Sending/Receiving Phone Messages

The following details tell how to send and receive phone messages:

•	Sending Phone Messages

To send a phone message to a user, click on "Send Phone Message" from the "Action" menu. You can also select "Send Phone Message" when right-clicking a user on the status table. These options will be grayed out if the administrator has disabled the phone message system in the system controls. Select the user and fill in all the desired fields. All the phone message fields are optional. Send the phone message and it will pop up on the screen of the desired recipient if their status is "IN," within a few seconds.

o	Auto-format Number

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The three phone number fields (Phone, Mobile, and Fax) have the ability to be automatically formatted based on a built-in list of phone number formats. Simply type in the numbers without any punctuation or formatting characters and when clicking outside the field, the number will be properly formatted. The phone number formats are defined by country and set in the system controls. The default value for the auto-format number option can be set in the preferences. This option will not be available if no country format has been set in the system controls. The following are the built-in list of phone number formats:

o	United States:

▪	user enters: "1234567" -- auto-format result: "123-4567"

▪	user enters: "1234567890" -- auto-format result: "(123) 456-7890

▪	user enters: "11234567890" -- auto-format result: "1 - (123) 456-7890"

•	Receiving Phone Messages

To receive a phone message, it will automatically pop up on your screen if your status is marked as "IN." If you are marked as any other status, the phone message will be saved in your My Messages window until it is retrieved. The program icon will also blink with a phone message icon until the new phone message is read. A read phone message is saved in the My Messages window until it is manually deleted or until the message age is older than the auto-delete message age, at which time, it will be automatically deleted. The phone message will also be automatically archived based on the auto-archive message settings. The auto delete/archive settings can be set in the preferences.