Figure 4-1. Add Entry Window
This chapter describes how to use mailboxes and other FaxTalk Messenger personal voice messaging features to take messages, record greetings, listen to messages, and gain access to your system remotely.
Using FaxTalk MessengerThe Mailbox Manager in FaxTalk Messenger has access to all mailboxes, and is the only one with access to the Configuration menu dialog boxes. All other people who call in or access FaxTalk Messenger from the keyboard are considered users. Users do not have access to every option in every dialog box.
Manually Answering a CallDisconnecting a Call
Whenever FaxTalk Messenger has instructed your modem to pick up the telephone line (for
sending or receiving), you can cancel the call and hang up the telephone line by clicking
on the Hangup button (this is a toggle type button, when you are using the phone line its
the Hangup button, when the line is free its the Answer button) or using the Modem > Hangup command.
If you cancel a call for the fax that you are trying to send, and there are any attempts remaining, it is rescheduled according to the retry parameters you entered using the Configure > Dialing command.
Notification OptionsYou can also use FaxTalk Messengers Fax, Voice and Pager Notification options to notify you of new messages and faxes while you are away from the PC. For more detailed information on the fax, voice, or pager notification options, please see the Mailbox Notification Settings section in Chapter 9, Configuring the FaxTalk Software.
Logging in to a MailboxLogging in as a User
Select the desired mailbox from the Mailbox list next to the button bar. If the desired
mailbox is not displayed, click the down arrow to display a list of mailboxes. You can
also select the desired mailbox by double-clicking on the mailbox entry in the Mailbox
Status window.
You are now logged in as the user for that mailbox. You can use all of the FaxTalk Messenger features available for the selected mailbox type. You can open the InBox or any of the other FaxTalk Messenger child windows, or select Mailbox > Modify to show the Mailbox Settings (Personal) dialog box so you can modify the user definable options.
Logging in as a Mailbox ManagerOnce passwords are required, any person who tries to work with mailboxes must enter the appropriate password before gaining access to mailbox information. We recommend that you always use a password for Mailbox Manager access, since these options control the information in each mailbox.
To change a mailbox password, log in to the mailbox and choose Mailbox > Modify. The Personal Mailbox settings dialog box appears. Enter the new password in the Password text box.
Listening to MessagesTo listen to a message:
As you play the message, the position/length indicator moves within the bar showing your position within the message. This information is also displayed numerically above the slider bar.
You can also use the position indicator to navigate through the playing message. Slide the bar backward to repeat portions of the message, or slide the indicator forward to skip parts of the message (this feature depends on your modem's capabilities).
Forwarding Messages to other Mailboxes
You can forward received messages to different mailboxes. You can choose to send a copy of
the message or move the original message to another mailbox. Use the
File > Forward command to select the mailbox where you want to send
the message.
Saving Messages
To save a message in the InBox, use the File > Save As
command. The Save As window opens. Specify the desired file format (.VOX or .WAV), and the
directory in which you want to save the file. The file is stored in the File Cabinet
unless otherwise specified.
Recording a New Greeting
To record a voice greeting:
As you record the greeting, the position/length indicator moves within the bar showing your position within the message and displays the message length. This information is also displayed numerically above the slider bar.
Printing Received Faxes
To print one or more faxes, simply highlight them in the InBox or File Cabinet and use
either the Print button or the File > Print command.
If you are printing a single fax, you can specify which pages you want to print.
Viewing Received Faxes
To view one or more faxes, simply highlight them in the InBox or File Cabinet and
use either the Viewer button or the File > View command.
For detailed information on the Fax Viewer, please refer to Chapter
8, Fax Viewer.
Saving Received Faxes
Deleting Received Faxes
To delete faxes from the InBox or File Cabinet, simply highlight the item(s) you wish to
delete and select the Edit > Delete command,
hit the Delete button on the button bar, or use the Del key on your keyboard.
Forwarding Faxes to other Mailboxes
You can forward received faxes to different mailboxes. You can choose to send a copy of
the fax or move the original fax to another mailbox. Use the File
> Forward command to select the mailbox where you want to send the
fax.
Receiving Binary Files
With FaxTalk Messenger's True File binary file transfer feature, you can receive data
files as well as fax files. Incoming data files are marked with a type of Data in the
InBox. Use the File > Save As command, or
double-click the file's entry, to extract the original file that was sent to you and to
save it.
This feature requires a modem that supports ITU/TSS T.434 Binary File Transfer (BFT).
Using the Phonebook
FaxTalk Messenger's Phonebook is a convenient way to save names, fax numbers, and phone
numbers for people with whom you communicate frequently. You can also enter useful
information about them (such as a company name or comment). You can keep multiple
phonebook files to manage your recipients' names, and create groups to send faxes to the
same set of recipients more easily.
Adding a Phonebook Entry
With the Phonebook as the active window, choose the Edit >
Add Entry command.
The Add Entry window opens (Figure 4-1).
Figure 4-1. Add Entry Window
First and Last Names
Enter your recipient's first and last names as you wish them to appear in the Phonebook
window and on outgoing fax coversheets.
Company
Enter your recipient's company name as you wish it to appear on outgoing fax coversheets.
Fax #
Enter your recipient's fax number. You can enter any necessary access codes, area codes, etc.,
in the Fax # field. If you do not enter a Fax #, the recipient is considered a Manual Dial
recipient. This requires that you dial the recipient's fax number yourself instead of the
modem doing it.
Voice #
Enter your recipient's voice phone number. The FaxTalk Messenger Speakerphone feature uses
this number to dial.
Comments
Enter any additional information that you wish to associate with this recipient. Text in
this field can be used with the Edit > Find command
to locate specific recipients.
When you have finished adding your entry, click OK to save and exit or OK/Add to save the current entry and let you add more entries. Click the Options button in the Add Entry window if you wish to set up polling parameters for this recipient.
Note: For any recipients that do not need the dialing prefix, start their Fax #'s and Voice #s with a : (colon), which tells FaxTalk Messenger to skip the dial prefix (useful for fax machines on internal company extensions).
Recipient Options
If you want to poll a particular recipient when you send him or her faxes, click the Options button in the Add Entry window.
Editing Phonebook Entries and Groups
To edit a phonebook entry or group, double-click on it from the Phonebook window, or
highlight it and choose the Edit > Modify
command. The information you entered when you added the entry or group is displayed.
Deleting Phonebook Entries and Groups
To delete entries and groups from the current phonebook, simply highlight the entries
and/or groups to delete. Then, select the Edit > Delete command
or press the Delete button in the button bar.
Creating a Group in a Phonebook
In any phonebook, you can group certain recipients who will frequently receive the same
fax information, for convenience when addressing outgoing faxes. This way you need only
select a single group entry to send a fax to those recipients.
To create a group (with the Phonebook window open and displaying the desired phonebook file) select the Edit > Add Group command. Your phonebook's entries are displayed on the right-hand side of the window. Select any members that you wish to add to the group, and click the Add button. The selected phonebook recipient entries appear in the group Members list on the left side of the window. To remove members from the group list, highlight them and click the Remove button.
Sorting Phonebook Entries and Groups
You can sort phonebook entries by any of the fields in ascending or descending order. You
can also select to have your groups displayed at the top or bottom of the phonebook list,
or mixed in with the single entries. To sort your phonebook, choose Edit
> Sort when the phonebook window is active.
Finding Phonebook Entries and Groups
FaxTalk Messenger can search your phonebook to find a specific entry or group. Choose Edit > Find when the phonebook window is active to
display the Find Phonebook Records dialog box (Figure 4-2).
Figure 4-2. Find Phonebook Records Dialog Box
Select First Match
Select this button for FaxTalk Messenger to highlight the first match it finds.
Select All Matches
Select this button to have FaxTalk Messenger highlight all the matches it finds.
Types
Select whether you want to search through the phonebook entries, groups, or both.
Fields
Check which field or fields you want to use in the search. Enter the search parameters in
the text box to the right of each field. For example, if you check Company, enter an "N" to search for all company names that begin
with N, or enter "ABC Corporation"
to search for all entries at that one specific company.
Match Case
Check this box if you want your search to be case sensitive. FaxTalk Messenger will only
find entries with the same combination of upper and lower case letters as your sample.
Exact Match
Check this box to have FaxTalk Messenger find exactly what you entered to be found. For
example, if you entered Susan in the first name field, it finds all entries with Susan as
the first name. If you just entered Su to find Susan, Sue and Suzie, FaxTalk Messenger
will look for all entries that have only Su in the first name field and not find the
desired match.
Creating a New Phonebook
With the Phonebook window active, select the File > New
command. The currently active phonebook file closes, and a "blank" phonebook
displays in the Phonebook window. It is a good idea to save the new phonebook under a new
name right away using the File > Save As
command. Now you can add recipients to the new phonebook.
Selecting a Different Phonebook
With the Phonebook window active, select the File > Open
command and select the desired phonebook file.
Importing / Exporting Phonebook Data
You can bring information created in other applications into your phonebook files. FaxTalk
Messenger requires the information be in comma-delimited ASCII format. The choice between
file types of Text and DOS/ASCII Text defines which character set will be used - Windows'
or the current DOS code page's.
To import Phonebook data, select the Edit > Import command. When you import data into your phonebook, you can choose to overwrite or ignore duplicate records.
To export Phonebook data, highlight the desired entries and select the Edit > Export command.
Phonebook Import / Export Format
FaxTalk Messenger can import and export phonebooks as comma-delimited ASCII text from/to
other applications. The file format is shown here:
Printing a Phonebook
To print all or part of a phonebook, with the Phonebook window open select the File > Print command or click the
Print button. You can choose to print groups and/or entries, or to print
only the selected items.
Deleting a Phonebook
To delete the current phonebook file, select the File >
Delete Phonebook command.