Address Books - Xerox 604P18228 Quick Reference Manual

Address Books

Address books contain a list of e-mail addresses and details that are relevant to
your company and/or you. If configured, your machine is able to support two types
of e-mail address books - Public and Internal. When an entry is made in To or Cc
the Address Book displays search results for one or both configured address books.
Use the keypad on the Touch Screen to enter the e-mail recipient's name. As with
most search facilities you do not need to enter the full name and can search the
address book on the first few letters.
When you have entered the e-mail search criteria, select the Enter button. If there
are no matching entries, select the Change Address Book button to search the other
address book.
NOTE: The Change Address Book button will only display if both the address
books have been configured.
If one or more matches are found based on the search criteria, the matches display
on the Touch Screen. Use the up/down scroll buttons to locate the recipient.
Highlight the recipient in the list and select the Add button.
Continue this process until you have added all the required recipients and on
completion select Done. The entered e-mail addresses will be shown in the Address
List.
Address Book Types
If configured there are two different types of address book on your machine, Public
and Internal.
Public Address Book
The Public Address Book stores external company addresses on the machine. The
address book contains a list of user names and their e-mail addresses.
The file must be a .CSV (Comma Separated Value) format for your machine to be
able to read the file contents. The completed file is imported to the machine via
CentreWare Internet Services. Your machine will not allow the import of a Public
Address Book file that does not end with the .CSV file extension.
A valid CSV file is in the format: Name, SMTP e-mail address. For example the
following are both valid CSV format file entries:
Smith, smith@company.com
"Smith, John", john.smith@company.com
The order in which the entries are sorted in the CSV file determines the order
displayed in the Public Address Book at your machine.
Quick Reference Guide Page 8-5