Defining Recipient Entries in a Phonebook  
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Phonebook entries are the destinations in the phonebook to which you will send faxes. The types of entries you can add to your personal phonebook include individual fax recipients or groups.  
 

NOTE: There is no limit to the number of entries in a shared or personal phonebook.  
 

To add a fax recipient to a phonebook, highlight the phonebook folder into which you want to add the recipient entry. Choose the File | New | Recipient command. FACSys displays the New Recipient dialog box and prompts you to define the new phonebook entry.  
 
 
 

Defining General Information for a Phonebook Entry  
On the General tab of the New Recipient dialog box, define the person's contact information:  
 
·Name - Enter the person's name in the field provided. You can either type the name directly in the Name field or click the Name button to view a list of valid Full Name fields. In the Full Name dialog box, enter the person's name details, and click the OK button to continue.  
 
·Company - Enter the company for which the person works.  
 
·Job Title – Enter the person's job title.  
 
·Display Name – The person's Display Name is entered for you automatically after you enter a Name or Company. This is the name that will display in the phonebook folder. The drop down list gives you the ability to quickly define the first/last or last/first name sequence.  
 

NOTE:You must enter at least a Display Name and a Fax Number for the new entry.  
 
·Fax Number - From the drop-down list, select the type of fax number you are entering, and then enter the number in the field provided. You can define up to three fax numbers as the person's Business, Home or Other fax. You should enter the fax number in canonical format consisting of three separate entries: the country code, area code and phone number. Spaces and hyphen characters are ignored by FACSys.  
 

You must designate one of the fax numbers as the default. When you send a fax to this person, FACSys will use the default fax number.  
 
·Voice Number – From the drop-down list, select the type of voice number you are entering, and then enter the number in the field provided. You can enter a voice number for each of the categories in the drop-down list.  
 
·Address – From the drop-down list, select the type of address you are entering. To enter the person's address, click the Address button. In the Address dialog box, enter the person's address details and click the OK button to continue.  
 

  
Defining Optional Contact Information  
On the General tab of the New Recipient dialog box, define optional contact information for the person:  
 
·Billing Code -Enter optional billing information for the entry. The billing code you enter here will be tracked by FACSys every time you send a fax to this recipient. Billing information is reflected in the FACSys activity reports generated by the FACSys Administrator.  
 
·Email – Enter the person's email address. To send a mail message to this person, click the Send button and FACSys will launch your mail application.  
 
·Web Page - Enter the person's Web page. To visit the person's Web page, click the Explore button and FACSys will launch your Internet browser.  
 

NOTE:Your FACSys Administrator can also assign a billing code to your FACSys user profile.  
 

  
Defining Optional Details  
On the Details tab of the New Recipient dialog box, define optional details for the person, including work titles and additional notes. This information will be included on the FACSys activity reports generated by the FACSys Administrator.  
 
The optional "User Defined" fields on this tab can be used to help identify your fax recipients. For every recipient, you can enter up to 4 user-defined fields that can be included on your cover pages and in FACSys activity reports. Also, by displaying the "User" column in your Phonebook folder, you can quickly identify your phonebook entries based on the user-defined information. Using the View/Sort command, you can also sort your phonebook entries according to the user-defined information.  
 

  
Saving the Phonebook Entry  
After you enter all required information in the New Recipient dialog box, click the OK button and save the new recipient entry. FACSys saves the new recipient information and adds the entry to the selected phonebook folder.  
 

NOTE:To organize the fax recipients in a phonebook, you can create subfolders in your FACSys phonebooks.  
For instructions on creating sub-folders.