony Control and from the Fax Print Driver dialog.

The MessageCenter PhoneBook interface looks like the following:

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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 in 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 along the right side to scroll the list up or down.

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 documented in the next sections to add, modify, or delete records, and even import a database into the phonebook.

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Adding Phonebook Entries

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

1. Complete each applicable field. Use the mouse or press Tab to move among fields.
2. Click on OK to save the record.

Note: A first, last, or company name is required in order to save a phonebook entry.

The Don't Use SmartDial field tells MacComCenter Plus to dial the number exactly as entered, and not to build the dialing sequence using the current Locale setting.

The Mailbox popup menu lets you select the mailbox to which the entry belongs. On an inbound call, MacComCenter will compare the Caller ID to the phone numbers you specify. If a match occurs, then any voice messages or faxes will automatically be placed in this mailbox's Inbox instead of the *Default Mailbox* Inbox.

The Pager Information lets you assign either a numeric

or alphanumeric pager information to this phonebook entry.

For an alphanumeric pager, you can define a new service provider by clicking on the New Service button:

For more information on paging service providers see the Paging Setup section.

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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.

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Deleting Records

If you no longer need a record, use the following procedure to delete it from the phonebook.

1. Click on the record(s) you want to delete. Hold the Option key down to select more then 1 entry.
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.

Note: Holding down the Option key down while clicking on the Delete button bypasses the alert box.

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Creating Groups

MacComCenter Plus lets you associate multiple phonebook records into a special phonebook entry called a Group. Using groups, fax files can be broadcast to many destinations by selecting one phonebook entry (a Group record), 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.

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 phonebook 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.

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.

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

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Importing a Phonebook

MacComCenter Plus can import Phonebooks from previous versions of MacComCenter or MacComCenter Plus, exported MacComCenter or MacComCenter Plus Phonebooks, FaxSTF^™ Phonebooks and tab-delimited TEXT files exported from PIM's or Database applications. To import one of these Phonebooks, use the following procedure:

1. Switch to the Phonebook tab in MessageCenter.
2. Select Import Phonebook from the Phonebook menu.
3. Choose the desired phonebook file and press Open.
4. The selected file will be imported into the phonebook.

If the import file is a tab-delimited TEXT file, the following Import dialog will be displayed. Here you can define how to match the fields of the TEXT file to the fields in the MacComCenter phonebook file, as well as which fields are to be imported.

The Import dialog lets you save templates that hold different importing preferences for different types of files.

• To create a new template click on the New… button, enter the name for the template, and click on the OK button.
• To rename a template, select the template from the Import Template popup menu, click on the Rename… button, type the new name and click on the OK button.
• To delete a template, select the template from the Import Template popup menu and click on the Delete button.

The mapping of the selected template is reflected in the list. To change the mapping for a template, click-and-drag the items under the MacComCenter fields column to the position that matches the item in the Import File column.

To select a field for importing, click on the gray arrow between the fields. The arrow will show up as black for fields that are to be imported and gray for fields that will not be imported.

You can step through all the records on the file to be imported to make sure all the fields match properly. You do this by using the Scan Records arrow buttons under the list.

If the Exclude 1st record checkbox is checked, the first record of the imported file will not be imported. This setting is here for programs that export the field labels as the first record of the TEXT file.

There are three ways to import files into MacComCenter.

• Update Duplicates will update an existing record with the new data from the TEXT file being imported.
• Import Duplicates will import all records, possibly creating duplicates for those records that have conflicting names with the MacComCenter phonebook records.
• Exclude Duplicates will skip records that have conflicting names with records already in the MacComCenter phonebook.

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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 Tab delimited TEXT file.

The format of the MacComCenter phonebook records in the TEXT file is:

• Field #1 - MacComCenter specific data
• Field #2 - First Name
• Field #3 - Last Name
• Field #4 - Home Phone Area code and Number
• Field #5 - Office Phone Area code and Number
• Field #6 - Fax Phone Area code and Number
• Field #7 - Company Name
• Field #8 - Address Line 1
• Field #9 - Address Line 2
• Field #10 - City
• Field #11 - State
• Field #12 - Zip Code
• Field #13 - Notes
• Field #14 - Title
• Field #15 - Email Address

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Searching the Phonebook

PhoneBook entries can be searched by a variety of criteria. MacComCenter searches the entire entry text for matching strings. To search the phonebook use this procedure:

1. Select the search parameter you'd like to search by.
2. Check the Case Sensitive check box if you'd the search needs to be case sensitive.
3. Type the search string into the Entry Filter field.

As you type characters into the Entry Filter, MacComCenter will update the search results. You can widen or tighten your search in this way. Deleting all of the characters in the Entry Filter will display all of the PhoneBook entries.

Note: Entries added to the PhoneBook while searching is active will be displayed in the list.