IBM Aptiva A40, C66 (250-0451,8) Address Book Faxback Doc. # 33133 When you open your Aptiva Address Book, a familiar image appears on your screen: the Address Book has the design of a handy pocket organizer, with alphabetic tabs along the sides, and formatted entry spaces for each address. Address Book features include: Space for an unlimited number of entries. A Speed Dial list that can contain as many telephone numbers as you want. Links to both the Aptiva Telephone and the Fax Center applications, allowing you to look up and dial both voice and fax numbers directly from Address Book pages. Easy, efficient ways to find information. You can either "flip" through Address Book pages using the alphabetic tabs, or search directly for a particular name or company. A Print button, with which you can print all your address information. An Import button, with which you can import address files created in other applications. Opening the Address Book To open the Address Book, click on the Address Book icon in either: The Fax Center's main window The Aptiva Telephone window The Operator dialog box You can also access the Address Book contents through an Address Book "view" that is available in the Choose Recipients dialog box, within the Fax Center. Address Book Entries To enter a new address into the Address Book: 1. Click on the Add tab at the top of the display. A new address form appears, occupying the left and right pages of the Address Book. To move the cursor among the fields in the display, either click on the items or press the TAB key. You can enter items in any order, and can change items at any time. The only required entries are Last Name and Telephone Number. 2. See the comments that follow the picture, as you fill in the left page - NOTES: When you choose an entry from the Address Book to address your fax, the name and address information in the Address Book will appear on the fax's cover sheet. The Address Book alphabetizes entries by Last Name. You can enter any or all the five types of numbers, as appropriate. When entering a local phone number: Leave the area code blank. Otherwise, the Aptiva Operator will dial the number as though it is long distance. Leave the CC (Country Code) blank. When entering a long distance number, ONLY enter the area code, otherwise, the Aptiva Operator will dial the number as though it is an overseas call. When entering an internal extension you wish to have dialed automatically, leave all fields blank except the extension. If the extension field is for reference, and you want the dialer to dial the phone number, enter the phone number and the extension. The Speed Dial checkboxes give you the option to include any number on a list of frequently dialed numbers. The Speed Dial list appears automatically in your Aptiva Telephone window. You can include and exclude numbers from the list on an ongoing basis, just by adding or removing its Speed Dial checkmark from the Address Book. Tip: If you are using the keyboard instead of the mouse to make entries, use the TAB key to move the cursor to the checkbox, then press the Space Bar to enter or remove the checkmark in the box. NOTE: The Email and Notes are optional entries, provided for informational purposes. They are not used by Aptiva Communications Center applications. 3. All the items on the second page are optional, provided for informational purposes . They are not used by Aptiva Communications Center applications. Viewing Information You can choose between two different kinds of displays in the Address Book: a standard listing, or a summary listing of current Speed Dial numbers. Use the Telephone/Address and Speed Dial tabs to alternate between these two different displays. When you click on the Speed Dial tab this type of display appears: The left page lists the current Speed Dial list. The right page displays the complete address and number information for the currently highlighted choice in the Speed Dial list. Click on anyone in the list to see a complete descriptive on the right page. When you click on the Telephone/Address tab, this type of display appears: The Address Book opens to the currently chosen letter. In the illustration, the "S" tab is highlighted on the right side, and the Address Book is open to last names that begin with "S". The left page lists Name, and Home and Office phone numbers for entries under the current letter. If the listing for a given letter cannot fit on one page, a scroll bar appears at the bottom of the display, allowing you to scroll back and forth between pages. Click anywhere on an entry to see a complete description of it on the right page. To open to a different page, click on any alphabetic tab on the right side of the Address Book. Finding Entries To use the alphabetic tabs Click on any letter that appears on the right side of the Address Book. The Address Book opens to a listing of entries under the highlighted letter. To use the Search button 1. Click on the Search tab at the top of the Address Book. A Search Entries dialog box appears. 2. At Search, click on the down arrow. In the displayed list, click on the type of item (for example, Last Name or Company Name) that you want to look up. 3. At Search For, enter the item you want to find. 4. Click on Search. Any address entries that contain the searched item appear in a results area. A message reports if no matching information is found. 5. To leave Search Entries, click Cancel. Changing or Deleting Entries To change information 1. Using either the standard display, or the Speed Dial summary display, find the entry you want. 2. In the left-hand page (in either type of display) click once on the entry name. 3. Click on the Change tab at the top of the display. The full set of fields for the chosen Address Book entry is displayed, in Change mode. 4. Using either the mouse or TAB key, you can move the cursor among items, and delete or change information. 5. When done, click on the Save tab at the top of the notebook to save your changes, or on the Cancel tab at the top to cancel them. To delete an Address entry 1. Using either the standard display, or the Speed Dial summary display, find the entry you want to delete. 2. In the left-hand page (in either type of display) click once on the entry name. 3. Click the Delete tab at the top of the notebook. A dialog box prompts you to confirm the deletion. 4. Click Yes to delete the entry, or No to cancel the Delete button. Dialing From the Address Book The Address Book has direct links to both the Aptiva Telephone and the Fax Center applications, allowing you to look up and dial voice numbers and choose fax recipients. To dial a voice number 1. Using either the standard display or the Speed Dial summary display, find the number you want. 2. In the left hand page (in either type of display) choose any of the voice numbers, that is, Home, Office, Mobile or Page. You can either double-click on the number, or click once on the number then click the Dial button at the top of the display. A dialer dialog box appears. 3. This dialog box gives you the option to use the default credit card (assigned under Dialer settings). See "Use Calling Cards" on page 11 for more information. The Address Book closes automatically: the Aptiva Telephone window opens; the chosen number appears in the Aptiva Telephone's information panel and the Aptiva Operator starts dialing. To choose a fax recipient for a quick note 1. Using either the standard display or the Speed Dial summary display, find the number you want. 2. In the left hand page (in either type of display) choose the fax number. You can either double-click on the number, or click once on the number then click the Dial button at the top of the display. The Address Book closes automatically; and the Fax Center's internal editor opens, for entry of Quick Note text. Prepare the quick note, and complete the fax. See Preparing a Quick Note for more information. To choose a fax recipient for a standard fax When preparing a standard fax document, you can use Address Book and Speed Dial buttons in the Choose Recipients dialog box to access Address Book contents. See "To Choose Recipients". Printing the Address Book The Address Book's Print button produces one standard print-out of Address Book information. The print-out consists of the entire contents of your Address Book. The print-out has the following characteristics: It has a one-inch margin on all sides It is in Arial font It includes header and footer information. The header reads "Aptiva Address Book" on the left, and "x - y" on the right, where x and y are letters that indicate the alphabetical range, by Last Name, of the entries on each page.. The footer contains the Page number. Click on the Print tab at the top of the display. Use the standard Windows Print dialog box to choose the Printer you want to use, and start printing. Importing Address Files You can import files that were created in other applications into the Aptiva Address Book. The Address Book's Import feature works with comma delimited ASCHII text files. NOTE: Most files of address information can be exported from their native application into either comma-delimited or dbase format, and then imported into the Aptiva Address Book. Formatting a Text File for Import When importing an ASCII text file into the Aptiva Address Book, you must be sure that file contents are formatted as described here. The first line of the file must consist of a list of field names, separated by commas. For example, LAST_NAME, FIRST_NAME, ADDR1, CITY, STATE, PHONE Each subsequent line must consist of a set of values, separated by commas, that match the order and number of the fields in the first line. For example, Smith, David, 4 Main Street, Akron, Ohio, 222-222-2222 NOTE: The Import function will let you match the fields in your text file with Aptiva Address Book fields. Therefore the order and number of fields in the text file do not need to match that of the Aptiva Address Book fields. Using the Import Function In the Address Book - 1. Click on the Import tab, which appears at the top of the left-hand page in the Address Book. 2. In the File Open dialog box, choose the database or text file you want to import, then click on OK. The Import Phonebook dialog box appears. A list of names, representing Aptiva Address Book fields, appears down the left side of the dialog box. 3. A drop-down list appears to the right of each name. It contains a list of all the fields in your text or database file. In each drop-down list, choose the field from your text or database file that you want to match with the given Aptiva Address Book field. 4. When you finish, click OK. (br/all-05/31/96)