Defining the Destinations for Your Fax

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You define all fax destinations on the Message tab of the New Fax Message window.

 

•To select one or more recipient names from a FACSys phonebook, MAPI-compliant address book, or external data source, click the To button. The Select Recipients dialog box lists all entries in the phonebook indicated at the top of the dialog. To select entries from another phonebook, select another phonebook name from the drop-down list associated with the 'Show entries from' field. To add a name or group to the Recipients list, double-click on the entry. You can also highlight one or more entries and click the >> button.

 

 

Selecting names from MAPI-address books and FACSys user lists

 

To define a recipient that does not exist in your phonebook(s), click the New button in the Select Recipients dialog box and define the New Recipient information. You also have the option of adding the new recipient to a personal phonebook (by selecting the 'Add this recipient to Personal Phonebook' option).

 

After you have defined the recipients, click the OK button to close the Select Recipients dialog box.

 

•To search your FACSys phonebooks for a recipient address, click the Find button.

 

 

To help you find fax recipients quickly when addressing a fax message, FACSys includes a Find Recipients capability. To find a recipient name, click the new Find button in the Select Recipients dialog box. In the Find Recipients dialog box, enter information that identifies the recipient. FACSys will find all recipients that match the information you provide.

 

In the Find Recipients dialog box, enter as much information as you know about the recipient. FACSys will find all recipients that match the string(s) you enter. For example, if you enter "Lew" in the Last Name field, FACSys will find entries for "Lewis" and "Lewander."

 

All matching recipient names are placed in the Search Results folder. If you perform a subsequent search, the names in the Search Results folder are updated to reflect only the latest search.

 

•To enter one or more fax destination addresses manually, type the destination information the "To" field provided. Supported destination syntax includes the three fields NAME@COMPANY@FAXNUMBER. The Fax Number is the default field and is required. To include a recipient's name and/or company name, you must separate the fields with the '@' sign. For example, to send your fax to John Smith of ABC Company at (732) 555-1111, enter the following:

               John Smith@ABC Company@+1 (732) 555-1111

 

To specify the name and fax number only, enter:

               John Smith@+1 (732) 555-1111

 

To specify the company and fax number only, enter:

               @ABC Company@+1 (732) 555-1111

 

 

 

Separate multiple destinations with a semi-colon (;). For example, the following is valid:

               John Smith@1732555-1111;@XYZ Company@222-3232

 

 

A "check names" feature gives you the ability to check free-form names you enter in the New Fax Message window. To resolve destination names, click the Check Names toolbar button or select the Tools/Check Names command. Name resolution is performed against the FACSys phonebooks you listed on the Sending tab of the Options dialog box. The name you enter is searched against the First Name, Last Name, and Display Name fields. The phonebooks are searched in the order listed until a matching name is found. When a matching name is found, the search on the current phonebook is completed but no subsequent phonebooks are searched.

 

 

 

 

•        To remove a destination from the list, highlight one or more entries and click the Delete toolbar button .

 

•        To view the properties of a destination, highlight the destination and click the Properties toolbar button .

 

 

 

 

You also define file attachments on the Message tab.