There’s nothing more fun than tedious office tasks like scanning and sending documents- said no one ever.
There’s a reason these tasks are tedious- you do them again and again, and while they might not be inherently difficult or time-consuming, it’s still something that’s taking away from your productivity time, and it can get old quickly.
We’ve been in this industry for a long time, and we’ve seen the best ways to cut down on unnecessary tasks and increase productivity, and being able to have all your contacts available on your printer for easy selection and management is an invaluable resource in a busy office environment.
The thing is, a lot of people aren’t aware that this is a function they can utilize, and if they are aware, they don’t know how to set it up. That’s where this article comes in.
What is an Internal Address Book?
We’re all familiar with the concept of an address book, the little planner or notebook that you used to write all of your friends’ and colleagues' information into so you wouldn’t forget, right? Obviously, this was before the time of cell phones and digital contacts, but the concept is still there.
An internal address book is basically the same thing, except it exists within your Xerox multifunction printer. It’s a place where you can store the addresses and contact information for all your fax, scan, and email jobs.
Why Would I Want to Set One Up?
Having an internal address book set up on your multifunction printer means that you won’t have to manually type in a contact’s email address or fax number when getting ready to do a print job. Instead, you’ll simply search for the name of the contact you’re looking for, and their information will pop up, allowing you to choose which email or number you’d like to interact with.
Once you have set up your device’s address book (during installation and setup of your machine), you can even create specific groups of contacts, so if you know you’ll be sending documents to the same couple of people, you won’t have to individually select their names each time.
Your contacts can be managed in a variety of different ways, whether it’s through the control panel or using the Xerox CentreWare internet service.
Instructions
In order to set up an internal address book, on a Xerox AltaLink machine, you first need to log into the web interface of the machine. All you do to get to the machine’s web interface is enter the machine’s IP address into a web browser and press enter. To access most of the admin settings, you’ll have to enter your administrative login credentials.
You then select the “Address Book” tab at the top of the page, this will lead you to the “Set-Up" section. Here, you can choose how to add contacts to the Address Book, either manually, or by importing files/emails.
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To manually add contacts to your Address Book, you will select “Add Manually” and a window will appear that allows you to manually enter Contacts to your Address Book. You can save a contact’s - name, company, email, fax, and scan destinations.
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To import your contacts from a file, you will select “Import from File” and upload the file containing your contacts' addresses. The best file type for importing a long list of contacts is .csv (Comma Separated Values). If you do not know how to build this type of file, look to the top corner of the webpage, you will find a management tab, which will allow you to download a sample of the file format needed for this type of import.
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If you would like to import your Address Book contacts by email, you can accomplish this by configuring the device to import from email, you can do this at the bottom of the screen. Once selected, you can enable the machine to add contacts by having them email the machine.
You can create favorites or make changes to your contacts in your Address Book from the Address Book page, where you can also edit or delete contacts
Where to Go from Here
Using an internal address book will shorten the process of your email and scan jobs, so you won’t have to worry about walking back and forth from your computer to your printer and can focus on the other parts of your job that really matter.
The truth is that having an internal address book is just the tip of the iceberg when it comes to Xerox’s productivity features. If you want to learn more, we have articles on Xerox ConnectKey Technology, productivity-enhancing apps, and much more in our learning center.
