The Fax Phonebook enables you to create and manage a list of contacts with whom you correspond via facsimile. The Phonebook makes it simple to integrate the network fax capabilities of Xerox systems into your everyday work processes.
Adding and Removing Recipients
Select the Hide Phonebook to close
the phonebook that is currently open. The standard Fax Setup dialog will be
displayed after the phonebook is closed.
The Open Phonebook button is used to open an existing Fax Phonebook file. The Open Phonebook dialog enables you to locate and select Phonebook files that are on your computer or network drives. The following features are provided in the Open Phonebook dialog:
Filter - Enables you to enter
specific or partial filenames, file types, or paths/directories where phonebook
files reside. The lists for Directories and Files will display items that match
the data you enter in the Filter field.
NOTE: Enter *.pb to display only the files that end with the .pb filename extension (.pb is the default extension for CentreWare Phonebook files).
Directories - Lists the subdirectories that are available in the current working directory.
Files - Lists the file(s) in the directory that is currently selected. If you enter data in the Filter field, the Files list will only display the files that match the criteria specified in the Filter field.
Selection - Lists the full
path and name of the file that you have selected or want to create. Click the
OK button when the file information in the Selection field meets your requirements.
When you open a Fax Phonebook file,
the contents of the phonebook will be displayed within the list on the right
side of the phonebook dialog.
The New Phonebook button provides
a way to create a new phonebook file. Enter the path and filename in the Selection
field, then click the OK button to create the file. Please consult the Open
Phonebook topic (above) for additional information about the use of Filters
and other common features within the New Phonebook dialog.
Recipients are the individuals or
groups to whom you are sending the Fax. You must specify at least one Recipient
(an individual or a group) in order to send a fax. See Adding Recipients for
more information.
You add entries to the list of Recipients by selecting entries from the Phonebook list (on the right) and clicking the <- button. You remove entries from the List of Recipients by selecting the entries in the Recipients list (on the left) and clicking the -> button. The entries will be removed from the Recipients List, but will not be removed from the Phonebook.
NOTE:
To delete items from the Recipient list, select the item and
press the Delete key on your keyboard.
The New Group button enables you to create and edit groups which can be saved within your Fax Phonebook files. A Group is a phonebook entry that typically contains several recipients who share a common attribute or association with you. The Group designation enables you to Fax a document to every member of the group without having to specify each recipient individually. In other words, you specify the group as the recipient, and the Fax software does the work of dialing and transmitting the Fax document to each individual in the group.
You add recipients to a Group by selecting recipients from the Phonebook (on the right) and clicking the <- button. You remove entries from the Group by selecting the entries in the Group (on the left) and clicking Delete Items. The entries are removed from the Group, but will not be removed from the Phonebook.
This option enables you to send a
fax at a specific time. Simply select the Scheduled check box and enter a time
into the Send Time field. The Document Centre will hold the job until the specified
Send Time, then send it automatically without any user intervention.
Use the Time field to specify the
time that the Scheduled (delayed) fax will be sent. This feature operates within
a 24 hour timeframe, which means that your document will be sent in the next
24 hour cycle if you send the document AFTER the scheduled time. For example,
if it's currently 9:00am and you set Send Time for 9:01am, but you don't close
DCPR until 9:02am, the document will not be printed until 9:01am the next day.
However, in situations where the document arrives at the Document Centre after
the scheduled time due to network or print queue delays (or different clock
settings on the printer or computer), the document will be printed immediately.