Table of Contents – Telephone Directory

Telephone Directory 2
Introduction ............................................................................................................................... 2
Telephone Directory Browse Table ............................................................................................ 3
Adding/Editing Telephone Listings ............................................................................................. 4
Adding a New Phone Book Listing ............................................................................... 4
Editing an Existing Phone Book Listing ........................................................................ 5
Deleting a Phone Book Listing ..................................................................................... 5
Telephone Directory Report....................................................................................................... 6
Printing/Exporting Mailing Labels .............................................................................................. 7
Sending Email Messages ............................................................................................................ 9
Telephone Dialer Setup ............................................................................................................ 10
Setup Procedure ........................................................................................................ 11
To Place a Call ............................................................................................................ 11

Telephone Directory 1
Telephone Directory

Introduction
The Telephone Directory Module allows you to maintain a listing of emergency telephone numbers, vendors,
employees, and association members, etc. Email Messages can be created and sent over the Internet to Email
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.

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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 REPORTS
Add Phone Book Listing Telephone Directory
Edit Phone Book Listing Print/Export Mailing Labels
Delete Phone Book Listing
Send Email
Phone Dialer Setup

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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, Email
Address, and Notes.
Click on the SAVE tool when entry is complete.

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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.

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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-76

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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.

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Line Delimited (6 Line Format) Blank
Agricultural Chemicals
Sally Thomas
1000 Commercial Drive
Phoenix, AZ 85010
Blank

Comma Delimited (10 Fields / Record) "Subject", "Company Name", "Contact", "Address", "City/State",
"Zip", "Phone", "Fax", "Email", "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.

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Sending Email Messages
Email Messages can be sent via the Internet to Email Addresses contained within the Telephone Directory.

Sending Email from within your system requires that your Internet Service Provider (ISP) supports Simple Mail
Transfer Protocol (SMTP).

Select the Address from the Telephone Directory Browse Table, click on the Procedures Toolbar Menu, then
choose Send Email.
You can also click on the Email tool on the Telephone Directory Browse Table or on the Phone Book
Listing – Add/Edit/Delete screen.

The Email Message Panel will automatically be launched with the selected Email Address displayed in the To:
field.

Enter the Email Address if different than displayed. Multiple Email Addresses can be enter if separated by a
semi-colon “;”.
Next, enter the Subject of the message, Message Text and in the CC field enter the Email Addresses that are to
receive a copy of this message.
If you wish to attach a document or photo an Attach button is provided.
Once all information has been entered on the Email Compostion Form, click SEND to send the Email Message.

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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 DESCRIPTION
Modem Comm Port Number of port connected to modem.
Dial for Outside Line Access code for outside line.
Dial for Long Distance Long distance prefix.
Dialing from Area Phone numbers in the area will not use area code.
Local Call Area Codes Area codes for 10 digit dialing local.

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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.

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