Xerox 4215/MRP, 4230/MRP manual Adding individuals to the phonebook, Adding groups to the phonebook

PHONEBOOK

Adding individuals to the phonebook

The procedures outlined in ªCreating your Fax Phonebookº are also used to add names and fax numbers to your phonebook. Individuals and groups you add are displayed in the Fax Phonebook Editor window (previously blank). For more information, refer to the ªUsing the Fax Phonebook Editor windowº and ªCreating your Fax Phonebookº sections of this chapter.

Adding groups to the phonebook

The fax utility software defines a group as a collection of selected individuals which can be added to your Fax Phonebook (similar to a distribution list). You create a document (follow the procedure outlined in the ªSending a faxº section in the ªOperationº chapter) and identify the group to which you want to fax your document. Each individual that belongs to the group you identified automatically receives your fax.

Use the following procedure to identify individuals as members of a group. Refer to the ªBroadcasting a faxº section of the ªOperationº chapter to send your document to each member of the group in a single job transaction.

1.Verify that each member of the group has been added to the phonebook.

2.Select the individual names that comprise your desired group and click on them.

3.Click on the [Save As Group...] button. This displays the fax Group Editor window in the Fax Phonebook Editor window.

4.Enter a unique name for this group in the Group Name field.

5.Click on [Add] to add the group to the phonebook.

6.Refer to the ªBroadcasting a faxº section of the ªOperationº chapter to broadcast a fax to the individuals within the group.

Broadcasting a fax

If you choose a group name as your fax destination, the fax utility automatically broadcasts the fax to every member of the group. This means you follow the ªSending a faxº procedure once, rather than as many times as you have individual destinations. These multiple fax jobs are placed in the Print Monitor queue and are sent sequentially to the local (sending) fax printer and then to the receiving fax machine.

Background printing must be set to ON, and you must be running System 7 or MultiFinder with System 6 to activate background printing.

XEROX MRP FAMILY FAX MODEM FOR MACINTOSH OPERATOR GUIDE 3-5