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Desktop Messaging User Guide for Microsoft Outlook

1. Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Addressing messages 43 Note In cases where no appropriate address or number is available CallPilot sends you a non delivery notification to let you know it cannot send the message Verifying telephone and fax numbers The original telephone or fax number can contain any alphanumeric character This includes special dialing prefixes such as for international numbers or abbreviations such as ESN to denote internal calls However you must modify the selected number in the Verify number text box of the CallPilot Recipient dialog box to ensure proper delivery The modified number can contain only the following alphanumeric characters Numeric characters 0123456789 Numeric delimiters Pause characters Pp Pound White space The Desktop Messaging software attempts to remember changes you make so that you do not have to re enter them each time the same telephone or fax number is used Note that the ability to dial any telephone or fax number can be restricted by the CallPilot server Note also that the ability to scan for telephone or fax numbers is available only when you use the CallPilot message form The standard e mail form does not scan for these numbers If a CallPilot or e mail address is missing from a recipient text box in the standard e mail form an non
2. Would you like to Retry Choose Yes to Retry No to Skip or Cancel to end the Fax Batch process If you select Yes an attempt is made to resend the fax to the server If you select No the current fax is skipped and processing begins on the next fax in the list The skipped fax is not sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files are deleted and the process ends Any faxes already transferred to the CallPilot server are sent If you choose No the preceding failure dialog box is displayed again allowing you to make a different choice A confirmation dialog box appears after all faxes are submitted to the server Using custom fax cover pages You can choose to include a cover page with your faxes The server administrator typically designs and manages these cover pages You can choose the desired style of cover page if more than one is available Cover pages created with these tools include the following information From Information Title Name Department Company Phone number Fax number To Information Title Name Department Company Phone number Fax number Number of Pages Sent Date amp Time A Cover Sheet Memo section TT S SC SSC C Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 28 Using Desktop Messaging for Micros
3. NN44200 109 End To enable or disable message forwarding A message forwarding rule must be configured before you can enable or disable it See the preceding procedure if you want to configure it yourself or ask your CallPilot administrator to configure one for you For security reasons you must enable and disable it yourself You can do this in My CallPilot in Desktop Messaging using the following procedure or you can use the telephone option 8 5 1 Note f you have the Anonymous Logon option turned on you cannot enable or disable a message forwarding rule using the Desktop Messaging software To check go to Tools gt CallPilot Desktop Messaging gt Configuration click the Address Book tab and then click Advanced Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration 2 Click the Mail tab 3 Select or clear the Enable Message Forwarding Rule check box Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Addressing messages 39 End Addressing messages You can address a CallPilot message using the CallPilot Address Book or you can select addresses from any available address book in Outlook You can also manually address a message Your organization maintains the CallPilot Address Book on the server and it contains the addresses of the
4. Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 Document status Standard Document version 01 04 Document date 17 March 2008 Copyright 2007 2008 Nortel Networks All Rights Reserved Sourced in Canada Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant The process of transmitting data and call messaging between CallPilot and its servers switches or system is proprietary to Nortel Networks Any other use of the data and the transmission process is a violation of the user license unless specifically authorized in writing by Nortel Networks prior to such use Violations of the license by alternative usage of any portion of this process or the related hardware constitutes grounds for an immediate termination of the license and Nortel Networks reserves the right to seek all allowable remedies for such breach Nortel Networks and third party trademarks appear on the following pages Nortel the Nortel logo the Globemark and Unified Networks BNR CallPilot DMS DMS 100 DMS 250 DMS MTX DMS SCP DPN Dualmode Helmsman IVR MAP Meridian Meridian 1 Meridian Link Meridian Mail Norstar SL 1 SL 100 Succession Supernode Symposium Telesis and Unity are trademarks of Nortel Networks 3COM is a trademark of 3Com Corporation ACCENT is a trademark of Accent Software
5. 33 Select Name Type Name or Select from List Show Names from the cr CallPilot Address Book local v Name E mail Type all Users at Production BDL CALLPILOT CALLPILOT a All Users at West Wing BDL CALLPILOT CALLPILOT Blackwell Mark 4444 CALLPILOT CALLPILOT Browne Janet 4751 CALLPILOT CALLPILOT Contractor Dynamic SDL CALLPILOT CALLPILOT Croteau Maurice 4446 CALLPILOT CALLPILOT Dow Nancy 4750 CALLPILOT CALLPILOT Fleming Michael 4447 CALLPILOT CALLPILOT Grimmell Doug 4752 CALLPILOT CALLPILOT Lavigne Brayden 4725 CALLPILOT CALLPILOT Lavigne Derrick 4211 CALLPILOT CALLPILOT Lavigne Logan 4280 CALLPILOT CALLPILOT Lavigne Logan 4723 CALLPILOT CALLPILOT O Keefe Rae Lynn 4754 CALLPILOT CALLPILOT PDL1 PDL CALLPILOT CALLPILOT Project SDL CALLPILOT CALLPILOT Roy Dawn 4753 CALLPILOT CALLPILOT Shilling Samantha 13437758 CAII PT OTT CAPT OT lt 2 From the Show Names from the list choose the address book you want to search Note In Outlook 2007 this list is labeled Address Book 3 In the Type Name or Select from List box you can type part of or all of the person s name to locate it in the address book as shown in the previous illustration Note In Outlook 2007 this box is labeled Search 4 From the Name list select the person s name and then click OK The Contact dialog box appears listing any telephone numbers contained in the addr
6. CallPilot users and distribution lists that you are allowed to use You cannot edit this list If you work offline without a connection to the CallPilot server you can download the CallPilot Address Book to your computer For more information see Changing your Address Book settings page 57 Accessing CallPilot addresses from other networked CallPilot servers If your site has more than one CallPilot server your CallPilot administrator can expand your CallPilot Address Book to include the addresses of CallPilot users on networked servers in addition to addresses on your local server If you do not need this expanded list you can configure your CallPilot Address Book to include only addresses from your local server For more information see Changing your Address Book settings page 57 To address a message from an address book Step Action 1 In a new CallPilot message click To 2 In the Show names from the list select the address book you want to use for example CallPilot Address Book Note In Outlook 2007 this list is labeled Address Book Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 40 Using Desktop Messaging for Microsoft Outlook Select Names Type Name or Select From List Show Names From the calPilot Address Book local Name E mail Type All Users at Production BDL CALLPILOT CALLPILOT Al
7. MV Remind me to download address book every 20 day s F Download now Advanced Care ase 3 Make changes to the following options as required Path This is the path of the local CallPilot Address Book LDAP search base This is the directory tree root for the part of your company or organization served by the CallPilot server and should match the directory tree root configured on the server The LDAP search base must be set correctly to download the CallPilot Address Book If you do not know the LDAP search base to use check with your CallPilot administrator Order Choose whether names in the CallPilot Address Book are organized by first or last name Notify me of LDAP search base changes Select this check box if you want to receive notification when the LDAP search base defined on the CallPilot server changes Search server address book Select this option to use the CallPilot Address Book on the network By accessing the CallPilot Address Book on the network you ensure that your address information is always up to date You must be connected to the network to use this option Download server address book to the local address book Select this option to use the copy of the CallPilot Address Book stored on your computer If you choose this option you can access the CallPilot Address Book when you are not connected Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standar
8. and lowercase P and the comma when a pause is necessary The pound sign is supported Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 22 Using Desktop Messaging for Microsoft Outlook Common phone number symbols such as left and right parentheses and the dash are supported Spaces are supported When placed before a CallPilot mailbox number to designate the mailbox address the M is not case sensitive The other text boxes are optional and are used to customize or to direct CallPilot how to handle the fax Three specific CallPilot text boxes and their parameters are ToName This is the fax recipient s name and can be up to 256 characters in length DelReceipt You can use this tag to receive a Delivery Receipt in the form of a CallPilot message in your CallPilot mailbox when the fax is delivered to the recipient If the DelReceipt text box is set to 1 and then a delivery receipt is generated If DelReceipt is set to 0 a delivery receipt is not generated for that recipient If the DelReceipt text box is empty or the field is not in Data doc and then no delivery receipt is generated DelType This text box is used to set a delivery priority for each recipient If the DelType text box is set to 0 or is left empty or if DelType Text Box is not present in your Data doc the message is tagged for Normal d
9. and send the voice message in the same way as an e mail message To record and send a voice message Step Action 1 In your inbox click the New CallPilot Message button on the toolbar Lis New Calio Message Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Composing voice messages 17 The CallPilot message form with the CallPilot Player appears I CalPilot Player DAR File Edit View Actions Help W Add an attachment Telephone icon opens the CallPilot Player Record Subject Ess ery Normal Sensitivity Public I Readreceipt Delivery receipt Stop Choose either FERRER RCE LE telephone or pieg gt m e mm aa 2y a pe vi to play record NORTEL HA 44 M messages Note If the CallPilot Player is not already open in the new message form click the Telephone icon in the toolbar to open it 2 Choose how you want to record the voice message On the CallPilot Player panel click either the telephone or computer icon 3 To start recording click the red Record button 4 Do one of the following e If you are recording from the computer record your message into the microphone Click Stop to end the recording Click Play to review it To add to the recording click Record speak again and then click Stop e If you are recording from the telephone answer when the telephone
10. appears dimmed a message forwarding rule is not configured for you e Configure Message Forwarding Rule Click this link to connect directly to the My CallPilot application and configure settings for forwarding your CallPilot messages to an external e mail address or a CallPilot inbox If this link does not appear the CallPilot administrator has not granted you privileges to do this 4 When you finish making changes click OK Note Some changes may not take effect until you close and reopen Outlook End Changing your Address Book settings Your administrator enters the default address book settings for you You can change the address book settings if required To view or change your address book settings Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration 2 Click the Address Book tab to display the current settings Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 58 Using Desktop Messaging for Microsoft Outlook CallPilot Desktop Messaging Configuration General Mail Address Book Audio Path cD ocuments and Settings icbrowne callpilot cpa LDAP search base fdc cantel dc ca Order Last Name Smith John ne M Notify me of LDAP search base changes C Search server address book Download server address book to the local address book
11. choose what you want to do with the duplicate contact information and then click OK End Required format for a CallPilot e mail address If you choose to enter a CallPilot address in the E mail text box enter the address in the following format CALLPILOT XXXXYYYY ZZZZ Where XXXX VPIM network shortcut YYYY CallPilot Mailbox number ZZZZ CallPilot Server FQDN server and domain For example suppose CallPilot server na12345 in the domain us nortel com with VPIM network shortcut 1905555 contains mailbox 1212 Then the CallPilot address for that mailbox is CALLPILOT 19055551212 na12345 us nortel com Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Personal distribution lists 45 Required format for fax and telephone Numbers If you choose to enter a fax or telephone number in the contact field s it must be entered as an alphanumeric string Pause P p and pound characters are supported The required format for fax is CALLPILOT FAX XXXX ZZZZ The required format for voice is CALLPILOT VOICE XXXX ZZZZ Where XXXX Telephone or fax number ZZZZ CallPilot Server FQDN server and domain Examples of valid fax and telephone number formats are CALLPILOT 1212 na12345 us nortel com CALLPILOT 416 897 6666 na12345 us nortel com CALLPILOT 416 897 6666 1212 na12345 us nortel
12. client must be running for these features to work e If you notice a delay in message synchronization between the CallPilot server and your Microsoft Exchange Server you can reduce the delay by setting your Microsoft Exchange Server to use Cached Exchange Mode This stores a copy of your inbox on your computer For instructions on where to set this option see the Outlook online Help Note Cached Exchange Mode is available only in Outlook 2003 and later e Because you have chosen not to use your CallPilot Desktop Messaging inbox it is not listed in your mail folders list In certain cases it might still appear in the list but it is disabled Using instant messaging Using the instant messaging feature you can start an instant messaging session through Microsoft Windows MSN Messenger and Nortel Multimedia PC Client MCS 5100 from a CallPilot or e mail message You can initiate an instant messaging connection with other users provided both parties have a valid account on MCS 5100 Nortel Multimedia PC Client or with one of the following services available in Windows MSN Messenger NET Passport Service Windows MSN Messenger e SIP Communication Service Windows Messenger e Exchange Instant Messaging Service Windows Messenger There are no special requirements to configure these services You must configure these accounts according to Windows MSN Messenger requirements For the SIP Communication Service on MCS 5100 conf
13. com CALLPILOT 416 897 6666p1212 na12345 us nortel com CALLPILOT 800 333 7777 123123 na12345 us nortel com Microsoft Outlook supports telephone and fax contact numbers for business home car and so on Some contact numbers are not supported Note that contact numbers are a feature of Microsoft Outlook CallPilot Desktop Messaging cannot hide or alter unsupported items The supported and unsupported numbers are shown as follows e Valid voice contact numbers Assistant Business Business 2 Car Home Home 2 ISDN Mobile Other e Valid fax contact numbers Business fax Home fax Other fax e Unsupported Contact Numbers Callback Company Pager Primary Radio Telex and TTY TDD Personal distribution lists There are two types of personal distribution lists PDL you can use e A CallPilot personal distribution list which can be created using My CallPilot or the telephone e Local distribution lists which can be created from Outlook Contacts Note that this type is not accessible from the telephone To use existing CallPilot personal distribution lists You can address messages using CallPilot personal distribution lists that you create in My CallPilot or on your telephone In Outlook select these lists from the CallPilot Address Book Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 46 Using Desktop Messaging f
14. delivery notification is generated for that recipient To add a sender or recipient to your Outlook Contacts You can quickly add a sender or recipient to your Outlook Contacts using a shortcut menu If a sender or recipient of a CallPilot message is not in your Outlook Contacts the display name appears as Unknown Step Action 1 In an open CallPilot message right click the sender or recipient that you want to add to your Outlook Contacts 2 Click Add to Contacts 3 Type the person s name and any additional information that you want to keep track of 4 Click Save and Close Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 44 Using Desktop Messaging for Microsoft Outlook The new contact is added to your contact list End To update the existing contact information of a sender or recipient If you want to change contact information for someone who is already in your Outlook Contacts you can quickly do so in an open message using a shortcut menu Step Action 1 In an open CallPilot message right click the sender or recipient that you want to update in Outlook Contacts 2 Click Update Existing Contact 3 From the list of available contacts click the correct name and then click OK 4 Make any changes to the contact information 5 Click Save and Close 6 In the Duplicate Contact Detected dialog box
15. messages 36 Setting up message forwarding 37 Addressing messages 39 Personal distribution lists 45 Changing the inbox to which your CallPilot messages are delivered 46 Using instant messaging 48 Using the Message Waiting Indicator 51 Changing your mailbox settings 53 Changing mail delivery settings 55 Changing your Address Book settings 57 Changing audio settings 60 Linking to My CallPilot 62 Working offline 64 Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 6 Contents Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks How to get help This section explains how to get help for Nortel products and services Getting help from the Nortel Web site The best way to get technical support for Nortel products is from the Nortel Technical Support Web site www nortel com support This site provides quick access to software documentation bulletins and tools to address issues with Nortel products More specifically the site enables you to e download software documentation and product bulletins e search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues e sign up for automatic notification of new software and documentation for Nortel equipment open and manage techn
16. password if you want CallPilot to log on automatically Note Do not leave the Remember password box checked on a shared computer 5 Click OK 6 If you are logging on for the first time the software might prompt you to choose an inbox for your CallPilot messages and then to choose download options for your CallPilot Address Book Respond to the prompts as required Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 12 Using Desktop Messaging for Microsoft Outlook When you log on your Outlook window appears Your new CallPilot messages if you have any appear in the inbox you specified End To log off When you exit Microsoft Outlook you automatically log off from CallPilot Remote login You can log on to your mailbox from any computer that has CallPilot installed and configured in the same way as your office computer For example you can use a computer set up for guest access or your home computer with a dial up connection to the server Working with your CallPilot messages When you open your e mail with CallPilot installed your CallPilot messages appear in the inbox your chose the first time you logged on Note At some sites you may not have the option to choose your inbox your CallPilot administrator may specify the inbox location for you Icons indicate the Call Pilot message type text voice
17. select the Anonymous logon check box BDLs SDLs and user PDLs are skipped Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 60 Using Desktop Messaging for Microsoft Outlook To download the Address Book to your computer You can download the CallPilot Address Book from the server to your computer so that you can work offline Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration Click the Address Book tab Select Download server address book to the local address book Click Download now and then click OK when a message notifies you that the download is complete As a result when you address a CallPilot message you are accessing the downloaded CallPilot Address Book whether you are working online or offline To ensure you download the CallPilot Address Book regularly select the Remind me to download address book every check box and then set the number of days between reminders Click OK To ensure your changes take effect close Outlook and then reopen it End Changing audio settings To change the audio device and volume You can play and record your messages from your telephone or your computer Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration Click the Audio ta
18. 007 2008 Nortel Networks 56 Using Desktop Messaging for Microsoft Outlook format to WAV format You can then listen to voice messages using most non Nortel media players in addition to the CallPilot Player These two file types are similar in size This check box is available only if your selection in the Deliver to box is E mail Inbox e Notification Choose automatic notification manual notification or a timed delay notification Choose Manually to save costs on long distance or ISDN connections e Use CallPilot form Select this check box to display CallPilot messages using the CallPilot custom form instead of the standard Outlook form The CallPilot custom form provides one click playback of CallPilot voice messages e Default compose form Select the default form to display when you create a new CallPilot message Default forward reply form Select the default form to display when you forward or reply to a CallPilot message Include message header when forwarding replying Select this check box if you want text message headers copied into forwarded messages and replies If you clear this check box text message headers do not appear Include cover page when forwarding fax For information about adding or modifying cover pages see Including a cover page in a fax message page 28 Convert outgoing voice messages to WAV for non CallPilot recipients Select this check box to automatically convert voice mess
19. CAPE COMMUNICATOR is a trademark of Netscape Communications Corporation NOTES is a trademark of Lotus Development Corporation NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation POWERQUEST is a trademark of PowerQuest Corporation PROMARK and RHOBOT are trademarks of DMI Promark Inc QUICKTIME is a trademark of Apple Computer In RADISYS is a trademark of Radisys Corporation ROLM is a trademark of Siemens ROLM Communications Inc SLR4 SLR5 and TANDBERG are trademarks of Tandberg Data ASA SONY is a trademark of Sony Corporation SYBASE is a trademark of Sybase Inc TEAC is a trademark of TEAC Corporation UNIX is a trademark of X Open Company Limited US ROBOTICS the US ROBOTICS logo and SPORTSTER are trademarks of US Robotics WINAMP is a trademark of Nullsoft Inc WINRUNNER is a trademark of Mercury Interactive Corporation WINZIP is a trademark of Nico Mark Computing Inc Contents EN How to get help Using Desktop Messaging for Microsoft Outlook Getting started 10 Logging on 11 Working with your CallPilot messages 12 Playing voice messages 14 Viewing fax messages 15 Composing voice messages 16 Composing fax and text messages 18 Creating and sending fax batch messages 20 Using custom fax cover pages 27 Initiating a call using Call Directory 32 Contacting the sender of amessage 34 Adding attachments to messages 35 Setting message options 36 Forwarding and replying to
20. Fax number is mernng or mvold for Bifana The Fax number is mirang o invald for And Joet shor sboited trom Print Manage it Problems such as a missing fax address or an unsupported fax address format are checked however problems such as a wrong fax number are not identified provided the number is in a valid format A wrong fax number however results in the sending of a non delivery notification to the user s CallPilot mailbox When you click OK the batch process ends and no faxes are sent You must fix the fax addresses and resubmit the job Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Using custom fax cover pages 27 If all faxes and addresses are created properly a dialog box appears while the faxes are being addressed and transferred to the CallPilot server The Nortel Fax Batch Status dialog box indicates the status of the batch job If you click Cancel in this dialog box before the job is completed another dialog box appears asking you to confirm the cancellation If you select Yes all temporary files are deleted and the process ends however all faxes that are already transferred to the CallPilot server are sent If a problem occurs while transferring the fax a dialog box similar to the following appears CallPilot Desktop Messaging x Q Failed to send the fax addressed to Jim Gould m4001
21. International Ltd ADOBE is a trademark of Adobe Systems Incorporated AMDEK is a trademark of Amdek Corporation AT amp T is a trademark of American Telephone and Telegraph Corporation ATLAS is a trademark of Quantum Corporation ATRIA is a trademark of Pure Atria Corporation BLACKBERRY is a trademark of Research in Motion Limited CASEWARE is a trademark of Caseware International Inc CONTINUUS is a trademark of Continuus Software Corporation CRYSTAL REPORTS is a trademark of Seagate Software Inc DEFINITY is a trademark of Avaya Inc DIALOGIC INTEL and VOICEBRIDGE are trademarks of Intel Corporation DIVX is a trademark of DivXNetworks Inc EUDORA and QUALCOMM are trademarks of Qualcomm Inc eTrust and InoculatelT are trademarks of Computer Associates Think Inc DIRECTX EXCHANGE NET FRONTPAGE INTERNET EXPLORER LINKEXCHANGE MICROSOFT MICROSOFT EXCHANGE SERVER MS DOS NETMEETING OUTLOOK POWERPOINT VISUAL STUDIO WINDOWS WINDOWS MEDIA and WINDOWS NT are trademarks of Microsoft Corporation GROUPWISE and NOVELL are trademarks of Novell Inc HITACHI is a trademark of Hitachi Limited LOGITECH is a trademark of Logitech Inc LUCENT is a trademark of Lucent Technologies Inc MATRA is a trademark of Matra Hachette MCAFFEE and NETSHIELD are trademarks of McAfee Associates Inc MYLEX is a trademark of Mylex Corporation NET2PHONE is a trademark of Net2Phone Inc NETOPIA is a trademark of Netopia Inc NETS
22. Phone e Fax t To Faxse From t Pe rer Mackan ach Date r Apnl 14 19999 Comments T To Names g Us Word 6 0 5 sample print merge cocurnent for use with the Fax covemane his P 139 followed b y one page Of text These A ee HMercis Micro Bate ch Damo owe contar Late of ij Toews Le Agso N eee SO d A TE0 Poe T CD JEENS ox In this example the document is customized for each recipient Data source column headers are inserted into the document using the Microsoft Word Mail Merge utility After the main document is customized the document is ready to be merged with the information in the Data doc file Consult your Microsoft Word Mail Merge help for more details on inserting data source fields into the document Merging data from the data source document into the main document When you are ready to merge data from the data source document into your main document Step Action 1 Start Mail Merge from the Microsoft Word Tools menu Depending on which version of Microsoft Word you are using Mail Merge is located under different menu headings a In Office XP select Tools gt Letters and Mailings gt Mail Merge Wizard b In Office 2000 select Tools gt Mail Merge c In Office 2007 select Mailings gt Start Mail Merge gt Step by Step Mail Merge Wizard 2 Verify that Sample doc is currently selected as the main document and that Data doc is currently selected a
23. Required format for fax and telephone Numbers page 45 End To add CallPilot addresses to your Outlook Contacts You can add CallPilot addresses to your Outlook Contacts You can choose to distinguish between CallPilot addresses and regular e mail addresses by adding the word CallPilot after the recipient s name Step Action 1 In Microsoft Outlook open the Address Book 2 Click the New Entry icon Note In Outlook 2007 click File gt New Entry 3 Click New Contact and then click OK The Untitled Contact dialog box appears The following example is from Outlook 2003 FE Untitled Contact General jew M Job title Display as Company Web page address File as IM address Phone numbers Business Home Jr ED mosie J Addresses Business C This is the mailing address 4 Complete the dialog box as required keeping the following in mind e CallPilot uses information from these fields Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 42 Using Desktop Messaging for Microsoft Outlook E mail addresses E mail E mail 2 E mail 3 Telephone numbers Assistant Business Business 2 Car Home Home 2 ISDN Mobile Other Fax numbers Business Fax Home Fax Other Fax For more information
24. This user guide describes how to use CallPilot with your Microsoft Outlook e mail The instructions and screen images shown in this guide provide general information for using CallPilot with your e mail Specific details can vary depending on your computer operating system the version of Outlook you are using and the features available for your CallPilot mailbox Desktop Messaging also includes online Help To access it from the Outlook Help menu point to CallPilot Desktop Messaging and then click Help Topics What you need Before you start to use CallPilot your administrator ensures that your e mail account is correctly configured for CallPilot Your computer must be set up according to the following requirements e CallPilot Player to play and record voice messages e Nortel Fax Driver to create faxes e Microsoft Outlook 2002 XP Microsoft Outlook 2003 or Microsoft Outlook 2007 e Windows 2000 Professional Windows XP Professional or Windows Vista e Monitor with 256 color 800 x 600 capability e 15 MB of free disk space to install software e Sound card and speakers for playing voice messages on your computer e Microphone connected to your computer or a telephone situated near your computer for recording voice messages e LAN Ethernet ISDN ADSL or dial up modem connection to the CallPilot server for accessing CallPilot messages e For My CallPilot access For Windows Internet Explorer 6 0 and 7 0 Firefox 2 0 fo
25. about formats see Required format for a CallPilot e mail address page 44 or Required format for fax and telephone Numbers page 45 e CallPilot ignores all fax and telephone numbers if the E mail box contains a Microsoft Exchange Server or CallPilot address End E mail addresses versus fax telephone numbers CallPilot searches contact information for either a CallPilot address or Microsoft Exchange Server address If neither is available the address or number CallPilot uses depends on whether the message is a voice fax text or mixed format message Message type Address or number used Voice If both an e mail address and a telephone number are available CallPilot prompts you to choose one e If only an e mail address is available CallPilot sends the message to that address e If only a telephone number is available a dialog box prompts you to verify the number and then CallPilot sends the voice message to that number Fax If both an e mail address and a fax number are available CallPilot prompts you to choose one e If only an e mail address is available CallPilot sends the message to that address e If only a fax number is available a dialog box prompts you to verify the number and then CallPilot sends the message to that number Text CallPilot sends the message to an e mail address if available Mixed voice fax or CallPilot sends the message to an e mail address if voice text available
26. ages to WAV format when you send them to non CallPilot users e Check spelling before sending Select this check box if you want text messages you create using the CallPilot custom form to be automatically spell checked when you click Send If you clear this check box you can still run the spell checker manually You must have Microsoft Word installed for the spell checker to work Note CallPilot uses the basic spell checking function provided with Microsoft Word Some of the advanced spell checker options do not apply when you spell check CallPilot messages for example the option to ignore Internet and file addresses Show MWI Icon on taskbar Select this check box to display the Message Waiting Indicator MWI on the Windows taskbar The MWI turns red when you receive new messages and provides status information about your CallPilot mailbox Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Changing your Address Book settings 57 Enable Message Forwarding Rule Select this check box if you want to enable a message forwarding rule you configured that is a rule for forwarding your CallPilot messages to an external e mail address or a CallPilot inbox If this check box does not appear the CallPilot administrator has not granted you privileges to do this or you have the Anonymous Logon option turned on If the check box
27. ample doc in Microsoft Word This document contains tagged fields corresponding to those in the example Data doc file You can use the example Data doc as a template for your own fax or for practice purposes If you modify the column header names in Data doc you must modify them in your main document as well First page The first page of the main document is a special page and does not become part of the final fax Sample doc is installed with the first page set up correctly ioix Ble Eck Yew imet Format Joos Table Window Heb x Dees 64Y BB nN amp mm Pic Find Showing Markup Shows 2 Xe a Fax Addressing Information IMAGEMAKER FAXBATCH HEADERY LS sous gt Chatonieme gt CApeToF a gt ae C fdreDelReceipts gt lt lt TdteDellyperx gt NC 1 De 2 This paye is discarded when FaxingT zj e enr Page Break somsg zi Craw Atoshapes OO 45 20 o Pags Sec 1 172 At 27 in 15 Coli REC TRE E Y The purpose of this page is to provide a location to map information in the data source to each customized fax document To signal CallPilot that this is a Fax Batch file and to prevent this page from becoming part of the fax two special control codes must be present on the first page SO Start of Job signals the fax driver to start processing and can be placed J anywhere on the first page 2z Sta
28. b to display the current audio settings Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Changing audio settings 61 CallPilot Desktop Messaging Configuration General Mail Address Book Audio Device Telephone Telephone number 4751 x Remove Volume ME IV Use system speaker volume sty M Use system microphone level Confirm settings before playing D Download file before playing Cancel 3 In the Device section click Telephone if you want to play and record your voice messages from your telephone Ensure the correct telephone number appears Alternatively click Computer if you want to play and record your voice messages through your computer speakers and microphone Note You can also change your audio device on the CallPilot Player 4 In the Volume section select the Use system speaker volume and Use system microphone level check boxes if you want to coordinate your CallPilot volume settings with your computer speaker and microphone volumes 5 If you want a reminder to check these settings before playing or recording voice messages check Confirm settings before playing 6 If you want to download voice messages to your computer before playing them check Download file before playing This option is useful if you use a modem 7 Click OK End Nortel CallPilot Desktop M
29. box 10 By Maurice Croteau Resume from a potential candidate Fri 1 12 2007 1 1 KB L Junk E mail E Elizabeth Spence Results of today s forecasting meeting Fri 1 12 2007 1 1KB LA Outbox La Quarantine L Sent Items 4 LJ Search Folders 3 Archive Folders 3 amp CalPiot Desktop Messaging 3 Deleted Items Your incoming CallPilot messages arrive here 4 Sent Items LC Search Folders Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Changing the inbox to which your CallPilot messages are delivered 47 CallPilot messages in your Outlook inbox combined with regular e mail B Inbox Microsoft Outlook Your incoming CallPilot messages arrive here CallPilot messages are combined with Outlook e mail 2 Inbox 9 Sj Sent Items Date Today E Michael Mayne Fax of Contract 3958674376 11KB Fri 1 12 2007 12 4 Lavigne Derrick Please forward contact number for 3KB Fri 1 12 2007 12 2 _ Pam Fleming RE Page Counts on 55 documents 39KB Fri 1 12 2007 10 5 af Mark Blackwel Letter of agreement for Contract 2975 1KB Fri 1 12 2007 12 48 AM ih Maurice Croteau Resume from a potential candidate 10KB Fri1 12 2007 12 43 AM E Eteabeth Spence Results of today s Forecasting meeting 13KB Fri 1 12 2007 12 41 AM When you log on to Desktop Messaging for the first time the software pr
30. ck OK to exit the General settings End Changing mail delivery settings To view or change your mail settings Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration 2 Click the Mail tab CallPilot Desktop Messaging Configuration General Mail Address Book Audio Deliver to E mail Inbox CallPilot messages combined with E mail v V Convert incoming voice messages to WAY Notification Automatically X M Use CallPilot form Default compose form Voice v Default forward reply form As received X I Include message header when forwarding replying I Include cover page when forwarding fax cover tif Browse N Convert outgoing voice messages to WAV for non CallPilot recipients I Check spelling before sending M Show MW Icon on taskbar M Enable Message Forwarding Rule Confiqure Message Forwarding Rule Speen der Advanced Cancel Apply Help 3 Make changes to the following settings as required e Deliver to Select the inbox to which you want your CallPilot messages delivered For more information see Changing the inbox to which your CallPilot messages are delivered page 46 e Convert incoming voice messages to WAV Select this check box to convert incoming voice messages from the Nortel VBK Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2
31. d 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Changing your Address Book settings 59 4 to the network working offline To keep the CallPilot Address Book up to date download it regularly Remind me to download address book Select this check box to receive a reminder and then type the number of days between reminders Use local CallPilot server only Select this check box if you want to limit your CallPilot Address Book to include only those addresses on your local CallPilot server If you clear this check box your CallPilot Address Book includes addresses from all CallPilot servers on your network or from a Nortel Common Network Directory set up by your system administrator depending on your site If this check box appears dimmed you are limited to the CallPilot Address Book on the local server When you finish making changes click OK Note Some changes may not take effect until you close and then reopen Outlook End To log on as an anonymous user You can log on as an anonymous user Step Action 1 a A WO N In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration Click the Address Book tab Click Advanced Select the Anonymous logon check box Click OK End Note When you clear the Anonymous logon check box the Desktop Messaging software also downloads BDLs SDLs and user PDLs as part of the Address Book download When you
32. ddress book e When the sender of a message originates from an external SMTP server the sender appears as Unknown in your inbox and CallPilot form regardless of whether the sender is listed in your address book Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Adding attachments to messages 35 To contact the sender of a message when the address is known Step Action 1 Select a message in your CallPilot or Microsoft Outlook inbox 2 Click the Contact Sender button Contact Sender The Contact dialog box appears listing any telephone numbers contained in the address book entry for the sender Note f CallPilot cannot find any valid telephone numbers then depending on the client only the person s e mail address or name appears Because the e mail address or name cannot be dialed you must manually type the person s complete telephone number in the Verify number box If you want to save the number you type select the Remember changes check box 3 In the Available destinations box select the number you want to call 4 Verify that the number is correct and then click Call 5 Answer the telephone when it rings CallPilot immediately calls the sender of the message End Adding attachments to messages Before you send a message you can attach one or more voice fax or text files to it Voice
33. ds the balloon text appears on the screen 6 To save your changes click OK Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Changing your mailbox settings 53 End To use the Message Waiting Indicator Here are some helpful tips for using the Message Waiting Indicator e To display your mailbox number the address of the server and the number of messages waiting in your inbox position your pointer over the icon e Right click the icon to display a shortcut menu with options to open My CallPilot if a URL for My CallPilot is defined in the configuration settings for the Message Waiting Indicator configure the Message Waiting Indicator log on to or off from your CallPilot mailbox exit from the Message Waiting Indicator so it no longer appears e To open your latest CallPilot message in My CallPilot double click the Message Waiting Indicator icon Note If this does not work ensure that the My CallPilot URL box contains the correct URL in the CallPilot MWI Configuration dialog box To open the dialog box right click the Message Waiting Indicator icon and then click CallPilot MWI Configuration Changing your mailbox settings To view or change your CallPilot access settings Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration T
34. elivery If DelType is set to 1 and then the message is tagged for Economy delivery If DelType is set to 2 and then the message is tagged for Urgent delivery Messages sent to non CallPilot recipients with the Delivery Type set to Economy is delivered on a schedule defined by the CallPilot server for Economy delivery Note that messages sent to CallPilot mailboxes are not affected by the Economy designation and is sent as Normal messages Transmission of messages tagged as Normal or Urgent begin immediately The Urgent icon is displayed from My CallPilot or a Desktop Messaging client and a voice prompt identifies the message as Urgent from the CallPilot telephone interface Messages sent Urgent are treated as Normal when they are sent to non CallPilot addresses 4 When you have updated the table save all changes You normally supply a unique name for your data file here however for the remainder of these procedures the name Data doc is used 5 Close the document You can now use the Data doc file as a data source by Microsoft Mail Merge End Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Creating and sending fax batch messages 23 Accessing and modifying the sample main document The Sample doc file is an example of a Microsoft Word main document e From the Program Files Nortel CallPilot fax directory open S
35. er DER File Edit View ergot Help id 8 E mF Modify Subject Fax Message Delivery Normal gt Sensitivity Public Readreceipt Delivery receipt Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Using custom fax cover pages 29 The Add menu displays a list of existing cover pages available to use Select one and then click OK Available Cover Pages Please make your selection from the list below Cancel The Modify menu displays the current cover page content and allows you modify it From the Modify window you can also preview the current cover page If you enable the Include cover page when forwarding fax option CallPilot adds the selected cover page to the fax The cover page appears as the first attachment on the list of attachments left pane The Attachment view right pane contains only the Cover Sheet Memo section of the cover page You can include any additional required information here E CallPilot Player MIE File Edit View Cover Page Help La Subject Fax Message Delivery Normal Sensitivity Public l Readreceipt Delivery receipt Please see the attached fax with details regarding our agreement Thank you oa Peter Jones Fax Message Nortel Fax printer driver form You can use the Nortel Fax printer driver form to send a fax message using eithe
36. ess book entry of the person you selected Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 34 Using Desktop Messaging for Microsoft Outlook Contact Croteau Maurice 4446 CALLPILOT amp Call Select and verify the message recipient s destination Include all necessary digits to dial a number such as the area code and digits for an outside line Available destinations Verify number 4446 V Remember changes Note f CallPilot cannot find any valid telephone numbers then depending on the client only the person s e mail address or name appears Because the e mail address or name cannot be dialed you must manually type the person s complete telephone number in the Verify number box If you want to save the number you type select the Remember changes check box 5 In the Available destinations box select the number you want to call 6 Verify that the number is correct and then click Call 7 Answer the telephone when it rings CallPilot immediately calls the sender of the message End Contacting the sender of a message You can respond to a CallPilot message or an Microsoft Outlook message with a telephone call instead of a recorded message e When the sender of a message originates from within a Microsoft Exchange Server the address is known because the address is listed in your a
37. essage forwarding rule which is a set of criteria defining which messages to forward and where to forward them When you enable a message forwarding rule you can then access all incoming messages that meet the criteria from another location such as an Internet mailbox or a Personal Digital Assistant PDA Voice messages can be forwarded in the format in which they are received or converted to WAV Either you or your CallPilot administrator can create a message forwarding rule To create it yourself you must use My CallPilot however you can enable and disable it through either Desktop Messaging My CallPilot or using your telephone option 8 5 1 Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 38 Using Desktop Messaging for Microsoft Outlook To set up message forwarding Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration 2 Click the Mail tab 3 To open My CallPilot click the Configure Message Forwarding Rule item 4 If the Message Forwarding Rule Configuration page of My CallPilot does not appear automatically a Log on to My CallPilot b Click the CallPilot Features tab and then click the Message Forwarding Rule item 5 Configure a message forwarding rule For step by step instructions refer to the Desktop Messaging User Guide for My CallPilot
38. essaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 62 Using Desktop Messaging for Microsoft Outlook Linking to My CallPilot Desktop Messaging provides links to the Web based resources in My CallPilot You can link to either the home page or the Greetings page To view or change the URL for My CallPilot see Changing your mailbox settings page 53 For more information about My CallPilot see the Desktop Messaging User Guide for My CallPilot NN44200 109 Step Action 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging gt My CallPilot and then click either Home Page or Greetings Note You can also access My CallPilot from the View menu of the CallPilot Player End To view or change your CallPilot feature settings Step Action 1 In My CallPilot click the CallPilot Features tab Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Linking to My CallPilot 63 2 Nortel My CalPilot Microsoft Internet Explorer Ele Edt View Favorites Tools Help Q So ao Search gravures E 2 TRAMICI f 3 NORTEL My CallPilot Mailbox Elizabeth Spence uus CallPilot Tools Telephone Settings Web Settings Greetings Telephone Options Mailbox Links Record external intemal and temporary greetings and your Review a
39. exceptional flexibility for managing your messaging needs You can work with CallPilot from your telephone or your computer Desktop Messaging gives you access to your CallPilot mailbox through your Microsoft Outlook e mail Here are some of the many ways you can use CallPilot with your e mail e Listen to voice messages e View and print fax messages e Record and send voice messages e Create and send fax messages including batch faxes Forward and reply to voice and fax messages e Contact the sender of a message Add message options such as urgent and private e Spell check messages before you send them e Add voice fax or text file attachments to messages e Address messages to CallPilot users on local and remote servers as well as to non CallPilot addresses e Start an instant messaging session from a message e Create personal distribution lists e Change your CallPilot password e Access web based My CallPilot to view user information and change your feature settings Some features mentioned in this guide may not be available for your CallPilot mailbox For details refer to the Feature availability topic in the Desktop Messaging online Help or ask your administrator Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 10 Using Desktop Messaging for Microsoft Outlook Getting started About this guide
40. f a record play message messages Subject Explanation of the marketing data Disconnect Sensitivity Publics 1 12 2007 1 14 PM the telephone Adjust volume Play Adjust playback speed Stop Record Go to Skip Skip Goto beginning of back forward end of message message Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Viewing fax messages 15 To select your telephone or computer to play voice messages You can choose to play your voice messages from your telephone or your computer To change from one to the other or to change the telephone number that CallPilot dials see Changing audio settings page 60 You can also click the telephone or computer icon on the CallPilot Player to change the setting To play a message from your telephone Step Action 1 To play a voice message when your telephone is selected for playback double click the message in your inbox and answer your telephone when the telephone rings 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward and contact the sender 3 When you are finished hang up and close the message End To play a message from your computer Step Action 1 To play a voice message when your computer is selected for playback double click the message in your inbox The message plays through your computer speakers o
41. files can be VBK or WAV format for CallPilot recipients CallPilot can automatically convert VBK files to WAV files when sending to non CallPilot users See Changing mail delivery settings page 55 Fax files must be TIFF F format Text files must be TXT format To attach a file to a message Step Action 1 In a new CallPilot message click the Attach File icon 0 Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 36 Using Desktop Messaging for Microsoft Outlook 2 In the Open dialog box navigate to and select the file that you want to attach 3 Click Open to attach the files and to return to the new CallPilot message End Setting message options Before sending a message you can set options for handling and delivery To set message options Step Action 1 On a new message form select Delivery Sensitivity Read receipt and Delivery receipt options as required Delivery Normal Sensitivity Public I Readreceipt Delivery receipt For Delivery select Urgent or Economy or leave the setting as Normal e For Sensitivity select Private or leave the setting as Public Note that when you send a message marked Private recipients can still forward the message to someone else if they are nota CallPilot users Also recipients in non CallPilot systems are not informed of Private settings In your
42. ge and send your print job to the Nortel Fax Batch printer You must be familiar with Microsoft Word Mail Merge functionality to use this feature Consult your Microsoft Word documentation Note that the CallPilot Fax Batch feature is available only to CallPilot Desktop and web users who install the Nortel Fax batch print driver To use Mail Merge with CallPilot you need a main document the file you want to send to your recipients and a data source document that contains recipient information such as names and fax numbers Your CallPilot Desktop Messaging installation includes a sample Microsoft Word data source document named Data doc and a sample Microsoft Word main document named Sample doc Accessing and modifying the sample data source document The Data doc file consists of a Microsoft Word table organized in columns with one row for each recipient The following column headers exist in the sample ToFax ToName DelReceipt DelType ToCompany and ToPhone These column headers can be modified and deleted and new columns can be added The column header names serve as tags which can be inserted into the main document to customize the fax for each recipient or to direct CallPilot how to handle the fax Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Creating and sending fax batch messages 21 Step Action 1 Go to P
43. he General tab displays your current access settings Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 54 Using Desktop Messaging for Microsoft Outlook CallPilot Desktop Messaging Configuration General Mail Address Book Audio Server 192 168 192 168 X VPIM network shortcut 1234 Mailbox Password MV Remember password Change password My CallPilot URL http 192 168 192 168 mycallpilot M Notify me of My CallPilot URL changes Instant Messaging Applications I Use Windows MSN Messenger F Use Nortel Multimedia PC Client Cancel Apply Help 2 Make any changes required and then click OK End To change your CallPilot password Your CallPilot password is the same password that you use from the telephone Step Action 1 Repeat step 1 in the previous procedure and then click Change Password Old password ce New p assword cer B etype new cer cos 2 In the Old password box type your current password 3 In the New password text box type your new password Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Changing mail delivery settings 55 4 In the Retype new text box type your new password again 5 Click OK to save the change 6 Cli
44. ical support cases Getting help over the phone from a Nortel Solutions Center If you don t find the information you require on the Nortel Technical Support Web site and have a Nortel support contract you can also get help over the phone from a Nortel Solutions Center In North America call 1 800 4NORTEL 1 800 466 7835 Outside North America go to the following Web site to obtain the phone number for your region www nortel com callus Getting help from a specialist by using an Express Routing Code To access some Nortel Technical Solutions Centers you can use an Express Routing Code ERC to quickly route your call to a specialist in your Nortel product or service To locate the ERC for your product or service go to Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 8 How to get help www nortel com erc Getting help through a Nortel distributor or reseller If you purchased a service contract for your Nortel product from a distributor or authorized reseller contact the technical support staff for that distributor or reseller Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Using Desktop Messaging for Microsoft Outlook CallPilot from Nortel is an advanced business communications system that offers
45. ically fills the Name text box using the recipient s name If you use the Fax Printer driver this text box is left empty and you can complete it If a cover page is used from the Fax Printer driver CallPilot Desktop Messaging computes the number of pages and enters this information in the Pages box When you use the Custom form the Pages box is left empty You can modify this box in either case The Sent box uses the current time and date by default This box is also editable The Memo section is synchronized with the Memo section of the Custom form Note The maximum length of the Memo text box is 2500 characters The maximum length of the To Name and From Name text boxes is 256 characters The maximum length of the To Fax and From Fax text boxes is 120 characters The maximum length of the other cover page text boxes is 30 characters Initiating a call using Call Directory Using the Call Directory feature you can call any person listed in any address book available to Microsoft Outlook This includes the Global Address List Outlook Contacts and the CallPilot Address Book To initiate a call using Call Directory Step Action 1 In your inbox click the Call Directory button e Call Directory The Select Name dialog box appears Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Initiating a call using Call Directory
46. iguration you must have a configured and fully operational Nortel Multimedia PC Client to be able to use its instant messaging functionality Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Using instant messaging 49 To activate instant messaging functionality in CallPilot Desktop Messaging Step Action 1 In your e mail inbox on the Tools menu choose CallPilot Desktop Messaging gt Configuration 2 On the General tab select the instant messaging application you want to use Your choices are e Use Windows MSN Messenger e Use Nortel Multimedia PC Client 3 Close Outlook and then reopen it so that the changes take effect End To use instant messaging from an open CallPilot message You can initiate an instant messaging session through in an open CallPilot message Step Action 1 In an open CallPilot message on the toolbar click the icon representing the instant messaging software you want to use 2 Windows MSN Messenger Nortel Multimedia PC Client If the message sender is online an instant message session starts If not the Contact dialog box appears 2 Click the tab for the instant messaging software The tab displays your Contacts list from the Windows MSN Messenger application or your Friends list from the Nortel Multimedia PC Client application 3 Select and verify the instant messag
47. ilot MWI Configuration General Server VPIM network shortcut Mailbox Password V Remember password Change password Advanced My CallPilot URL fhttp 1 92 192 192 123 mycallpilot vi MWI Icon M Show Ml Icon on taskbar V Display pop up balloon for 5 seconds Cancel Apply Note The first three boxes Server VPIM network shortcut and Mailbox are for information only and they appear dimmed if you want to change information in these boxes you can access them on the General tab at Tools gt CallPilot Desktop Messaging gt Configuration 3 If you want to open My CallPilot and play your latest message by double clicking the icon ensure that the My CallPilot URL box contains the correct URL You must be connected to a CallPilot 5 0 or later server for this to work Ask your CallPilot administrator for the correct URL Typically the URL appears in one of the following formats http prefix hostname com mycallpilot http IP address mycallpilot 4 To show or hide the Message Waiting Indicator icon select or clear the Show MWI Icon on taskbar check box Note f you hide the icon and then decide you want to show it again from the Windows Start menu choose Programs gt Nortel gt CallPilot MWI Icon The icon reappears in the taskbar 5 To enable or disable the balloon text select or clear the Display pop up balloon for x seconds check box You can also change the number of secon
48. ing address or type the correct sign in name 4 Click Send to begin the session Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 50 Using Desktop Messaging for Microsoft Outlook End Note The instant messaging icons on the toolbar are different colors depending on the online status of the sender Online Offline o Status or sender Sign a 3 A In name Unknown to Windows MSN Messenger Online ol Offline a Status or sender Sign In name Unknown to Nortel Multimedia PC Client MCS 5100 Tool tips for instant messaging icons also show the sender s Sign In name and online status if this information is available Using instant messaging from Microsoft Outlook Step Action 1 From your inbox select an e mail message 2 On the Tools menu choose CallPilot Desktop Messaging gt Contact Sender CallPilot retrieves the message sender s CallPilot address and then the Contact dialog box appears 3 Click the tab for the instant messaging software The tab displays your Contacts list from the Windows MSN Messenger application or your Friends list from the Nortel Multimedia PC Client application 4 Select and verify the instant messaging address or type the correct sign in name 5 Click Send to begin the session End Nortel CallPilot Desktop Messaging User Guide for Microsoft Ou
49. ktop Messaging folder no longer appears To check for new messages P The CallPilot Message Waiting Indicator in the notification area Kad 1 t of your taskbar turns red and notifies you when you have a new message For more tips on using the Message Waiting Indicator or to turn it on or off see Using the Message Waiting Indicator page 51 New messages appear in bold To open a message To open a CallPilot message double click anywhere on the message line See Playing voice messages page 14 and Viewing fax messages page 15 To delete a message x lt To delete a CallPilot message in your inbox click on the message to select it and then click the Delete icon on the toolbar You can also click the Delete icon in an open CallPilot message The deleted message moves to the Deleted Items folder When you log out or click Exit from Outlook your CallPilot messages in the Deleted Items folder are immediately deleted without confirmation To mark CallPilot messages as read or unread In your inbox unread messages appear in bold text and read messages appear in plain text You can change whether a message is marked as read or unread using a shortcut menu These changes also affect your Message Waiting Indicator For example if you have no unread messages and you then mark one as unread your Message Waiting Indicator turns back on Step Action 1 In your inbox select one or more messages hold down the Ctrl key to select mo
50. l Note All fax batch controls are case sensitive As an advanced fax addressing feature users can also modify all data in a single column without actually modifying the data source file For example if an existing data source table contains fax numbers for a large number of recipients but the external access number 9 is missing this number can be added to all fax numbers by modifying the control on the first page of the document as follows tp9 lt lt ToFax gt gt In this example a 9 is added to the beginning of each phone number during fax batch processing The data source remains unchanged and can be used from a different location that does not require a 9 for external access Second page When the data source document and the first page of the main document are created you can customize your fax Note The page must be equal to or less than 8 5 inches in width You can use all of the data source column header tags to customize the document The following is an example using the Sample doc file Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Creating and sending fax batch messages 25 T SAMPLE DOC Microsoft Word L 51x Vtt ER gew pt Fema Tooke Table Window tio x Osan enrlimmSsls c MOIS Oris we rricoestsho sir OP D O a oD To r T0_Narne e Company To_Companyne Phone To_
51. l Users at West Wing BDL CALLPILOT CALLPILOT Blackwell Mark 4444 CALLPILOT CALLPILOT Browne Janet 4751 CALLPILOT CALLPILOT Contractor Dynamic SDL CALLPILOT CALLPILOT Croteau Maurice 4446 CALLPILOT CALLPILOT Dow Nancy 4750 CALLPILOT CALLPILOT Fleming Michael 4447 CALLPILOT CALLPILOT Grimmell Doug 4752 CALLPILOT CALLPILOT Lavigne Brayden 4725 CALLPILOT CALLPILOT Lavigne Derrick 4211 CALLPILOT CALLPILOT Lavinne Innan 42AN CAI 1 PT OTI CALI PT OT Cc gt Bec gt 3 In the Type Name or Select from List box you can type part of or all of the person s name to locate it in the address book Note In Outlook 2007 this box is labeled Search 4 Select the address 5 Click To 6 If required select additional addresses and then click To Cc or Bcc 7 When you finish selecting addresses click OK to return to the CallPilot message End To address a message manually Step Action 1 In a new CallPilot message type the address directly into the To box Enclose the address in square brackets Example of correct manual address format CALLPILOT 19055551212 na12345 us nortel com Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Addressing messages 41 For details about correct addressing formats see Required format for a CallPilot e mail address page 44 or
52. lephone they can view the fax only by printing it You can also send your fax to a fax machine Step Action 1 Start the application you want to use to create the fax for example Microsoft Word The document you open or create must be no wider than 8 5 in 21 5 cm Multiple page documents are allowed 2 When the document is ready from the File menu select Print or whichever option the dialog box to allow you to select a printer 3 From the list of printers select Nortel Fax Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Composing fax and text messages 19 4 Click OK or Print or whichever option sends the file to the printer you selected The Compose Fax dialog box appears View before File name sending DN delete before Tole papas sending Send fax FANS Change order options Send using Fax machine separate each fax number wath a of files to be Fax mochine s 2220038 faxed Subject Nowe FF Regee a contimation of dekvery I Remembes changes Cover page Cover page option selection Une fax cover page Save to send later 5 Before sending the fax you can add more documents by repeating steps 1 to 4 You can also use the options in the Compose Fax dialog box to include a cover page view the fax and save the fax as a file for later transmission 6 Select an ap
53. message tell the recipients that the message is Private e For Receipt acknowledgment check Read receipt to request acknowledgment that recipients opened the message Check Delivery receipt to request acknowledgment that recipients received the message 2 Continue to compose address and send the message as usual End Forwarding and replying to messages You can forward a message and append an introduction to it You can also compose a reply to the sender of a message or to the sender and all recipients of a message Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Setting up message forwarding 37 To forward or reply to a message Step Action 1 In an open message click the Reply Reply To All or Forward Message icon Ge Reply Reply To All Forward Message 2 On the new message form compose a voice fax or text message 3 Address forwarded messages the same way as a new message Replies are addressed automatically 4 Add attachments set options and change the subject line if required 5 Click the Send Message icon Note Your administrator can block messages forwarded to external e mail addresses End Setting up message forwarding You can forward your CallPilot messages to another CallPilot mailbox or to an external e mail address To do this you must create and enable a m
54. n preview the current cover page and modify its contents from both the CallPilot Custom form and the Nortel Fax printer driver application Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Using custom fax cover pages 31 M Modify Cover Page To Title Ms Name Alice Smith Company ABC Company Department Communications Fax Phone 405 555 1212 m From Tite Mr Name Peterlones Company pz Company Department Technology Fax faos 777 1234 Phone Jaos 777 2345 3 Sent ET 42007 5 58 PM Please see the attached fax with details regarding our agreement Thank you Peter Jones Preview Cancel Help Click Preview to view the current state of the cover page Cover Page Preview Facsimile Cover Sheet The first time you access this page CallPilot Desktop Messaging attempts to fill in the From section based on data you entered previously Although the From information is filled you can change it Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 32 Using Desktop Messaging for Microsoft Outlook In the To section the Fax text box is always read only The Name text box is read only if the cover page is filled using the Custom form In this case CallPilot automat
55. nd personalize your Create and maintain links to name for personal verification telephone interface and options mailboxes on other messaging presented to your callers services d Pi My CallPilot Preferences Set options and maintain your schedule for notification ofnew Maintain account information Set preferences for your CallPilot messages at remote telephone pager or text and set options for playing your message list displays and device e mail over the telephone behaviour and options for message editing Message Forwarding Rule Fax Printing Pi Automatically forward incoming CallPilot messages to an e Set fax numbers and options for Set preferred page to start on mail or CallPilot address printing fax and e mail after logging on messages Compose and edit lists of addresses to simplify messaging to groups of people Change Password Downloads Get CallPilot software 2 Select any feature and make changes to your setup as required Any changes you make to a feature take effect immediately whether you use CallPilot from your computer or from your telephone End To view user information In My CallPilot click the Useful Information tab to view online user information specific to your mailbox Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 64 Using Desktop Messaging for Microsoft Outlook f Cauit
56. o the computer that you use offline To do so on the Tools menu click CallPilot Desktop Messaging gt Download all Messages When your messages are downloaded log out 2 Optional You can download the server Address Book to your computer See Changing your Address Book settings page 57 Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Working offline 65 3 Open your e mail while not connected to the network and wait for the CallPilot Logon window to appear You do not need to enter your password 4 Click Cancel End You can then work offline reviewing your messages and recording and addressing new messages You must use your computer speakers and microphone to play and record messages offline you cannot use a telephone for offline access CallPilot stores your recorded messages in your Outbox and sends them the next time you log on to the CallPilot server Message security in offline mode If you have chosen to store CallPilot messages in a separate CallPilot inbox rather than your regular e mail inbox you can password protect your messages in Outlook You might want to do this if you share your computer with others Because Outlook automatically sends messages stored in the Outbox when you reconnect to the network other users with access to your Outlook profile can send messages in offline mode
57. oft Outlook Including a cover page in a fax message On the Mail tab of the CallPilot Desktop Messaging Configuration dialog box go to Tools gt CallPilot Desktop Messaging gt Configuration there is an option labeled Include cover page when forwarding fax By default this option is cleared CallPilot Desktop Messaging Configuration General Mail Address Book Audio Deliver to E mail Inbox CallPilot messages combined with E mail jig M Convert incoming voice messages to WAY Notification Automatically F N Use CallPilot form Default compose form Voice LA Default forward reply form As received 2 T Include message header when forwarding replying T Include cover page when forwarding fax cover ti Browse N Convert outgoing voice messages to WAV for non CallPilot recipients F Check spelling before sending N Show MWI Icon on taskbar M Enable Message Forwarding Rule Confiqure Message Forwarding Rule a val folder Advanced Cancel Apply Help If you select this option you can then choose and set a default cover page from a list of available cover pages Use the Browse button to choose the location where the cover pages are stored The default location is Program Files Nortel CallPilot cvrpages Selecting the cover page you want to include In the CallPilot fax message form when you are sending a fax message there is a Cover Page menu with options to Add and Modify Fi CallPilot Play
58. ompts you to choose your inbox if this option is available to you however you can change your inbox location at any time using the following procedure To change the inbox to which CallPilot messages are delivered Step Action 1 In your inbox from the Tools menu choose CallPilot Desktop Messaging gt Configuration Click the Mail tab From the Deliver to list select the inbox to which you want your CallPilot messages delivered If you chose E mail Inbox and if you want to listen to voice messages from Outlook Web Access with non Nortel media players select the Convert incoming voice messages to WAV check box Click OK Close and then reopen Outlook so that the changes take effect End Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 48 Using Desktop Messaging for Microsoft Outlook About combining CallPilot messages with Outlook e mail Here are some tips about combining CallPilot messages with Outlook e mail e f your Outlook e mail inbox resides on the Microsoft Exchange Server you can take advantage of some additional Outlook features such as receiving notification of CallPilot messages on a Blackberry device using the Outlook Rules Wizard to manage your CallPilot messages viewing CallPilot messages in Web based e mail clients such as Outlook Web Access Note The Outlook
59. or Microsoft Outlook To create a personal distribution list in Outlook You create a CallPilot personal distribution list in Outlook the same way that you create an e mail personal distribution list When you create a list it appears in your Outlook Contacts so that you can select the list to address a message You cannot access a list created in Outlook from your telephone or from My CallPilot For information about creating a personal distribution list in Outlook see the Outlook online Help Changing the inbox to which your CallPilot messages are delivered You can choose to have your CallPilot messages delivered to either e a separate CallPilot inbox so that your CallPilot messages are kept separate from your regular Outlook e mail e your e mail inbox so that your CallPilot messages are combined with your regular Outlook e mail Compare the following two illustrations to understand the two options CallPilot messages in a separate inbox Lo Inbox Microsoft Outlook i file gdt wew Go Tools Actions Help Adobe PDF LES Back 9 JCA 2 J Inbox 10 A Sent Items J Date Today All Mail Folders F4 Elizabeth Spence Text of the executive summary Fri 1 12 2007 1 KB A Mabo 5 Maurice Croteau Explanation of the marketing data Fri 1 12 2007 1 K6 a 9 E nE e E Michael Mayne Fax of Contract 3958574376 Fri 1 12 2007 1 KB CA Drafts E Mark Blackwell Letter of agreement for Contract 2975814 Fri 1 12 2007 1 3KB 3 In
60. or fax Inbox Microsoft Outlook EX LOCATE IE dune tp Aito por JAAS Rephylto All 2 Forwarc UL 154 New CalPiot Message g Contact Sender ej Call Directory arn hiit DX Locating your CallPilot P ini messages LA Sent Items Dpte Today G Elizabeth Spence Update complete see attached Fri 1 19 2007 11 05 AM 1 KB 5 Mark Blackwell Could you fill in for me this aft Fri 1 19 2007 11 03 AM 1 KB 3 eT Mailbox Browne Janet Inn if you chose Deleted Items 6 amp okte Last Week E mail Inbox tite a mon they are here g Elizabeth Spence Text of the executive summary Fri 1 12 2007 1 19 PM 2 KB WMaurice Croteau Explanation of the marketing data Fri 1 12 2007 1 15 PM 1KB Fax of Contract 3958674376 Fri 1 12 2007 12 40 PM 11 KB Ca Quarantine 9 Sent Items B LA Search Folders 4 Archive Folders 3 CalPilot Desktop Messaging lf you chose CallPilot Inbox they are here B Sent Items L Search Folders Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Working with your CallPilot messages 13 Note If you chose E mail Inbox your mail folders list might still contain the separate CallPilot Desktop Messaging folder even though you chose not to use it This is temporary when you close and then reopen Outlook the CallPilot Des
61. ot Messages CallPilot Features Useful Information Your Mailbox Status 1 Your mailbox can store approximately 15 minutes of audio 2 Voice messages are deleted 7 days after listening to them 3 Read faxes are deleted after 7 days 4 When your mailbox is full your call answering is not blocked 5 Messages that you send are not saved in your mailbox 6 The maximum length of an outgoing message is 10 minutes 7 An incoming message can be no longer than 5 minutes 8 Your password was last changed thursday 02 november 2006 at 13 24 57 9 Last logon to this mailbox was friday 22 december 2006 at 01 33 32 10 Number of failed logon attempts 0 CallPilot Access Numbers 1 Voice Messaging 4300 2 Express Voice Messaging na 3 Speech Activated Messaging nia 4 Name Dialing Not Available 5 Default Fax Number nia 6 Fax Messaging nia 7 Express Fax Messaging nla 8 Dial Prefix 9 9 Area Code 506 10 Exchange nla 11 ESN Access Code 6 12 ESN Exchange Not Available Need More Help No CallPilot support information has been defined CallPilot User Documentation PDF User Guides and Reference Cards Working offline To work offline you require a computer that has CallPilot installed and configured in the same way as your office computer You can download your messages and addresses to this computer before working offline Step Action 1 Optional You can download your CallPilot messages t
62. propriate Send using option e To send a simple fax type the fax machine numbers or CallPilot mailbox number append the letter m to the CallPilot mailbox number for example m7366 in the Fax machine s box type a subject in the Subject text box and then click Send e To send your fax as an attachment to a new CallPilot message select CallPilot Desktop Messaging for Microsoft Outlook under Send using and then click Send A new message form with appears with your fax file attached 7 Address the message from CallPilot e mail or any Address Book See Addressing messages page 39 8 Add a subject line attachments and options if required See Adding attachments to messages page 35 and Setting message options page 36 9 Click the Send Message icon End Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 20 Using Desktop Messaging for Microsoft Outlook To create and send a text message Step Action 1 In your inbox click the New CallPilot Message icon on the toolbar 2 Click the New Text Message icon in the toolbar 4 3 Type or paste plain text into the message 4 Address the message and add a subject 5 Click the Send Message icon End Creating and sending fax batch messages To send customized CallPilot fax messages to multiple recipients you can use Microsoft Word Mail Mer
63. r Windows For Macintosh Safari 1 3 2 for Macintosh OS X For Linux Mozilla 1 7 x Firefox 2 0 For updates on the latest supported versions contact your CallPilot administrator Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Logging on 11 Logging on When you log on to your Outlook e mail you can log on to CallPilot Desktop Messaging at the same time When you log on to Desktop Messaging for the first time the software prompts you to choose where you want to store your CallPilot messages if this option is available to you Your choices are e your e mail inbox so that your CallPilot messages are combined with your regular Outlook e mail e a separate CallPilot inbox so that your CallPilot messages are kept separate from your regular Outlook e mail You can change this location at any time after the first time you log on For more information see Changing the inbox to which your CallPilot messages are delivered page 46 To log on from Microsoft Outlook Step Action 1 Open your Microsoft Outlook e mail The CallPilot Logon dialog box appears CallPilot Logon 192 168 192 168 Mailbox 4751 Password I Remember password Cancel Configuration 2 In the Mailbox box type or select your mailbox number 3 In the Password box type the password for this mailbox 4 Check Remember
64. r a CallPilot Desktop Messaging client such as Microsoft Outlook or the QuickFax feature QuickFax allows you to send a fax directly from the Print dialog box If you choose to send your fax using a CallPilot Desktop Messaging client the cover page is available from the CallPilot Custom form Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 30 Using Desktop Messaging for Microsoft Outlook Fa Compose Fax E m Pages View Edit cover 1 Microsoft Word Fax test doc 1 Remove Move U Move Down Total pages 2 Send options Send using Fax machine separate each fax number with a Fax machines Subject D Receive a confirmation of delivery M Remember changes r Cover page Use fax cover pace USE Browse Modify Save As send Exit Hep If you choose to send your fax to a specific destination for example a fax machine the Cover page text box becomes active and you can browse and choose a cover page or select one from the list You can then modify the cover page contents You can also choose not to include a cover page by selecting the No Cover Page option from the list Note that you can also include a subject line in the Subject box The subject line information appears in the e mail portion of the fax but not on the hard copy of the fax Modifying and previewing a cover page You ca
65. r your headphones 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward adjust the volume and speed and contact the sender 3 When you are finished close the message End Viewing fax messages iy Note For you to receive faxes your CallPilot administrator must enable fax capability for your mailbox Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 16 Using Desktop Messaging for Microsoft Outlook To view a fax message Step Action 1 Double click a fax message in your inbox When you open a fax only message the fax image appears right away In mixed voice fax or text messages click the Fax icon to view the fax 2 While viewing the fax you can enlarge or reduce the image rotate or move the fax print the fax delete the fax save the fax add a voice annotation to the saved file forward the fax and reply to the fax 3 When you are finished close the message _ Close message Open next or previous message Print Delete message p orwar Reply to All Reply Select part of Change page image views Drag scrol Go to next or image previous page Rotate left Rotate right Zoom in Zoom out End Composing voice messages You can record a voice message from the computer or the telephone You can then address
66. re than one 2 Right click the selected messages and then click either Mark as Unread or Mark as Read These options are also available from the Edit menu in Outlook From CallPilot Player you can change the status of an open message by choosing Edit gt Mark as Unread Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 14 Using Desktop Messaging for Microsoft Outlook End To organize your messages To organize your messages you can create new CallPilot folders in Outlook and move your messages to these folders As long as the new folders are within the same Outlook folder set as your incoming CallPilot messages you can access them when you log on by telephone or through My CallPilot If you move CallPilot messages to a PST file they are no longer accessible by telephone or through My CallPilot Playing voice messages i a When you open a voice only message the CallPilot Player appears In mixed voice fax or text messages click the Voice icon to open the CallPilot Player The following illustration shows the controls you use on the CallPilot Player to work with voice messages IS CallPilot Player Explanation of the marketing data DES File Edit View Actions Help ia bel Gd X SF Le ok om Choose either telephone or From Maurice Croteau Contact the computer to To Janet Browne sender o
67. rings At the tone record your message Click Stop to end the recording Click Play to review it 5 To address the message click To Alternatively type a formatted address in the To box For more information about addressing options see Addressing messages page 39 6 Add a subject line attachments and options if required See Adding attachments to messages page 35 and Setting message options page 36 Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 18 Using Desktop Messaging for Microsoft Outlook 7 On the toolbar click the Send Message icon End To save a newly created voice message as a file Step Action 1 In a new message record a message 2 On the File menu click Save as 3 In the File name box type a name for the file and then select a folder in which to keep the file 4 Click Save Save voice files as VBK files CallPilot can automatically convert VBK files to WAV files when sending to non CallPilot users See Changing mail delivery settings page 55 End Composing fax and text messages To create and send a single fax message To create a fax file your CallPilot mailbox must have the fax capability enabled The CallPilot recipients of your fax must also have fax capability to view the fax on their computer If your recipients access their messages from their te
68. rogram Files Nortel CallPilot fax directory and open the Data doc file igjxj Ge Edt yew iset Format Tools Tabe Window teb hp EX DSHa SRY i mea rln v 4A MG a a Vier Final Showng Marup Shwe D DD D ca d RER ELIET IAEN 7 ORE Faxe ToNamee Palieenlet Dellypes ToCompanye TePhanes To 58324061 a Eds engin Copyo o 2 92324 le Ango ls a LA Weao u T orle iama J gt ow agossen a OOR MASE O Z A SS ROH Page 1 Sect iji AIS Ln4 Cat te Enshus OF gt 2 Add new columns or subtract existing ones as required For new columns chose a meaningful column header name 3 Add the required data under each column header The data source can be created by any means available to populate a Microsoft Word table including importing information from existing files If you edit the recipient list using the Mail Merge utility that is click Edit in the Data source section of the Microsoft Mail Merge Helper the Data Form window and lists all the entries from the data source table You can add delete modify and search for records in this window Any column headers that you added or modified in the data source file automatically appear in this window Note that the ToFax box is the only mandatory box for CallPilot The following parameters and characters are supported in the ToFax text box e Maximum supported length for the fax phone number is 120 characters Numbers 0 through 9 are supported e Use uppercase
69. rt this page prevents the first page from becoming part of the fax message and can be placed anywhere on the first page Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 24 Using Desktop Messaging for Microsoft Outlook The CallPilot software retrieves the Fax Number from the first page of the document Additionally it retrieves the Recipient Name the Delivery Receipt and the Delivery Type if they exist on the first page tp Fax Number is used to address the message This text box is required dr Delivery Receipt is turned on or off for each recipient This text box is optional tn Name of Recipient is used to identify the record in the Nortel FaxBatch Status dialog if the fax number is either missing or invalid This text box is optional dt Delivery Type is used to mark messages for Normal Economy or Urgent delivery This text box is optional To complete the page the Fax Number column header that is lt lt ToFax gt gt must be inserted after the tp control using the Mail Merge insert function Also the Delivery Receipt column header that is lt lt DelReceipt gt gt can be inserted after the dr control the Name of Recipient text box that is lt lt ToName gt gt can be inserted after the tn control and the Delivery Type text box that is lt lt DelType gt gt can be inserted after the dt contro
70. s the data source Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 26 Using Desktop Messaging for Microsoft Outlook 3 Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears Note Ensure that Microsoft Word is not set up to print pages in reverse order 4 Click OK in the Print dialog box to initiate the batch fax process End When the document is merged data values from the data source file are merged into the main document at the appropriate tag positions and a separate fax TIF file for each recipient is created The CallPilot software addresses and transfer the fax files to the server The CallPilot server sends the fax to the recipients After the process starts the Print Status dialog box appears The page number increases incrementally as each page is converted to a TIF file Because the first page is skipped this page is not included in the count For example if a three page fax is sent to ten recipients the dialog box displays Printing page 1 Printing page 2 and continues up to Printing page 20 Only 20 pages are printed because the first page of each document is skipped Problems that occur while creating the fax images or with the fax addresses are displayed in a separate Nortel Fax Batch Status dialog box Nortel Fax Botch Status Ea The
71. that transmit without your knowledge To protect your mailbox assign a password to your Outlook cst file For details refer to the Desktop Messaging online Help Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 66 Using Desktop Messaging for Microsoft Outlook Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook Copyright 2007 2008 Nortel Networks All Rights Reserved Publication NN44200 103 Document status Standard Document version 01 04 Document date 17 March 2008 To provide feedback or report a problem in this document go to www nortel com documentfeedback Sourced in Canada The information in this document is subject to change without notice The statements configurations technical data and recommendations in this document are believed to be accurate and reliable but are presented without express or implied warranty Users must take full responsibility for their applications of any products specified in this document The information in this document is proprietary to Nortel Networks Nortel the Nortel logo and the Globemark are trademarks of Nortel Networks NORTEL
72. tlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks Using the Message Waiting Indicator 51 Using the Message Waiting Indicator Desktop Messaging includes a Message Waiting Indicator MWI that appears as a telephone handset icon in the lower right corner of your screen in the Windows taskbar or system tray The Message Waiting Indicator notifies you if you have new messages and provides you with quick access to your inbox A red telephone handset icon indicates that you have new messages The appearance of the Message Waiting Indicator icon changes to give you additional information about your connection to the server as follows You are not logged on to CallPilot S You are logged on but you have no new messages There is a communication problem with the server To configure the Message Waiting Indicator Use the CallPilot MWI Configuration dialog box to e show or hide the Message Waiting Indicator enable and disable its pop up balloon text control how long the balloon text stays on the screen Step Action 1 In the Windows taskbar right click the Message Waiting Indicator icon 2 Click CallPilot MWI Configuration The CallPilot MWI Configuration dialog box appears Nortel CallPilot Desktop Messaging User Guide for Microsoft Outlook NN44200 103 01 04 Standard 5 0 17 March 2008 Copyright 2007 2008 Nortel Networks 52 Using Desktop Messaging for Microsoft Outlook CallP

Desktop Messaging User Guide for Microsoft Outlook

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