3
Managing address books
Introduction 31
Introduction
If you are a registered user, you can store frequently used e-mail addresses and fax numbers in books. You can also build distribution lists of e-mail addresses or fax numbers so you can easily send documents to groups of people.
To become a registered user, see “Managing your user profile” on page 10 .
32
Using address books
The digital sender stores addresses and fax numbers in the following address books under the Lists menu:
●
●
●
●
Your Personal E-Mail addresses book
Stores personal e-mail addresses that you can use when sending e-mail. No one except you and the administrator can see, change, or use entries in this personal address book.
Your Personal E-Mail lists book
Stores personal e-mail distribution lists that you can use when sending e-mail. No one except you and the administrator can see, change, or use entries in this personal book.
Fax numbers book
Stores fax numbers that any user can use when sending faxes.
Only registered users or the administrator can change information in this book.
Fax lists book
Stores fax distribution lists that any user can use when sending faxes. Only registered users and the administrator can change information in this book.
In addition, there are two other books whose entries anyone can use when sending e-mail. However, only the administrator can change information for entries in these books.
●
●
Public E-Mail addresses book
Contains predefined e-mail addresses available to any user when sending a document.
Public E-Mail lists book
Contains predefined groups of e-mail addresses available to any user when sending a document.
Note
Note
Using address books
Viewing address books
You can view entries in your two Personal E-Mail books as well as the two public Fax books.
33
To view books
1 Press L ISTS ( F4 ).
2 Use the and keys to select a book and press E NTER . The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E
NTER
. Then, type your password (if set) and press E
NTER
.
If you are prompted to become a registered user, press Y ES ( F1 ) or see the administrator.
4 Scroll the list of destinations using one of these ways:
●
●
Use the and keys to move through the list.
Begin typing the name of a destination stored in the book. The book displays the closest matching entry. (Continue scrolling that area of the list by typing additional letters, or by using the
and keys.)
If you are viewing your Personal E-Mail addresses book or the Fax numbers book, you may see destinations you did not add. Addresses or fax numbers you typed while sending a document are automatically added to the appropriate address book, if the administrator has enabled this option.
5 If you begin typing a name incorrectly, press B ACKSPACE until you erase the incorrect character, and then continue typing. (Or, press S HIFT + B ACKSPACE to erase the entire contents of the field.)
6 When finished, press B ACK ( F4 ).
34
Managing your Personal E-Mail addresses book
Note
If you are a registered user, you can store e-mail addresses in your
Personal E-Mail addresses book and use the entries when you e-mail a document. Use the procedures in this section to add, modify, and delete addresses from your Personal E-Mail addresses book.
You can view and use information in the public E-mail addresses book, but you cannot change it. Contact the administrator to make changes to the public E-Mail addresses book.
Adding addresses
As a registered user, you can add up to 256 e-mail addresses to your
Personal E-Mail addresses book. Addresses you type while sending a document are automatically added to your Personal addresses book, if the administrator has enabled this option.
Managing your Personal E-Mail addresses book
To add addresses
1 Press L ISTS ( F4 ).
2 Press and E NTER to select Personal E-Mail addresses .
The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
35
Name:
SEARCH BACK
4 Add an address by doing one of the following:
●
●
Type a name for this entry in the Name field and press
A DD ( F1 ).
If the administrator set the digital sender to work with an LDAP server, begin typing the first letters of an entry and press
S EARCH ( F2 ). Use the and keys to select an entry and press OK ( F1 ).
5 Change the name and e-mail information for this entry as necessary. Use T AB to move between fields.
6 Press S AVE ( F3 ).
7 To add more addresses, repeat steps 4 through 6.
8 When finished, press B ACK ( F4 ).
36
Modifying or deleting e-mail addresses
Once you have added addresses to your Personal E-Mail addresses book, you can change the name and e-mail information. Changing this information also changes it in any of your Personal distribution lists where it appears.
If an e-mail address in your Personal E-Mail addresses book is no longer useful, you can delete it. Deleting an address from this address book also deletes it from any of your Personal distribution lists where it appears.
To modify or delete e-mail addresses
1 Press L ISTS ( F4 ).
2 Press and E NTER to select Personal E-Mail addresses .
The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
Name:
JH Arp [email protected]
MODIFY
S. [email protected]
Maria P. Martinez--m_martinez
SEARCH DELETE BACK
4 Select an entry using one of these ways:
●
●
Begin typing the name of an entry. The book displays the closest matching one.
Use the and keys to select an entry.
5 Do one of the following:
●
●
Press M ODIFY ( F1 ), make changes (using T AB to move between fields), and press S
AVE
( F3 ).
Press D ELETE ( F3 ), and press OK ( F1 ) to confirm the deletion.
6 Repeat steps 4 and 5 to change or delete other entries.
7 When finished, press B ACK ( F4 ).
Managing your Personal E-Mail lists
Managing your Personal E-Mail lists
37
Note
Your Personal E-Mail lists book contains distribution lists you create using e-mail addresses. Distribution lists are useful if you regularly send e-mail to the same group of people.
E-mail distribution lists can only consist of e-mail addresses. You cannot create distribution lists containing both e-mail addresses and fax destinations.
You can view and use information in the Public E-Mail lists book, but you cannot change it. Contact the administrator to make changes to the Public E-Mail lists book.
Creating new lists
You can create distribution lists for your Personal lists book using email addresses from the Public E-Mail addresses book or your
Personal E-Mail addresses book, or addresses you type as you build the list.
You might not want to create a personal distribution list if there is one just like it in the Public E-Mail lists book. Public lists are always available for your use.
38
To create new lists
1 Press L
ISTS
( F4 ).
2 Press E NTER to select Personal E-Mail lists . The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E
NTER
. Then, type your password (if set) and press E
NTER
.
This dialog box opens:
List name:
MODIFY DELETE BACK
4 In the List name field, type a name for this list and press E NTER .
5 A new dialog box opens. Add entries to the list by doing one of the following:
●
●
●
Begin typing the name of an entry in an E-Mail addresses book. The book displays the closest matching entry. Press
E
NTER
to select it.
Use the and keys to select an address and press E NTER .
Type a name for the new entry and press E NTER . A dialog box that allows you to change information opens. Make changes
(pressing T
AB
to move between fields) and press S
AVE
( F3 ).
6 Repeat step 5 to add more e-mail addresses to this list.
7 When finished, press B ACK ( F4 ).
8 Repeat steps 4 through 7 to add more lists.
9 When finished, press B
ACK
( F4 ).
Managing your Personal E-Mail lists
Adding addresses to existing lists
Use this procedure to add addresses to e-mail distribution lists you have already created.
To add addresses to existing lists
1 Press L ISTS ( F4 ).
2 Press E NTER to select Personal E-Mail lists . The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
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List name:
Bergamo
Firenze
Milano
MODIFY DELETE BACK
4 Select a distribution list using one of these ways:
●
●
Begin typing the name of a distribution list. The list displays the closest matching entry.
Use the and keys to select a list.
5 Press M ODIFY ( F1 ).
6 Add an e-mail address to this list using one of these ways:
●
●
●
Begin typing the name of an entry in an E-Mail addresses book. The list displays the closest matching entry. Press
E NTER to select the highlighted one.
Use the and keys to select an e-mail address and press
E NTER .
Begin typing a name for a new e-mail address and press
E NTER . A dialog box that allows you to change information opens. Make changes (using T AB to move between fields) and press S AVE ( F3 ).
7 Repeat step 6 to add more addresses to this list.
8 When finished, press B
ACK
( F4 ).
9 Repeat steps 4 through 8 to add more addresses to other distribution lists.
10 When finished, press B ACK ( F4 ).
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Changing or deleting addresses in lists
Use this procedure to change or delete e-mail addresses from a distribution list in your Personal E-Mail lists book.
While in a selected distribution list, you can change the information for an e-mail address contained in the list, as long as the address is from your Personal E-Mail address book. When you change information for an e-mail address from your personal book, the address information will be updated in Your Personal E-Mail address book and in any distribution list in which the address appears.
If the address is from the Public E-Mail addresses book, you can delete it from your distribution list, but you cannot change information in that address. Contact the administrator to make those changes.
Managing your Personal E-Mail lists
To change or delete addresses in lists
1 Press L ISTS ( F4 ).
2 Press E NTER to select Personal E-Mail lists . The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
41
List name:
MODIFY
Bergamo
Firenze
Milano
DELETE BACK
4 Select a list using one of these ways:
●
●
Begin typing the name of a list. The book displays the closest matching one. Press E NTER to select it.
Use the and keys to select a list and press E NTER .
5 Select a destination in the list using one of these ways:
●
●
In the Name field, begin typing the name of a destination. The list displays the closest matching one.
Press T AB to gain access to the destinations in this list. Use the and keys to select one.
6 Do one of the following:
●
●
Press M ODIFY ( F1 ), make changes (using T AB to move between fields) and press S AVE ( F3 ).
Press D ELETE ( F3 ), and press OK ( F1 ) at the prompt to confirm the deletion.
7 Repeat steps 5 through 7 to change or delete other entries in this list.
8 Press B ACK ( F4 ).
9 Repeat steps 4 through 9 to change or delete entries in other lists.
10 When finished, press B ACK ( F4 ).
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Deleting e-mail lists
If they are no longer useful, you can delete distribution lists from your
Personal E-Mail lists book.
To delete e-mail lists
1 Press L ISTS ( F4 ).
2 Press E NTER to select Personal E-Mail lists . The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
List name:
Bergamo
Firenze
Milano
BACK
4 Select a distribution list using one of these ways:
●
●
Begin typing the name of a list. The book displays the closest matching one.
Use the and keys to select a list.
5 Press D ELETE ( F3 ), and press OK ( F1 ) to confirm the deletion.
6 Repeat steps 4 and 5 to delete other lists.
7 When finished, press B ACK ( F4 ).
Managing the Fax numbers book
Managing the Fax numbers book 43
Note
Registered users and the administrator can add, change, or delete fax numbers stored in the Fax numbers book. Because these are public fax numbers, any other registered user can also see, change, or delete any fax number.
The administrator can change entries in the public Fax numbers or lists book from the Lists option in the Setup menu.
Adding fax numbers
Only registered users can add fax numbers to the public Fax numbers book. Fax numbers registered users type while sending a fax are also automatically added to the Fax numbers book, if the administrator has enabled this option.
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To add fax numbers
1 Press L
ISTS
( F4 ).
2 Use the and keys to select Fax numbers and press E NTER .
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
4 When the dialog box shown below opens, type a name for this entry in the Name field and press E NTER .
Name:
BACK
Note
5 A new dialog box opens. Press T AB to enter the Fax # field.
6 Press S
HIFT
+ B
ACKSPACE
to clear the field contents.
7 Type the entire fax number, including the long-distance prefix
(such as a 1), an area code, or other numbers needed for long distance. Because you are faxing using an Internet fax service provider, you must type all of these numbers.
Do not include any code such as a 9 you dial to get an outside line from a PBX phone system.
8 Press S AVE ( F3 ).
9 Repeat steps 4 through 8 to add more fax numbers.
10 When finished, press B ACK ( F4 ).
CAUTION
Managing the Fax numbers book
Modifying or deleting fax numbers
Use this procedure to modify or delete fax numbers in the public Fax numbers book.
This is a public book that stores all fax numbers for all users. Do not modify or delete fax numbers other users may need, or make sure that altering the fax numbers does not negatively affect others using them.
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To modify or delete fax numbers
1 Press L ISTS ( F4 ).
2 Use the and keys to select Fax numbers and press E NTER .
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
Name:
Berlin office
Lyon office
MODIFY
Venezia office
DELETE BACK
4 Select fax number using one of these ways:
●
●
Begin typing the name of a destination in the Fax numbers book. The book displays the closest matching entry.
Use the and keys to select an entry.
5 Do one of the following:
●
●
Press M ODIFY ( F1 ), make changes (using T AB to move between fields), and press S
AVE
( F3 ).
Press D ELETE ( F3 ), and press OK ( F1 ) to confirm the deletion.
6 Repeat steps 4 and 5 to change other entries.
7 When finished, press B ACK ( F4 ).
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Managing the Fax lists book
Registered users can add, change, or delete fax distribution lists stored in the Fax lists book. Because these are public lists, any other user can also see, change, or delete any fax distribution list.
Creating new fax lists
You can create a fax distribution list from fax numbers stored in the
Fax numbers book, or fax numbers you type as you build the list.
To create new fax lists
1 Press L ISTS ( F4 ).
2 Use the and keys to select Fax lists and press E NTER .
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
4 When the dialog box shown below opens, type a name for this new fax list in the List name field and press E NTER .
List name:
BACK
5 Add fax numbers to the list using one of these ways:
●
●
●
Begin typing the name of an entry in the Fax numbers book.
The book displays the closest matching entry. Press E NTER to select it.
Use the and keys to select an entry and press E NTER .
Type a name for a new fax entry and press E
NTER
. A dialog box that allows you to change information opens. Make changes and press S AVE ( F3 ).
6 Repeat step 5 to add more fax destinations to this list.
7 When finished, press B
ACK
( F4 ).
8 Repeat steps 4 through 7 to add more lists.
9 When finished, press B ACK ( F4 ).
CAUTION
Managing the Fax lists book
Adding fax numbers to existing lists
Use this procedure to add fax numbers to a fax distribution list that has already been created.
This is a public book that stores all fax lists for all users. Do not alter others’ lists, or make sure that altering lists does not negatively affect others using them.
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To add fax numbers to existing lists
1 Press L ISTS ( F4 ).
2 Use the and keys to select Fax lists and press E NTER .
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
List name:
E. European offices
E. North Am. offices
W. European offices
BACK
4 Select a list using one of these ways:
●
●
Begin typing the name of a list. The book displays the closest matching one.
Use the and keys to select a list.
5 Press M ODIFY ( F1 ).
6 Add a fax destination to this list using one of these ways:
●
●
●
Begin typing the name of a destination in the Fax numbers book. The book displays the closest matching entry. Press
E NTER to select it.
Use the and keys to select a destination in the Fax numbers book and press E NTER .
Begin typing a name for a new fax entry and press E NTER . A dialog box that allows you to change information for this entry only opens. Make any changes and press S AVE ( F3 ).
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7 Repeat step 6 to add more fax numbers to this list.
8 When finished, press B ACK ( F4 ).
9 Repeat steps 4 through 8 to add more fax numbers to other fax lists.
10 When finished, press B ACK ( F4 ).
CAUTION
Modifying or deleting fax numbers in lists
Use this procedure to modify fax numbers in or delete fax numbers from a distribution list. If you modify the fax number, it is also automatically updated in the public Fax numbers book and any distribution list in which it appears.
This is a public book that stores all fax lists for all users. Do not alter other users’ lists, or make sure that altering them does not negatively affect others using them.
Managing the Fax lists book
To modify or delete fax numbers in lists
1 Press L ISTS ( F4 ).
2 Use the and keys to select Fax lists and press E NTER .
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
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List name:
MODIFY
E. European offices
E. North Am. offices
W. European offices
DELETE BACK
4 Select a list using one of these ways:
●
●
Begin typing the name of a list. The book displays the closest matching one. Press E
NTER
to select that list.
Use the and keys to select a list and press E NTER .
5 Select a fax destination using one of these ways:
●
●
In the Name field, begin typing the name of a destination. The list displays the closest matching one.
Press T AB to gain access to the destinations in the list. Then, use the and keys to select one.
6 Do one of the following:
●
●
Press M ODIFY ( F1 ), make changes (using T AB to move between fields), and press S AVE ( F3 ).
Press D
ELETE
( F3 ), and press OK ( F1 ) to confirm the deletion.
7 Repeat steps 5 and 6 to modify or delete other fax entries in this list.
8 Press B ACK ( F4 ).
9 Repeat steps 4 through 8 to modify or delete fax numbers from other lists.
10 When finished, press B ACK ( F4 ).
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CAUTION
Deleting fax lists
If a fax distribution list is no longer useful, you can delete it from the public Fax lists book.
This is a public book that stores all fax distribution lists for all users. Do not delete lists that other users may need.
To delete fax lists
1 Press L ISTS ( F4 ).
2 Use the and keys to select Fax lists and press E NTER . The login dialog box opens.
3 Type your user name (or use the and keys to scroll to it) and press E NTER . Then, type your password (if set) and press E NTER .
This dialog box opens:
List name:
MODIFY
E. European offices
E. North Am. offices
W. European offices
DELETE BACK
4 Select a distribution list using one of these ways:
●
●
Begin typing the name of a list. The book displays the closest matching entry. Press E
NTER
to select the highlighted one.
Use the and keys to select a list.
5 Press D ELETE ( F3 ) and press O K ( F1 ) to confirm the deletion.
6 Repeat steps 4 and 5 to delete other lists.
7 When finished, press B ACK ( F4 ).
