The Phone Tag application provides
an easy-to-use method of recording and sending phone memos. It allows
you to create phone memos from your PC and send them directly to
people, without having to write the memo down on a piece of paper
and physically handing that person the memo. This application is
also helpful for telephone operators and other employees who take
a lot of phone memos for other people.
You can set Phone Tag (through the Preferences
menu) so that a Phone Tag memo someone sends you automatically pops
up on top of any other Windows application you are using.
Phone Tag provides a template for your mail memo,
so you can simply type in the memo, and you do not have to worry
about typing the other extraneous information (for example, date
time and so on). This information automatically appears in the template
when you bring up the phone memo template.
Opening Phone Tag
You do not have to log in to use Phone Tag if
you are already logged into Z-Mail™ Pro, Tag-It!, or Forum.
All these applications share the same login ID. Note, however, that
you must have a Z-Mail™ Pro account and have Z-Mail™ Pro
running to receive Phone Tag memos. You also can send a Phone Tag
memo to someone who does not have the Phone Tag application. This
person would receive the Phone Tag memo as a regular e-mail message.
Phone Tag uses the same login information and
gateway settings used in Z-Mail™ Pro. Set up the username,
password, gateway, and server through the Z-Mail™ Pro application
(using Postmaster to add a user). Refer to the chapter titled Z-Mail™
Pro and Z-Mail™ Pro Administration in this manual for additional
information.
Creating Memos
To create a memo, do the following:
Choose the PhoneTag command from the Services
menu. The Phone Memo appears. The following toolbar icons appear
on the top of this template: Send the memo, Date and time stamp
outgoing memo, Bring up Address book, Create a memo, and print
a memo.
Enter information into the following fields:
To: The e-mail address of the person to whom you
are sending the memo. This field must contain a valid mail
address or alias recognized by Chameleon Z-Mail™ Pro.
To send to more than one user or mail alias, separate them
with commas.
From: The caller. This is the person leaving the
phone memo.
Of: The company name of the person listed in the
From field.
Date: The date the memo is sent. This field is automatically
stamped. It can be overwritten with current time by checking
the Time Stamp button.
Time: The time the memo is sent. This field is automatically
stamped. It can be overwritten with current time by checking
the Time Stamp button. Note: The Date and Time stamp must conform
to the international date and time setup under the Control
Panel.
Area Code: Area code of the caller.
No.: Phone number of the caller.
Ext.: Phone extension of the caller.
FAX#: Fax number of the caller.
Message: Contains a message from the caller.
Signed: The name of the person (operator) who is
recording the phone memo. This field is automatically filled
in with the sender's default From field set in Z-Mail™
Pro.
The following fields may be checked to indicate what the caller
wants to convey in the message:
Phoned, Call Back, Returned Call, Wants To See You, Was In, Will
Call Again, Urgent.
Sending Memos
To send a memo after you enter all information
into the phone memo, select the Send Memo toolbar icon or press
CTRL+S to send the memo.
Note: The To, From, and Signed
fields are required. The To field must be a valid e-mail address
or alias recognized by Chameleon Z-Mail™ Pro. The Signed filed
is automatically signed in with the name set as default in the Mail
from field.
Forwarding Memos
You can forward a Phone Tag memo by selecting the
memo you want to forward and selecting the Forward option from the
Memo menu.
Deleting Memos
You can delete a Phone Tag memo by selecting the memo
you want to delete from the main Phone Tag window and selecting
the Delete option from the Memo menu.
Viewing Memos
You can view a Phone Tag memo by selecting the
memo you want to view from the main Phone Tag window and selecting
the View option from the Memo menu.
Note: You can scroll through
a Phone Tag memo you are viewing by using the up and down arrow
buttons.
Using the Settings Menu
The Settings menu allows you to set preferences, fonts,
colors, and use the logging feature. Refer to Phone Tag online help
for detailed information about options in the Settings menu.
Additional Online Information
The online help file for Phone Tag includes
a description of each menu command, plus the following information
in the "How to Use" section:
Opening Phone Tag
Creating Memos
Sending Memos
Forwarding Memos
Deleting Memos
Viewing Memos
Troubleshooting
If you experience difficulties using the Phone
Tag application, refer to the following items:
If you receive Phone Tag memos as regular
e-mail, ensure that the directory in which NetManage is installed
is in the DOS path and that PHONETAG.EXE is installed.
If you are not receiving Phone Tag memos,
make sure Z-Mail™ Pro is running and retrieving messages.
Have the person sending the Phone Tag send a regular e-mail message
to the same address. If the regular e-mail message is not received,
see the Troubleshooting section in the Z-Mail™ Pro application
for more information.
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