The Communications tab stores information about a contact's phone, e-mail, fax, and pager information. You can enter essentially an unlimited number of phone, pager, and fax numbers; multiple e-mail addresses; and general notes for each contact.
To enter a phone number, click in a new line in the Phones, Pagers and Faxes pane and choose a phone type from the Type drop-down list. If numerous phone number records already exist for a contact, you may have to scroll down to find a new line. The phone, pager, and fax types include the following:
|
Type |
Definition |
|
H |
Home |
|
W |
Work |
|
W1 |
Work - Person 1 |
|
W2 |
Work - Person 2 |
|
C |
Cell |
|
C1 |
Cell - Person 1 |
|
C2 |
Cell - Person 2 |
|
P |
Pager |
|
P1 |
Page - Person 1 |
|
P2 |
Pager - Person 2 |
|
O |
Other |
|
O1 |
Other - Person 1 |
|
O2 |
Other - Person 2 |
|
OO |
Other - Organization |
|
F |
Fax |
|
F1 |
Fax - Person 1 |
|
F2 |
Fax - Person 2 |
|
FO |
Fax - Organization |
Types described as Person 1 apply to the person whose name is listed in the Person 1 field for a contact record. Similarly, types described as Person 2 apply to Person 2 in the contact record, if applicable.
Enter the contact’s phone number in the Number field for the type you chose. You may enter the area code for the phone number if you wish, but it is not required. You should enter the phone number as you wish it to appear on reports and forms.
You can also enter notes in the Notes field for any phone number.
You can edit a set of area codes by using the Edit Area Codes utility under the Contacts menu.
Electronic addresses are stored in the E-Mail Addresses pane. E-mail Address Types that are available include the following:
|
Type |
Definition |
|
E |
|
|
E1 |
E-Mail - Person 1 |
|
E2 |
E-Mail - Person 2 |
|
EB |
E-mail for Both Persons |
|
EO |
E-mail for Organization |
Enter the electronic address in the Address field. You can enter notes about electronic addresses in the Notes field in the E-Mail Addresses pane.
Web site addresses are stored in the Web Sites pane.
Enter a description of the web site or page located at that address in the Description field. Double-clicking on the Description field will open a window that will allow you to add more information.
Enter the web site's address (e.g., http://www.churchinmytown.org) in the Address field. Clicking on the address will open that address in your web browser.
If there's a particular page or pages on the contact's web site that you want to be able to quickly go back to later, you can add as many addresses to their record as you want to. Just enter one address per line in the Web Sites pane.
For example, you could add "Church Staff List" as the description on one line and the full address of the page on their site that lists their staff as the address (e.g., http://www.churchinmytown.org/church_staff.html). You could also add on another line "About the church" as the description and the address of that page on their site (e.g., http://www.churchinmytown.org/about_the_church.html).