Step #1 - Access the Online Commonwealth Telephone Directory The online Commonwealth Telephone Directory can be accessed on the Bureau of Publications’ website at www.dgs.state.pa.us\publications. Click on “Commonwealth Telephone Directory” Click on “Telephone Directory” Step #2 – Download and Save Your Agency and Alphabetical Listing Select your agency from the drop down menu. Once you select your agency, a Microsoft Word document containing your Agency Listing and your agency’s Alphabetical Listing will appear. Save this document to your computer. When naming the document, include your agency’s number and name in the title. Step #3 – Update the Agency and Alphabetical Listing Once you have saved the document to your computer you can begin making your updates. Microsoft Word’s “Track Changes” feature has been turned on. This feature must be left on when updating the document so that we can see where your changes have been made. All updates must be combined on one document. To delete something in your listing, highlight the text to be deleted and hit your “Delete” key. The item you are deleting will appear with a strikethrough. To add something in your listing, place your cursor where you want the new information inserted and begin typing. The new information will be underlined. If you need to add something entirely new, place your cursor at the end of the row before the row where the new information is to be added. In this example, a new name and phone number are being added under Desktop Publishing/Forms Layout. Hit the “Enter” key and your cursor will be moved to the following row. You can begin inserting the new information. Once the name has been entered, hit the “Tab” key and the dot leaders will appear. You can then begin typing the phone number. When adding information, do not be concerned if the new information runs to the next line. This is acceptable and does not need fixed. Complete the following three steps when updating the Alphabetical Listing, which can be found at the end of your Agency Listing: 1. Review the list and make any necessary changes to existing names 2. Delete all employees that are no longer employed with your agency 3. Add all new employees to the end of your listing. (Last name then first name – no commas needed) Complete this step by saving your updates. Step #4 – Update the General Reference Numbers and Numbers for Teletypewriters Pages To access these pages, click on the “Miscellaneous” drop down menu. I Once you download and save the pages to your computer, you can begin making updates the same as you did for the agency listing. Complete this step by saving your updates. If you have no updates to these pages, then you do not need to download and save them to your computer. Step #5 – Submit your Updates to the Bureau of Publications There will be two opportunities for you to submit your agency updates for inclusion in the printed version of the telephone directory. Each year after the printed version has been issued (in July) there will be two additional opportunities for you to update the online telephone directory. To find the deadlines for submitting updates, click on the link “Deadlines for Submitting Updates”. Updates to the telephone directory must be submitted by, an Agency Telephone Directory Coordinator. A list of coordinators can be found by clicking on one of the links shown below. Updates should be submitted to the “GS, Commonwealth Telephone Directory” email account found in the Global Address List in Outlook or to the following email address: RAemail@example.com. The email should contain: 1. The Microsoft Word file containing updates that were made to the Agency and Alphabetical Listing 2. The Microsoft Word file containing updates that were made to the General Reference Numbers and/or Numbers for Teletypewriter pages. If you do not have any updates to these pages you do not have to attach them, however, indicate in the email that you reviewed the pages and no changes are necessary. Step #6 – Proofing Your Agency’s Information and Submitting Additional Updates Two weeks after the initial submittal deadline, all agency updates will be posted back to the Bureau’s website. An email will be sent to all Agency Telephone Directory Coordinators as a reminder that their agency’s information has been updated and posted. At that time, download your agency’s information again and proof the listing against the updates that you submitted to confirm that they have been made accurately. If additional updates are necessary, you will have one additional opportunity after the initial deadline, to submit updates for inclusion in the printed version. To find this final deadline, refer to the “Deadlines for Submitting Updates” link mentioned in the previous step. Follow steps 1 through 5 to submit your final updates. Again, two weeks after the final submittal deadline, all agency updates will be posted back to the Bureau’s website. Your listing as it appears at this time is how it will appear in the printed version of the Commonwealth Telephone Directory. If throughout the remainder of the year you wish to update the online telephone directory, submit your updates by the deadlines posted on the website.
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