Toshiba GA-1201 setup guide Importing Address Book Data, Name

Page 105

Importing Address Book Data

You can import the address book data in a CSV format to TopAccess. The data need to be comma-deliminated CSV files complying with the address book data format of TopAccess. Cre- ate the file in the following format:

"NAME","Email Address","Tel Number","ABB_ID","OT_ID","Search Letter" "Use01","user01@toshibatec-ifax.com","000000000001","1","1","A" "Use02","user02@toshibatec-ifax.com","000000000002","","2","B" "Use03","user03@toshibatec-ifax.com","000000000003","2","","A"

Each item in the address book data is imported to TopAccess under the following item names:

Item Names in

Item Names in TopAccess

Maximum Number of letters

Address Book

Acceptable

 

 

 

 

NAME

Name

20 one-byte letters / 10 two-byte letters

 

 

 

Email Address

Email Address

192 one-byte letters

 

 

 

Tel Number

Fax Number

128 one-byte letters

 

 

(Digits and signs “*”, “#”, “-“)

 

 

 

ABB_ID

ABB. Number

3 one-byte letters

 

 

(Digits from 001 to 999)

 

 

 

OT_ID

One Touch Number

2 one-byte letters

 

 

(Digits from 1 to 75)

 

 

 

Search Letter

(Import disabled)

-

 

 

 

yBe sure to enter “NAME”, and also enter either “Tel Number” or “Email Address”. If not, the user data will not be imported.

yData with letters exceeding the maximum number shown above cannot be imported.

yBe sure to enter either “ABB_ID” or “OT_ID”.

yA maximum of 300 abbreviated numbers (“ABB_ID”) and a maximum of 75 one-touch num- bers (“OT_ID”) can be imported.

yIf an abbreviated number (“ABB_ID”) already registered for one user is used for another, only the data of the user first registered in this abbreviated number will be imported. (The same procedure is taken in one-touch numbers (“OT_ID”).)

yFor letters accepted for “Search Letter”, see the Operator’s Manual for Facsimile Function.

yThe imported address book data do not include the items for groups.

yWhen address book data are imported, the imported data are added to the existing data.

Before importing the address book data, confirm that this equipment meets the conditions shown below. If this equipment does not meet any of the following conditions, the address book data will not be imported:

yThe main screen of any operation modes (e.g. copy mode) is displayed or this equipment has entered into the energy saving mode from the status displaying the main screen of any operation modes.

yNo reserved jobs or jobs in process exist.

Importing Address Book Data 103

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Contents Setup Guide for Scanning Functions Page Preface Grant of License Software License AgreementDisclaimer of Warranty Lineup of our manuals Before Reading This ManualBasic functions Facsimile functionsScanning functions Trademarks How to read this manual Symbols in this manualContents Maintenance Menu Registration Menu Contents Overview OverviewOverview ContentsUse environments of TopAccess Setup Guide for Printing FunctionsNetwork Web browser Various Screens Basic Operations on Each Screen Basic Operations on Screens EquipmentReady Screen Copy mode main screen Mode Main ScreensVarious Screens Error Message Screen Menu Selection ScreenDigit Entry Screen To return to main screen for each mode To select mode main screenBasic Operations on Each Screen User Functions button and screen transitionButton Function To select each menuCOMM.OPTION Example of menu selectionButton /Digital key Function To key in digitsPage To Enable Templates Setting Templates EquipmentPress or to select Template and press the Enter button To Enable TemplatesTo Print Lists Printing Lists EquipmentTo Print Lists ConfigurationPress the User Functions button Press or to select LISTS, and then press the Enter buttonMenu List Page Mode of TopAccess Mode of TopAccessEnd User Mode Mode of TopAccessAdministrator Mode Page Managing Address Book Checking Public TemplatesManaging Mailboxes Managing Inbound FAX Routing By TSIChecking public templates from the Panel View Checking Public TemplatesChecking public templates from the List View Managing Address Book Managing contacts in the address bookAdding or editing a contact Enter following items to specify the recipient information Click Fax SettingClick Email Setting Contact Properties page, click Save to add new contact Set the item of Email Setting and click SaveDeleting a contact Click the link that you want to delete in the contacts listClick Delete Adding or editing a group Managing groups in the address bookEnter following items to specify the group properties Deleting a group Confidential Mailbox Managing MailboxesBulletin Board Mailbox Forward MailboxSetting up an Open Mailbox Setting up or editing a mailboxEnter the password for the mailbox and click OK Click Edit Select agents and click Select Agent MailBox setting PasswordBox Number Selecting the recipients from the address book Destination setting MailboxClick ADD Selecting the groups from the address bookCheck the Group boxes that contains the desired recipients Selected contacts are removed from the recipient list Relay end terminal report Deleting an Open Mailbox Enter the password for the mailbox and click OKSelected mailbox is deleted Managing Inbound FAX Routing By TSI Setting up Inbound FAX routing by TSIYou want to edit in the mailboxes list Inbound FAX routing by TSI menu page is displayedClick Edit Select agent and click Select Agent Managing Inbound FAX Routing By TSI Inbound FAX Setting Destination Setting Inbound FAX routing by TSI Address Book page is displayed Address Group page is displayed Email Setting Inbound FAX routing by TSI Destination Remote Save As File Setting Inbound FAX routing by TSIProtocol Server NameLogin User Name Port Number CommandRetype Password Network PathDeleting Inbound FAX routing by TSI Viewing Counters TopAccess Counter TABDisplaying the total counter Viewing CountersYou can check the total counter in this Print CounterClick the Counters tab and the Department menu Displaying the department counterDepartment Code field and click Enter Department menu page is displayedPage Setting up Email Settings Setting up Save As File SettingsSetting up InternetFax Settings Displaying Version InformationClick the Setup menu and Network submenu Setting up Network Settings Scanning FunctionClick OK to apply the changes Setting up the SMB Session Setting up the Smtp Client Setting up the Smtp Server Setting up the POP3 Network Service Default Port Number Setting up the FTP ClientClick the Setup menu and Save as file submenu Setting up Save As File SettingsSetting up Remote 1 and Remote Allows a network folder to be registered as a destination Click the Setup menu and Email submenu Setting up Email SettingsEmail Settings Default Body Strings Click the Setup menu and InternetFax submenu Setting up InternetFax SettingsFragment Page Size InternetFax SettingBody Strings Transmission Setting up Print Service Settings Scanning Function Click the Setup menu and Print Service submenuRequired Enable Print Header Setting up the Email PrintEnable Print Message Body Maximum Email Body PrintEnable Email Error Forward Enable Print Email ErrorEmail Error Transfer Address Enable Partial EmailDisplaying Version Information Click the Setup menu and Version submenuPage Backing up Data TopAccess Administration TAB page Maintenance MenuAbout the Maintenance Functions Switching Languages Click the Maintenance menu and Install Language submenuSelect the desired language in the Select drop down box TopAccess language Click OpenClick Upload Click the Maintenance menu and Backup submenu Click Create New File for the data that you want to backupBacking up Data Right-click the File Name link and select Save Target As Click Refresh on the right sideClick Save Click the Maintenance menu and Restore submenu Restoring Data from Backup FileSelect a backup file and click Open Click Refresh on the right side Click the Maintenance menu and the Notification submenu Setting up Notification FunctionsClick Save Name Importing Address Book DataClick Browse... in the Address Book area Click the Maintenance menu and Import submenuClick Import Click the Maintenance menu and the Export submenu Exporting Address Book DataClick Create New File in the Address Book area Save As dialog box is displayed Click Browse... in the Department Code area Importing Department Code DataClick the Refresh on the right side Click Create New File in the Department Code Export area Exporting Department Code DataSave As dialog box is displayed Page 130 Registration MenuAbout Registration Functions Click the Registration menu and the Public Template submenu Registering Public TemplatesTemplate Properties page for selecting agents is displayed Select agent and click Select Agent Registering Public Templates Panel Setting Entering destinations manually Destination Setting Public TemplateRecipient List To enter more than one destination, repeat steps from 2 toSelecting destination group from address book Selected destination is deleted from the Recipient List Email Setting Public Template Save As File Setting Public Template Port Number Command Scan Setting Twain SettingResetting Public Templates ExposureOriginal Size Click Reset Template Click Reset Click Select Agent Registering Fax and InternetFax Received ForwardRegistering Fax and InternetFax Received Forward Destination Setting Fax/InternetFax Received Forward Click Save Address Group page is displayed Email Setting Fax/InternetFax Received Forward Save As File Setting Fax/InternetFax Received Forward Enter a password to access an SMB server or an FTP server Registering Fax and InternetFax Received Forward Managing Department Codes For Administrators 140 Managing Department Codes on TopAccess for AdministratorsManaging Department Codes For Administrators List Print Format 142 AppendixList Print Format Configuration Page ExampleMenu List Program Menu List ExamplePage Index 57, 101 Twain Index GA-1201 OME09008300 GA-1201
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