Xerox 4219/MRP, 4230/MRP, 4220/MRP manual Importing/Exporting Phonebook files

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ADMINISTERING THE FAX SOFTWARE

Importing/Exporting Phonebook files

This option lets you import or export Phonebook data in ASCII comma delimited file format. You may also import data in the Intel CAS file format used by certain fax software.

The information in your Phonebook is stored in a file in your fax software directory called PSFAX.DIR. PSFAX.DIR cannot be edited or modified with a text editor or other program, so the Import/Export Phonebook files option must be used if you want to add data to your Phonebook from another program, or export Phonebook data to another program. Many other applications can import or export ASCII comma delimited files. Intel CAS file format can only be created or edited by certain fax software products.

Each record in the ASCII comma delimited file created when you export data from the PSFAX.DIR file has the following format:

ºNAMEº, ªCOMPANY NAMEº, ª FAX NUMBERº, ªRESOLUTIONº, ªPASSWORDº [Carriage Return]

The following rules apply to this file format:

·RESOLUTION is a single letter representing whether the fax resolution used is Fine (F), Standard (S), or PostScript (P)

·PASSWORD is the password used if the recipient has a fax printer

·If no Resolution code is present in the imported file, the fax software ignores the remainder of the fields until a carriage return occurs.

This format must also be followed when importing data in ASCII comma delimited files.

You can export your Phonebook data as an ASCII comma delimited file, use a text editor to sort or edit your data, and then import the resulting file back into the Phonebook. Before importing the data, be sure to rename or delete the existing PSFAX.DIR file because imported data is added to the end of that field if it is present.

Follow these steps to export Phonebook data in ASCII comma delimited format:

1.Select Import/Export Phonebook on the Fax Manager menu.

2.Press Enter.

The Import/Export Phonebook screen appears.

3.Select Export.

4.Press Enter.

5.Specify a filename for the file to be exported.

6.Press Enter.

N Note: If you do not specify a path for the exported file, it is placed in the fax software directory.

XEROX MRP FAMILY FAX MODEM FOR MS-DOS OPERATOR GUIDE

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Contents Xerox MRP Family 4215/MRP, 4219/MRP, 4220/MRP, 4230/MRP Page Europe 50 Hz, 220 to 240 V equipment SafetyCanada Do this Laser safetyOperational safety Do not do this Xerox MRP Family FAX Modem for MS-DOS Operator Guide Table of contents Operation Administering the fax softwareIndex Fax Setup menuTroubleshooting AppendicesPage Text conventions IntroductionAbout this guide ConventionsKey+key Procedure conventionsÐprinterProcedure conventionsÐMS-DOS Keyboard keyFax printer utility InstallationHardware and software requirements Before you begin installationSelecting the hard disk and directory Installation procedureUsers Fax ªFromº Information screen Printer port selectionCode Function Telephone Settings screenInstallation Windows Installation screen Fax Pop-up Menu for DOS Applications Automatic Loading Option screen Readme File Options screen Serial port printer connections Initial settingsWindows installations Loading the fax software in MS-DOS Changing the Windows InstallationLoad order Installing fax software on a networkUnloading fax software from system memory Printer port Timeout settingsOperation Using the Fax Pop-up menuSending a fax from a MS-DOS application Through Dialing numbers Sound the tones corresponding Operation Editing a Phonebook entry Using the Phonebook in MS-DOSUsing the Phonebook to send a fax Adding Phonebook entriesDeleting a Phonebook entry Using the Phonebook to broadcast a faxBroadcast fax Editing the Group Phonebook entry Using the Group Phonebook to broadcast a faxUsing the Group Phonebook for a broadcast message Creating a Group Phonebook entryDelaying a fax transmission Using advanced fax options in MS-DOSAccessing the Advanced Fax Options screen Operation Setting outside access codes Fax job resolutionMaking choices in the fax software dialog boxes Using fax software in WindowsSending a fax from a Windows application Printing a fax from a Windows application Adding a Phonebook entry Using the Phonebook in WindowsUsing the Phonebook for broadcast fax Creating a Group Phonebook Using the Group Phonebook for a broadcast faxFax options in the Windows environment Delaying fax transmissionsSetting the fax job resolution Changing the outside access code Page Changing the fax software basic settings Administering the fax softwareChanging the hot-key combination example Changing the basic settings with the install programEnabling the Fax Pop-up menu Printing and editing internal settings Setting advanced options with INSTALL/ARunning the INSTALL/A program Number of rings before answer Retry interval Fax machine identificationTransmission Status Reports Number of retriesSet fax clock Time/Data Editing fax timeout settingsAutomatic Activity Report Y/N Timestamp each fax Y/NSpecifying the fax job end timeout Specifying the fax job start timeoutEditing printer port redirection Editing the fax printer passwordAdministering the FAX Software Displaying and editing the fax queue Using the Fax Manager utilityCanceling or rescheduling a delayed fax transmission Printing an activity log Importing/Exporting Phonebook files Administering the FAX Software Fax Setup menu Fax Setup menu Send/Receive Setup submenus Date Fax setup item descriptionsFax Mode Clock SetupSend Setup Ring Count Receive SetupAutomatic Tray Switching HeaderOutput Destination Fax setup configuration examplesSetting tray 1 as the default input tray for fax received Press the Enter key Disabling automatic tray switching for fax receivedThrough 9 7. Use the numeric keypad to enter the date Setting the dateSetting the redial count for a send configuration Setting the timeTurning the speaker off for a send configuration Press the Enter key to reenter print mode to begin printing Fax software error messages TroubleshootingEnable FIX for Keyboard CTRL-LOCK Problems encountered when using the fax software Fax Setup menu error messages Result/Reason Action Fax Setup menu error messagesFax Setup menu error messages Date / Day entry is less than Press the Clear/C key at Printer Configuration Report Troubleshooting Page Adding a hard disk Performance enhancementAdding memory Page International Related publicationsRelated publications Xerox MRP Family publicationsTCP/IP Index Fax See also Group Phonebook PasswordsPSFAX.COM Windows, see Microsoft Windows environment
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4220/MRP, 4219/MRP, 4230/MRP specifications

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