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Avaya Personal Call Manager User Guide

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1. uas kk de eed Ske eee oe T Personal Call Manager task tray icon ununun auaa T Personal Call Manager task tray menu 00 00 cee ee 8 Personal Call Manager WindOW o cccnseues EaneebeseekdGhew nee be Rene ae gees 8 Opening Me WINdOW 22 4 45e 005 eke bGe EL babe ene CL IGE t naii ROS So 8 Components of the Window 0 0000 cece eee 9 MOM DIF ckccncenioienks came weg weky der ee tank e wee es 9 TOA so Seal es cede Shoe ee eRe EERE EED TESOL TREATS RETO 10 PC BOOK eS Sneath cm a dling ale aril were tile dak mon Reece Bemba maui 11 Curent CAI 3 bones nb HSS Reha eae see eed es Reb SRL beeen eee 11 PIAS Da o34d iyieeseakiskiea Gaeta eee ae oy ae ee wees 13 Closing THE WINKOW anccce ccc nade neues Leeks eo oS ea eRe ede dhe ORR we RE x 13 Setting up Personal Call Manager 00 0c cece eee 14 Deining Ne INE USE 206 lt kien dead eee eite eeeneeeshaweeteaaneteees 14 Changing the dialing Propenias 2nsicccsksdeees as cadanisaesvs races eee 15 lamdialing OM s2c22 devceseeceaein eee ew es cRehioteei vseeeewewe 16 Lam WT EN COUN os cecil cece emcee bak ees Lovie Nice beh qt tea eS embark S domme 17 PRONG cataceneasacea DORE e LOOKS EOS eR KS ER EOS ert EARS etii 18 Use a calling card for long distance 0 0 e eee eee 19 Disable call waiting by dialing wc cee snes cba e aces eee eee a bake a 22 To access outside lines 0 0 ee 22 DOSING aaie ood chads Sse OR ee Ob ied se ok Ree odes 22 Defining long di
2. PCM main window minimized r Dialing Rule Setting IV Use Rules defined in the Dialing Property Dialog m Caller s Record Display Option I Auto display contact s notes page upon answering the call 2 Click the Use Rules defined in the Dialing Property Dialog check box to change the setting To change the Dialing Rule Setting from the task tray 1 Right click the Personal Call Manager task tray icon and then click Options The Options dialog box appears 2 Click the Use Rules defined in the Dialing Property Dialog check box to change the setting BCM Personal Call Manager 82 Chapter 1 Personal Call Manager Changing the Caller s Record Display Setting When the Caller s Record Display Setting is on Personal Call Manager compares the incoming telephone number with the entries in the Address Book If a match is found the Notes tab of the Address Properties dialog box appears showing the information for the caller If a match is not found a message appears asking if you want to add the caller to the Address Book Personal Call Manager receives the incoming telephone number only if e You subscribe to a Caller ID CLID service or e You are receiving an internal call through Business Communications Manager To change Caller s Record Display Setting from the Menu bar 1 Click the Tools menu and then click Options The Options dialog box appears Preference x Options m
3. Personal Call Manager OY x File Edit View Calls Tools Help Menu Bar akaa Haee SI fal el Toolbar Name Business Extension Home Mobile Phe My Contacts Business EE Reksc Wladyslaw 63934021 E Financial Corporations E Rheaume Guy 63955749 Nortel Networks EE Robertson Todd 63953492 E Calgary EE Thompson Brent 63954159 CQ Maidenhead EZ Tsiakas Maria 63938243 C Melboune B Wellard Ronald 63933594 Address Book Sy Ottawa E Wilson Steve 63934890 4 Raliegh EE Wiswell Blake 63955043 a oo EE Witney lan 6393406 Quckgials E Woodley Dan 63939018 X 4 gt z a oo ame Name Phone Number Duration Name PhoneNumber f Duration Muno Dohna 3429 0 45 Current Calls For Help press F1 Tapi Line 5805 ROGER 5805 Ws Status Bar Tree View Calls box List View Conference box Menu bar The Menu bar shows the menus available from the window From these menus you can access all of the features available from Personal Call Manager The Menu bar is always visible in the window BCM Personal Call Manager 10 Chapter 1 Personal Call Manager One of the menus on the Menu bar is the Calls menu The items on the Calls menu are identical to the items on the Personal Call Manager task tray menu Toolbar The toolbar contains several buttons that provide quick and easy access to Personal Call Manager functio
4. I am dialing from Use the I am dialing from list box to save different sets of dialing properties You can use Iam dialing from when you have a computer such as a laptop that you use at different locations You can save the settings for the different locations under different names in the I am dialing from list box You can then change quickly to the new settings when you switch locations For example you can have a laptop computer that you use at both the north and south locations If the north and south locations have different dialing requirements such as call waiting in the north but not in the south you can set up two different sets of dialing properties in the I am dialing from list box Then when you switch locations you can change the dialing properties by changing the name that appears in the I am dialing from list box Creating a new location When you create a new location you are creating the name that is used to access the new set of dialing properties After you create the location any changes made to the Dialing Properties dialog box are saved with this name To create a new location 1 Click the New button A dialog box appears confirming that a new location was created Select the text in the I am dialing from list box Type the name of the new location Change the other parameters on the Dialing Properties dialog box to match the dialing properties required for this location These fields are described later i
5. Mobile Phon Em Johnson Donna 3429 6 Type the telephone number of the person to whom you want to tranfer the call and click the Transfer button The call is transferred to the number entered Note If Fast Search is enabled Personal Call Manager compares the telephone number you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If you want to call a contact that is in the Address Book and you remember only the contact name type the contact name Note If Fast Search is enabled any contacts that match the name you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If Slow Search is enabled you must enter the name and then click the Find Now button Any contacts that match the name you entered appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note For information about Fast and Slow Search see Changing the Search preferences on page 77 BCM Personal Call Manager 36 Chapter 1 Personal Call Manager Transferring a call using the task tray or Calls menu To transfer a call 1 Make or answer the call Click the Personal Call Manager task tray icon or the Calls menu Point to Transfer A menu of
6. Make or answer the two calls to be connected in a conference call Click the Personal Call Manager task tray icon or the Calls menu Point to the first call to be added to the conference and click Conference Click the Personal Call Manager task tray icon or the Calls menu Point to the second call to be added to the conference and click Conference The icons for the two calls change to the Conference icon BCM Personal Call Manager 40 Chapter 1 Personal Call Manager Putting conferences call on hold When you put a conference on hold both calls are put on hold Neither caller can speak with you but the two callers can speak with each other Putting the conference calls on hold using the window To put the conference calls on hold 1 Right click one of the calls in the Conference box 2 Click HoldConf The calls are put on hold and the icons change to Held Conference icons Putting conference calls on hold using the task tray or Calls menu To put the conference calls on hold 1 Click the Personal Call Manager task tray icon or the Calls menu Point to one of the calls in the conference Click HoldConf The calls are put on hold and the icons change to Held Conference icons Taking a conference off hold There are two ways to take a conference off hold Restoring a held conference using the window To cancel hold on a conference 1 Right click one of the calls in the Conference box 2 Click UnHoldConf
7. Click the address for the line you chose Click the OK button N Oo oO fF W Note When using the Business Communications Manager TSP the name of the TAPI line is the same as the extension name for your telephone N0027256 1 2 Chapter 1 Personal Call Manager 15 Changing the dialing properties Note The following description and windows are samples The window you see displayed can contain similar information but the presentation can vary depending on the version of the Windows operating system you are using Refer to the Windows documentation that came with your system for further specifications You use the Dialing Properties to define where you are located and what information is required to dial from your location To access dialing properties 1 Click the Tools menu 2 Click Dialing Properties The Dialing Properties dialog box appears Dialing Properties Default Location Remove a BCM Personal Call Manager 16 Chapter 1 Personal Call Manager From the Dialing Properties dialog box you can control these options e location you are dialing from I am dialing from country you are in I am in this country e area code you are dialing from Area Code calling card usage Use a calling card for long distance e the number used to disable Call Waiting Disable call waiting by dialing e access to lines To access an outside line e type of dialing system Dial using
8. 2 Click l The icon for the contact dims 3 Open the folder in which you want to move the contact The contents of the folder appear in the List View box 4 Click El The contact is moved to the new folder To move a contact using the right mouse button 1 Right click the contact you want to move and then click Cut The icon for the contact dims N0027256 1 2 Chapter 1 Personal CallManager 67 2 Open the folder you want to move the contact into The contents of the folder appear in the List View box 3 Right click an open area in the folder and then click Paste The contact is moved to the new folder To move a contact using the Menu bar 1 Click the contact you want to move 2 Click the Edit menu and then click Cut The icon for the contact dims 3 Open the folder you in you want to move the contact The contents of the folder appears in the List View box 4 Click the Edit menu and then click Paste The contact is moved to the new folder Note After you use the Cut command indicated by the contact icon dimming you must use the Paste command to move the contact before using the Cut or Copy commands again If you use the Cut or Copy command before pasting the contact the contact remains in the original folder and does not move Deleting a contact To delete a contact using the right mouse button 1 Right click the contact you want to delete 2 Click Delete To delete a contact using the Menu b
9. Click Split Conf The caller you select becomes the active call and the other caller is put on hold BCM Personal Call Manager 42 Chapter 1 Personal Call Manager Ending a conference When you end a conference you remove yourself from the conference and allow the other two callers to continue to speak to each other While the other callers speak to each other they still use two of your telephone lines If you want to end the conference and disconnect both the callers split the conference and end each of the calls Ending a conference using the release button To end a conference 1 Click the icon of one of the conference calls in the Conference box 2 Inthe Conference box click T Ending a conference using the window To end a conference 1 Right click one of the icons in the Conference box 2 Click Release Conf The conference ends Ending a conference using the keyboard To end a conference 1 Click one of the icons in the Conference box 2 Press the Delete key on your PC keyboard The conference ends Note When you use the keyboard to end a call ensure you click one of the icons in the Conference box before you press the Delete key If you do not and a contact in the Address Book is highlighted the contact is deleted To retrieve a contact that is deleted accidentally click the Edit menu and then click Undo Ending a conference using the task tray or Calls menu To end a conferenc
10. Manager appears when you start it up and whether the dialing rules are used Changing the Search preferences The Search feature operates in one of two different modes Slow Search and Quick Search In Slow Search mode you type the characters you want to find and click the Find Now button Personal Call Manager searches through the Address Book to find the contact In Quick Search mode Personal Call Manager starts searching through the contacts as soon as you type a character Note If you plan on using the Quick Search mode your computer must have a Pentium processor or better If you use a slower processor Fast Search is slower To change the Search mode from the Menu bar 1 Click the Tools menu and then click Options The Options dialog box appears Preference x Options m Search Option Startup Option Slow Search PCM main window stay open C Fast Search need Pentium CPU PCM main window minimized r Dialing Rule Setting V Use Rules defined in the Dialing Property Dialog r Caller s Record Display Option I Auto display contact s notes page upon answering the call Cancel Help 2 Click the Search Option you want to use To change the Search mode from the task tray 1 Right click the Personal Call Manager task tray icon and then click Options The Options dialog box appears 2 Click the Search Option you want to use BCM Personal Call Manager 80 Ch
11. Manager provides easy access to two common calling features Do Not Disturb and Call Forward Do Not Disturb DND When DND is enabled the telephone does not ring when someone calls but the line indicator flashes In Personal Call Manager the You Have a New Call dialog box appears and the icon for the call appears in the Calls box You can turn the Do Not Disturb DND feature on or off from the Calls menu or the Personal Call Manager icon in the task tray Turning DND on or off To turn DND on or off 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Click DND When DND is on e the Personal Call Manager task tray icon changes to lig e a check mark appears beside the DND menu item on the Calls menu and the Personal Call Manager task tray menu e DND appears in the Status bar Call Forward To call forward your telephone 1 Click the Tools menu 2 Click Forward The Forward dialog box appears N0027256 1 2 Chapter 1 Personal Call Manager 45 Enter Phone Number or Name Last Name First Name 3429 Find Now Phone Number Type gt Help Cancel Business Ph Extension Home Phon Mobile Phon Em Johnson Donna 3429 3 Type the telephone number to which you want to call forward your telephone 4 Click the Forward button The number to which your telephone is forwarded appears on the Status bar Note If Fast Search is enabled Personal Call M
12. Notes r Default Dial Voice Announce File Path C Business me x C Home Mobile m Image File Path Cancel Help For the default telephone number dialed you can choose Business Home or Mobile The settings you specify define the telephone number automatically used for this contact only Other contacts are not affected by the defaults you choose for this contact You can choose to override these settings when making a call by selecting any other telephone number defined for the contact in the Address Book You can select a voice announcement to play when you receive a call from this contact This voice announcement enables you to identify who is calling without looking at the computer screen or telephone display To add or change the voice announcement for this contact 1 Record the voice announcement message you want to play when this contact calls and save it ina WAV file format The message is typically the contact name but can be any WAV file Note You can record the voice announcement using the Sound Recorder accessory included with Windows 95 or any other sound editing application 2 Click beside the Voice Announce File Path field N0027256 1 2 Chapter 1 Personal CallManager 57 3 Move to the folder where the voice announcement file is stored 4 Double click the voice announcement file you want to use If you decide you no longer want a voice announcement
13. The calls in the conference become active and the icons change to Conference icons Restoring a held conference using the task tray or Calls menu To cancel hold on a conference 1 Click the Personal Call Manager task tray icon or the Calls menu Point to one of the calls in the conference Click UnHoldConf The calls in the conference become active and the icons change to Conference icons N0027256 1 2 Chapter 1 Personal CallManager 41 Splitting a conference When you split a conference the conference ends but both calls remain connected to you One of the callers becomes the active call and the other caller is put on hold Splitting a conference using the window To split a conference using the window 1 Drag one of the icons from the Conference box The call whose icon you remove from the Conference box becomes the active call and the other call is put on hold The icons for both calls move to the Calls box You also can use the right mouse button and the icons in the window to split a conference Right click one of the icons in the Conference box 2 Click Split Conf The caller you select becomes the active call while the other caller is put on hold The icons for both calls move to the Calls box Splitting a conference using the task tray or Calls menu To split a conference 1 Click the Personal Call Manager task tray icon or the Calls menu Point to the icon of one of the callers in the conference
14. add contacts to the Quick Dials section but not folders My Contacts Contacts added to the My Contacts section do not appear in the Calls or Personal Call Manager task tray menu but can easily be accessed from the Address Book In the My Contacts section you can add contacts and folders Folders are added to help organize the contacts By grouping the contacts into smaller groups of similar contacts the contacts are easier to view on the window and easier to find and access You can change which folders appear by clicking certain portions of the Tree View Clicking a box expands the folder and shows the folder contents Clicking a box collapses the folder and hides the folder contents Double click a folder to open or close the folder When a folder is open the contents of the folder appear in the List view portion of the Address Book N0027256 1 2 Chapter 1 Personal CallManager 51 The List View portion of the Address Book On the right side of the screen is the List View of the Address Book The List View shows the contacts and folders stored in the folder selected in the Tree View The List View of the Address Book can be viewed in four different formats large icons small icons list and detail Displaying the Address Book in large icons If you select large icons each contact appears with the last name of the contact below the icon To view in large icons G 1 Click 8 or 1 Click the V
15. contact to the Address Book on page 51 To answer a call using the You Have a New Call dialog box e Click the Answer button Note The Cancel button cancels only the You Have a New Call dialog box not the call If you click the Cancel button the You Have a New Call dialog box closes but the call continues to ring on your telephone Answering a call from the window To answer the call 1 Double click the Ringing icon The icon changes to the Active Call icon and the call is answered or Right click the Ringing icon in the Calls box Click Answer Answering a call from the task tray or Calls menu To answer a call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the label of the call 3 Click Answer Accessing the Notes tab After you have answered the call you can display the Notes tab of the Address Properties dialog box Use the Notes tab to record information about the contact such as recent orders meeting locations and so on For instructions about adding information to the Notes tab refer to Note on page 57 To display the Notes tab 1 Click the icon of the caller 2 Click r BCM Personal Call Manager 32 Chapter 1 Personal Call Manager Putting a call on hold When a call is put on hold the icon for the call changes from the Active Call icon to the Held Call icon For information about the various icons refer to Personal Call Manager task tray
16. copy Click BS Open the folder you want to copy the contact into The contents of the folder appear in the List View box Click El The contact is copied to the new folder To copy a contact using the right mouse button 1 2 Right click the contact you want to copy and then click Copy Open the folder you want to copy the contact into The contents of the folder appear in the List View box Right click an open area in the folder and then click Paste The contact is copied to the new folder To copy a contact using the Menu bar 1 2 3 Click the contact you want to copy Click the Edit menu and then click Copy Open the folder you want to copy the contact into The contents of the folder appear in the List View box Click the Edit menu and then click Paste The contact is copied to the new folder Copying a contact using the template copy method Use this method of copying a contact when you want to create a new contact that is based on an existing contact All of the contact information except the contact name is copied to the new contact This feature allows you to quickly add contacts that are similar to existing contacts For information about the two different methods of copying a contact refer to Deciding which copy method to use on page 63 To copy a contact using the right mouse button 1 2 Right click the contact you want to copy and then click Copy Open the folder you want to copy th
17. ee ee wane 61 Organizing the Address BOOK ccc ssacssceeaeseesaddoratsas tases 62 COMO GCC ind oi cee cee hen Dae eR ewes ADARE 62 Copying a contact using the linked copy method 0000 0 63 Copying a contact using the template copy method 065 64 MOM S COME fsceacedsnckdoer lh acketyeeca sete te wh senreaneda 65 Deleting A COMA 1c c cr c5 cer tedv eee eee dees Pee RE DEO eRe eRe 66 PMC CHONG ELE Gousdse oie ane ee Le Ln a eee a NEA 66 PUGS tasuehetr nue ee sees e aes gue a me Rees oGedS eee e heme eeus 68 Creating a new folder in the Address Book 0 ccc eee eens 68 Copying AUN sasi coni a eh eere em Suede ead gona E ras Kem 69 MOVING SIMO 22 ccc cceii ce rteae Leah crut PeeRGed n rE ewe ee 70 BCM Personal Call Manager Ponang SIC or sceces cede ceavecseanet eo EREEREER A hk 71 Debmg ane ersinnen eni AAEE dein ald ee abate Seah hk a ei 71 Importing CONES 600s cece vee he deee ive eeeGebiedeiedeeaareys 72 Ernie eect sissie che aR R a ARAM PREG RREES 73 Chick Did scat crocus A a A cu beeddediaueewececeutenusents 74 Adding Quick DAIS 2 cncceanos cee rer Meh cepti eee hee eeee AE ERASE 74 Displaying the information about Personal Call Manager 04 74 Synchronization with the telephone 0 00 cece eee 79 POSS MO HOP 4 vce hs ve RAs ckr aaae aE TAN CERES 75 Accessing context sensitive Help 0 00 ec e eee eee 75 Opening the Help contents screen
18. ke a ee a a ek ee a 40 Putting the conference calls on hold using the window 40 Putting conference calls on hold using the task tray or Calls menu 40 Taking a conference off hold ccsccccases oR ee Edw a REO HRS EW REE ES ROE 40 Restoring a held conference using the window 0 085 40 Restoring a held conference using the task tray or Calls menu 40 Spitting A RONMIONCE cc cen dani eeideeedssbtee se eedendwaeeraneee ates 41 Splitting a conference using the window 00 cee eee eens 41 Splitting a conference using the task tray or Calls menu 41 Ending a COMGISNCE 2022 cscs tweet eae rie eee downs beeR Sadat ee ees ewan 42 N0027256 1 2 Ending a conference using the release button 0 005 42 Ending a conference using the window 000e cece eee eee 42 Ending a conference using the keyboard 0 0c eee eee eee 42 Ending a conference using the task tray or Calls menu 42 PUM AGA cred ser areata ied En ERETO FERIAL ENIGARA ONES O FARNERS TEA 43 Ending a call using the release button 2 00 000 cee es 43 Ending a call using the WINGOW cic can caw eee aed eke IRERE 43 Ending a call using the task tray or Calls menu 1 ees 43 Ending a call using the keyboard 2 e062 base beck e oobi eee ie dense eed 43 CANA TONES ioc soca isd ka a dele needed de a a E LE Ree ha aneR 44 Do Not Disturb DND
19. the current calls appears Click one of the current calls The call is transferred to the person selected If the person to whom you want to speak does not appear on the list of current calls perform steps 4 and 5 Click Other The Transfer dialog box appears Type the telephone number of the person to whom you want to speak and click the Transfer button The call is transferred to the number entered Note If Fast Search is enabled Personal Call Manager compares the telephone number gt you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If you want to call a contact that is in the Address Book and you only remember the contact name type the contact name es Note If Fast Search is enabled any contacts that match the name you are entering appear gt in the bottom of the dialog box Click the contact you want and click the Transfer button ES Note If Slow Search is enabled you must enter the name and then click the Find Now gt button Any contacts that match the name you entered appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note For information about Fast and Slow Search see Changing the Search gt preferences on page 77 N0027256 1 2 Ch
20. used as the label Placing a call using the Address Book Before you can call a number from the Address Book you must add the number to the Address Book For more information about adding numbers to the Address Book refer to Adding a new contact to the Address Book on page 51 To make a call using the right mouse button 1 Look in the Address Book to find the icon of the person you want to call 2 Right click the icon Point to Dial and click the telephone number you want to dial for the person for example the contact s Business number Use the following drag and drop method to make a call using the drag and drop feature 1 Look in the Address Book to find the icon of the person you want to call 2 Use the right mouse button to drag the icon into the Calls box 3 Click the telephone number you want to dial for example the contact s Business number To call the prime telephone number using the Address Book 1 Look in the Address Book to find the icon of the person you want to call 2 Make the call by double clicking on the icon or dragging the icon to the Calls box Note When you add a contact you define one of the telephone numbers as the prime number N0027256 1 2 Chapter 1 Personal CallManager 25 Placing a call using the task tray or Calls menu To place a call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Click Manual Dial The Dial dialog box appears Ent
21. you want to import The Open dialog box appears Move to the folder that contains the file you want to import Double click the file you want to import The Import address from text file dialog box appears with the path and file name in the Source Text File field N0027256 1 2 Chapter 1 Personal CallManager 75 7 Click the list box of one of the information fields for example Last Name and then click the text that corresponds to that information field for example the last name of the contact 8 Repeat step 7 for each of the information fields Choose None if the information for the field is not in the file you are importing 9 Click the Import button The contacts from the text file are added to your Address Book You now can move the new contacts into their folders Exporting Contacts You can save all of the contacts in your Address Book into a comma delimited text file You can use this file in other applications For example you can add your contacts to a customer database or use the contacts to create a mailing list To export contacts 1 Click the File menu and then click Export Address The Export address into a text file dialog box appears Export address into text file Ed Destination T ext File m Fields Assignment Field 1 Last Name Field 2 First Name a Field Business Phone z Field Home Phone z Field 5 Mobile Phone a Field 6 Company Hi Field 7 Depa
22. 0 00 c ee tee 75 Accessing the Tip of the Day cccveescvaesceeiwtesareeaoes seri enis 75 Tumming he Tip ofthe Day Ol navcsesicugans ees t bidari Ree ee cies 76 Turning the Tip of ihe Day On 2 32 ssercarersssro roni issik ker is ewer 76 Personal Call Manager Preferences 0000 0c cece eee eee eae 77 Changing the Search preferences 00 0 e eee tees 77 Ghanging the Stanup OPON 44035052064 sersan a re satie seas needa 78 Changing the Dialing Rule Setting 0 02 eee 79 Changing the Callers Record Display Setting 0000020eeaee 80 Quitting Personal Call Manager seiss cece aise beds deeb sebee web adra i 81 Removing Personal Call Manager 000 cece eee eee 81 GIGSSANY s oi ics ce sineeriedi dete eniens Cesedseiestceipecvaqsaed 83 i ee ee Te ere eT Ter Tere re er er eT ee ree ee 85 N0027256 1 2 Tables 1 Tables Table 1 You Have a New Call descriptions 0000 0c eee eee ee 30 Table 2 O PT ea Scns ales AERE E 63 BCM Personal Call Manager 2 Tables N0027256 1 2 Preface Business Communications Manager Personal Call Manager is a Telephony Application Programming Interface TAPI based application that provides an easy to use interface between your computer and your telephone You use the telephone to speak with a caller You can customize your Address Book and your calls Basic functions that Personal Call Manager performs include making and answering ca
23. 62c22cccci eave det trotado tie akrana ea caendedad lt 44 TOOT OND GOP OW cccacctee i edee eee PESE EEN RRI R EEEE 44 STe c E TE a E S A E E E EE E T T E T T 44 Calle Log WIINGOW 42 fun deeeeeeei ee he ge ledeetasetes Abr T Eke EEEE 46 Viewing Me Cals Log kk ore a ces bs Saas Mader a didn ed cede ded 46 Viewing the Incoming Calls 0000 c eee eee 46 Viewing the Outgoing Calls 2c0 cccsckeacceesrsedesedeaseeeiecenes 47 Wodating te Cals Log vic aus Saks t anien eee ened Renee 47 Sorting the Calle Log 2caccacesgevar ser dowein eevee eee sees eee ee 47 Making a call from the Calls Log 0 00 e eee 47 Printing call information from the Calls Log 200e eee e eee 48 Deleting calls from the Calls Log 20000 eee 48 Closing the Calls Log WINdOW 200k ceed eee be eee deed bnew eben 48 POORES COCK otacadcahaseraeiadahia Shaheen anoeaed aeGa Pear eeeenaears 49 The Tree View of the Address Book 00 e eee eee eee 49 The List View portion of the Address Book 000 cece eee ee 50 CONG cnc cc kde nes Coetdawe PA Seer SeRES ERS REISE S Soe deeenedanwe 51 Adding a new contact to the Address Book 0000 00005 51 Address Properties dialog BOX cases ta Gapeeetdadakiweeerbneeeeawus 52 Adding a caller to the Address Book 20000 cece eee eee 57 Finding a contact in the Address Book 02 000 cece eee eee 58 Editing the properties of a contact 22 00 s08s00se eed eebwe
24. Call Manager uses the number in this field to determine if a call is a local call to the same area code or a long distance call To enter an area code 1 Select the characters in the Area Code box and type the area code In some locations the area code always must be added when dialing a telephone number To make Personal Call Manager include the area code select the I always have to dial the area code before the phone number check box Dialing Rules In some locations calls within the same area code are considered long distance calls These calls require the country code and area code e g 1 403 to be added to the front of the telephone number before they are dialed The Dialing Rules feature allows you to define the prefixes for example 222 xxxx that are long distance calls in your area code To set the prefixes that are long distance 1 Click the Dialing Rules button The Dialing Rules dialog box appears Dialing Rules N0027256 1 2 Chapter 1 Personal CallManager 19 Adding a prefix that is considered long distance 1 Click the New button located in the top half of the dialog box The New Area Code and Prefix dialog box appears 2 Type the prefix and click the OK button Deleting a prefix that is considered long distance 1 Click the prefix you want to delete 2 Click the Remove button Adding a prefix that is considered local 1 Click the New button located in the bottom half of the dialog box
25. Call Appears beside calls that are on hold Any call that is not active is on hold C Conference Call Appears beside the two calls to which you are connected when you are on a conference call E Held Conference Appears beside conference calls that are on hold a Ringing Appears beside calls that are ringing Personal Call Manager window From the Personal Call Manager window you can perform all of the functions of the Personal Call Manager task tray icon as well as access the Address Book the Help files and Personal Call Manager setup Opening the window When you start Personal Call Manager the window appears If you do not want the window to appear when you start Personal Call Manager refer to Changing the Startup Option on page 78 When you change this option the window is minimized to an icon on the taskbar when you start Personal Call Manager You also can minimize the window at anytime by clicking the minimize button in the top right corner of the window N0027256 1 2 Chapter 1 Personal CallManager 9 To maximize the window click the Personal Call Manager icon in the taskbar or right click the Personal Call Manager icon in the task tray and click Open Components of the window The Personal Call Manager window shows the following Menu bar toolbar address book current calls status bar All of these components except the Menu bar can be turned on or off to suit your needs
26. Part No N0027256 1 2 Business Communications Manager Personal Call Manager User Guide NORTEL NETWORKS 2 Copyright 2002 Nortel Networks All rights reserved 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 NA Inc Trademarks NORTEL NETWORKS is a trademark of Nortel Networks N0027256 1 2 Contents PIGIOCS 1 04 114 64 00426 604 tAL AD DAHEMEAD RADE ODER RDO REL EO 3 Pere VOW NSO 5 ea hayee re bed be leee rekon i eke ce bShey eek dete Pee ERE aS 3 TON CONVENON cc che ance She hal RK DERE SORA ERETRENONE SESTE EONNA ATES RS 3 POON ET eR DEEL SHA ESS SE TETEE HEDIS SETAE SID ORS EES 4 Chapter 1 Personal Call Manager 6 oc ccc soc cetcteccews cc usesccewsseusbsces 5 Po E ee a E R eae Se E ear ek a A E 5 Using a handsfree telephone with Personal Call Manager 000005 5 ABOU MIS OUS het a Bele i aoe cao a ae EA Re dom aie ea ea ee ENAS 5 Installing Personal Call Manager is scc lt sceicdaeee read eee eae ea kiar benes kai 6 Starting Personal Gall Manager 225 025 0 c0s 0 004 eeeb ee doesn densanwiee 7 Personal Call Manager icons
27. Personal CallManager 27 Redialing a number Personal Call Manager keeps a list of the last ten telephone numbers you called The most recent call is at the top of the list and the oldest call is at the bottom When there are ten calls on the list and you make another call the new call is added to the top of the list and the oldest call is deleted If you call a number that is on the list the number does not appear on the list a second time The number is moved from its previous location to the top of the list To redial one of the last ten telephone numbers 1 Click the Personal Call Manager icon on the taskbar or the Calls menu 2 Click Redial List 3 Click the number you want to redial Returning a call Personal Call Manager keeps a list of the telephone numbers of the last ten people who called you The Callers List shows both the calls you answered and the calls you were unable to answer You can use this list to return the calls The calls on the Callers List are numbered from one to ten Call number one is the most recent call and is stored at the top of the list Call number ten is the oldest call and is stored at the bottom of the list When there are ten calls on the list and you receive another call the new call is added to the top of the list and the oldest call is deleted If you receive a call from a number that is on the list the number does not appear on the list twice The number is moved from its previous locatio
28. Placing a call using the toolbar To place a call using the toolbar 1 Click The Dial dialog box appears Cal Dial Last_Name First_Name Phone Number 7 Help Cancel Phone Number Name Business Ph Extension Home Phon Mobile Phon Eme 2 Enter the telephone number you want to dial If you have the Search Option set to Fast Search Personal Call Manager compares the number you enter to the contacts stored in the Address Book Any contacts that match the number you enter appear in the bottom of the dialog box To dial one of these contacts click the contact you want to call The default number appears in the Phone Number Type list box To choose a different number from the Phone Number Type list box select Business Home or Mobile 3 Click the Dial button If you want to call a contact in the Address Book and you remember only the contact name enter the contact name If you are using Fast Search any contacts that match the name you enter appear in the bottom of the dialog box If you are using Slow Search you must click the Find Now button to find the contacts For more information about Search Options refer to Changing the Search preferences on page 77 You can open the Dial dialog box using two other methods e Press the F3 key or e Click the Personal Call Manager task tray icon or the Calls menu point to Quick Dials and then click Other N0027256 1 2 Chapter 1
29. Search Option Startup Option PCM main window stay open C Fast Search need Pentium CPU PCM main window minimized r Dialing Rule Setting JV Use Rules defined in the Dialing Property Dialog r Caller s Record Display Option I Auto display contact s notes page upon answering the call Cancel Help 2 Click the Auto display contact s notes page upon answering the call check box to change the setting To change the Dialing Rule Setting from the task tray 1 Right click the Personal Call Manager task tray icon and then click Options The Options dialog box appears 2 Click the Auto display contact s notes page upon answering the call check box to change the setting N0027256 1 2 Chapter 1 Personal CallManager 83 Quitting Personal Call Manager You can quit Personal Call Manager from the task tray or the window To quit Personal Call Manager using the task tray 1 Right click the Personal Call Manager task tray icon 2 Click Exit To quit Personal Call Manager using the window 1 Click the File menu 2 Click Exit You also can quit Personal Call Manager by clicking the close button in the upper right corner of the Personal Call Manager window Removing Personal Call Manager You can remove Personal Call Manager from your computer For example if you install a new computer you want to move Personal Call Manager to the new computer The Uninstall program ensures al
30. Task tray icon 7 displaying the number of calls 7 menu 8 who is calling 29 Task tray menu 8 icons 8 Telephone line used 13 14 Telephone lines 22 Telephone number of contact 53 default 55 Telephone synchronization 75 text conventions 3 Tone dialing 22 Toolbar 9 About button 11 buttons 10 Copy button 10 Cut button 10 Detail button 10 12 displaying 10 Find Person button 10 Large Icons button 10 12 List button 10 12 Manual Dial button 12 New Contact 10 New Folder 10 Paste button 10 Small Icons button 10 12 Up one level button 10 Transferring a call blind 34 Calls menu 36 38 task tray 36 38 window 34 38 with an announcement 38 without an announcement 34 Tree View 49 W Wild cards 60 Window closing 13 components 9 opening 8 BCM Personal Call Manager 88 Index N0027256 1 2
31. The New Area Code and Prefix dialog box appears 2 Type the prefix and click the OK button Deleteing a prefix that is considered local 1 Click the prefix you want to delete 2 Click the Remove button Using a calling card for long distance Select this check box if you want to use a calling card for long distance telephone numbers The Calling Card button enables you to define which calling card you are using To use a calling card e Select the Use calling card for long distance check box If you have previously set up a calling card the settings for that calling card are used If you have not set up a calling card refer to Setting up a calling card To stop using a calling card e Clear the Use calling card for long distance check box BCM Personal Call Manager 20 Chapter 1 Personal Call Manager Setting up a calling card You must set up the calling card parameters before you can use a calling card To set up a calling card 1 Click the Calling Card button The Calling Card dialog box appears Calling Card 2 Click the list box at the top of the dialog box 3 Scroll through the list to find the calling card you are using and then click the calling card Note Ifthe calling card you are using is not on this list refer to Adding a custom calling card on page 20 4 Inthe Calling Card Phone Number box type the calling card telephone number 5 Inthe PIN number box type the calling card PIN
32. Tools menu 2 Click Find Person or 3 Click l The Search dialog box appears Enter Phone Number or Name Last Name First Name Es eee i ji Phone Number Type Help Cancel Name Business Ph Extension Home Phon Mobile Phon En Johnson Donna 3429 Jones Karen 3486 Perkins Mathew 3458 4 Enter the first character of the name or telephone number of the contact you want to find Personal Call Manager compares the letter or number you entered with the contacts stored in the Address Book Any contacts that match the character you entered appear in the bottom of the Search dialog box If you have several contacts starting with that character enter the next character in the name or telephone number Personal Call Manager then displays only the contacts that match both of those characters Continue entering characters to find the contact in the Search dialog box Click the last name of the contact you want Click the OK button The folder containing the contact opens and the selected contact is highlighted N0027256 1 2 Chapter 1 Personal CallManager 61 Entering names or numbers If you know only part of the name or telephone number of the contact you want to find you can type the letters or digits you know and the Search feature finds any contacts that match the information you enter If the portion of the name or number you know is at the beginning type the portion you know and cl
33. again later BCM Personal Call Manager 58 Chapter 1 Personal Call Manager Note Use the Note tab to record miscellaneous information about the contact You can enter significant dates recent orders meeting locations or any information you want to access when you call the contact Munro Donna Address Properties Ed Business EMail Address Settings Notes Notes Have 4 meeting with her on June 25 to discuss binding methods Order due on June 3 will be delayed due to supplier problems The new product colors she asked for in May are now available and will be included in the next delivery Adding a caller to the Address Book When you receive a call you can add the caller to your Address Book You must open the Personal Call Manager window before you add a caller To add a caller Click the caller s icon in the Calls box 1 2 Click E A dialog box appears asking you if you want to create a new contact 3 Click the Yes button The Address Properties dialog box appears 4 Enter the address information for this contact For descriptions of the address fields refer to Address Properties dialog box on page 52 5 Click the OK button The contact is added to the folder shown in the List View of the Address Book Note If you subscribe to Caller ID service the telephone number and name if available are entered automatically into the dialog box N0027256 1 2 Chap
34. alls Log is not updated To update the Calls Log 1 Click Bil or Click the View menu 2 Click Refresh Sorting the Calls Log You can sort the Calls Log by name telephone number duration or date and time To sort the Calls Log by e name of the caller click Name e telephone number of the caller click Phone No e length of the call click Duration e time the call is made or received click Date amp Time Making a call from the Calls Log You can call any of the numbers stored in the Incoming or Outgoing Call Log To make a call 1 Click the number you want to dial 2 Click amp or BCM Personal Call Manager 48 Chapter 1 Personal Call Manager 1 Click the number you want to dial 2 Click the Edit menu 3 Click Redial Note The appropriate call resource must be assigned as the TAPI Line before you can place a call from the Calls Log For example the TAPI line cannot be an intercom line if you want to make a call to an external telephone number Printing call information from the Calls Log You can print the Calls Log information for any call in the Calls Log To print the Calls Log information 1 Click the call you want to print Note You can select several calls to print by holding down the Control or Shift key and clicking other calls 2 Click amp or 1 Click the Edit menu 2 Click Print Deleting calls from the Calls Log To delete a call from the Calls Log 1 S
35. anager compares the telephone number you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Forward button B Note If you want to forward your telephone to a contact that is in the Address Book and you remember only the contact name enter the contact name B Note If Fast Search is enabled any contacts that match the name you are entering appear in the bottom of the dialog box Click the contact you want and click the Forward button B Note If Slow Search is enabled you must type the name and then click the Find Now button Any contacts that match the name you enter appear in the bottom of the dialog box Click the contact you want and click the Forward button B Note For information about Fast and Slow Search see Changing the Search preferences on page 77 B Note Call forwarding your telephone to an external telephone number is not supported BCM Personal Call Manager 46 Chapter 1 Personal Call Manager Calls Log Window The Calls Log consists of two parts the Incoming Calls Log and the Outgoing Calls Log The Incoming Calls Log shows all of the calls received on your telephone The Outgoing Calls Log shows all of the calls you place from your telephone Calls placed or received while Personal Call Manager is not active do not ap
36. apter 1 Personal Call Manager Changing the Startup Option The Startup Option determines if the window is open or minimized when you start Personal Call Manager To change the Startup Option from the Menu bar 1 Click the Tools menu and then click Options The Options dialog box appears Preference 2 Click the Startup Option you want to use To change the Startup Option from the task tray 1 Right click the Personal Call Manager task tray icon and then click Options The Options dialog box appears 2 Click the Startup Option you want to use N0027256 1 2 Chapter 1 Personal CallManager 81 Changing the Dialing Rule Setting The Dialing Rule Setting determines if the dialing properties entered in the Dialing Properties dialog box are used This feature is enabled by default When the Dialing Rule Setting is enabled Personal Call Manager uses dialing properties such as the local area code and the outside line access code when making a call When the Dialing Rule Setting is disabled Personal Call Manager does not use the dialing properties and you must enter manually any additional dialing information such as the outside line access code To change the Dialing Rule Setting from the Menu bar 1 Click the Tools menu and then click Options The Options dialog box appears Preference Ed Options m Search Option Startup Option Slow Search PCM main window stay open C Fast Search need Pentium CPU
37. apter 1 Personal CallManager 37 Transferring a call using the keyboard You can use the keyboard and the icons on the window to transfer a call To transfer a call 1 Make or answer the call Click the icon in the Calls box Press the F4 key The Transfer dialog box appears Enter the telephone number of the person to whom you want to speak and click the Transfer button The call is transferred to the number entered Note If Fast Search is enabled Personal Call Manager compares the telephone number you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If you want to call a contact that is in the Address Book and you only remember the contact name type the contact name Note If Fast Search is enabled any contacts that match the name you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If Slow Search is enabled you must enter the name and then click the Find Now button Any contacts that match the name you entered appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note For information about Fast and Slow Search see Changing the Search preferences on page 77 BCM Personal Call Manager 38 Chapter 1 Pe
38. ar 1 Click the contact you want to delete 2 Click the Edit menu and then click Delete To delete a contact using the keyboard 1 Click the contact you want to delete 2 Press the Delete key Printing Contacts There are two printing formats you can use to print information about any of the contacts stored in the Address Book You can print a contact list or contact details BCM Personal Call Manager 68 Chapter 1 Personal Call Manager Printing a contact list When you print a contact list the name company and telephone numbers stored in the Address Book for the contact are printed You can print contact list information for one or many contacts Note When printing a contact list set your page orientation to Landscape gt To print a contact list 1 Click the contacts you want Note Use the Control or Shift keys to select more than one contact gt 2 Click the File menu and then click Print Contact List or 1 Click 5 2 Click the OK button To print a contact list for all of the contacts in a folder 1 Click the folder or folders that contain the contacts you want to print Note Use the Control or Shift keys to select more than one folder 2 Click the File menu and then click Print Contact List or Click 3 Click the OK button Print Contact Details When you print the contact details all the information in the Address Book for the selected contact is printed You
39. bout Personal Call Manager TAPI Telephony Application Programming Interface is a set of programming tools that allows Personal Call Manager to communicate with the telephone system TAPI line The telephone line that Personal Call Manager uses to place a call Task tray An area in the bottom right hand corner of the PC screen that contains the Personal Call Manager task tray icon used to perform several common call control functions Taskbar An area at the bottom of the computer screen that contains the Personal Call Manager taskbar icon that is used to maximize the Personal Call Manager Window or bring it to the foreground Tool bar The Tool Bar that contains several buttons that provide quick and easy access to Personal Call Manager functions Tree View The portion of the Address Book that shows how the folders used to store the contacts are organized Wild card character A special character that can be used represent any letter or number N0027256 1 2 85 Index A acronyms 4 Active Call icon 8 12 29 Address Book 9 adding a contact 51 changing the view 50 displaying 11 icons 49 list view 50 tree view 49 Address of contact 53 Answering a call Call Answer dialog box 30 Calls menu 31 held call 32 task tray 31 when is someone calling 29 who is calling 29 window 31 Answering a held conference call Calls menu 40 task tray 40 window 40 Blind transfer 34 Buttons About 11 C
40. can print contact detail information for one or many contacts N0027256 1 2 Chapter 1 Personal CallManager 69 To print contact details 1 Click the contact or contacts you want Note Use the Control or Shift keys to select more than one contact gt 2 Click the File menu and then click Print Contact Detail Folders Folders can be added only to the My Contacts section and the folders in the My Contacts section You cannot add folders to the Quick Dials section For more information on refer to Quick Dials on page 74 Creating a new folder in the Address Book To create a new folder using the right mouse button 1 Click a folder in the Tree View of the Address Book The contents of the selected folder appear in the List View The new folder is added to this folder Right click an open area in the List View Point to New and then click Folder The Create New Folder dialog box appears Type the name of the new folder and then click the OK button The new folder is added to the selected folder When naming the new folder you must use a name that does not exist already in the selected folder To create a new folder using the toolbar 1 Click a folder in the Tree View of the Address Book The contents of the selected folder appear in the List View The new folder is added to this folder Click I The Create New Folder dialog box appears Type the name of the new folder and then clic
41. ddress Book in a report view format In this format the icon first name last name telephone numbers and e mail information of the contact appear N0027256 1 2 Chapter 1 Personal CallManager 11 Enis Find Person Displays the Search dialog box The Search dialog box is used to find a particular contact within the Address Book ct Calls Log Displays the Calls Log Window This window shows all of the calls Su placed or received while Personal Call Manager was operating R About Displays a dialog box containing information about the Personal Call Manager software such as the software version Address Book The Address Book is a list of all the contacts stored in Personal Call Manager The Address Book consists of two parts e the Tree View that shows the structure of your folders e the List View that shows the folders and contacts stored in the currently selected folder For more information about the Address Book refer to Address Book on page 49 Displaying the Address Book To display the Address Book 1 Click the View menu 2 Click Only Address Book to display only the Address Book or 1 Click the View menu 2 Click Both Address Book and Calls to display both the Address Book and the Current Calls The symbol appears beside the current selection Current Calls The Current Calls section of the screen shows which calls are active The Current Calls section consists of two part
42. e 1 Click the Personal Call Manager task tray icon or Calls menu Point to the icon of one of the calls in the conference Click Release Conf The conference ends N0027256 1 2 Chapter 1 Personal Call Manager 43 Ending a call Ending a call using the release button To end a call 1 Click the icon of the call in the Calls box Note If there is only one call in the Calls box you do not need to select the call gt 1 EE 2 Inthe Calls box click im Ending a call using the window To end a call 1 Right click the icon of the call in the Calls box 2 Click Release Ending a call using the task tray or Calls menu To end a call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the call you want to disconnect 3 Click Release Ending a call using the keyboard To end a call using the keyboard the Personal Call Manager window must be visible To end a call 1 Click the icon of the call in the Calls box 2 Press the Delete key on your PC keyboard Note When you use the keyboard to end a call ensure you click the icon in the Calls box before you press the Delete key If you do not and a contact in the Address Book is highlighted the contact is deleted To retrieve a contact that is deleted accidentally click the Edit menu and then click Undo BCM Personal Call Manager 44 Chapter 1 Personal Call Manager Calling features Personal Call
43. e contact except the contact name is copied In both methods of copying the original contact remains in the original folder BCM Personal Call Manager 64 Chapter 1 Personal Call Manager Deciding which copy method to use The copy method you choose depends on what you want to do Refer to the table below to decide which copy method to use Table 2 Copy Methods Linked Copy Template Copy The new contact contains the exact same The new contact has a different name than the Information information as the original contact original contact The other contact information is copied the same Yes No When you change one of the properties of the When you change one of the properties of the contact Personal Call Manager automatically contact the other copies are not changed Changes updates the original contact and all of the copies are linked of the contact Use a linked copy when you want to have identical Use a template copy to create a new contact that copies of a single contact in several different is similar but not identical to an existing contact folders You do this to make the contact easier to Purpose find and organize You know a person who is both your sales A new person joins a company for which you representative and a member of your baseball already have a contact The address and team Put the original contact in your Business telephone number of the new contact is the same folder and ma
44. e contact in the Address Book The first name is used as the label in the Calls box when you are on a call to the contact When you search for a contact you can search using the first name or the last name After you enter the name you can enter the contact address There are five different boxes for the address Address City State Zip code and Country After entering the address you can enter the Title Company Department Office and Assistant of the contact The final information to enter is the contact telephone numbers The Phone number box has a list box that enables you to enter four different telephone numbers You can enter the Business Home Mobile and Fax telephone numbers for the contact The Business Home or Mobile telephone number can be dialed from the task tray or the Personal Call Manager window N0027256 1 2 Chapter 1 Personal Call Manager 55 E mail Address The EMail Address tab has two boxes E mail address and E mail type Munro Donna Address Properties E mail address specifies the location of the contact E mail account E mail type specifies the type of E mail service used by the contact BCM Personal Call Manager 56 Chapter 1 Personal Call Manager Settings Use the Settings tab to select the dialing default used for the contact the picture displayed and voice announcement heard when this contact calls you Munro Donna Address Properties Ed Business EMail Address Settings
45. e contact into The contents of the folder appear in the List View box Right click one of the contacts in the folder The contact click is not affected by the pasting procedure BCM Personal Call Manager 66 Chapter 1 Personal Call Manager 4 Click Paste Special You are prompted to enter a name 5 Type the name of the contact and click the OK button After the contact is copied into the folder you can open the contact properties and change any properties To copy a contact using the Menu bar 1 Click the contact you want to copy 2 Click the Edit menu and then click Copy 3 Open the folder you want to copy the contact into The contents of the folder appear in the List View box 4 Click the Edit menu and then click Paste Special You are prompted to enter a name 5 Type the name of the contact and click the OK button After the contact is copied into the folder you can open the contact properties and change any properties Moving a contact Contacts can be moved from one folder to another to help organize the Address Book When you move a contact the contact does not remain in the original folder To move a contact using drag and drop the contact must be visible in the List View and the folder to which you move the contact must be visible in the Tree View To move a contact 1 Drag the contact you want to copy to the new folder To move a contact using the toolbar 1 Click the contact you want to move
46. elect the call you want to delete 2 Click A or Click the Edit menu 2 Click Delete N0027256 1 2 Chapter 1 Personal Call Manager 49 Closing the Calls Log Window To close the Calls Log Window 1 Click the File menu 2 Click Exit You also can close the Calls Log Window by clicking the Close Window button in the upper right corner of the window BCM Personal Call Manager 50 Chapter 1 Personal Call Manager Address Book The Address Book is the portion of Personal Call Manager where you store telephone numbers and addresses of the people and businesses you contact Each entry in the Address Book is called a contact A contact is normally the telephone number of a person or business but a contact can be any number you want to record or store in Personal Call Manager The Tree View of the Address Book When you view the Address Book the left side shows the tree structure of the Address Book The tree structure shows how the folders are organized It also enables you to select the folder you want to view A sample tree view appears below SQ My Contacts Business J Financial Corporations CI Nortel J Calgary Maidenhead Melbourne Ottawa Raliegh Richardson PEPPE am E Personal Be Quick Dials The contacts are stored in two main areas e Quick Dials Contacts added to the Quick Dials section appear on the Calls menu and the Personal Call Manager task tray menu You can
47. ents of the folder appear in the List View box 3 Right click an open area in the List View box and then click Paste To copy a folder using the toolbar 1 Click the folder you want to copy 2 Click BS 3 Open the folder to which you want to copy the folder The contents of the folder appear in the List View box 4 Click El N0027256 1 2 Chapter 1 Personal CallManager 71 To copy a folder using the Menu bar 1 Click the folder you want to copy Click the Edit menu and then click Copy Open the folder to which you want to copy the folder The contents of the folder appear in the List View box Click the Edit menu and then click Paste BCM Personal Call Manager 72 Chapter 1 Personal Call Manager Moving a folder Folders can be moved from one enclosing folder to another When you move a folder you move the folder and all of the contacts and folders that the top folder contains To move a folder using drag and drop the folder must be visible in the List View box and the folder you are moving it to must be visible in the Tree View To move a folder 1 Drag the folder you are moving to the folder you want it moved to To move a folder using the toolbar 1 Click the folder you want to move Click l Open the folder to which you want to move the folder The contents of the folder appear in the List View box 4 Click E The folder must be in the List View box to use the right mouse button T
48. er Phone Number or Name Last Name First Name 3429 Find Now Phone Number Type z Help Cancel Name Business Ph Extension Home Phon Mobile Phon Er Johnson Donna 3429 3 Type the telephone number you want to dial Ifyou have the Search Option set to Fast Search Personal Call Manager compares the number you enter to the contacts stored in the Address Book Any contacts that match the numbers you enter appear in the bottom of the dialog box To dial one of these contacts click the contact you want to call The default number appears in the Phone Number Type list box To choose a different number from the Phone Number Type list box select Business Home or Mobile 4 Click the Dial button Ifyou want to call a contact in the Address Book and you remember only the contact name enter the contact name in the Enter Phone Number or Name box If you are using Fast Search any contacts that match the name you enter appear in the bottom of the dialog box If you are using Slow Search you must click the Find Now button to find the contacts For more information about Search Options refer to Changing the Search preferences on page 71 You can open the Dial dialog box using two other methods e Press the F3 key or e Click the Personal Call Manager task tray icon or the Calls menu point to Quick Dials and then click Other BCM Personal Call Manager 26 Chapter 1 Personal Call Manager
49. for this contact you can remove the voice announcement from the contact To remove the voice announcement e Click K fbeside the Voice Announce File Path field The voice announcement no longer plays for this contact Note The WAV file you delete from the contact is not deleted from the computer hard drive and can be used again later You can select an image that displays on the You Have a New Call dialog box when you receive a call from this contact This image provides a visual reminder of who the caller is The image is typically a picture of the contact but can be any image that reminds you of the contact Note You must use a 16 color or 256 color bitmap file bmp as the image for the contact To add or change the bitmap image 1 Create or find the image you want to display when this contact calls You can create this file with any graphics application that saves the image as a BMP file Click oa beside the Image File Path field Move to the folder where the image file is stored Double click the image file you want to use If you decide you no longer want Personal Call Manager to display an image when this contact calls you can remove the image file from the contact To remove the image file Click amp hest the Image File Path field The image file no longer appears for this contact Note The BMP file you delete from the contact is not deleted from the computer hard drive and can be used
50. gration Do Not Disturb Express Routing Code Internet Protocol Operating System Personal Call Manager Personal Identification Number Telephony Application Programming Interface TAPI Service Provider Uniform Resource Locator N0027256 1 2 Chapter 1 Personal Call Manager Business Communications Manager Personal Call Manager is a TAPI based application that provides an easy to use computer interface for your telephone With Personal Call Manager you can make calls e redial telephone numbers e return calls e answer calls e put calls on and take calls off hold e manage multiple calls e transfer calls e conference calls e activate and de activate Do Not Disturb e call forward your telephone Personal Call Manager also has an Address Book that enables you to store the names addresses and telephone numbers of your contacts on your computer where they are easy to find and use Prerequisites The Nortel Local Area Network Computer Telephony Engine LAN CTE client must be installed on your computer before you can use Personal Call Manager Your system administrator must configure the BCM to provide access for your computer and an LAN CTE seat license is required to run Personal Call Manager Refer to either the BCM50 LAN CTE Configuration Guide or the Business Communication Manager LAN CTE Configuration Guide for instruction on how to install the LAN CTE client Using a handsfree telephone with Personal Ca
51. ick the Find Now button Personal Call Manager finds any contacts that start with the letters or digits you enter If you remember the contact first name but not last name type a comma followed by the contact first name For example if you are looking for a contact named Tom type Tom All of the contacts whose first name is Tom are found If the portion you know is not at the start you can use wild card characters at the start of the name or number There are two wild card characters you can use Use the question mark to represent any single character Use the asterisk to represent any characters that precede the characters you entered For example the following names are in the Address Book Chatterton Jones Mason Smith Stanley Steward Washington e Ifyou enter S the names found are Smith Stanley and Steward e Ifyou enter Ste the only name found is Stewart e Ifyou enter a the names found are Mason and Washington e Ifyou enter a the names found are Chatterton and Stanley e Ifyou enter a the names found are Chatterton Mason Stanley Steward and Washington Note You can also enter a comma as a special character This special character adds a pause between the numbers dialed BCM Personal Call Manager 62 Chapter 1 Personal Call Manager Editing the properties of a contact The information stored with a contact can be changed whenever required A typical exa
52. iew menu 2 Click Large Icon Displaying the Address Book in small icons If you select small icons the contacts appear horizontally with the last name of each contact on the right of the icon To view in small icons 1 Click or 1 Click the View menu 2 Click Small Icon Displaying the Address Book in List View If you select List View the contacts appear vertically with the last name of each contact on the right of the icon To view in List View 1 Click or 1 Click the View menu 2 Click List BCM Personal Call Manager 52 Chapter 1 Personal Call Manager Displaying the Address Book in Details View If you select Details View the last name first name telephone numbers you can call and E mail Address and E mail type are shown for each contact To view in Details View 1 Click or 1 Click the View menu 2 Click Detail Contacts A contact is any entry in the Address Book A contact can be a person business or any number or address you want stored in Personal Call Manager Adding a new contact to the Address Book You add contacts using the Address Properties dialog box To add a contact using the toolbar 1 click 3 The Address Properties dialog box appears 2 Enter the address information for this contact For descriptions of the address fields refer to Address Properties dialog box on page 52 3 Click the OK button Note If a contact with the same name is i
53. imply by answering the caller with whom you want to speak Switching between calls using the window On the window the currently connected calls appear in the Calls box The currently active call shows the Active Call icon while the rest of the calls show the Held Call icon To switch to a different call 1 Double click the icon of the caller with whom you want to speak or 2 Right click the icon of the caller with whom you want to speak 3 Click UnHold Switching between calls using the task tray and Call menus On the Personal Call Manager task tray menu and the Calls menu the currently connected calls appear at the top of the menu The currently active call shows the Active Call icon while the rest of the calls show the Held Call icon To switch to a different call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the caller with whom you want to speak 3 Click UnHold The caller to whom you point to becomes the active call and the other call is put on hold BCM Personal Call Manager 34 Chapter 1 Personal Call Manager Transferring a call Personal Call Manager enables you to transfer a call to a different telephone You can transfer the call with or without an announcement With an announcement you call the person to whom you transfer the call before you complete the transfer Use announcements to inform the person who the caller is and why they are calling Note Transferring you
54. k the OK button The new folder is added to the selected folder When naming the new folder you must use a name that does not exist already in the selected folder BCM Personal Call Manager 70 Chapter 1 Personal Call Manager To create a new folder using the Menu bar 1 Click a folder in the Tree View of the Address Book The contents of the selected folder appear in the List View The new folder is added to this folder 2 Click the File menu point to New and then click Folder The Create New Folder dialog box appears 3 Type the name of the new folder and then click the OK button The new folder is added to the selected folder When naming the new folder you must use a name that does not exist already in the selected folder Copying a folder When you copy a folder the folder and all of the contacts and folders contained in the folder are copied to the new folder To copy a folder using drag and drop the folder must be visible in the List View box and the folder to you which you are moving it must be visible in the Tree View To copy a folder 1 Press and hold the Control key on your PC keyboard 2 Drag the folder you want to copy to the folder to which you want it copied The folder must be in the List View box to use the right mouse button To copy a folder using the right mouse button 1 Right click the folder you want to copy and then click Copy 2 Open the folder to which you want to copy the folder The cont
55. ke a linked copy of the contact in as the existing contact but the name is different your Personal folder You then can find contact To make a contact for the new person make a information for this person when you are looking copy of the existing contact and change the for sales representatives or baseball players If name this person s telephone number changes you can change either copy of the contact and both copies Example are updated For information about how to make a linked copy of a contact refer to Copying a contact using the linked copy method on page 63 For information about how to make a template copy of a contact refer to Copying a contact using the template copy method on page 64 Copying a contact using the linked copy method Use this method of copying a contact when you want to create a copy that is linked to the original contact For information about the two different methods of copying a contact refer to Deciding which copy method to use on page 63 To copy a contact using drag and drop the contact must be visible in the List View and the folder you are copying it to must be visible in the Tree View To copy a contact 1 Press and hold the Control key on your PC keyboard 2 Drag the contact you want to copy to the new folder N0027256 1 2 Chapter 1 Personal Call Manager 65 To copy a contact using the toolbar 1 2 3 Click the contact you want to
56. l Click the Personal Call Manager task tray icon or the Calls menu Point to the Transfer menu item A menu of the current calls appears Click the icon of the person you are transferring the first call you made or answered N0027256 1 2 Chapter 1 Personal CallManager 39 Conferencing a call In a conference call you connect yourself and two other people into a single call Creating a conference To create a conference you must have at least two lines one for each caller These two lines can be external lines or internal lines Creating a conference using the Conference box To create a conference 1 Make or answer the two calls you want to connect in a conference call Drag the icon of the first call from the Calls box to the Conference box Drag the icon of the second call from the Calls box to the Conference box The icons for the two calls change to Conference icons Creating a conference using the Calls box To create a conference A OO N Make or answer the two calls to be connected in a conference call Right click the icon of the first call to be connected in a conference call Click Conference Right click the icon of the second call to be connected in a conference call and then click Conference The icons for the two calls move to the Conference box and their icons change to Conference icons Creating a conference using the task tray or Calls menu To create a conference a A OQ N
57. l of the files that comprise Personal Call Manager are removed from the computer hard disk Note If you are moving Personal Call Manager to a new computer make a copy of the PCMAddressBook mdb file before you remove Personal Call Manager Use Find or look in the Nortel Networks folder You then can copy this file to the new computer where Personal Call Manager is installed This procedure copies all of the contacts you have added to the Address Book to the new computer To remove the Personal Call Manager software Make sure you quit Personal Call Manager Click the Windows Start button point to Settings and then click Control Panel Double click the Add Remove Programs icon A OO N Click Personal Call Manager 5 Click the Add Remove button All of the files associated with Personal Call Manager are removed from your computer hard drive BCM Personal Call Manager 84 Chapter 1 Personal Call Manager N0027256 1 2 83 Glossary Address Book The portion of Personal Call Manager where you store the telephone numbers and addresses of people and businesses Call Forward A feature that forwards all the calls arriving at your telephone to another telephone Calling Line Identification CLID A service provided by the telephone company that enables you to see the caller s telephone number and in some cases the caller s name If you subscribe to this service Personal Call Manager then shows y
58. ll Manager Personal Call Manager is a tool designed to accompany your telephone It provides tools to make processing calls easier but you must still use your telephone to speak with the caller For this reason we recommend that you use a telephone equipped with handsfree When using a handsfree telephone you can perform all of the Personal Call Manager functions without lifting the telephone handset About this guide Personal Call Manager provides several ways to perform each task Although this document describes all of the possible methods you only need to use one of the methods to perform the task BCM Personal Call Manager 6 Chapter 1 Personal Call Manager Installing Personal Call Manager Personal Call Manager must be installed on your computer before you can use it The files required to install Personal Call Manager are on the Business Communications Manager base unit Use one of the following installation procedures for the appropriate BCM version you are running To install Personal Call Manager on a BCM50 1 2 Exit any Windows programs that are running Start a browser session and connect to the BCM50 web page The BCM50 Login dialog box appears Enter your username and password and click the OK button The Welcome to BCMS0 page appears Click the User Applications link The User Applications page appears Click the Personal Call Manager link The Personal Call Manager download page appears Click
59. ll the contacts and folders contained in the folder are deleted To delete a folder using the right mouse button 1 Right click the folder you want to delete and then click Delete 2 Click the OK button to confirm deleting the folder and its contents To delete a folder using the Menu bar 1 Click the folder you want to delete 2 Click the Edit menu and then click Delete 3 Click the OK button to confirm deleting the folder and its contents BCM Personal Call Manager 74 Chapter 1 Personal Call Manager Importing Contacts If you have a list of contacts in another application you can save your list of contacts as a text file and then import those contacts into Personal Call Manager To import addresses 1 Open the application that contains your existing contact list and save the list as a comma delimited text file Make a note of the order of the information fields in the existing file Note Refer to the documentation that came with the application for instructions on how to save the contact list as a comma delimited text file 2 Open the Personal Call Manager window 3 Click the File menu and then click Import Address The Import address from text file dialog box appears Import address from text file Ed Source Text File Fields Assignment Last Name 7 First Name Business Home Ph Mobile Ph Company 7 Department 7 Import Help 4 Click E to choose the file
60. lls putting calls on hold transfer calls and making conference calls Before you begin This guide is intended for users who wish to manage their own calls and who have Personal Call Manager installed on their PC which is registered with the Business Communications Manager server This guide assumes that you have the following background e Working knowledge of the Windows operating system e Some experience with windowing systems or graphical user interfaces GUIs Text conventions This guide uses the following text conventions bold Courier text Indicates command names and options and text that you must enter Example Use the dinfo command Example Enter show ip alerts routes italic text Indicates new terms book titles and variables in command syntax descriptions Where a variable is two or more words the words are connected by an underscore Example If the command syntax is show at lt valid_route gt valid_route is one variable and you substitute one value for it bold text indicates dialog boxes buttons and menu options separator gt Shows menu paths Example Protocols gt IP identifies the IP option on the Protocols menu BCM Personal Call Manager 4 Preface Acronyms This guide uses the following acronyms API CLID CTE CTI DND ERC IP O S PCM PIN TAPI TSP URL Application Programming Interface Calling Line Identification Computer Telephony Engine Computer Telephony Inte
61. menu on page 8 and Current Calls icons on page 12 Putting a call on hold using the window To put a call on hold 1 Make or answer the call 2 Right click the icon of the call in the Calls box 3 Click Hold Putting a call on hold using the task tray or Calls menu To put a call on hold 1 Make or answer the call 2 Click the Personal Call Manager task tray icon or the Calls menu 3 Point to the call you want to put on hold 4 Click Hold Answering a held call using the window To answer a held call 1 Right click the icon of the call in the Calls box 2 Click UnHold Answering a held call using the task tray or Calls menu To answer a held call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the caller with whom you want to speak 3 Click UnHold N0027256 1 2 Chapter 1 Personal Call Manager 33 Multiple calls Personal Call Manager can control several calls at once The maximum number of calls is equal to the maximum number of lines available All of the calls currently connected appear on the Personal Call Manager task tray menu the Calls menu and the window Although several calls can be controlled only one call can be active at any time except if you have an active conference call In a conference you can have two active calls When you answer a held call the currently active call is put on hold automatically This enables you to switch between held calls s
62. mple is when a contact moves or changes telephone numbers To change the properties of a contact using the right mouse button 1 Find the contact in the Address Book You can find the contact manually or use the Personal Call Manager Search feature Right click the contact Click Properties The Address Properties dialog box appears Johnson Donna Address Properties Ed Business EMail Address Settings Note Name Last Johnson First Donna Title Production Manager Company Nortel Z Department Documentation 2421 37 Ave N E Address City Cagay Office fate OSS State flbeta Assistant Roger Munro Zip code TE e7 Phone number Est Country Canada Business f34290 0 C COT Cancel Help 4 Click the tab that has the information you want to change and then make the changes Adding a new contact to the Address Book on page 51 describes the information that can be entered To change the properties of a contact using the toolbar 1 Find the contact in the Address Book You can find the contact manually or use the Personal Call Manager Search feature Click the contact The Address Properties dialog box appears Move to the tab that has the information you want to change and then make the changes N0027256 1 2 Chapter 1 Personal Call Manager 63 Adding a new contact to the Address Book on page 51 describes the informati
63. n to the top of the list Telephone numbers appear on the Callers List if e you subscribe to a Caller ID CLID service or e you receive an internal call through Business Communications Manager To return a call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to Callers List 3 Click the number of the person you want to call BCM Personal Call Manager 28 Chapter 1 Personal Call Manager Calling from the Quick Dial list Before you can call a number from the Quick Dial list you must add the number to the Quick Dials For more information about Quick Dials refer to Quick Dials on page 74 To call one of the numbers from the Quick Dial list using the Address Book 1 Click the Quick Dials icon in the Tree View portion of the Address Book The icons of all the Quick Dials appear in the List View of the Address Book 2 Drag the icon of the contact you want to call into the Calls box To call one of the numbers from the Quick Dial list using the Personal Call Manager task tray or Calls menu 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to Quick Dials 3 Click the icon of the person you want to call N0027256 1 2 Chapter 1 Personal CallManager 29 Answering a call Knowing when someone is calling Personal Call Manager notifies you when there is an incoming call When someone calls you the You Have a New Call dialog box appears and the Ringing icon a
64. n the Address Book a message appears asking if you want to make a duplicate If you want to make a duplicate of a contact use the copy method described in Copying a contact on page 62 The contact is added to the folder shown in the List View of the Address Book To add a contact using the right mouse button 1 Right click in an open area in the List View portion of the Address Book 2 Point to New and then click Contact The Address Properties dialog box appears N0027256 1 2 Chapter 1 Personal Call Manager 53 3 4 Type the address information for this contact For descriptions of the address fields refer to Address Properties dialog box on page 52 Click the OK button Note If a contact with the same name is in the Address Book a message appears asking if you want to make a duplicate If you want to make a duplicate of a contact use the copy method described in Copying a contact on page 62 The contact is added to the folder shown in the List View of the Address Book To add a contact using the Menu bar 1 2 3 Click the File menu Point to New Click Contact The Address Properties dialog box appears Type the address information for this contact For descriptions of the address fields refer to Address Properties dialog box on page 52 Click the OK button Note If a contact with the same name is in the Address Book a message appears asking if you wa
65. n this section 5 Click the Apply button to store the changes with the new location N0027256 1 2 Chapter 1 Personal CallManager 17 Selecting a location When you select a location all of the dialing properties are changed to the settings that are stored for that location To select a location 1 Click the button in the I am dialing from list box A list of locations appears 2 Click the location you are currently at The dialing properties are changed to the setting stored for this location Deleting a location When you no longer need a location you can delete it from the list of locations To delete a location 1 Click the button in the I am dialing from list box The list of locations appears Click the location you want to delete Click the Remove button A confirm deletion dialog box appears 4 Click the Yes button am in this country This field defines the country of the you are currently in To select a country 1 Click the I am in this country list box 2 Scroll through the list of countries 3 Click the country to which you are located Note You can scroll quickly through the list of countries by typing the first few letters of the country s name As you type the list finds the country that matches the letters you type BCM Personal Call Manager 18 Chapter 1 Personal Call Manager Area Code The Area Code box defines the area code in which you are located currently Personal
66. nce of steps that are required with your card 12 When all of the required steps are added click the OK button 13 Click the International Usage button 14 Repeat steps 8 to 11 to add the steps required to make an international call 15 Click the OK button to return to the Dialing Properties dialog box Disable call waiting by dialing If call waiting is available for the current location use this field to define the numbers required to disable call waiting Your telephony application uses these numbers to disable call waiting when required To enter the numbers required to disable call waiting 1 Select the Disable call waiting by dialing check box 2 From the Disable call waiting by dialing list box select the appropriate disable call waiting code If the appropriate code does not appear in the list type the disable call waiting code in the list box To identify that call waiting is not used clear the Disable call waiting by dialing check box Accessing outside lines There are two boxes for accessing outside lines The first box is for the digits required to access local numbers and the second box is for the digits required to access long distance lines These access numbers are required if you use a line pool or call routing to place calls These numbers are the same numbers you dial when you make an outside call from your telephone If you do not dial an extra number for example 9 when placing a call from your teleph
67. ndex tab 75 messages 13 opening 75 Hold answering a held call 32 conference calls 40 putting a call on hold 32 Icons active call 8 12 29 Address Book 49 conference call 8 12 held call 8 12 32 held conference 8 12 Personal Call Manager 29 ringing 8 12 task tray menu 8 L Last callers 27 Last calls 27 Line used 14 List View 50 Making a call 24 Address Book 24 Calls menu 25 Quick Dials 28 redialing a number 27 returning a call 27 task tray 25 toolbar 26 Menu bar 9 Moving contacts 65 folders 70 My Contacts 49 N Name 53 New Call dialog box 29 O On line help accessing 75 contents tab 75 find tab 75 index tab 75 opening 75 Outside lines 22 P Personal Call Manager about 74 exiting 81 location 16 preferences 77 quitting 81 removing 81 starting 7 task tray icon 7 29 Preferences dialing properties 15 Personal Call Manager 77 search 77 Prime telephone number calling 24 Pulse dialing 22 N0027256 1 2 Index 87 Q Quick Dials 49 adding 74 list 28 Quitting Personal Call Manager 81 R Redialing a telephone number 27 Removing Personal Call Manager 81 Returning a call 27 Ringing icon 8 12 S Search entering a name or number 60 for a contact 58 options 77 78 79 80 preferences 77 wild cards 60 Search mode 58 Quick Search 59 Slow Search 58 Starting Personal Call Manager 7 Status bar 9 displaying 13 Synchronization with the telephone 75 T
68. ng the window 000 e eee eee 32 Answering a held call using the task tray or Calls menu 0065 32 MUR GANS cape iccna She eads NESIL NRE EAA ONNA AEEA 33 Switching between calls using the window 00 0c eee e nea 33 Switching between calls using the task tray and Call menus 33 Tansiemngacall sceccsee casei eeeireeteeeeeeeeeeeseee a sede nakan EROS 34 Transferring a call without an announcement 20000e ee eee 34 Transferring a call using the Window 0 ce eee ees 34 Transferring a call using the right mouse button 000 34 Transferring a call using the task tray or Calls menu 00 36 Transferring a call using the keyboard 0 00 e eee eee 37 Transferring a call with an announcement 0000 eee eee eee 38 Transferring a call with an announcement using the window 38 Transferring a call with an announcement using the right mouse button 38 Transferring a call with an announcement using the task tray or Calls menu 38 Comoe AGA dll oirrsa heat erua eera raaka E Boe eee TES 39 Creating A COMEIONCE cc b ios recetna iet e Sow ee anes k sous eodee eee i 39 Creating a conference using the Conference box 00000 00 39 Creating a conference using the Calls box 0 0c eee eee 39 Creating a conference using the task tray or Calls menu 39 Putting conferences call ON hold occas ee
69. ns Displaying the toolbar To display the toolbar 1 Click the View menu 2 Click Toolbar The toolbar toggles between being displayed and not being displayed When the toolbar is set to be displayed 4 appears beside the Toolbar menu item in the View menu Using the toolbar The toolbar buttons provide access to commonly used features Up One Level Exits from the current directory and moves one level up in the contact tree ula New Folder Adds a new folder to the Address Book je New Contact Adds a new contact to the Address Book amp Cut Copies the selected folder or contact onto the clipboard and deletes it Copy Copies the selected folder or contact onto the clipboard amp Paste Copies the folder or contact stored on the clipboard to the selected folder Properties Displays the Address Properties dialog box if a contact is selected or the Folder Property dialog box if a folder is selected 5 Print Prints information about the currently selected contact If a folder is selected prints information about all of the contacts in the folder Do Large Icons Displays the folders and contacts in the Address Book in large icons r Small Icons Displays the folders and contacts in the Address Book in small icons EZET List Displays the folders and contacts in the Address Book in small icons pene organized in vertical columns Detail Displays the folders and contacts in the A
70. nt to make a duplicate If you want to make a duplicate of a contact use the copy method described in Copying a contact on page 62 The contact is added to the folder shown in the List View of the Address Book Address Properties dialog box The Address Properties dialog box has four tabs Use each tab to enter different types of contact information Business Use this tab to enter the name address and telephone number of the contact E mail Address Use this tab to enter the e mail address and type Settings Use this tab to enter the default telephone number Note Use this tab to enter any other information about the contact BCM Personal Call Manager 54 Chapter 1 Personal Call Manager Business Use the Business tab to enter the name address and telephone number of a contact Munro Donna Address Properties Ed Business EMail Address Settings Notes Name Last Munro First Donna Title Production Manager Company Nortel Networks pe Department Documentation Address 2421 37 Ave N E City Calgary Office fara o State Abeta Assistant Zip code T 67 Phone number Ext Country Canada Bunes T The first information you enter is the contact name The contact name is divided into the first name and the last name Both the first name and the last name must be entered before a contact can be added to the Address Book The last name is used as the label for th
71. number 6 Click the OK button Adding a custom calling card The dialing parameters for some calling cards are configured already in Personal Call Manager and appear in the list of calling cards If the calling card you are using is not on the list of cards you must set up how to use your calling card N0027256 1 2 Chapter 1 Personal Call Manager 21 To add a custom calling card 1 Click the Calling Card button The Calling Card dialog box appears 2 Click the New button The Create New Calling Card dialog box appears 3 Type the name of the calling card and click the OK button A message appears informing you that you must set up the dialing rules for the new calling card Click the OK button In the Calling Card Phone Number box type the calling card number In the PIN number box type your calling card PIN number N oO fF Click the Long Distance Usage button A second Calling Card dialog box appears Calling Card CallingCard phone number Destination Number including area code 8 Click the first Dial list box 9 Click the first set of numbers that must be dialed 10 Click the next Dial list box BCM Personal Call Manager 22 Chapter 1 Personal Call Manager 11 Click the next set of numbers to be dialed Repeat step 9 until you have completed all of the steps needed to make a call using your calling card Note Refer to the documentation that came with your calling card for the seque
72. o move a folder using the right mouse button 1 Right click the folder you want to move and then click Cut 2 Open the folder you want to move the folder to The contents of the folder appear in the List View box 3 Right click an open area in the folder and then click Paste To move a folder using the Menu bar 1 Click the folder you want to move 2 Click the Edit menu and then click Cut 3 Open the folder to which you want to move the folder The contents of the folder appear in the List View box 4 Click the Edit menu and then click Paste N0027256 1 2 Chapter 1 Personal CallManager 73 Renaming a folder To change the name of a folder using the right mouse button 1 Right click the folder you want to rename and then click Properties The Folder Property dialog box appears Folder Property x Folder Name IN ortel Cancel 2 Type the new name of the folder and then click the OK button To change the name of a folder using the toolbar 1 Click the folder you want to rename 2 Click E The Folder Property dialog box appears 3 Type the new name of the folder and then click the OK button To change the name of a folder using the Menu bar 1 Click the folder you want to rename 2 Click the File menu and then click Properties The Folder Property dialog box appears 3 Type the new name of the folder and then click the OK button Deleting a folder When you delete a folder the folder and a
73. o which number your telephone is call forwarded e Why are the first words after the hyphen highlighted Tapi Line ROGER L250 FWD 8188 For Help press F1 Za Help messages Line used DND Call Forward Displaying the Status bar To display the Status bar 1 Click the View menu 2 Click Status Bar The Status bar toggles between being displayed and not being displayed When the Status bar is set to be displayed 4 appears beside the Status Bar menu item Closing the window To close the window click the minimize button in the top right corner of the window The window is minimized to an icon on the taskbar When you close the window call control features are still available from the Personal Call Manager icon in the task tray BCM Personal Call Manager 14 Chapter 1 Personal Call Manager Setting up Personal Call Manager Before you can use Personal Call Manager you must choose the TAPI line to be used and define the dialing properties Defining the line used If there are several lines available you can choose which line Personal Call Manager uses to make calls To choose a line 1 Click the Tools menu 2 Click Dial Using The Choose a TAPI Line dialog box appears Choose a TAPI Line Ed Connect Using TAPI Line z Configure Line Address L250 z OK Cancel Click the TAPI Line list box Click the line Personal Call Manager uses Click the Address list box
74. on that can be entered To change the properties of a contact using the Menu bar 1 Find the contact in the Address Book You can find the contact manually or use the Personal Call Manager Search feature Click the contact Click the File menu Click Properties The Address Properties dialog box appears 5 Click the tab that has the information you want to change and then make the changes Adding a new contact to the Address Book on page 51 describes the information that can be entered Organizing the Address book As you add contacts to the Address Book divide the contacts into logical groups This makes it easier for you to find the contacts you enter You group the contacts together by adding folders to the Address Book and moving your contacts into the appropriate folders A simple example is to add two folders one named Personal and one named Business All of your business contacts are then stored in the Business folder and all of your personal contacts are stored in the Personal folder For more information refer to Creating a new folder in the Address Book on page 68 Copying a contact When you copy a contact you create a new contact in the Address Book based on the original contact Personal Call Manager provides two ways to copy a contact a linked copy and a template copy In the linked copy all of the information about the contact is copied In a template copy all of the information about th
75. one leave these boxes blank To change the outside line access numbers 1 Inthe for long distance box type the number required to access an outside line for a long distance call 2 Inthe for local box type the number required to access an outside line for a local call N0027256 1 2 Chapter 1 Personal Call Manager 23 Choosing Dial using Use these options to choose tone dialing signals or pulse dialing signals when making a call To select pulse dialing click the Pulse dial option To select tone dialing click the Tone dial option Defining long distance numbers in your area code In some locations calls within the same area code are considered long distance calls These calls require the country code and area code e g 1 403 to be added in front of the telephone number before they can be dialed The Toll Prefixes feature enables you to define the prefixes for example 222 xxxx that are long distance calls in your area code To define toll prefixes 1 Click the Tools menu 2 Click Toll Prefixes The Toll Prefixes dialog box appears Toll Prefixes Ed If any of these numbers require you to dial 1 403 first 7 y Cancel move them to the list on the right Local phone numbers Dial 1 403 first f Add All gt 2O aan lt Remove Al 3 From the list of prefixes in the Local phone numbers select the prefix that requires an area code added Click the Add gt button Repeat s
76. opy 10 Cut 10 Detail 10 12 Find Person 10 Large Icons 10 12 List 10 12 Manual Dial 12 New Contact 10 New Folder 10 Paste 10 Small Icons 10 12 toolbar 10 Up One Level 10 C Call Answer dialog box 30 Call duration 12 Call Forward 13 44 Call Waiting 22 Calling last callers 27 last calls 27 prime telephone number 24 Quick Dials 28 redialing 27 returning 27 Calling card 19 Calling Line Identification service 27 29 80 Calls answering 31 displaying the number of 7 ending 43 switching between several calls 33 Calls menu 10 Closing the window 13 Conference answering a held conference call 40 creating 39 ending 42 hold 40 splitting 41 Conference Call icon 8 12 Contact adding 51 address 53 changing 61 copying 62 64 cutting 66 default telephone number 55 deleting 66 e mail address 54 finding 36 37 45 58 moving 65 name 53 pasting 64 66 telephone number 53 conventions text 3 Copying contact 62 folders 69 Current Calls box 9 displaying 11 D Dialing properties 15 BCM Personal Call Manager 86 Index Do Not Disturb DND 13 44 Duration call 12 E E Mail Address 54 Exiting Personal Call Manager 81 F Finding a contact 58 entering a name or number 60 using wild cards 60 Folders adding 68 copying 69 cutting 70 deleting 71 moving 70 pasting 69 70 H Held Call icon 8 12 32 Held Conference icon 8 12 Help contents tab 75 find tab 75 i
77. ou the caller s name or telephone number on the computer screen Contact A contact is any entry in the Address Book A contact can be a person business or any number or address you want stored in Personal Call Manager Dialing properties The dialing properties define where you are located and what is required to dial from this location Do Not Disturb A feature that stops calls from ringing at your telephone The You Have a New Call dialog box still appears Business Communications Manager TSP The application that provides Personal Call Manager with access to the TAPI functions Extension name The name used to identify your telephone on the Business Communications Manager system Handsfree A feature you can use to make calls without using the telephone handset Icon A graphic symbol used to represent an object such a contact or call or a task such as manual dialing in Personal Call Manager List View The portion of the Address Book that shows the contacts and folders stored in the selected folder BCM Personal Call Manager 84 Glossary Menu bar The menu bar shows the menus available from the main window PC Personal Computer A Windows compatible computer that runs the Personal Call Manager software Quick dials A group of telephone numbers that you can call by selecting a menu item Status bar An area at the bottom of the computer screen that provides information messages a
78. pear The Calls Log shows the name and telephone number of the caller if available The Calls Log also shows the date and time the call is placed the length of the call Viewing the Calls Log To view the Calls Log 1 Click ee 1 Click the Tools menu 2 Click Show Call Log Window The Calls Log window appears with either the Incoming Calls showing or the Outgoing Calls showing Incoming Calls Log Window File Edit View leo S xl S Name ___ Phoneo Date Tine Durstoninieses lt l Munro Donna 3429 11 07 98 11 55 Companion Phone 3429 11 07 98 11 54 Unknown 11 06 98 03 40 RAVINDER DAR 8141 11 06 98 03 02 MAUREEN 8010 11 06 98 02 16 Companion Phone 3429 11 06 98 01 57 Companion Phone 3429 11 06 98 01 55 Companion Phone 3429 11 06 98 01 09 Companion Phone 3429 11 06 98 01 08 MAUREEN 8010 11 06 98 01 06 Companion Phone 3429 11 06 98 12 51 SECURITY 7335 11 02 98 05 36 3429 3429 11 02 98 05 33 11 02 98 05 33 For Help press F1 Viewing the Incoming Calls To view the Incoming Calls 1 Click Ey on the Toolbar or N0027256 1 2 Chapter 1 Personal CallManager 47 1 Click the View menu 2 Click Incoming Calls Log Viewing the Outgoing Calls To view the Outgoing Calls 1 Click el or 1 Click the View menu 2 Click Outgoing Calls Log Updating the Calls Log If you make or answer a call while the Calls Log is open the C
79. ppears in the Calls box the Personal Call Manager task tray menu and the Calls menu If you subscribe to a Caller ID service or you are receiving an internal call through Business Communications Manager the name or number of the caller appears both below the icon and in the You Have a New Call dialog box Knowing who is calling When a call is made or received an icon appears in the Calls box Calls menu and Personal Call Manager task tray menu These icons are given a label to help identify who is on the call The information on the label depends on several factors If you subscribe to a Caller ID service Personal Call Manager compares the received number to the numbers stored in the Address Book If a match is found the name from the Address Book appears with the Active Call icon If a match is not found the name sent with the Caller ID information appears If a match is not found and a name is not sent with the Caller ID information the telephone number appears If no Caller ID information is available or you do not subscribe to this service the word Unknown is used as the label Internal calls show the name of the contact stored in the Address Book When there is no name for the caller in the Address Book the Business Communications Manager extension name appears Displaying who is calling from the task tray When you click the Personal Call Manager icon in the task tray the current call appears at the top of the menu If you s
80. r telephone to an external telephone number is not supported gt Transferring a call without an announcement When you transfer a call without an announcement you transfer without checking if the person is available to answer the call This also is known as a blind transfer Transferring a call using the window To transfer a call 1 Make or answer the call 2 Drag the icon of the call to another call icon in the Calls box or to a contact icon in the Address Book If you transfer the call to a contact in the Address Book the contact must show in the List View portion of the Address Book For information about finding a contact see Finding a contact in the Address Book on page 58 Transferring a call using the right mouse button You can use the right mouse button and the icons in the window to transfer a call To transfer a call 1 Make or answer the call Right click the icon in the Calls box Point to Transfer A menu of the current calls appears 4 Click one of the current calls The call is transferred to the person selected If the person to whom you want to transfer the call does not appear on the list of current calls perform steps 4 and 5 5 Click Other The Transfer dialog box appears N0027256 1 2 Chapter 1 Personal CallManager 35 Enter Phone Number or Name Last Name First Name 3429 Find Now Phone Number Type z Help Cancel Business Ph Extension Home Phon
81. ribed earlier to add a contact can be used to add Quick Dials Displaying the information about Personal Call Manager The About Personal Call Manager window shows the version number of the Personal Call Manager software you are using To access the About Personal Call Manager window 1 Click the Help menu 2 Click About PCM or 1 Click Aj N0027256 1 2 Chapter 1 Personal CallManager 77 Synchronization with the telephone Common call control operations can be performed on either the telephone or on Personal Call Manager For example to end a call you can press the RIs Release key on the telephone or click Release in Personal Call Manager Any telephone programming you use to customize your telephone is not synchronized For example the personal speed dials programmed on the telephone are not copied automatically into Personal Call Manager Accessing Help Accessing context sensitive Help You can access context sensitive Help by pressing the F1 key The Help information that appears pertains to the currently active window dialog box or menu item Opening the Help contents window You can access Help from the Menu bar To access the Help window 1 Click the Help menu 2 Click Help topics The main Help window gives you access to all of the Help information Use the Contents tab to view the Help topics To view one of the topics double click the topic Use the Index tab to view an alphabetically sorted lis
82. rsonal Call Manager Transferring a call with an announcement When you transfer a call with an announcement you call the person to whom you tranfer the call before you complete the transfer Calling the person first allows you to check if the person is available and to provide that person with information about the call Transferring a call with an announcement using the window To transfer a call a A Q N Make or answer the call Put the call on hold Call the person to whom you are transferring the call Provide the person with any pertinent information about the call Drag the icon of the call you are transferring to the Active Call icon Transferring a call with an announcement using the right mouse button You can use the right mouse button and the icons on the window to transfer a caller To transfer a call a Ff Q N Make or answer the call Put the call on hold Call the person to whom you are transferring the call Provide the person with any pertinent information about the call Right click the icon in the Calls box and point to Transfer A menu of the current calls appears Click the icon of the person you are transferring Transferring a call with an announcement using the task tray or Calls menu To transfer a call O ao A O N Make or answer the call Put the call on hold Call the person to whom you are transferring the call Give the person any pertinent information about the cal
83. rtment 7 Help Eyport 2 Click to enter the name of the text file The Save as dialog box appears Move to the folder to which you want to store the text file In the File name box type the file name BCM Personal Call Manager 76 Chapter 1 Personal Call Manager 5 Click the Save button The Export address into text file dialog box appears with the path and file name in the Destination Text File field 6 Inthe Field 1 list box select the information you want to appear in the first field of the text file for example Last Name Repeat step 6 until all of the fields show the information you want For any field in which you do not want information click None Note Only one type of information can appear in each box p 7 Click the Export button All the contacts in the Address Book are saved to a comma delimited text file Quick Dials The Address Book is divided into two mains sections My Contacts and Quick Dials The My Contacts section stores your contacts The Quick Dials section used stores contacts that you use frequently or need to access quickly The contacts you add to the Quick Dials section are added automatically to the Quick Dials menu You can access the Quick Dials menu from the Calls menu or the Personal Call Manager task tray menu Adding Quick Dials To add a Quick Dial add the contact to the Quick Dials section of the Address Book Any of the methods desc
84. rward Unconditionally the caller was forwarded from an extension that has all calls forwarded to your telephone e Pick Up From Another Ext you used the Call Pickup feature to answer this call e Retrieved As a Parked Call you used a Call Park Retrieval code to answer this call e Redirect To This Stn the caller was forwarded to you from another extension e Transferred the caller was transferred to you from another extension e Reminder the caller was returned to your extension e Unknown the Caller ID information is unknown and cannot be displayed e Unavailable the Caller ID information is unavailable and cannot be displayed Dept If the caller is one of the contacts in your Address Book the Department name you assign to this contact in your Address Book appears in this box If the caller is not one of your contacts this box is empty Company If the caller is one of the contacts in your Address Book the Company name you assign to this contact in your Address Book appears in this box If the caller is not one of your contacts this box is empty N0027256 1 2 Chapter 1 Personal CallManager 31 Also if the caller is one of the contacts in your Address Book and you assign a picture or voice announce message to the contact a small picture appears in the dialog box and a voice announce message plays For more information about adding contacts to the Address Book refer to Adding a new
85. s e Calls box that shows the calls that are currently on your telephone e Conference box that shows the conference calls that are currently on your telephone Displaying the Current Calls To display the Current Calls 1 Click the View menu 2 Click Only Calls to display only the Current Calls or BCM Personal Call Manager 12 Chapter 1 Personal Call Manager 1 Click the View menu 2 Click Both Address Book and Calls to display both the Address Book and the Current Calls The symbol appears beside the current selection Current Calls icons There are several icons that are used in the Current Calls section Each icon is used to represent a call The icons also show the status of the calls ir 4 Active Call Appears beside the call on which you are currently Held Call Appears beside calls that are on hold Any call that is not active is on hold ey Conference Call Appears beside the two calls to which you are connected when you are on a conference call Gi Held Conference Appears beside conference calls that are on hold SI Ringing Appears beside the calls that are ringing Current Calls Toolbar Above the Calls box and the Conference box are toolbars that you use to control the calls or change how the calls are displayed Manual Dial Displays the Dial dialog box This dialog box allows you to call the number of someone not found in the Address Book Release Hangs up the selec
86. stance numbers in your area code 220000 eee 23 MAKING agal sca c ieee gee ced ok eee eR ee Re bee Rae ee ee aes 24 Making a call using the Address Book 0 2c eee eee ees 24 Making a call using the task tray or Calls menu 0 0 c eee ees 25 Making a call using the toolbar 2 2434 vend veus e BENS eeEE SUE O ded oe REE S 26 PCI ee nuUmDOT Skins elect Ben Eanes elena ina See de bok erates WE Ramin e Sadia s 27 BCM Personal Call Manager a TULO S Call Copy erg EE he eed eRe SEED Re SSL RMR REE RED Hs 27 Calling from the Quick DING s ncdueen sc cee ath iene cuiii antr isay ka 28 Answerng acall ccabiose es cette ee PERE ESSE TERR S Eri EET EER eee 29 Knowing when someone is calling cece eee eee eee 29 KOMI Who lS calling onset ce eoidourteonee oka dee iieis ch wa maaan 29 Displaying who is calling from the task tray 0 ee eee ee eee 29 Answering a call using the You Have a New Call dialog box 30 Answering a call from the WINKOW cc ccseceo edad adens dees oes kasat wR EEE 31 Answering a call from the task tray or Calls menu 0000 eee eee 31 Accessing the Notes tab 2 oad wa cee eae d oo dee Bea dees Me dees Seeds 31 Pulling a Cal ON NOG 26 ccc c eee eee eae ERR eT OSH PEERS ERE eee RES 32 Putting a call on hold using the window 0 cee eee ee ee 32 Putting a call on hold using the task tray or Calls menu 0 0005 32 Answering a held call usi
87. t of Help topics The topics on the Index tab are more detailed than the topics on the Contents tab To view a topic click the topic Use the Find tab to enter a word or topic for which you need help information The Find feature searches through the Help information and displays information about the word or topic you enter Accessing the Tip of the Day The Tip of the Day window shows helpful information about how to use Personal Call Manager To display the Tip of the Day window 1 Click the Help menu 2 Click Tip of the Day BCM Personal Call Manager 78 Chapter 1 Personal Call Manager Turning the Tip of the Day off The Tip of the Day window appears when you start Personal Call Manager To turn the off Tip of the Day 1 Click the Help menu 2 Click Tip of the Day 3 Clear the Show Tips at Startup check box When the Show Tips at Startup check box is empty the Tip of the Day window does not appear when you start Personal Call Manager Turning the Tip of the Day on To turn the on Tip of the Day 1 Click the Help menu and then click Tip of the Day 2 Select the Show Tips at Startup check box When the Show Tips at Startup check box contains a check mark the Tip of the Day window appears when you start Personal Call Manager N0027256 1 2 Chapter 1 Personal CallManager 79 Personal Call Manager Preferences Personal Call Manager preferences determine how the Address Book is searched how Personal Call
88. tcut icon on the desktop or from the Windows Start button To start Personal Call Manager from the shortcut icon 1 Double click To start Personal Call Manager using the Start button 1 Click the Start button 2 Select to Programs gt Personal Call Manager gt Personal Call Manager The Personal Call Manager introduction window appears briefly The Personal Call Manager icon is added to the task tray and task bar and the Personal Call Manager window appears Note When you install Personal Call Manager the shortcut icon is installed by default gt Personal Call Manager icons When Personal Call Manager starts up two icons are added to the screen the taskbar icon and the task tray icon These two icons have different tasks The taskbar icon opens the Personal Call Manager window The task tray icon gives you access to Personal Call Manager functions when you are using another program The diagram below shows where these icons are located A Start IH Personal Call Manager q ASIE 12 54PM Taskbar icon Task tray icon Personal Call Manager task tray icon The Personal Call Manager icon IE appears on the right side of the task tray When you move the mouse pointer over the Personal Call Manager icon the number of current calls is displayed The number displayed includes the active call conference calls and calls on hold When you right click the Personal Call Manager icon a menu appears that enables yo
89. ted call If only there is only one call that call is selected automatically Properties Displays the Notes tab of the Address Properties dialog box for the selected call If the selected call is not in the Address book a message appears asking if you want to add this caller Large Icons Displays the current calls or conference calls in large icons n Small Icons Displays the current calls or conference calls in small icons Pa List Displays the current calls or conference calls in small icons G L organized in vertical columns Detail Displays the current calls or conference calls in a report view format In this format the icon the callers name telephone number and call duration appears The duration is a running count of how many minutes the call has been connected N0027256 1 2 Chapter 1 Personal CallManager 13 Status bar The Status bar is at the bottom of the window and provides four information message areas e Help messages Shows a help message if available for the area on which the mouse pointer is directed For example if the pointer is on one of the buttons on the toolbar the message describes what the button does e Line used Identifies which telephone line is being used by Personal Call Manager e DND Acronym DND appears if the Do Not Disturb DND feature is turned on for your telephone e Call Forward Indicates if Call Forward is activated and t
90. teps 3 and 4 for each prefix that requires an area code added Note If you add a prefix to the Dial first list that does not require an area code remove it by clicking the prefix and clicking the lt Remove button 6 When you have finished moving all of the prefixes that require an area code click the OK button The Toll Prefixes dialog box closes BCM Personal Call Manager 24 Chapter 1 Personal Call Manager The Toll Prefixes feature is available only if the country you choose in the Dialing Properties dialog box has a country code of 1 For more information about dialing properties refer to Changing the dialing properties on page 15 Placing a call Using Personal Call Manager you can place a call using the Calls menu the Personal Call Manager task tray menu the toolbar or the Address Book When you place a call the Ringing icon appears in the Calls box the Personal Call Manager task tray menu and the Calls menu When the call is answered the icon changes to the Active Call icon Both the Ringing and the Active icons use a label to identify the call If you make a call using the Address Book the name in the Address Book is used as the label for the call If you manually dial the telephone number Personal Call Manager compares the number dialed to the numbers stored in the Address Book If a match is found the name from the Address Book is used as the label If no match is found the number dialed is
91. ter 1 Personal CallManager 59 Finding a contact in the Address Book The Address Book has a search feature to help you find a contact You can search for a contact using the contact name or telephone number The Search feature operates in two different modes Slow Search and Quick Search In Slow Search mode you enter the characters you want to find and click the Find Now button Personal Call Manager searches the Address Book to find the contact In Quick Search mode Personal Call Manager starts searching through contacts as soon as you type a character To change the Search mode used refer to Changing the Search preferences on page 77 Slow Search To find a contact 1 Click the Tools menu 2 Click Find Person or 1 Click Eil The Search dialog box appears Enter Phone Number or Name Last Name First Name 2429 T Phone Number Type z Help Cancel Business Ph Extension Home Phon Mobile Phon En Johnson Donna 3429 Type the name or telephone number of the contact you want to find Click the Find Now button A list of the contacts that match the name or number you entered appears in the Search dialog box BCM Personal Call Manager 60 Chapter 1 Personal Call Manager 4 Click the last name of the contact you want 5 Click the OK button The folder containing the contact opens and the selected contact is highlighted Quick Search To find a contact 1 Click the
92. the Download Personal Call Manager link The File Download dialog box appears Click the Save button and save the application to the location from which you want to install it After the application downloads double click the application to launch the installation and follow the instructions in the installation wizard To install Personal Call Manager on BCM running versions 3 5 3 6 or 3 7 1 ON Oa Ff Ww Exit any Windows programs that are running On the Unified Manager front page click on Install Client The Client Install Application page appears Click on Personal Call Manager The Personal Call Manager page appears Click on Install Personal Call Manager A file download window appears Select Save this program to disk and click OK The SaveAs dialog box appears Choose a location to which save this file Click Save The file begins downloading When the file is finished downloading double click the file The install application begins Follow the on screen instructions Note The installation files for Personal Call Manager are not deleted by the installation gt wizard These files are stored in a folder named C Program Files Nortel Networks ClientInstall Personnal Call Manager You can delete the installation files they are not needed by Personal Call Manager N0027256 1 2 Chapter 1 Personal CallManager 7 Starting Personal Call Manager You can start Personal Call Manager from the shor
93. u to exit from Personal Call Manager set Personal Call Manager options or open the Personal Call Manager window The Personal Call Manager window provides access to additional features such as the Address Book BCM Personal Call Manager 8 Chapter 1 Personal Call Manager When you click the Personal Call Manager icon the task tray menu appears From the task tray menu you can perform most basic call functions such as making and answering calls putting calls on hold transferring calls and conferencing calls Personal Call Manager task tray menu The Personal Call Manager task tray menu is divided into two main sections The lower portion of the menu contains the following call control options e Callers List a list of the telephone numbers of the last ten calls Redial List a list of the last ten telephone numbers you dialed Quick Dials a group of telephone numbers to which you want quick access Transfer allows you to transfer the active call to another telephone Manual Dial allows you to call someone by entering their telephone number on the computer keyboard DND turns on or off the Do Not Disturb feature The upper portion of the menu contains the current calls Each of these calls has an icon beside it to indicate the status of the call If there are currently no calls the upper portion of the menu does not appear SE Active Call Appears beside the call on which you are currently j Held
94. ubscribe to a Caller ID service or you are receiving an internal call through Business Communications Manager the name or number of the caller appears beside the icon To perform a function on one of the current calls point at the name or number of the caller and a menu appears BCM Personal Call Manager 30 Chapter 1 Personal Call Manager Answering a call using the You Have a New Call dialog box Personal Call Manager displays the You Have a New Call dialog box when you receive a call You Have a New Call Ed From Munro Donna 3429 Type Direct Call Dept Documentation Company Nortel Networks Cancel If you subscribe to Caller ID services information about the caller appears in the You Have a New Call dialog box Table 1 You Have a New Call descriptions Heading Description From If the caller is one of the contacts in your Address Book the name and telephone number you assign to this contact in your Address Book appears in this box If the caller is not one of your contacts the name and or telephone number supplied by the Caller ID service appears in this box Type A short description of how the call was routed to your extension The type can be e Direct Call the caller dialed your telephone number or extension e Forward Busy the caller was forwarded to you from a busy extension e Forward No Answer the caller was forwarded to you from an extension that was not answered e Fo

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