Telephone Directory. Introduction

Transcription

1 Telephone Directory Introduction The Telephone Directory Module allows you to maintain a listing of emergency telephone numbers, vendors, employees, and association members, etc. Messages can be created and sent over the Internet to Addresses contained within the directory. Information is easily retrieved by subject, company name or contact name. Mailing labels can be printed or exported for all or selected subjects and individuals. Telephone Directory 393

2 Telephone Directory Browse Table The Telephone Directory Browse Table displays a list of Names and Telephone Numbers contained within the Telephone Directory File. On screen controls permit you to browse through the file by Category, Company Name, or Contact Name in either ascending or descending alphabetical order. Menu and Toolbar Functions provide access to the following procedures and reports: PROCEDURES Add Phone Book Listing Edit Phone Book Listing Delete Phone Book Listing Send Phone Dialer Setup REPORTS Telephone Directory Print/Export Mailing Labels 394 Telephone Directory

3 Adding/Editing Telephone Listings Adding a New Phone Book Listing From the Telephone Directory Browse Table, click on the NEW tool and the Phone Book Listing - Add/Edit/Delete Screen will appear. New Vendors and Employees are automatically entered into the Telephone Directory as they are entered into the Vendor File and Personnel File. Enter the Subject, Name, and Contact Name. Next, enter the Address, City, State, Zip Code, Telephone Number, Cell Phone Number, FAX Number, Address, and Notes. Click on the SAVE tool when entry is complete. Telephone Directory 395

4 Editing an Existing Phone Book Listing From the Telephone Directory Browse Table, position the scroll bar on the Phone Book Listing to be changed and click on the EDIT tool. The Phone Book Listing - Add/Edit/Delete Screen will appear with the selected information displayed. Once the information is displayed, you can make any necessary changes. Click on the SAVE tool when changes are complete. Deleting a Phone Book Listing From the Telephone Directory Browse Table, position the scroll bar on the Phone Book Listing to be deleted and click on the DELETE tool. The Delete Confirmation Window will appear asking for confirmation of the delete request. 396 Telephone Directory

5 Telephone Directory Report The Telephone Directory Report prints items in the Telephone Directory alphabetically by Subject, Company Name or Contact Name. Reporting options allow for the reporting of selected Directory Entries (Names) or Names by specific Subject. From the Telephone Directory Browse Table, click on the Reports Toolbar Menu, then choose Telephone Directory. Selected Names: If reporting selected Directory Entries, the specific Entries must be previously selected from the Telephone Directory Browse Table. To select specific Entries, click the mouse in the X column of the Telephone Directory Browse Table. A check mark will appear indicating that this listing has been selected. Repeat this procedure for all Directory Entries to be reported. If you do not want to report Names selected with a check mark on the Telephone Directory Browse Table, remove the Selected Names check mark. Click if you wish to report Names within a Specific Subject and enter the Subject EXACTLY as it appears in the Telephone Directory. Select the Report Sequence of either Subject, Company Name, or Contact Name. If reporting Selected Names, the reporting sequence is determined by the Telephone Directory Browse Table Sort Method. Click on the PRINT tool to begin printing. See Sample Reports - Appendix A-74 Telephone Directory 397

6 Printing/Exporting Mailing Labels The Print/Export Mailing Labels function permits the export of ASCII data into a file for personalizing label formats through any Label Printing Program. Reporting options allow for the export of selected Directory Entries (Names) or Names by specific Subject. From the Telephone Directory Browse Table, click on the Reports Toolbar Menu, then choose Print/Export Mailing Labels. Selected Names: If reporting/exporting selected Directory Entries, the specific Entries must be previously selected from the Telephone Directory Browse Table. To select specific Entries, click the mouse in the X column of the Telephone Directory Browse Table. A check mark will appear indicating that this listing has been selected. Repeat this procedure for all Directory Entries to be reported/exported. If you do not want to Print/Export Labels for those Names selected with a check mark on the Telephone Directory Browse Table, remove the Selected Names check mark. Click if you wish to Report/Export Labels within, a Specific Subject and enter the Subject EXACTLY as it appears in the Telephone Directory. Select Print/Export Format of either Line Delimited Export, Comma Delimited, Tab Delimited or Print Avery 5160 Labels. Comma and Tab Delimited formats are suitable data sources for mail merge operations and importing into Personal Data Organizers. The normal export sequence is by Name. If exporting/reporting Selected Names, the export/print sequence is determined by the Telephone Directory Browse Table Sort Method. 398 Telephone Directory

7 Line Delimited (6 Line Format) Blank Agricultural Chemicals Sally Thomas 1000 Commercial Drive Phoenix, AZ Blank Comma Delimited (10 Fields / Record) "Subject", "Company Name", "Contact", "Address", "City/State", "Zip", "Phone", "Fax", " ", "Notes" Click on the PRINT tool to begin exporting or printing. If Exporting, the Mailing Label File Dialog Box will be displayed. Enter the Name of the File to be created and click on OK to begin Exporting Label Data. Data from the Telephone Directory will be alphabetized by Company Name. Telephone Directory 399

8 Sending Messages Messages can be sent via the Internet to Addresses contained within the Telephone Directory. Sending from within your system requires that your Internet Service Provider (ISP) supports Simple Mail Transfer Protocol (SMTP) and you have configured the SMTP Host identification information in Microsoft Outlook or Outlook Express. Select the Address from the Telephone Directory Browse Table, click on the Procedures Toolbar Menu, then choose Send . You can also click on the tool on the Telephone Directory Browse Table or on the Phone Book Listing Add/Edit/Delete screen. Microsoft Outlook or Outlook Express will automatically be launched with the selected Address displayed in the To: field. Enter the Address if different than displayed. Next, enter the Subject of the message, Message Text and in the CC field enter the Addresses that are to receive a copy of this message. Once all information has been entered, click SEND to send the Message. 400 Telephone Directory

9 Telephone Dialer Setup The Telephone Dialer permits you to dial any telephone number contained within the Telephone Directory. Setup is required to identify the location of your modem and provide control over Long Distance and local 10 digit dialing. From the Telephone Directory Browse Table, click on the Procedures Menu, then choose Phone Dialer Setup. FIELD Modem Comm Port Dial for Outside Line Dial for Long Distance Dialing from Area Local Call Area Codes DESCRIPTION Number of port connected to modem. Access code for outside line. Long distance prefix. Phone numbers in the area will not use area code. Area codes for 10 digit dialing local. Telephone Directory 401

10 Setup Procedure Enter the Comm Port Number indicating the location of your Modem. Examine the Properties of your Modem in the Windows Control Panel for the correct value. Next, enter the number needed to access an Outside Line (Normally blank or 9) and Long Distance Access Code (Normally 1). Enter the Area Code you will be calling from. If using 10 digit local dialing, enter the Local Call Area Codes separated with commas. Click ACCEPT to Save your entries. To Place a Call From the Telephone Directory Browse Table, position the scroll bar on the Person you wish to call and click on the DIALER tool. If the Telephone Dialer is NOT setup, you will be asked to complete the setup procedure before continuing. If the phone number is valid, the dialing will begin. A status panel will appear and a 25 second timer is started. The status will indicated if the line is busy or if there is no dial tone. If ringing, you must then pick up the phone to begin your conversation or you will be disconnected in 15 seconds. 402 Telephone Directory