Fax Modem  (250-3581)        Phone Book                Faxback Doc. # 5897

The Destination Selection Menu stores the name and fax number of people to
whom you frequently send faxes.  Once you add an entry, you can access it
anytime you send a fax.

This document explains how to add, edit and remove phone book records.
It also shows you how to use the phone book to send faxes to multiple
destinations automatically.

To open the Destination Selection Menu, press [F4] in the BitFax Main
Menu.

ADDING A RECORD

Each Phone Book record can contain a fax number, a name, a brief
description and a group number.


The Add record dialog box will appear.

2.  Enter a name and press [ENTER].

    You can also press the down arrow key to move to the next field.  You
    can enter up to 20 characters.

3.  Enter a company name (optional) and press [ENTER].

    You can enter up to 35 characters.

4.  Enter a short description (optional) and press [ENTER].

    You can enter up to 50 characters.

5.  Enter one or more group numbers (optional).

    You can assign each phone book record up to five distribution groups.
    For example, to assign a record to groups one and three, you would
    enter:

    1, 3

Although you might find it easier to do so, you do not need to separate
each number with a comma or a space.

Distribution lists make it easier for you to send faxes to multiple
destinations.

6.  Enter a fax number and press [ENTER].

NOTE:  The Dial Prefix, Long Distance Access Code and fax number cannot
       add up to more than 40 characters.

7.  Repeat steps 2-5 to add more records.

8.  Press [F10] to save the records.

    The new records will appear in the Destination Selection Menu.

NOTE:  You can add up to 600 records.

EDITING A RECORD

BitFax lets you change a record after you have added it to your phone
book.

TO EDIT A RECORD:

1.  Highlight the record you want to edit.

    Use the up and down arrow keys to highlight a record.

2.  Press [F6].

    The Modify Record dialog box will appear.

3.  Edit any of the record's fields.

    Press [ENTER] or use your arrow keys to move from field to field.

4.  Press [F10] to save your changes.

    The Destination Selection Menu will reappear.

REMOVING A RECORD

BitFax lets you delete records from your phone book.

TO REMOVE A RECORD:

1.  Highlight the record you want to delete.

    Use the up and down arrow keys to highlight a record.

2.  Press [F7].

    An asterisk will appear next to the record, indicating that it will be
    deleted.

3.  Repeat steps 1-2 to choose more records.

4.  Press [F10].

    BitFax will ask whether you are sure you want to delete the selected
    record(s).

5.  Press [Y].

CREATING DISTRIBUTION LISTS

You can assign each phone book record to one or more distribution groups.
This lets you group together the records of people to whom you frequently
send the same fax.

For example, if you regularly send a price list to your customers, you
could assign each of their phone records to the same group number.  Then
when you want to send your latest price list, just select your customer's
group number, instead of selecting each record individually.

TO SELECT ONE OR MORE DISTRIBUTION GROUPS:

1.  Press [F9].

    The Group Distribution dialog box will appear.

2.  Use the left or right arrow key to select a group.

3.  Press [ENTER].

    BitFax will select all the records in the group you choose.

4.  Repeat steps 1-3 to select additional distribution groups.

    You can also select individual records, as explained above.

5.  Press [F10] to return to the Main Menu.

SORTING AND SEARCHING YOUR PHONE BOOK

To help you better manage your phone book records, you can automatically
sort your records by pressing [F8].  BitFax will sort the records by name.
Numbers come before letters, and uppercase letters come before lowercase
letters.

If you have a lot of phone book records, you will probably find BitFax's
search feature useful.  When you enter a name in the Search field, BitFax
will highlight the closest match.  For example, if you enter "M", BitFax
will highlight the first record that starts with "M".  You can then
continue to enter characters to narrow the match.

dBASE COMPATIBILITY

BitFax's phone book is saved in the dBASE format, allowing you to use
dBASE (from Ashton-Tate) or a compatible program to edit and add to your
phone book.

One of the main advantages of the phone book's dBASE compatibility is
that you can import existing fax numbers and names.  This saves you the
trouble of re-entering phone book records.  You can also export names and
fax numbers for use in another database.

The phone book is saved in the file FAXBOOK.DBF.  (The DBF extension
indicated the file is a dBASE file).  This file has the following dBASE
fields:

FIELD         FIELD NAME   FIELD TYPE    WIDTH

Name          FAXNAME      Character     20

Company       FAX_COMP     Character     25

Description   FAX_DESCP    Character     50

Group Number  FAX_GROUP    Character     5

Fax Number    FAXTEL       Character     35

If you use mail merge, you might find it useful to add additional fields,
such as Address, Sender's Name, etc.  The new fields will not be visible
from BitFax.

When modifying the phone book, follow these and other standard dBASE
conventions:

The field names and lengths must be the same as above.

The phone book must have the name FAXBOOK.DBF.

The dBASE naming conventions.  You cannot use spaces in a field name.
Field names can contain up to 10 characters, and each must start with a
letter.

You cannot remove or change the order of any field.

(SMC/all-07/05/94)