User`s guide
Contents
1. For Help press F1 COMMMAND BUTTONS COMMON TO THE INBOX AND OUTBOX FOLDERS Use TO Use TO m View the highlighted document in the Graphic g Delete the higlighted document neue E Q Display information on the highlighted document l Print the highlighted document Save the highlighted document to disk jed a FOLDERS This window always includes the following folders The Inbox folder that lists all received documents Its contents is automatically displayed when you click on The Outbox folder that contains all transmissions current deferred deactivated Its content is automatically displayed when you select Send Outbox from the pima button The Finished Transmissions folder contains all the finished transmissions Successful and cancelled if you have configured Phone Tools to keep successful transmissions See What is the outbox on the following page To display its contents click twice on the folder From there you can modify and or reactivate a transmis sion Inbox Outbox Management WHAT IS THE INBOX All received documents are stored in the Inbox folder When a document is received PhoneTools notifies you by displaying a Document s received warning and emits a beep when this option is selected in the Notifications window These notifications are removed when the document has been consulted A double click on a received document will automatically display the document if it is a fax If it2. CONSULTING DOCUMENTS DOWNLOADED TO PHONETOOLS Documents transferred from the modem to PhoneTools using the Download new messages or Download all messages button appear as new documents in the Inbox folder see Inbox Outbox Management earlier in this guide Once the Inbox folder contents are displayed double click the desired item in the document list to view a fax or play a message Copyright 1991 2000 BVRP Software All rights reserved This document may not in whole or part be copied photocopied reproduced translated or reduced to any electronic medium or machine readable form without prior consent in writing from BVRP Software S A Responsibility All effort has been made to control and verify the information contained in this document The instructions and the description of PhoneTools user manual when associated with a modem are in accordance when going to press However BVRP reserves the right to make improvements to the product described in this manual at any time and without notice BVRP does not warrant or guarantee you uninterrupted service the correction of any error or elimination of any bug BVRP assumes no liability for any events arising out or the use of any technical information in this manual BVRP expressly excludes and disclaims all other obligations guarantees liabilities commitments and similar undertakings expressed or implied statutory or otherwise as to the condition quality durability performance
3. Phonelools INSTALLING PHONETOOLS Starting Setup 1 Start Windows if it s not already running 2 Insert the CD provided in the CD ROM Drive Setup Wizard starts automati cally If Setup Wizard doesn t start STE 1 Double click the My Computer icon The screen shots in this manual 2 Double click the icon for your CD ROM drive ae Roe T E in a WINQOWS or WINdOWS 3 Double click SETUP EXE environment When running the From that point on a program assistant will guide you through the different steps M aea operating i Systems the aspect oF the screens may required to install PhoneTools During this process if you choose to enable the E tate ralimalr sath Find Modem option make sure the modem is installed connected and turned the software s functionality on USING PHONETOOLS STATUS BAR The LCD screen displays information which you can get The Status Bar gives access to all the functions featured acquainted with at a glance Click on the buttons ss to in PhoneTools You may select a menu option through ne Pe to be a the button e All and New selections indicate the number o men received documents To view new received docu ments click jini x to directly access the window that displays the Inbox folder contents Info displays warning messages and modem status amp Phonel ools MAKING A PHONE CALL Different methods allow you to specify the number to call and start dialling
4. e El Opens the PhoneBook Copy Mode window that lets you extract existing correspondents phone numbers Displa s the Dial box To make a phone call using the Dial box enter your correspondent s details name and phone number and then click OK fi toggle button displays four buttons giving access to six Quick Dial Memory Keys each To make a phone call using the Quick Dial Keys simply click the memory key IJ assigned to the correspondent you wish to call The selected phone number is automatically dialled You can also double click an existing entry in the list of the latest calls to dial out directly Finally you can use the Dialler or your keyboard to enter the number to call You must click on the phone Handset to start dialling USING THE SPEAKERPHONE The SpeakerPhone feature enables you to talk to your correspondents without using your phone handset To make and receive phone calls in SpeakerPhone mode Click the dagpen Ker button located just below the phone handset Click kim toggle button to display the speaker and microphone volume control sliders Once you are connected with your correspon dent several options become available Mute Cuts your microphone off allowing you to listen to your correspondent without being heard HLD Hold Cuts your microphone and speaker off Fax Reception Mode Allows you to start receiving a fax Note Certain options may not be supported by the mod
5. to activate the Advanced Answering Machine mode cei 2 Then click seme to display the Voice tab 3 From the Voice tab click A see Creating a mailbox on the following page 5 Record a general Greeting Message and additional greeting messages for each mailbox that will be used see Recording an announcement on the next page Mailboxes Mailbox Greeting Access code finbox x Greeting amp recor Joooo inbox x None Sq s Greeting Message ultipleMailbox greeting re 1H7 2 Inbox z The general Greeting Message should inform the caller of available options and Cn CE touch tone numbers that should be dialled to access the choices for example a To leave a message for Mr Smith press 1 BET Jintor Z None 7 inbox x None Lv Fax on Demand Fax on demand greeting x 4 4 None sae 4 6 Enable access to a mailbox To do so a Select a mailbox from the Mailboxes drop down list next to the touch tone Mailbox number that will allow the caller to access it and tick the box associated to it mE b Select the message that will be issued when the mailbox is accessed i e when the caller dials the touch tone 7 Enter the access code for the remote message retrieval 8 When the Advanced Answering Machine is set up click A to exit the Advanced Answering Machine Settings window Mailbox Management CREATING A MAILBOX Mailboxes are used to store i
6. Select the types of documents that will be processed by the modem when in Independent Mode 2 Activates Inhibits the modem speaker to work while a caller is leaving a message l 2 f M on when entina the application 3 Tick the Remote retrieval box to enable dialup message retrieval IF ekan and enter the 4 digit code You should dial this code when retrieving messages remotely Note Some modems require that you send in a specific DTMF tone for example before you can listen to received messages from a remote location while the Independent Mode is enabled Refer to your modem user s guide for detailed information 4 Adjust the Volume Mode Fax and Voice 5 Click OK to save your changes CONSULTING RECEIVED DOCUMENTS INDEPENDENT MODE CONTROL WINDOW When you start PhoneTools the Independent Mode is automatically disabled and the modem is then controlled New message s in the modem memory by the application The following message notifies you if documents faxes and voice messages have been E Cancel received while in Independent Mode Belgacom Communication Software X The Independent Mode Control window allows you to access the documents faxes and voice messages received by the modem while in Independent Mode Independent Mode Control Modem Status Free Memory 88 1760ko Total Clear Which documents do you want to delete T Faxes I Voice messages cove
7. and select the Print option from the File menu 2 Select CAPTURE FAX BVRP as the printer driver then click OK The Send Fax window is displayed 3 Type in the recipients details or extract them from the Phonebook 4 Various transmission options are available To enable an option click on the corresponding button Defer call to a later date time Open the cover page panel Credit card dialling must be set up HQ mode High quality fax in the Location tab in the General Configuration window 5 Click Send to start the transmission FAXING A FILE DIRECTLY FROM PHONETOOLS From the main window click _Send Fax By default this button Starts the Send Fax Wizard If you did not make this wizard available the Send Fax window is displayed Type in the recipients details or extract them from the Phonebook 9 In the Attached Document section click the Select Docu ment button and select the file to be sent Various transmission options are available To enable an op tion click the corresponding button see above Click Send to start the transmission Note Only graphic files BMP PCX etc and ASCII files can be faxed directly For other formats use the Faxing a document from any Windows application described above gt A Choose the graphic file for your logo Your logo is converted to black SENDING A COVER PAGE ON ITS OWN OR ADDING A COVER PAGE TO YOUR FAX Whatever method you choose to prepa
8. is a voice message then the Voice Player window is displayed The Inbox folder can contain up to 1024 documents that are not limited in size When the number of 1024 documents is reached there is no more space to receive documents It is advised to delete unnecessary docu ments However if you want to store copies of these documents you can print them or save them to disk in another directory Command buttons specific to the Inbox folder The following command buttons are available when the Inbox folder is selected Use To Use To g Listen to the highlighted voice message PA Change the status of a document consulted to not consulted printed to not printed resent to not Resend the highlighted fax resent WHAT IS THE OUTBOX All transmissions are stored in the Outbox folder which acts as a transmission queue If the transmission runs smoothly the document is deleted and the information is then recorded in the Send Log If the option Keep finished transmissions is checked on the Communications folder tab found under the General Configuration menu then all transmissions will not be deleted after being transmitted and will be added to the Finished Transmissions folder The Finished Transmissions folder is limited to 1024 transmissions You Should delete regularly the documents stored in the Finished Transmissions folder to avoid reaching this limit If an error occurs the transmission is cancelled and the docume
9. menu bar 1 Click the Status Bar s Menu button 2 Choose the View menu op tion and select Show menu Before using the Independent Mode for the first time you need to download a greeting message to the modem By default the Independent Mode is automatically enabled when you exit PhoneTools This can be changed in the Independent Mode Settings dialogue described on the next page RECORDING OR DOWLOADING A GREETING MESSAGE To be operational the Independent Mode requires that one greeting message be recorded or transferred downloaded from PhoneTools to the modem Independent modems use a greeting message that can be customised either by recording a new message directly on the modem or by downloading announcements from PhoneTools to the modem The Independent Mode configuration encompasses three aspects e activation mode e remote dial up message retrieval e recording and downloading greeting messages Independent Mode Settings ACTIVATING AND CONFIGURING THE INDEPENDENT MODE The Independent Mode Settings dialogue box not only allows you to select a greeting message see above but also to choose how the Independent Mode will be enabled and to set up its operating options To access the Advanced Settings dialogue box that lets you specify these parameters simply click the Advanced button in the Independent Mode Settings window Once the Advanced Settings window is displayed proceed as follows 1
10. merchantability and fitness for a particular use or purpose of the product Trademarks BVRP Software the BVRP logo and PhoneTools are trademarks of BVRP Software S A Other trademarks mentioned in this document are the trademarks of their respective companies Conventions It is important to understand the terms and conventions used in this manual For information about the conve ntions used and how to use Windows help menus and dialog boxes consult your Windows user s manual Minimum configuration PhoneTools requires the Windows 95 Windows 98 Windows 2000 or Windows NT operating system For any information concerning upgrades contact BVRP Software or your distributor For PhoneTools to operate properly check the following points e Computer Pentium 90 or higher e Local hard drive with 8 MB free e RAM memory 16MB for Windows 95 and Windows 98 RAM memory 64MB for Windows 2000 or RAM memory 32MB for Windows NT Limitations PhoneTools is designed and tested to work with modems and at the same time to follow the rules of using communication material with telephone systems To avoid communication problems it is not advised to use PhoneTools with any other modem than the one supplied with it lf the modem supplied with PhoneTools does not have voice features only the fax data and terminal emulation features will be available BVRP Software l bis rue Collange 92593 Levallois Perret Cedex France Phon
11. TEN TO RECEIVED MESSAGES Warning To remotely listen to received messages the Greeting amp Record or the Advanced Answering Machine mode must be activated When in Greeting amp Record mode 1 Call up PhoneTools remotely 2 Immediately after hearing the Greeting Message or while it is playing if this is supported by the modem dial the Access Code you specified in the Remote Message Retrieval window to listen to your messages Once listened to they will be archived When in Advanced Answering Machine mode 1 Call up PhoneTools remotely 2 Immediately after hearing the Greeting Message or while it is playing dial the number of the mailbox that you would like to access 3 Immediately after hearing the Mailbox greeting Message or while it is playing dial the corresponding Access Code to listen to received voice messages Note You can specify phone keys that will allow you to replay delete etc received messages in the Remote Message Retrieval window To access this window click memsewss Renevain from the Voice tab LISTENING TO RECEIVED MESSAGES To listen to received messages from the Voice Mail module 1 In the list of Received Voice Messages select the message you want hear by clicking it 2 Select the play device by clicking the button placed just below its icon the selected device is signalled by a green LED mili Gq Plays the messages through the modem s built in speaker JH Plays the messages thro
12. e 33 0 1 41 27 19 70 Fax 33 0 1 41 27 1971 Web www bvrp com _ BYRP software BVRP Software Inc 1333 West 120th Ave Suite 314 Westminster CO 80234 USA Phone 1 303 450 1139 Fax 1 303 450 1154 Web www bvrp com
13. e Search results folder where the results of a search are stored the Recycle bin all deleted records are stored in this folder Group 4 Display Previous Next record Define and apply Search Criteria Mailing Address Communication Notes First name Igor Mr Ms Lastname Smith Company BYRP Software Address 1 bis rue Collange Select Deselect current record Select all records Deselect all records City Levallois Peret Record editing area where you type in State Country or modify Phonebook records Click in this area to edit the displayed record Record 373 Selected 0 14 48 13 7 CREATING NEW RECORDS gt The Phonebook is empty when you first open it a wears REED 1 To start creating records click E or click in gt ae KEME the record editing area Company BVRP Software 2 all relevant information in the editing IN AE 3 Once you have entered information in the A n see y record click E to save it If this icon appears dimmed it means you have not yet Communication entered the minimum information required to Phoned 717 737 7797 Mading adciess Communication Properties Notes complete a record At least one field must be Phone 2 Seta alles filled in the Name for example oe as E Mail _ Extension Minitel Cell phone 1 Cell phone 2 Server IMPORTING EXISTING RECORDS If records already exist as f
14. em PROGRAMMING THE QUICK DIAL MEMORY KEYS Quick Dial Memory Keys let you store frequently used phone numbers enabling you to dial a number quickly and easily To assign a phone number to a memory key L In the Number box Click fai to display the Quick Dial Memory Keys if they are hidden x3 Click an entry to open the Add Quick Dial box In the Identifier edit box enter the name assigned to the memory key In the Name box enter your correspondent s full name enter the phone number that will be dialled when you click on the memory key and click OK Click OK to validate The Voice Mail module enables a computer equipped with a voice modem to be used as an advanced answering machine It supports three operation modes e The Greeting Only mode issues a greeting message and then hangs up e The Greeting amp Record mode issues a greeting message and then records the caller s message Greeting amp Record alz e The Advanced Answering Machine mode issues a greeting message DDIR ta that informs the caller of available options and lists what touch tone numbers n should be dialled to access them ACTIVATING DEACTIVATING THE ANSWERING MACHINE To turn the answering machine on click the button corresponding to the wanted mode Greeting Only Greeting amp Record or Advanced Answering Machine The active mode is signalled by a green LED iil Answering Machine Of aaa TO turn the answering
15. ent Mode Control window in which you actually use the independent functions 1 Click the Configure button in the main screen and To access these dialogue boxes you have three possibilities T Faxinbox Send Fax hk General General Configuration F6 Independent Mode Set up Independant Mode Control Answering Machine Setup Graphic Conversion Parameters Logo Management Printer Installation 2 You can also access these dialogues from PhoneTools Status Bar by clicking the Menus button Then select the Configuration menu op tion and choose Independent Mode Settings or Independent Mode Control amp PhoneT ools x Send Reception Phonebook Terminal Configuration Display Help General Configuration F6 Independent Mode Set up Independent Mode Control Answering Machine Setup Graphic Conversion Parameters Logo Management Printer Installation select Independent Mode Set up or Independent Mode Control A PhoneT ools Send Reception Phonebook F5 Terminal General Configuration Configuration Display gt Help g Independent Mode Set up Independent Mode Control Exit p 8 Answering Machine Setup Graphic Conversion Parameters Logo Management Printer Installation 3 Finally you can access these two dialogues from the menu bar located in the upper part of the main screen To display the
16. ick the Print button Inbox Outbox Management PhoneTools lets you manage all your transmissions and received documents in a single window All your transmissions are stored in a folder labelled Outbox and received documents are kept in the Inbox folder To display the Inbox folder contents click on pima from PhoneTools main screen To view the Outbox folder contents click on pme from PhoneTools main menu then select Outbox from the Send Menu INBOX OUTBOX FOLDERS WINDOW DESCRIPTION The window containing the Inbox and Outbox folders in which you can easily manage all your transmissions and received documents is divided into three main parts the command buttons in the upper part of the window available command buttons depend on the selected folder the folders and the highlighted folder contents in the centre transmission information on the selected documents in the lower part sll E ie ba lt ee PORTE CAA E ypa 2 d State ei ___ x I8 3 honeTools ee Attached file outbox ee cae 20 21 amp Viewed amp Finished Transmis 03 06 97 20 28 gt HQ Fine Fax m lewe 17 06 97 15 54 Ef 17 06 97 16 00 B 7 EF am Standard Fax ag Printed 17 06 97 16 01 E Voice message SE Played Document RECU0009 T31 Length 00 s E Data File Of bps mod cluded Doc s None Speed 14 Correspondent Identifier Number Report Document received complete Diagnostic
17. ient has been entered in the Phonebook you can open the Phonebook Copy Mode window to automatically enter the recipient fields From the Phone module 1 Click The Phonebook Copy Mode window is automatically displayed 2 Click E From the Fax module 1 Click Sendjeaay to display the Send Fax window and then click EJ The Phonebook Copy Mode is displayed 2 Then Use To Use To a Copy the current record details z Copy the current Phonebook EN Copy the record selected in current group e i Copy the current group When the request comes from the Send Fax window and a Cover Page is used the recipient s name and fax number are automatically added to the cover page Terminal emulation enables you to connect to various computers and online services to retrieve information receive and send electronic mail upload and download data files etc from the main window to display the Fed ereeies 2207 SAA TEET ae connected to Remote System window Ere al Ml 2 Enter the phone number of the server you want to connect to or extract it from the Phonebook 3 Select the Emulation mode you want to use 4 Select the connection settings for the current connection 5 Click OK A call progress screen is displayed fansi BBS 7 V034 56k728 8 33 6kbps 7 115200 bps 7 r Data bits 7bits Bbits Note To configure standard connection sett
18. iles using the Kermit X Y or ZModem protocol at the maximum speed supported by the modems at both ends Q ie SENDING A DATA FILE AUTOMATICALLY 1 From the main window click SendFile to display the Send File window 2 a 2 Enter the Recipient s contact information or extract it from the Phonebook by clicking Ey 3 In the Send Files section use the Select document button w to select the file you want to send Various transmission options are available To enable an op tion click the corresponding button Defer transmission to a later date time Phone card dialling must be set up in the Location tab in the General Confi guration window 4 Select the transmission protocol 5 Click Send to start the transmission ih fren Ss Date Time 0370300 z Q gt Sed _ Oea Cancel Help It is sometimes necessary to log in before transmitting a data file If so when the Sending Data window opens and displays Connected you may type a message 10s simply click inside the text edit box There you can type any text that is necessary to log in to the remote station The file is transmitted automatically with no further action required by the user If the recipient uses PhoneTools the file will be received and added to the recipient s Inbox folder If not then your recipient should prepare the relevant communi cations application to receive in ZModem protocol To send more than one file in the same transmissio
19. iles in a standard format used by other well known information storage applications such as databases or spreadsheets you can import these records instead of typing them in again For a detailed explanation on how to import records in another format press F1 from the Import Records window Phonebook SELECTING RECORDS You can select records in various ways e To make a continuous selection click the first item to be selected Next press and hold the Shift key and then click the last item to be selected All items between and including the first and last item will be highlighted Right click the mouse button a shortcut menu displays the Select highlighted records option e To make a non continuous selection with the mouse press and hold the Ctrl key Click any item you want to add to the selection then right click the mouse button A Shortcut menu displays the Select highlighted records pan BYVAP Software i Cut Ctrl option Copy Cue Haste ot Fy f l Create a new record e To select records using the keyboard click a record and n Save GHandEeES WO CGUNENECOT then press the Spacebar Delete highlighted record s Selected records are flagged with a green tick oo MEE Right click to display this menu Deselect highlighted records This feature combined with the Phonebook Copy Mode provides an easy way to carry out a fax mailshot USING THE PHONEBOOK FOR DIALLING Once a recip
20. ings choose Ba ene ede Connection from the Settings menu in the ees Onin A Evie OK Clear all Cancel Help Terminal window 1 M UPLOADING FILES TO A REMOTE SYSTEM DURING A CONNECTION BY Send file 2x Eina feos el Tonen C O6Guide aide This feature can be accessed only during a connection by OIRESSOURCESSPAIN GJ About E Annuaire lig O2GuidesPriseEnM ain G Actobat3 Byrp O3T raductions Adobe capture O4DIVERS REDAC et TRAD i Adobeapp E Cdrom O5temp Agenda Cnfrep File Name Iye All files ws Cancel Protocol Z modem hi SAVING INFORMATION IN A TEXT FILE DURING A CONNECTION BY MODEM This feature enables you to save information you exchange with a remote system to disk as a text file From the Terminal window 1 Click Gal to display the Save as text window 2 Specify the file name and location to store the text 3 Click Open to enable the Save as text option While the Save as text option is on information exchanged with the remote system is saved in the text file 4 To stop saving in a text file click Gal again modem From the Terminal window 1 Click to display the Send file window 2 Specify the file name to be sent including if necessary Drive and Folder specifications 3 Select the relevant file transfer Protocol 4 Click OK to begin the transfer The Data File Transfer feature enables you to automatically send and receive data f
21. machine off click the Answering Machine Off button Syne To be operational each mode requires the creation and selection of a specific minimum set of genes elements greeting message access code mailboxes that will be implemented by the answering Adv d i Answering Machine machine ACCESSING THE ANSWERING MACHINE MODE SETUP WINDOW The Voice tab allows you to set up all the PhoneTools answering machine operation modes Greeting Only Greeting amp Record and Advanced Answering Machine To access the Voice tab simply click 5mp in the Voice Mail module The following window is displayed General Configuration Customise Fax Communication Location E mail Voice SH Modify Create Greetings Advanced Remote Msg Retrie E o Mailbox Setup Wizard o Mailbox Setup Wizard Play Greeting amp Record CO manare r Grestng amp ecoa eting amp re p sage Retri Play Greeting No _ Access code Greeting Message E eting only Message replay 1 Next message 2 Delete message fs x OK Listen to messages E z SETTING UP THE GREETING ONLY MODE 1 From the Voice Mail module click Greeting Oniy ai to activate the Greeting Only mode 2 Then click se to display the Voice tab see above 3 From the Greeting Message drop down list in the Play Greeting No record section select the greeting message to be issued Click OK Play Greeting No Rec
22. n it is recommended that you use a software compression utility This shortens transmission time while permitting more than one file to be sent RECEIVING A DATA FILE AUTOMATICALLY Receive mode speed and protocol are set in the Communication tab of the Configuration window To receive data files automatically you should either e set the receive mode to Data in which case PhoneTools will only be able to interpret data transmissions fax transmissions will not be processed or e set this mode to Auto voice fax data so that PhoneTools will automatically interpret and process the type of incoming call being sent Protocol is the default file transfer protocol used for data transmissions you receive ZMODEM is the most common but can be changed if the remote system uses another protocol To access received data files click iReseivedFiles HOW DOES IT WORK ACCESSING THE INDEPENDENT WINDOWS When the PC is on with PhoneTools running your modem will act like a classical modem In addition your modem is able to operate in Independent mode i e it can receive and store in its flash memory incoming faxes and voice messages when PhoneTools is not running or even when the PC is off MODE CONFIGURATION AND MONITORING Setting up and monitoring the modem s Independent mode is performed through two different dialogue boxes the Independent Mode Settings window in which you can adjust modem settings and the Independ
23. ncoming messages To access the window that allows you to create mailboxes 1 Open the Advanced Answering Machine Settings window Click Mailbox the mailbox i management window is displayed lt E 2 Select the Inbox folder with your mouse and click aimee lal 3 Type in the name that will be associated to the new mailbox 4 Press Enter to validate To view help press F1 0 message s Ui RECORDING AN ANNOUNCEMENT Announcements or greeting messages are used to greet and guide the caller You can either use the pre recorded announcements or record your own announcements 1 From the Advanced Answering Machine Settings gt Modify Create greeting messages File Edit Display Features Play Record Help O window click 2 Select where to record from Modem handset sound card 3 Click E to start recording 4 Click E to stop recording 5 A dialogue box prompts you to enter the announcement description This description helps you to readily identify the message in the list Click OK 6 Exit the Modify Create Greetings window Announcements System 01 02 00 11 13 Greeting amp record 01 02 00 11 13 4 MultipleM ailbox greeting 01 02 00 11 13 1 Fax on demand greeting 01 02 00 11 13 2 Number not in use 01 02 00 11 13 2s 1 6 5 You entered 01 02 00 11 13 Enter your fax telephone 01 02 00 11 13 his is correct 01 02 00 11 13 HOW TO REMOTELY LIS
24. nt is saved in order to allow you to correct the error wrong number etc To confirm that a document was sent correctly to a recipient open the Send Log which contains the information concerning past transmissions Command buttons specific to the Outbox folder The following command buttons are available when the Outbox folder is selected Use To Use To S Modify the fax transmission Ei Reactivate a deferred or cancelled transmission ue phone number date and our Deactivate a deferred transmission Phonebook The Phonebook stores the names phone fax and modem numbers and other information about each correspondent OPENING THE PHONEBOOK WINDOW To open the Phonebook click mema from the PhoneTools Status Bar then select the Phonebook menu option The Phonebook window appears allowing you to add modify and delete Phonebook records From left to right the amp Phonebook dbf PhoneBook Edit Mode Phonebook records list first three buttons allow Eile Edit Search Select View Help one record per line you to y Create a new Phonebook Group list o Fast Search on First name Open a Phonebook 2 PhoneBook mAT rea records from a anih Pa e Igor iii eTo ay Save new record another phonebook 3 Group Ece John PRVB Save changes Group 2 G Brown Roger Group 3 The group list displays the current Phonebook tree list th
25. ord Greeting Message Greeting only x Greeting amp record hav lbhielakd silhan arabia SETTING UP THE GREETING amp RECORD MODE 1 From the Voice Mail module click Greeting amp Record a to activate the Greeting amp Record mode 2 Then click aaa to display the Voice tab 3 From the Play Greeting amp Record drop down list select the message to be played If you do not want to use the existing pre recorded messages record your own announcement see the next page 4 Click Mailbox to open the window that allows you to create mailboxes see Creating a mailbox on the next page By default all messages left by callers will be recorded in the Inbox 5 Choose your Access Code 4 digits for the Remote dialup message retrieval When the Greeting amp Record mode is set up click OK SETTING UP THE ADVANCED ANSWERING MACHINE MODE Working principle When the Advanced Answering Machine is called the general Greeting Message is played This announcement describes the options available to the caller To leave a message for Mr Smith press 1 to leave a message for Mr Brown press 2 If the caller presses 1 Mr Smith s mailbox greeting message prompts the caller to leave a message after the tone If Mr Smith wants to remotely listen to his messages he will call the Advanced Answering Machine select his mailbox and then enter his access code 1 From the Voice Mail module click answering Machine
26. ore setting up the fax on demand server you must add at least one document to the Fax on Demand File List see Adding documents to the Fax on Demand server below ES Advanced Answering Machine Setup 1 From the Voice Mail module click the Advanced Answering Machine Mode 2 Click amaa to display the Voice tab 1 2 3 From the Voice tab click al Jinx xf Advanced Answering Machine Setup i 4 finos ss 5 6 7 Greeting Message Multiplem ailbox greeting x Mailboxes Mailbox Greeting Msg Access Code v John BROWN x Greeting amp record 4 4 4 4 4 4 In the Advanced Answering Machine Settings window tick the Fax on Demand option and select the Mailbox Greeting Message to be issued when the caller chooses this option Inbox Inbox TILT Tl 4 Fill inbox v Fax on Demand Sony doc unavailable Sorry doc unavailable Fax on demand areata Number not in use hal ADDING DOCUMENTS TO THE FAX ON DEMAND SERVER To add a document to the File List to access the Fax on Demand File List window 2 Click i to open the Add Document dialo gue box 3 An index number is automatically generated number by the programme you can change It if Add documen i necessary by clicking the arrow cursors 3 E Users will dial this number to specify the o gt E i document 4 Type in the document description that will File 1 1 5 Pe a appear on
27. re and send a fax you can add a cover page or even send the cover page on its own 1 Click the Cover Page button to display the cover page section if it is hidden 2 Select the cover page Template to use from the model drop down window 3 Right below it in the Message edit box type in the message that will appear on your cover page 4 Click Send to start the transmission ADDING A LOGO TO THE COVER PAGE The logo should be small in size and in a graphic format supported by PhoneTools BMP PCX TIF DIB GIF DCX 1 In the Send Fax window click to display the Logo and white then displayed here The Image attributes are used to adjust or centre the image with respect to the area reserved for the logo on the Management window in order to choose the logo that will be placed on the cover page 2 Click the Browse button and select the logo graphic file 3 Validate by clicking OK cover page E TMPFILE DGR gl eel cil al alas sell Print Select the display magnification from 12 1000 Activates deactivates li de grey scaling mode i F Click this to set up options for this printer The options available depend on the features of the printer VIEWING AND PRINTING FAXES Faxes can be viewed and printed not only from the Inbox and the Outbox but also from the Confirm Transmission window To view a fax click the View button ei To print a fax cl
28. the document list sent to the calling ok Cancel Heb users 5 Type in the file s full path name or find it using the Browse button Then click OK es File name D PHONETOOLS UKSDOCBASE TXT Ii The Fax on Demand File List management includes an automatic index The index document contains the information you entered in the Add Document window Callers can retrieve this document by dialling the set number 0 I oz m E Tipi 2 In 2 25g o 3 3 oo tinter Name ag CAPTURE FAX BYAP Status Inactive Type CAPTURE FAS BVRP Options Cover HO Credit page mode card 17 33 55 fsaoss z Defer i 2 At DateTime 22 jas g fsa 0 99 zj Q Send Preview Clear Cancel Help 4 i 5 Send Fax By default this button starts the Send Fax Wizard If you did not make this wizard available the Send Fax window is displayed Hang Up Interrupts the current fax transmission Faxinbex Displays the Inbox folder contents Fax Outbox Displays the Outbox folder contents FAXING A DOCUMENT FROM ANY WIN DOWS APPLICATION This method called Print Capture lets you fax a docu ment directly from the Windows application in which you ve created it without opening PhoneTools 1 You ve just created a document in a Windows application Word processor graphic editor spreadsheet etc To fax this document keep the application and the document open
29. ugh the handset connected to the modem Mm Plays the messages through the speakers connected to your sound card The play and record features available depend on the modem type and whether a sound card is connected to your PC 3 Adjust the sound level by clicking the volume control vertical gauge 4 To start playing the message directly from the Voice module click a or right click a Received Voice Messages ist item to display a menu that contains the Play option Played messages are differentiated from unheard messages by the icon sa placed before the message in the list Play allt Delete Note Received messages can also be accessed from the window that contains the Inbox folder From there simply select the message you want to listen to and click the Listen icon Re The PhoneTools answering machine is capable of managing an automated and interactive Fax on Demand system Thanks to this system you can continuously put at the disposal of your callers all sorts of documents product sheets price lists etc The process is simple and efficient when the Fax on Demand server is called the general Greeting message is played and the caller dials A second greeting message prompts the caller to choose the document that he wants automatically faxed to him The caller can obtain the list of all available documents by dialling 0 The server then asks him to enter his fax number SETTING UP THE FAX ON DEMAND SERVER Bef
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