Address Book Conversion Utility User's Guide

Size: px

Start display at page:

Download "Address Book Conversion Utility User's Guide"

Katrina Marshall
6 years ago
Views:

1 Address Book Conversion Utility User's Guide

2 Manual Organization Chap 1 Chap 2 Chap 3 Chap 4 Before You Start Installing Address Book Conversion Utility Creating Address Book Files Appendix Considerable effort has been made to make sure that this manual is free of inaccuracies and omissions. However, as we are constantly improving our products, if you need an exact specification, please contact Canon.

3 Contents How to Use This Manual iii Symbols used in this manual iii Display Screens iv Abbreviations used in this manual iv Trademarks v Chapter 1 Before You Start Address Book Conversion Utility Overview Flow of Operations To convert address books from other software To create new address books Chapter 2 Installing Address Book Conversion Utility Required System Configuration Installing Address Book Conversion Utility Uninstalling Address Book Conversion Utility Chapter 3 Creating Address Book Files Creating Address Book Files by Converting Address Books Created with Other Software Creating New Address Book Files Chapter 4 Appendix Index ii

4 How to Use This Manual Symbols used in this manual IMPORTANT Indicates important items or precautions that should always be observed when operating the product. These should always be read in order to avoid damage to the machine due to improper operation. NOTE Indicates items for reference or supplementary information that should be noted by the user. Keys and button names are indicated in this manual as follows: Button used to operate this software... [Settings] iii

5 Display Screens Depending on the system environment you are using, the appearance of the screen shots that appear in this manual may differ somewhat from those that appear on your computer. Buttons and settings referred to in a procedure are marked with a circle, like the button in the sample screen shot below. When multiple buttons or settings are used, all of them are circled on the applicable screen shot. 6 Click the [OK] button. Click here Abbreviations used in this manual Microsoft Windows 98 operating system is referred to as Windows 98. Microsoft Windows Millennium Edition operating system is referred to as Windows Me. Microsoft Windows NT version 4.0 operating system is referred to as Windows NT. Microsoft Windows 2000 operating system is referred to as Windows Microsoft Windows XP operating system is referred to as Windows XP. Microsoft Windows operating system is referred to as Windows. iv

6 Trademarks Windows and Windows NT are registered trademarks of Microsoft Corporation in the United States and other countries. Adobe Acrobat is a trademark of Adobe Systems Incorporated. Lotus and Lotus Notes are registered trademarks of Lotus Development Corporation or Lotus Development Japan. Other company names and product names used in this manual may be trademarks or registered trademarks of their respective owners. v

7 Before You Start 1 CHAPTER This chapter provides an overview of the software and operating procedures. Address Book Conversion Utility Overview Flow of Operations To convert address books from other software To create new address books

Address Book Conversion Utility Overview 1 Before You Start The Address Book Conversion Utility is stand-alone software application that imports address file data from Lotus Notes (hereafter referred

8 Address Book Conversion Utility Overview 1 Before You Start The Address Book Conversion Utility is stand-alone software application that imports address file data from Lotus Notes (hereafter referred to as Notes), Microsoft Exchange (hereafter referred to as Exchange), and other programs, and converts the data into a format that can be used by Canon devices. Address Book Conversion Utility Import The following software can be used to create the Address Book file. Lotus Notes Microsoft Exchange Canon Fax Driver Microsoft Outlook Microsoft Outlook Express Add, Edit or Delete Entries Save / Save as Open Original Address Book File (*.abu) (This software's original format file.) Export Import to the device via Remote UI. Since the address book data stored in various other applications is converted directly, using the Address Book Conversion Utility eliminates the need to recreate address books and enhances the reliability of their contents. After importing the address data, you can also use Address Book Conversion Utility to update entries with new information, or to facilitate its use by users. NOTE Export File(*.abk) Device To register (import) device address book files (*.abk), use the Remote UI. Device address book files (*.abk) cannot be registered (imported) with this software. For details on using the Remote UI, refer to the instruction manual provided with the Remote UI. Administrator rights with the Remote UI are required for registration (import). 1-2 Address Book Conversion Utility Overview

9 Flow of Operations With this software, you can convert and then export address book files (*.abk) for registration in the device by importing address book files created using other software, or by making new entries. The procedure will differ depending on the method you select. After installing the software, perform one of the following procedures. Refer to Help for information about operations that are not explained in this manual. To display Help, run this software and then select [Help Topics] on the [Help] menu. To convert address books from other software 1 Before You Start Install this software Select the import method Add, edit, or delete addresses as required Export the address book files (*.abk) For detailed instructions for each of the above steps, refer to Creating Address Book Files by Converting Address Books Created with Other Software (see p. 3-2). Flow of Operations 1-3

10 To create new address books Install this software 1 Add entries Before You Start Add, edit, or delete addresses as required Export address book files (*.abk) For detailed instructions for each of the above steps, refer to Creating New Address Book Files (see p. 3-8). 1-4 Flow of Operations

11 Installing Address Book Conversion Utility 2 CHAPTER This section explains how to install the Address Book Conversion Utility. Running "Setup.exe" starts a setup Wizard that guides you through the installation process step by step. Required System Configuration Installing Address Book Conversion Utility Uninstalling Address Book Conversion Utility

12 Required System Configuration One of the following operating systems is required to run Address Book Conversion Utility. 2 Installing Address Book Conversion Utility Windows 98 Windows Me Windows NT 4.0 (Service Pack 4 or later) Windows 2000 Windows XP 2-2 Required System Configuration

13 Installing Address Book Conversion Utility Perform the procedure below to install Address Book Conversion Utility. NOTE You must log in as an administrator in order to install Address Book Conversion Utility from Windows NT 4.0 or Windows 2000/XP. 2 1 Turn on your computer and start Windows. 2 Double-click the [Setup.exe] icon. The window shown below is displayed and installation starts. Installing Address Book Conversion Utility After a moment, the above screen is replaced by a welcome screen. NOTE [Setup.exe] may be displayed instead of [Setup] for some operating systems. Installing Address Book Conversion Utility 2-3

14 3 Click the [Next] button. 2 Installing Address Book Conversion Utility 4 Click the [Next] button for the default installation location. To use the default setup as is, click [Next] to proceed to the next step. If you wish to change the installation location, click the [Browse] button and select a new location. 2-4 Installing Address Book Conversion Utility

15 5 Installation begins. 2 6 Click the [Finish] button. Installing Address Book Conversion Utility Installation is completed and the Windows desktop is displayed. Installing Address Book Conversion Utility 2-5

16 Uninstalling Address Book Conversion Utility This section explains how to uninstall the Address Book Conversion Utility. 2 Installing Address Book Conversion Utility Follow the procedures described below to perform the uninstall process. NOTE You must log in as an administrator in order to uninstall Address Book Conversion Utility from Windows NT 4.0 or Windows 2000/XP. 1 Click the [Start] button and select [Settings] [Control Panel]. This displays the [Control Panel]. 2 Double-click the [Add/Remove Programs] icon. This displays the [Add/Remove Programs Properties] window. (The [Add/Remove Programs] window may be displayed instead of [Add/ Remove Programs Properties] window for some operating system.) 2-6 Uninstalling Address Book Conversion Utility

3 Select [Address Book Conversion Utility], and then click the button to start the uninstall operation ([Add/Remove] or [Change/Remove], depending on your operating system).

17 3 Select [Address Book Conversion Utility], and then click the button to start the uninstall operation ([Add/Remove] or [Change/Remove], depending on your operating system). 2 This starts the uninstall operation. NOTE When a message appears asking if you want to delete common files, click one of the buttons to select the option you want. If you are unsure about whether you can safely delete common files, click [No to All]. Installing Address Book Conversion Utility Uninstalling Address Book Conversion Utility 2-7

18 Creating Address Book Files 3 CHAPTER This chapter explains how to import address books from other software packages and how to create new address books. Creating Address Book Files by Converting Address Books Created with Other Software Creating New Address Book Files

19 Creating Address Book Files by Converting Address Books Created with Other Software This section describes how to convert address book files created using other software (Microsoft Exchange, Lotus Notes, etc.), and create address book files for registering in the Canon device. 3 Creating Address Book Files 1 Click the [Start] button, and then select [Programs] [Address Book Conversion Utility] [Address Book Conversion Utility]. When you start up the Address Book Conversion Utility, a startup screen like the one shown above is displayed. After a few moments, the New Address Book window appears. 2 Select the address book type, and click the [OK] button. Fax, only: Fax, with One-Touch: Select to export to devices without one-touch numbers. Select to export to devices which support onetouch numbers. 3-2 Creating Address Book Files by Converting Address Books Created with Other Software

20 3 On the [Settings] menu, select [Preferences]. 4 Make the required settings for each tab in the [Preferences] dialog box, and click the [OK] button. 3 [One-Touch Number] Set the maximum value for one-touch numbers to be added to the address. This setting is valid when "Fax, with One-Touch" address book is selected. Creating Address Book Files [Number of Entries to Export] [Log File] [Exchange Server] [Notes Server] [Address Book] Specify a value in the range of 0 to 9999 for the number of entries that can be exported. Normally, the value specified here should be the maximum number of entries that can be registered on the device. A warning message is displayed when this number is reached during an export operation. This setting is valid when "Fax, only" is selected as the address book type. Specify the path of the log file for exporting error messages, etc. generated during conversion of address data. Set the conditions for conversion of address data exported from Exchange. Set the conditions for conversion of address data exported from Notes. Specify when obtaining an address book created with software other than Exchange or Notes. Creating Address Book Files by Converting Address Books Created with Other Software 3-3

[Data Conversion Settings] Set the conditions for converting address data. 5 On the [File] menu, select [Import]. 6 Select the import method and click the [OK] button.

You can select this option even when entries have already been added.

21 [Data Conversion Settings] Set the conditions for converting address data. 5 On the [File] menu, select [Import]. 6 Select the import method and click the [OK] button. 3 Creating Address Book Files Update Existing Entries with the Same Names: (Not available) Updates entries with the same name as entries currently being edited. You can select this option even when entries have already been added. Update Existing Entries with the Same Names and Add New Entries: Updates entries with the same name as entries currently being edited, and adds entries with new names. Add All Entries as New Entries: Adds entries currently being edited as new entries. 7 Select the type of address book to be imported. 3-4 Creating Address Book Files by Converting Address Books Created with Other Software

22 NOTE The type of address book is defined by the application software used to create it. Use [Address Books] when the Address Book was created using software other than Exchange or Notes. 8 Click the [Browse] button, select the address book file to be imported, and click the [Open] button. NOTE If you selected [Address Books] in step 7, you do not need to select the address book here. Instead, click the [OK] button to display the [Select Entries to Import from Address Book] dialog box. Select the entries to be added, and click the [OK] button. Proceed to step Creating Address Book Files 9 Click the [OK] button. Creating Address Book Files by Converting Address Books Created with Other Software 3-5

23 10 To correct an imported entry, select the entry, and select [Edit] [Modify]. To add a new entry, select [Edit] [Add New Entry]. 3 Creating Address Book Files NOTE You can also double click an entry, or right-click it and make a selection from the pop-up menu, to modify it or to add a new entry. 11 On the [File] menu, select [Export]. The [Export Settings] dialog box appears. NOTE To export only some entries, select the checkbox to the left of these entries. You can also save entries in unique address book files (*.abu) exclusive to this software without exporting them. To save in these files (*.abu), select [File] [Save]. 12 Click the [Browse] button. 3-6 Creating Address Book Files by Converting Address Books Created with Other Software

24 13 Enter the name of the export file (*.abk), and click the [Open] button Select the type of address book (Fax Number, Address) exported. Creating Address Book Files 15 Click the [OK] button. The address book file (*.abk) will be created. This ends the procedure for creating address book files. You can register imported address book files (*.abk) via the Remote UI. NOTE To register (import) device address book files (*.abk), you must use the Remote UI. The device s own address book files (*.abk) cannot be registered (imported) with this software. For details on using the Remote UI, refer to the instruction manual provided with the Remote UI. Administrator rights with the Remote UI are required for registration (import). Creating Address Book Files by Converting Address Books Created with Other Software 3-7

Creating New Address Book Files This section describes how to enter new entries and create address book files for registering in the Canon device.

When you start up the Address Book Conversion Utility, a startup screen like the one shown above is displayed. After a few moments, the New Address Book window appears.

25 Creating New Address Book Files This section describes how to enter new entries and create address book files for registering in the Canon device. 3 Creating Address Book Files 1 Click the [Start] button, and then select [Programs] [Address Book Conversion Utility] [Address Book Conversion Utility]. When you start up the Address Book Conversion Utility, a startup screen like the one shown above is displayed. After a few moments, the New Address Book window appears. 2 Select the address book type, and click the [OK] button. Fax, only: Fax, with One-Touch: Select to export to devices without one-touch numbers. Select to export to devices which support onetouch numbers. 3-8 Creating New Address Book Files

26 3 On the [Settings] menu, select [Preferences]. 4 Make the required settings for each tab in the [Preferences] dialog box, and click the [OK] button. 3 [One-Touch Number] Set the maximum value for one-touch numbers to be added to the address. This setting is valid when the "Fax, with One- Touch" address book is selected. Creating Address Book Files [Number of Entries to Export] [Log File] [Data Conversion Settings] Specify a value in the range of 0 to 9999 for the number of entries that can be exported. Normally, the value specified here should be the maximum number of entries that can be registered on the device. A warning message is displayed when this number is reached during an export operation. This setting is valid when "Fax, only" is selected as the address book type. Specify the path of the log file for exporting error messages, etc. generated during conversion of address data. Set the conditions for converting address data. 5 On the [Edit] menu, select [Add New Entry]. The [Add New Entry] dialog box appears. Creating New Address Book Files 3-9

6 Enter the new entry, and click the [OK] button. 3 Creating Address Book Files Name: Type: Destination: Enter a name for the entry. (Up to 127 characters, required) Select the type of entry data.

27 6 Enter the new entry, and click the [OK] button. 3 Creating Address Book Files Name: Type: Destination: Enter a name for the entry. (Up to 127 characters, required) Select the type of entry data. Enter the fax number or address. (Required) Dept./Div.: Enter the department or division name. (Up to 255 characters.) Access Number: One-Touch Number: Enter the password for referencing the address. (Integers consisting of up to 7 digits) As the default, the smallest available number is set. The allowable range is between 1 and the number specified in Preferences-One-Touch number. (This option displays only for the "with One-Touch" address book type.) You can add as many entries as desired by repeatedly selecting [Add New Entry] on the [Edit] menu Creating New Address Book Files

NOTE You can also save entries in unique address book files (*.abu) exclusive to this software without exporting them. To save in these files (*.abu), select [File] [Save].

28 NOTE You can also save entries in unique address book files (*.abu) exclusive to this software without exporting them. To save in these files (*.abu), select [File] [Save]. 7 On the [File] menu, select [Export]. 8 Click the [Browse] button. 3 9 Enter a name for the export file (*.abk), and click the [Open] button. Creating Address Book Files Creating New Address Book Files 3-11

10 Select the type of address book (Fax Number, E-mail Address) to export. 3 Creating Address Book Files 11 Click the [OK] button. The address book file (*.abk) is created.

29 10 Select the type of address book (Fax Number, Address) to export. 3 Creating Address Book Files 11 Click the [OK] button. The address book file (*.abk) is created. This ends the procedure for creating new address books. You can register imported address book files (*.abk) via the Remote UI. NOTE To register (import) device address book files (*.abk), you must use the Remote UI. The device s own address book files (*.abk) cannot be registered (imported) with this software. For details on using the Remote UI, refer to the instruction manual provided with the Remote UI. Administrator rights with the Remote UI are required for registration (import) Creating New Address Book Files

30 Appendix 4 CHAPTER Index

31 Index A Access Number, 3-10 Address book file, 1-2 Address book type, 3-2, 3-8 Import method, 3-4 Imported entry, 3-6 N 4 Appendix D Dept./Div., 3-10 Destination, 3-10 Device, 1-2 E Export, 3-6, 3-11 Export file, 1-2, 3-7, 3-11 Name, 3-10 New entry, 3-10 O One-Touch Number, 3-10 Original Address Book File, 1-2 P Preferences, 3-3, 3-9 F Fax, only, 3-2, 3-8 Fax, with One-Touch, 3-2, 3-8 Flow of Operations, 1-3 I Import, 1-2, 3-4 R Remote UI, 1-2 T Type, Index

32 Pub No. SE-IJ-404-V1 CANON INC MADE IN JAPAN