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Part 6. Using Mail Tools > Task 4 How to Create Phone Messages

Task 4 How to Create Phone Messages

Phone messages are simple, straightforward forms you use to send telephone message information using Notes. Phone messages work in the same manner as mail messages: You fill out the form and click the Send button on the Action bar; the message is then mailed to the person or people in the To, cc, and bcc fields.

1.
Open the Message Form

If your Mail database is open, choose Create, Special, Phone Message. If Mail isn't open, choose Create, Mail, Special, Phone Message. A new blank phone message form opens.

2.
Address the Message

The phone message form doesn't display your letterhead, although it does have To, cc, and bcc fields at the top. Click Address to select the recipient(s) of the phone message.

3.
Enter the Contact Information

The main part of the phone message resembles a torn-off sheet from a phone message pad. Type the name of the caller in the Contact field, the caller's organization in the Of field, the telephone number in the Phone field, and the facsimile number in the Fax field.

4.
Mark Actions

Select any appropriate items at the bottom of the message by placing a check mark next to them, such as Telephoned or Please Call.

5.
Add a Message

If the caller left a message, type it in the Message field at the bottom of the form.

6.
Send the Message

Click Send on the Action bar to send the message.


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