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    CHAPTER 7:  THE PHONE PAD SYSTEM

    Imagine the following scenario: You want to phone one of your clients,
    Bob Jones, so you get his number by going to HyperPAD's Phone pad and
    selecting Find from the command line, which takes you directly to the
    page for Bob Jones. Since you'd like to have a history of this call for
    billing purposes, you use the Track Call command to bring up the
    Outgoing Message Log for Bob Jones.

    If you have a modem and select the Dial command, HyperPAD places the
    call for you automatically and indicates the call's starting time on the
    Outgoing Message Log. As you're talking with Bob, you type some notes in
    the Call History area of the Outgoing Message Log, and when you hang up,
    you use the Stop Timer command to automatically record the call's
    elapsed time.

    A while later, Al Martin phones for Mary Johnson, whose calls are being
    forwarded to you while she's out of town. You access HyperPAD's Take
    Message pad, record the message right on-line, and print it out for
    Mary.

    As you may have gathered from the preceding scenario, HyperPAD offers
    not just a number of separate phone-related pads but an interconnected
    system of pads for managing phone-related tasks more easily and
    efficiently.

    In this chapter, you'll learn about the following pads:

        0  The Phone pad:   Lets you keep track of names, addresses,
           telephone numbers, and related notes; find information
           automatically; and print labels.

        0  The Phone Dialer pad:   Lets you dial phone numbers automatically
           if you have a Hayes-compatible modem.

        0  The Track Call pad:   Lets you record call histories (including
           starting times and elapsed time), leave messages, and take notes.

        0  The Take Message pad:  Lets you take phone messages on-line;
           automatically display a short message selected from a menu of
           commonly used messages; and type in longer messages and notes.



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    All the pads in the Phone pad system can be accessed directly by going
    to HyperPAD's Home pad, selecting the Go to a pad button, and then
    selecting the name of the pad you want from the Pads screen. Some of the
    pads in the Phone pad system can be accessed from within other pads in
    the system as well--a handy feature that, as you'll discover later in
    the chapter, saves you time and automates certain functions.

    Learning tip:  You'll get a much better feel for how to use the various
    pads in the Phone pad system if you run HyperPAD and experiment with the
    features of each of these pads as you go through this chapter.


    THE PHONE PAD

    When you select the Phone button from the Pads screen, HyperPAD takes
    you to the Phone pad. Although, as you can see from the accompanying
    illustration, the Phone pad's screen resembles an ordinary page from an
    address book, there's nothing ordinary about the Phone pad's
    capabilities!

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    In this section of the chapter, you'll learn how to work with Phone pad
    pages, enter information into the fields there, find information
    recorded in your Phone pad, and print labels using selected information
    from its database. You'll also learn how to use the Phone Dialer and



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    Track Call pads (discussed at length later in the chapter) in
    conjunction with the Phone pad.


    WORKING WITH PHONE PAD PAGES

    In this subsection of the chapter, we'll cover everything you need to
    know about working with the pages in your Phone pad, including adding
    new pages, deleting pages you no longer need, navigating from one page
    to another, and sorting pages into a specified order.


    ADDING A NEW PAGE

    The Phone Pad offers three ways to create a new (i.e., blank) page into
    which you can enter information:

        0  Press the keyboard shortcut F3.

        0  Select New from the command line (ALT+7).

        0   Select the New Page command from the Edit menu (ALT+E, N).

    Regardless of which of the preceding methods you use, as soon as a new
    page is created, it's added after the last page in the Phone pad and
    you're automatically taken to it. Don't worry about the fact that new
    pages aren't inserted in alphabetical order. Later in this section,
    we'll explain how to automatically sort phone pages not only
    alphabetically but according to a number of other criteria as well.


    DELETING A PAGE

    To remove a Phone pad page, go to the unwanted page and then select the
    Delete Page command from the Edit menu (ALT+E, D). The page disappears,
    and the remaining Phone pad pages are renumbered accordingly.

    Be careful about deleting a Phone pad page, because once the page is
    gone, there's no way to retrieve it.


    MOVING BETWEEN PHONE PAD PAGES

    The accompanying table summarizes the methods you learned in Chapter 2
    for navigating between pages in a pad.



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    Method:                                Result:
    ------------------------------------------------------------------------
    Select the left or right on-screen     Takes you to the previous or next
    paging button.                         page.

    Press the PGUP or PGDN key.            Takes you to the previous or next
                                           page.

    Select the Previous or Next commands.  Takes you to the previous or next
                                           page.

    Press CTRL+PGUP or CTRL+PGDN.          Takes you to the first or last
                                           page in the pad.

    Select the First or Last commands.     Takes you to the first or last
                                           page in the pad.


    SORTING PAGES

    Earlier in this subsection, we told you not to be concerned about the
    fact that as you add new pages, they're accumulating in more or less
    random order at the end of your Phone pad. In fact, it takes only a few
    seconds to sort your Phone pad pages automatically, and you can do it as
    often as you like.

    To sort pages, select Sort (ALT+1) from the command line, which produces
    a pop-up of sort options. By selecting one of these options, you can
    arrange the pages in your Phone pad according to the information shown
    in the First name or Last name field, the Company field, or the City,
    State, or Zip fields.

    Once you select the desired sort option, the pages in your Phone pad are
    reshuffled accordingly and automatically renumbered.


    ENTERING INFORMATION INTO PHONE PAD FIELDS

    As you work with the Phone pad, you'll be entering information not only
    into the fields on the Phone pad screen (for First name, Last name,
    Title, etc.) but also into a scrollable field for notes, which remains
    hidden unless you access it in order to attach a note to a Phone pad
    page. In this section, we'll describe how to enter information into
    these fields.


    ENTERING INFORMATION INTO THE FIELDS ON THE PHONE SCREEN

    In Chapter 2, you learned how to work with the fields on a HyperPAD
    screen. Since those techniques are so essential for using the Phone pad,
    we've summarized them below.



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    To enter and type into a field:

    1.  To enter the desired field:

    With the keyboard:  Press TAB or SHIFT+TAB until the field is
    highlighted, then press F2 to unhighlight the field so you can start
    typing.

    With the mouse:  Point to the spot in the field where you want to start
    typing and click the left mouse button to place the cursor there.

    2.  To move the cursor around the text in the field, either use the
    arrow keys or reposition the cursor with the mouse; to delete text,
    press BACKSPACE.

    3.  When you're ready to move to another field, repeat step 1.


    ATTACHING A NOTE TO A PHONE PAD PAGE

    HyperPAD gives you the option of attaching a note to each page in your
    Phone pad, so you can have key information right at hand. Here's how to
    use this handy feature.


    To attach a note:

    1.  Go to the Phone pad page to which you want to attach the note.

    2.  Select Note (ALT+4) from the command line.

    A scrollable field appears. If the field is blank, the cursor is
    positioned at the start of the field; if the field already contains
    text, the cursor is positioned within it.

    3.  To enter new text, just start typing; to edit existing text, use the
    keyboard or the mouse to reposition the cursor and then start typing.

    Note:  If you need more information about using scrollable fields, see
    the "Scrollable Fields" subsection in Chapter 2.

    4.  To return to the Phone pad page once you've finished your note,
    press ESC or select the ESC=Done button.

    "Note Attached" now appears to the right of the Fax phone field to
    remind you of the note's presence. Anytime you want to review or modify
    the note, you can reach it by pressing ALT+4 again.



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    FINDING INFORMATION

    If you want to track down information in your Phone pad and aren't sure
    where it's located, there's no need to rummage through the pages
    manually. Instead, you can use the following procedure to conduct an
    automated search of all the fields on the Phone screen for specified
    words, phrases, or numbers.


    To find information in the Phone pad:

    1.  Select Find (ALT+2) from the command line.

    A text box appears showing, by default, the last word, phrase, or number
    you searched for, if any--making it easy for you to continue searching
    for the same material.

    2.  Type the information you want to find into the text box.

    3.  Press ENTER or select <<Ok>> to start the search.

    If HyperPAD finds the word, phrase, or number, it highlights the entire
    field in which the material appears and sets the material itself off
    with a reverse highlight.

    If HyperPAD can't find the material, it displays a dialog box telling
    you so. Press ENTER to remove this message from your screen.

    4.  If HyperPAD finds the word, phrase, or number but it isn't the
    material you're after, press ENTER again to make HyperPAD highlight the
    next instance of that material, either on the same page or on another
    page. Keep pressing ENTER until you arrive at the desired information.

    You should be aware that when you use the Find command to search the
    fields on the Phone pad screen, HyperPAD highlights all places where it
    finds the specified word, phrase, or number, regardless of whether the
    material appears separately or within another word, phrase, or number.
    If, for example, you type "John" into the text box, HyperPAD spots not
    only "John" but also "Johnson" and "Johnstown."

    Knowing this can come in handy when you need to locate some information
    but are unsure of exactly how the desired material reads. In a case like
    this, you can try searching for some component of the word, phrase, or
    number that you're reasonably certain of. Let's say the client whose
    name you recorded somewhere in the Phone pad is either "Joe Cooper" or
    "Joe Cowper," and you realize your Phone pad contains quite a few names
    starting with "C" and quite a few instances of the name "Joe." You could



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    zero in on the correct page by telling HyperPAD to find the information
    that you do know--namely, the final portion of the last name (per).


    PRINTING LABELS

    The Print command on the Phone pad's command line allows you to use
    selected information from your Phone pad database to print labels. If
    you haven't printed before, here's how to make sure your printer is set
    up properly:


    To check your printer setup:

    1.  Select the Printer Setup command from the File menu (ALT+F, U).

    The Printer Setup dialog box appears.

    2.  If the printer you're using isn't specified correctly after "Current
    printer," select the name of your printer from the Available printers
    list box.

    Note:  If the name of your printer doesn't appear in the list box,
    select Generic Line Printer.

    3.  If necessary, change the setting in the Print to column.

    4.  When you're finished changing the settings, press ENTER or select
    <<Ok>> to close the dialog box.

    The following procedure takes you through the process of first
    specifying the kind of information you want to appear on your labels,
    the Phone pad pages for which you want labels printed, and the type of
    labels you'll be using--after which you give HyperPAD the Ok to print
    the labels.



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    To print labels:

    1.  Select Print (ALT+3) from the command line.

    A dialog box appears asking whether you want to print business or
    personal labels. (Personal labels include the first and last name,
    address, city, state, Zip code, and country. Business labels show the
    same information plus the person's salutation and business title.)

    2.  Select <<Business>> or <Personals> from the dialog box.

    The Label Printer dialog box, shown here, appears.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    3.  Check the Copies text box and, if necessary, change the information
    there to indicate how many copies you want of each label.

    4.  Select the All option if you want to include every page in the Phone
    pad when labels are printed. If you'd rather print only specified pages,
    select the Pick button below the Pages option.

    When you select the Pick button, HyperPAD returns you to the Phone pad,
    where an Include this page option button now appears to the left of the
    paging buttons.

    5.  Press PGUP and PGDN to navigate to each page in the Phone pad for
    which you want to print a label and use the keyboard or the mouse to
    select the Include this page option button.

    6.  When you've picked all the Phone pad pages you want to include,
    select the return button or just press ESC.



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    The Label Printer dialog box reappears, and the numbers of the Phone pad
    pages you picked are now listed after the Pages option.

    7.  To tell HyperPAD whether you want the text on your labels left-
    justified or centered, select either Left or Center in the Align column.

    8.  If you want to use a label other than the one specified at the top
    of the Label Printer dialog box, select the Pick button on the right
    side of the "Label Type" area and indicate a different label. If you
    want to edit an existing label or create a new label, press F1 for Help.

    9.  Select Ok or press ENTER to print the labels.

    10.  After the labels are printed, select Cancel to return to the Phone
    pad.


    DIALING AND TRACKING CALLS

    You can use the Phone Dialer pad (if you have a Hayes-compatible modem)
    and the Track Call pad in conjunction with the Phone pad by selecting
    Dial (ALT+5) or Track Call (ALT+6) from the Phone pad's command line.

    When you select Dial, a pop-up appears that lets you specify whether you
    want to automatically dial the home, work, or fax phone number recorded
    on the currently viewed Phone pad page. Once you pick an option, the
    Phone Dialer pad appears. The selected number is already displayed,
    although you can type in a different number if you like. (If the phone
    number corresponding to the option you pick is blank, the pop-up simply
    vanishes and the Phone Dialer pad does not appear.)

    When you select Track Call, HyperPAD produces the existing Outgoing
    Message Log page for the individual whose name appears on the currently
    viewed Phone pad page. If there's no existing Outgoing Message Log page
    for that individual, HyperPAD produces a blank page headed with selected
    information from the currently viewed Phone pad page.

    Refer to the next two sections of this chapter for detailed information
    on how to use the Phone Dialer and Track Call pads.



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    THE PHONE DIALER PAD

    You can reach the Phone Dialer pad, shown here, either by selecting the
    Phone Dialer button on the Pads screen or by selecting the Dial command
    on the Phone pad, Track Call pad, or Take Message pad's command line.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    The Phone Dialer pad allows users with a Hayes-compatible modem to
    automatically dial phone calls. If you access the Phone Dialer directly
    from the Pads screen, you can have HyperPAD dial whatever number you
    type in. If you access the Phone Dialer from one of the other pads in
    the Phone pad system, HyperPAD displays the phone number that appears on
    the currently viewed page in the pad you came from, saving you the
    trouble of typing the number in. Here's the procedure for placing a call
    with the Phone Dialer.


    To automatically dial a phone number:

    1.  Access the Phone Dialer, either from the Pads screen or from the
    command line on the Phone pad (ALT+5), the Track Call pad
    (ALT+2), or the Take Message pad (ALT+2).

    2.  The first time you use the Phone Dialer, check the Dial type and
    Modem port option buttons and change the settings if necessary. (The
    default settings are Pulse and COM2.)



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    The options you choose will remain in effect for all future calls unless
    you change the settings.

    3.  Type in the desired number if the Number to call field is blank or
    you want to change the default number displayed there.

    4.  Type in the desired dialing prefix.

    Note:  Later in this section, we'll give you some tips on filling out
    the Number to dial and Dialing prefix fields.

    5.  When the phone number and dialing prefix are shown correctly, select
    Ok to place the call.

    6.  Pick up the phone when HyperPAD displays a dialog box telling you to
    do so.

    Note:  In order not to interfere with the dialing process, don't pick up
    the phone until HyperPAD gives you the Ok.

    7.  When the call is finished, simply hang up the phone.

    The following paragraphs present the tips on entering phone numbers and
    dialing prefixes that we promised you earlier.

    HyperPAD assumes that any number shown in parentheses at the start of a
    phone number is an area code and automatically inserts a "1" in front of
    it when dialing the call (i.e., there's no need for you to type in the
    "1").

    If you're using a dialing prefix that requires an area code but doesn't
    require dialing a "1" in front of it, you can stop HyperPAD from
    inserting the "1" by deleting the parentheses around the area code.

    If HyperPAD displays a default phone number that includes an area code
    you don't need to dial from your current location, just delete the area
    code from the Number to dial field.

    Tip:  To prevent HyperPAD from displaying default phone numbers that
    include an unwanted area code or parentheses, simply delete the unwanted
    material on the pad from which HyperPAD picks up the default number.

    The Dialing prefix field is used to enter any extra numbers you would
    normally have to dial before the actual phone number (such as "9" to get
    an outside line).



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    THE TRACK CALL PAD

    You can reach the Track Call pad, shown here, either by selecting the
    Track Call button on the Pads screen or by selecting the Track Call
    command (ALT+6) on the Phone pad's command line.

 Ŀ
                                                                        
  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    The Track Call pad allows you to keep a log of your outgoing calls on
    which you can automatically record the starting time and the elapsed
    time. This pad also lets you type in notes during and after your calls
    and automatically display a short message selected from a menu of
    commonly used messages.

    When you access the Track Call pad directly from the Pads screen, the
    last Outgoing Message Log page you were working with appears. If that's
    not the page you want, you can reach the desired page by pressing PGUP
    and PGDN, using the on-screen paging buttons, or selecting Find (ALT+6)
    from the command line. (Since the procedure for using the Track Call
    pad's Find command is nearly identical to the procedure for using the
    Phone pad's Find command, see "Finding Information" in "The
    Phone Pad" section earlier in this chapter if you need further
    instructions.) If you haven't yet created an Outgoing Message Log page
    for the person you want to call, select New (ALT+5) from the command
    line to produce a fresh page and then fill in the heading fields.



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    When you access the Track Call pad from the Phone pad, HyperPAD
    automatically displays the existing Outgoing Message Log page for the
    person whose name appears on the currently viewed Phone page. If there
    is no existing page for that person, HyperPAD creates one and
    automatically fills in the heading fields for you.

    The following procedure shows how to record a call history using the
    Track Call pad.


    To track a call:

    1.  Access the Track Call pad, either from the Pads screen or from the
    Phone pad (ALT+6).

    2.  When the Outgoing Message Log appears, fill in or edit the heading
    fields if necessary.

    Note:  If you'll be placing your call automatically, the Phone Dialer
    dials the number that's shown in the Phone number field.

    3.  Either place the call manually and start the timer yourself by
    selecting Start Timer (ALT+3), or place the call and start the timer
    automatically by selecting Dial (ALT+2). (For detailed instructions on
    using the Phone Dialer, refer to "The Phone Dialer Pad" section earlier
    in the chapter.)

    As soon as the timer is started, HyperPAD records the call's starting
    time in the Call History field. While the call is in progress, the
    elapsed time in minutes and seconds is automatically displayed above the
    Call History field. (This information is updated at one-second
    intervals.)

    4.  During the call, you can use the Call History field to make notes.
    Since the field is scrollable, you're not limited in the number of notes
    you can enter.

    5.  After you hang up, select Stop Timer (ALT+4).

    As soon as the timer is stopped, HyperPAD records the call's elapsed
    time in the Call History field and displays a menu of standard messages
    (e.g., "Not In," "No Answer," "Wrong Number") for you to choose from.

    6.  If you want to display one of the default messages in the Call
    History field after the call's elapsed time, select the desired message
    with the keyboard or the mouse. If you don't want to select a message,
    press ESC or click the right mouse button to remove the message menu
    from your screen.



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    You can edit any of the information that appears in the Call History
    field, including information that HyperPAD has recorded there
    automatically, such as call starting times, elapsed times, and messages.

    To obtain a hard copy of a page from the Outgoing Message Log, go to
    that page and select Print (ALT+1) from the command line. (If you need
    to set up your printer, see the instructions given in the "Printing
    Labels" subsection earlier in the chapter.)


    THE TAKE MESSAGE PAD

    The Take Message pad, shown here, lets you record messages on-line and
    print them out.

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  **** The Printed Documentation has a picture or screen shot here **** 
                                                                        
 
    

    To use the features of the Take Message pad, just follow the
    instructions below.


    To take a message:

    1.  Go to the Take Message pad by selecting the Take Message button from
    the Pads screen.

    2.  To get a fresh page, select New (ALT+3) from the command line. To
    find an existing page, press PGUP or PGDN or use the on-screen paging
    buttons.

    3.  Fill out the fields at the top of the message form. (By default,
    today's date is already shown.)



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    4.  Use the Pick button if you want to display a menu of standard
    messages (e.g., "Wants to see you," "Returned your call"), which can be
    selected with the keyboard or the mouse.

    Once you select a message from the menu, it appears after "Message" at
    the top of the form.

    5.  If necessary, type a longer message in the scrollable field.

    6.  To obtain a hard copy of the message, select Print (ALT+1) from the
    command line. (For information on setting up your printer, see "Printing
    Labels" earlier in the chapter.)

    If you have a modem and subsequently need to call the person who left
    the message, go to the page that contains the message and select Dial
    (ALT+2). The Phone Dialer automatically dials the number shown in the
    Phone number field. (For detailed instructions on using the Phone
    Dialer, refer to "The Phone Dialer Pad" section earlier in the chapter.)


    CONCLUSION

    Now that you've finished this chapter, you should know how to access the
    Phone pad, the Phone Dialer pad, the Track Call pad, and the Take
    Message pad and how to use the main features of each of these pads. But
    your understanding shouldn't stop with just knowing how to operate the
    phone-related pads individually. You should also understand how to
    multiply the power of these pads by using them in conjunction with one
    another as an integrated system for simplifying and automating your work
    and increasing your productivity.
