Chapter 10
The Information Exchange Tool
Overview
The Information Exchange Tool lets you easily exchange files with fellow conference members across a network. Without needing to set up specific accounts or configure file permissions; you can readily make important documents available to the necessary individuals. You can use the Information Exchange Tool to exchange application files, images, or other data.
This chapter discusses:
- The Information Exchange Tool window
- Sending a file
- Receiving a file
- Information Exchange Tool options
The Information Exchange Tool Window
The Information Exchange Tool’s interface is divided into two main sections: the Files to Send window and the Files to Receive window.
The Files to Sent Window
The Files to Send window lists any files that you have queued up for distribution. The files that you have selected will not be distributed until you select Send from the File menu.
The Files to Receive Window
The Files to Receive window lists those files waiting for your attention. These files remain in the Incoming Files List until you either delete them or save them to disk.
Sending a File
Choosing Information Recipients
Unless otherwise specified, Communique! sends your selected data files to all conference members. You can use the Information Exchange Tool Recipients list to select who you wish to send data to.
1. Click on the Information Exchange Tool button in the Conference Manager.
The Information Exchange Tool interface will appear.
2. Select the Recipients item from the Options menu. You can also access the Information Recipients list by clicking on the Recipients button on the toolbar (the one with a picture of people on it).
The Information Exchange Tool Recipients dialog box will appear.
Everyone involved in the conference (other than yourself) will be listed with a corresponding check box. If a person’s check box is selected (marked with an "X") they will receive files from you any time you send them from the Information Exchange Tool.
3. Select the conference members that you wish to receive files. Click on Close when you are satisfied with your selections.
The Information Exchange Tool Recipients information is not saved from conference to conference. If you do not want to send files to all conference members you will need to update your Recipients list each conference.
Choosing Files for Distribution
1. Click on the Information Exchange Tool icon in the Conference Manager.
The Information Exchange Tool interface will appear.
2. From the File menu select the Add to Send List option.
A standard file browser will appear.
3. Select the file you wish to send and select OK.
The file you have selected will be added to the Files to Send window.
4. Repeat step 3 for as many files as you wish to select.
5. When you are ready to distribute your files, select Send from the File menu or click on the Send button (the one with the picture of the broadcast tower).
The file will be sent to the people selected in the Information Exchange Tool Recipients List and the file name will appear in their Files to Receive window.
If you have a particularly slow network or are sending a large data file, it may take a few moments for the files to reach their destination.
6. You can continue selecting and transmitting files or click the Cancel button to quit.
Receiving a File
When other conference members send you files with the Information Exchange Tool, the names of the files will appear in your Files to Receive window. You can then decide to save them to disk or to delete them.
Saving an Incoming File
If you want to save an incoming file to disk, follow these steps:
1. Click on the Information Exchange Tool icon in the Conference Manager.
The Information Exchange Tool interface will appear.
If you have any files pending, they will be listed in the Files to Receive window along with the name of the person who sent you the file.
2. Select one of the files in the Files to Receive window by clicking on its name.
3. From the File menu select the Save option to copy the highlighted file to your disk.
4. Specify a name and location in the file browser for saving the file.
The file will be saved to disk and will disappear from the Files to Receive window.
If you do not specify a new name for the incoming file, it will be saved under the same name it had on the sender’s machine. Received files whose names are longer than those allowed by DOS must be shortened before they can be saved.
If there are files in the Files to Receive window you do not want to save, you can delete them.
Deleting an Incoming File
1. Select the files to delete from the Files to Receive window by clicking on their names.
2. From the File menu select Delete.
You will be asked to confirm your deletion.
3. Select Yes to delete the file or No to cancel.
The selected files will be removed from the Files to Receive window and will be deleted from your disk.
Information Exchange Tool Options
Compress
If this option is enabled, the Information Exchange Tool will attempt to compress all files before sending them. The files will automatically and transparently decompress on the receiving side. Turning off Compression may yield an increase in speed, since no compression or decompression phase is required. However, disabling compression will create more network traffic. On a particularly slow network or with an unusually large file, you may actually experience a decrease in speed.
Compression is enabled by default.
Popup On Receive
With this option enabled, the Information Exchange Tool will automatically open when new files are received from other conference members.
This option is on by default.
ASCII and Binary Modes
These two options are mutually exclusive and specify the types of files you will be sending. Since Communique! can interoperate between many different types of computers, selecting either ASCII (for text files) or binary (for application and data files) will assure that data is handled correctly.
If ASCII mode is selected for text files that are exchanged between systems, the text will automatically be converted to local text file conventions.