Using PhoneTools

    Important

    If your modem has voice capabilities, use the procedures outlined in this section to make and receive telephone calls. If your modem does not have voice capabilities, skip this section and go to "Sending and receiving faxes".

    Using telephone features

      If your modem has voice capabilities, PhoneTools lets you make and receive telephone calls, use your computer as an answering machine, and send and receive faxes. When PhoneTools is opened with the Phone controls visible, you see this window:

      From the Phone controls, you can:

    Make telephone calls
    Set up and use Quick Dial memory keys
    Set up and use telephone book entries

    Making a telephone call

    To make a telephone call:

      1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

      2. If the Phone controls are not visible, click Phone.

      3. Click the number keys in the PhoneTools dialer for the telephone number that you want to dial.
        - OR -
        Type the telephone number using the keyboard.
      1. Make the call on the speakerphone by clicking Speaker. You must have external speakers and a microphone connected to your computer.
        - OR -
        Make the call on the telephone handset by picking up the handset, then clicking on the handset on the screen. You must have a telephone connected to your computer.

      Important

      If you attach a microphone and the person you call cannot hear you, your microphone may be muted. For information about unmuting your microphone, see "Adjusting the volume in Windows XP" or "Adjusting the volume in Windows 2000".

        1. To end the call, click  (hangup).

        Important

        PhoneTools may be set up to re-dial a telephone number if the line was busy. To prevent PhoneTools from re-dialing your call, click Setup, then click General Setup. Click the Communication tab, then set the number of transmission attempts to none.

             

        Using Quick Dial memory keys

          You can assign frequently called numbers to Quick Dial memory keys.

        To set up a Quick Dial memory key:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Phone controls are not visible, click Phone.

          3. Click an empty memory entry. The Add Quick Dial window opens. If all the memory entries on the current page are in use, click a memory page button to see more entries.

          4. In the Identifier box, type the name you want to see in the Quick Dial memory entries list.

          5. In the Name box, type the name of the person associated with this memory entry.

          6. In the Number box, type the telephone number associated with this memory entry, then click OK. The entry you created appears in the Quick Dial memory entries list.

             

        To make a call using a Quick Dial memory key entry:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Phone controls are not visible, click Phone.

          3. Click the memory key next to the memory entry that you want to call.

          4. Make the call on the speakerphone by clicking Speaker. You must have external speakers and a microphone connected to your computer.
            - OR -
            Make the call on the telephone handset by picking up the handset, then clicking on the handset on the screen. You must have a telephone connected to your computer.
          1. To end the call, click  (hangup).

             

        To remove a Quick Dial memory key entry:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Phone controls are not visible, click Phone.

          3. Right-click the memory entry that you want to remove, then click Delete.

          4. Click OK.

             

        Using telephone book entries

          PhoneTools comes with a telephone book you can use to store information about the people or companies you call regularly.

        To create a telephone book entry:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Phone controls are not visible, click Phone.

          3. Click the telephone book icon. The Select correspondents dialog box opens.

          4. Click New. The New Correspondent dialog box opens.

          5. Type the contact's name in the yellow entry fields.

          6. Click the Business or Home tab.

          7. Type the contact's telephone number and mailing information.

          8. Click OK.

          9. Click X in the top-right corner to close the Select correspondents dialog box.

             

        To call a telephone book entry:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Phone controls are not visible, click Phone.

          3. Click the telephone book icon.

          4. Double-click the entry that you want to call. If you have more than one telephone number associated with the entry, double-click the number you want to dial.

          5. Click OK.

          6. Make the call on the speakerphone by clicking Speaker. You must have external speakers and a microphone connected to your computer.
            - OR -
            Make the call on the telephone handset by picking up the handset, then clicking on the handset on the screen. You must have a telephone connected to your computer.
          1. To end the call, click  (hangup).

             

        Using voice mail

          PhoneTools lets you use your computer as an answering machine. To activate the answering machine, open PhoneTools and leave your computer on.

          When PhoneTools is opened with the Voice Mail controls visible, you see this window:

        To listen to a voice mail message:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Voice Mail controls are not visible, click Voice Mail.

          3. In the Received Voice Messages list, double-click the message that you want to hear. The message plays.

             

        To delete a voice mail message:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Voice Mail controls are not visible, click Voice Mail.

          3. In the Received Voice Messages list, right-click the message that you want to delete, then click Delete.

          4. Click OK.

             

        Recording a greeting

          PhoneTools comes with two pre-recorded greetings: Greeting Only and Greeting & Record. If you do not want to use the pre-recorded greetings, you can record your own greeting.

        To record a greeting:

          1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

          2. If the Voice Mail controls are not visible, click Voice Mail.

          3. Click Set-up.
          1. Click Modify/Create Greetings. The Modify/Create Greetings window opens.

          1. Click the Recording Wizard button.

          2. Click Next.

          3. Type a name for the greeting in the Greeting message name box, then click Next.

          4. Click Start, then speak your greeting into the microphone.

          5. Click Stop when you have completed your recording, then click Next.

          6. To listen to your greeting, click Start.

          7. Click Next.

          8. Select how you will use the greeting. Options include:
        Greeting & Record--issues a greeting message, then records the caller's message
        Greeting Only--issues a greeting message, then hangs up
          1. Click Finish.

             

        Sending and receiving faxes

          Tips & Tricks

          If your modem has voice capabilities, see "Using PhoneTools" to learn how to make and receive telephone calls.

            PhoneTools lets you send and receive faxes using the modem.

            Important

            Your modem cable must be installed before you can send and receive faxes. You cannot be using your standard telephone modem to connect to the Internet while sending and receiving faxes.

              Before you send your first fax, you need to set up your user information. Your fax cover sheets and fax headers will contain this information, which is required by law.

            Setting up your cover page

            To set up your fax cover page:

              1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

              2. If the Fax controls are not visible, click Fax.

              1. Click Setup, then click General Setup. The General Setup dialog box opens.

              2. Click the Customize tab, then type your personal information in the User boxes.

              3. Click the Fax tab, then enter your name and fax number in the Fax identifier text box. This identifier information is required by law. You can enter up to 20 characters in the text box. We suggest using eight characters for your identifier name, followed by 12 characters for your telephone number.

              Important

              Some fax machines cannot use special characters such as hyphens. We suggest using spaces instead of hyphens in telephone and fax numbers.

                1. Click OK.

                2. If you want to change the logo that appears on the cover page, click Setup, then click Logo Management. The Logo Management dialog box opens.
                1. If you do not want the PhoneTools logo on your cover page, click the picture then click the clear button.
                  - OR -
                  If you want to replace the PhoneTools logo with one of your own, click the import button then select a picture for the logo. The picture must be saved in a supported format (.BMP, .DGR, .GIF, .JPG, .PCX, .T31, or .TIF) and be small enough to fit in the logo box.
                1. Click OK.

                   

              Sending a fax

              To send a fax:

                1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools .

                2. If the Fax controls are not visible, click Fax.

                3. Click Send Fax. The Send Fax Wizard opens.
                1. Enter the recipient's name, company (if applicable), and fax number, then click Next.

                1. Type the message text in the Message Text area.

                2. Click the arrow button to open the Template list, then click the template cover page that you want. If you typed a message in the Message Text area, you must select a cover page.

                3. Click Next.

                4. If you want to attach a file, make sure the file is not open, then click Browse, the file, then click Open.

                5. Click Next then click Finish. The Confirm Transmissions dialog box opens.

                6. Click Send. PhoneTools dials the fax number and sends your fax.

                Important

                If for any reason you receive a failed transmission message, click Send, then click Outbox. Right-click the fax that was not sent to modify it.

                     

                Faxing from programs

                To fax a document directly from most programs:

                  1. In the program with the document open, click File, then click Print. The Print dialog box opens.

                  2. Click the arrow button to open the Name list, click the printer CAPTURE FAX BVRP, then click OK. The Send Fax Wizard opens.

                  3. Complete the wizard as instructed in "Sending a fax".

                     

                Receiving and viewing a fax

                  Important

                  Your modem cable must be installed before you can send and receive faxes. You cannot be using your standard telephone modem to connect to the Internet while sending and receiving faxes.

                  To receive and view a fax:

                    1. If PhoneTools is not open, click Start, All Programs, PhoneTools, then click PhoneTools.

                    2. If the Fax controls are not visible, click Fax.
                      When PhoneTools is open, it detects incoming faxes and stores them in the In Box.
                    1. To view a fax, click Fax Inbox, then double-click the fax you want to view. The fax viewer opens, where you can view and print the fax.