Chapter 5
The Phonebook

FaxTalk Plus' Phonebook is a convenient way to save names, fax numbers and phone numbers for people you fax 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.

Creating a New Phonebook
With the Phonebook window active, select the File > New command. The New Phonebook dialog box appears. Enter a new phonebook name and click OK. The New Phonebook window opens. Now you can add recipients to the new phonebook.

Unless you specify otherwise, your phonebook is stored in your FaxTalk Plus for Windows' User subdirectory.

Selecting a Different Phonebook
With the Phonebook window active, select the File > Open command and select the desired phonebook file. The selected file displays in the Phonebook window.

Importing Data into a Phonebook
You can bring information created in other applications into your phonebook files. FaxTalk Plus 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.

Exporting Data from a Phonebook
You can use your phonebook's data saved in ASCII format with other applications. 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 export Phonebook data, highlight the desired entries and select the Edit > Export command. You can use the Edit > Find command to highlight specific Phonebook entries. This is useful when used with the Edit > Find command's Select All Matches option.

Phonebook Import/Export Format
FaxTalk Plus can import and export phonebooks as comma-delimited ASCII text from/to other applications. The file format is shown here:

• A series of records, each separated by <CR><LF>
• Within each record, fields are separated by a comma (,) and each field is enclosed in double quotes (")
• Each record has the following fields and maximum lengths:

  First Name 25 characters
  Last Name 30 characters
  Company 20 characters
  Fax # 30 characters
  Voice # 30 characters
  Comment 40 characters
  Reserved 1 character

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. Be sure that your printer is set up to print on a printer instead of set for FaxTalk Plus for Windows. Otherwise you will end up faxing your phonebook!

You can choose to print groups and/or entries, or to print only the selected items. This is useful in when used with the Edit > Find command's Select All Matches option.

Deleting a Phonebook
To delete the current phonebook file, select the File > Remove command. Use care with this command. Once your phonebook file has been deleted, all of its information is lost.

Adding a Phonebook Entry
With the Phonebook as the currently-active window, choose the Edit > Add Entry command.

The Add Entry window opens (Figure 5-1).

Figure 5-1. Add Entry Window

You can store the following recipient information in a phonebook entry:

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. A name must be entered to add a phonebook entry.

Company.
Enter your recipient's company name as you wish it to appear outgoing fax coversheets.

Fax #.
Enter your recipient's fax number. You can enter any necessary access codes, dialing prefixes, 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.

For any recipients that do not need the outside-line prefix, start their Fax #s with a : (colon), which tells FaxTalk Plus to skip the dial prefix.

Voice #.
Enter your recipient's voice phone number. The Phonebook is a convenient place to store all of your telephone-related information.

Comment.
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.

Creating a Group in a Phonebook

In any phonebook, you can group certain recipients who will frequently receive the same fax information, for convenient access when addressing outgoing faxes. This way you need only select a single group entry to send a fax to several recipients.

To create a group, with the Phonebook window open and displaying the desired phonebook file, select the Edit > Add Group command (Figure 5-2).

Figure 5-2. Add Group Window

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. You can add a comment field or change the sort order for names in the group list. Click OK when you are finished.

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.

Make any changes that are necessary (see the Adding a Phonebook Entry or Creating a Group section of this chapter for detailed field descriptions), and click OK to save your changes.

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 Del key.

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