Accessing the Public Address Book is optional. The Document Centre will accept a Public Address Book file that contains a list of user names and their E-mail addresses. This file must be Comma Separated Values (CSV) format for the device to be able to read the file contents. The majority of word processing packages will allow you to create a CSV file. A selection of e-mail applications will also allow you to export a list of users in the CSV file format.
The completed CSV file is imported to the device through CentreWare Internet Services. The file must have the .CSV file extension. A valid CSV file format includes the name and SMTP e-mail address. The CSV file should be created so that the Names are in one column and the E-mail addresses are in the next column. For example, the following are both valid format CSV file entries:
Smith, John - email@example.com
The order in which entries are displayed in the Public Address Book at the Document Centre will depend on how the entries are sorted in the CSV file. NOTE:
This solution assumes Microsoft Internet Explorer is being used as the web browser. Other web browsers may vary. You may need to contact your System Administrator to perform this solution, as it requires knowledge of the network’s email system. Configuration of the LDAP directory settings requires the network to support LDAP Services.
The Document Centre will have to be configured for TCP/IP (IP Address, Subnet Mask, Broadcast Address, Gateway Address). Before you begin, print a Configuration Report and make sure the Document Centre has an IP address and the HTTP protocol is enabled. From the workstation desktop:
- Click on [Start], point to [Programs], and select [Internet Explorer] to launch Internet Explorer.
- Click on [File] from the toolbar, then select [Open]. The Open window will be displayed.
- Enter the IP address for the Document Centre in the Address: field, then press [Enter] on your keyboard. CentreWare Internet Services window will be displayed.
- Click on [Index] in the upper, right corner of Internet Services. The Index window will be displayed with a list of hyperlinks to different areas of Internet Services.
- Click on [Public Address Book ] from the list of hyperlinks. The Public Address Book Settings window will be displayed.
- Click [Browse]. The Choose File window will be displayed.
- Browse to the location of your Address Book File (*.CSV).
- Highlight the CSV file and click on [Open]. The path for your .CSV file will be displayed in the Address Book File (*.CSV) field.
- Click on [Import Now]. An 'Are you sure you want to overwrite the existing Address Book? This cannot be undone' message may be displayed. Click [OK] to import the address book.
NOTE: You cannot import a .CSV file with a blank name or e-mail field.
- An Enter Network Password window may be displayed. In the User Name: field, enter the system login of admin, in lower case letters. In the Password: field, enter the system password, then click [OK].
NOTE: If you do not know the system password, contact your administrator. The initial system password at machine install is 1111 for the Document Centre 460|470|480|490, and 22222 for the Document Centre 425|430|432|440. If the administrator encounters a problem with changing or forgetting the machine password, a service call must be placed.
- Click on [Map Existing Address Book] to identify which headings in the CSV file contain the name and e-mail address to use in the Public Address Book.
NOTE: If the CSV file contains names and e-mail addresses only, the file may map automatically.
- Click on the [Display Name] drop-down menu under the Imported heading. Select the heading that corresponds to the data you wish to use as the display name in the address book. The data you selected will be displayed in the Imported Sample field.
- Click on the [E-mail Address] drop-down menu. Select the heading that corresponds to the data you wish to use as the e-mail address in the address book. The data you selected will be displayed in the Imported Sample field.
NOTE: If you are using a DC460|470|480|490, and if the CSV file does not contain a heading row, the drop-down menu will contain information from the first line of data in the file. For correct Public Address operation, the display name must map to a user name and the e-mail address must map to an SMTP format e-mail address, for example, firstname.lastname@example.org.
If you are using a DC425|430|432|440 and if your CSV file does not contain a heading row, the first row of data will be lost.
- Click on [Apply New Settings] to save any changes.
NOTE: If you click on the [Clear All Addresses] button all entries will be removed from the current public address book.
- Click on the [X] in the upper, right corner to close Internet Explorer and return to the desktop.