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Avaya CallPilot 4.0 Unified Messaging User Guide

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1. 0 0 0 0 c cece eee eee 42 Instant Messaging 000 eee ee 43 Changing your mailbox settings 0 00 eee eee eee 47 Changing mail delivery settings 48 Changing your Address Book settings 50 Changing audio settings 0 0 c eee eee 51 Linking to My CallPilot cceestciekatet en ev seus ea eeews 52 Working offline 225i c23i4ed5ehesdsetighenes 4640880 oe 28 54 Document information 00000 c eee eee ees 55 How to get Help This section explains how to get help for Nortel products and services Getting Help from the Nortel Web site The best way to get technical support for Nortel products is from the Nortel Technical Support Web site http www nortel com support This site provides quick access to software documentation bulletins and tools to address issues with Nortel products More specifically the site enables you to m download software documentation and product bulletins m search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues m sign up for automatic notification of new software and documentation for Nortel equipment m open and manage technical support cases Getting Help over the phone from a Nortel Solutions Center If you don t find the information you require on the Nortel Technical Support Web site and have a Nortel support contract you can also get help over the phone from a Nortel
2. namnay2n05 05 55 PM 6246010 Fax 1D 1011 1p Fax Message message New message Attached files CA voice fax text moa To check for new messages ma The CallPilot message waiting indicator on your screen turns red when you have E a new message To turn the indicator on or off see Changing mail delivery settings on page 48 New messages appear in red To open a message To open a CallPilot message double click the message line See Playing voice messages on page 14 and Viewing fax messages on page 15 To delete a message Click a CallPilot message in your Inbox to select it then click the Delete icon on 3 the toolbar To permanently delete messages select the Actions menu click Empty Trash In Lotus Notes 6 0 or 6 5 the message is deleted as soon as you click on Delete Note You can delete an open CallPilot message immediately by clicking the Delete icon AQ Playing voice messages When you open a voice only message the CallPilot Player appears In mixed voice fax or text messages click the Voice icon to open the CallPilot Player To select your telephone or computer to play voice messages You can choose to play your voice messages from your telephone or your computer To change from one to the other or to change the telephone number that CallPilot dials see Changing audio settings on page 51 You can also click the Telephone or Computer icon on the CallPilot Play
3. After the main document is customized the document is ready to be merged with the information in the Data doc file Consult your Microsoft Word Mail Merge help for more details on inserting data source text boxes into the document Merging data from the Data Source into the Main Document When you are ready to merge data from the data source file into your main document 1 Start Mail Merge from the Microsoft Word Tools menu Depending on which version of Microsoft Word you are using Mail Merge is found under different menu headings a In the Office XP version select Tools gt Letters and Mailings gt Mail Merge Wizard b In Office 2000 select Tools gt Mail Merge Verify that Sample doc is currently selected as the main document and that Data doc is currently selected as the data source E 24 ee 3 Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears Note Ensure that Microsoft Word is not set up to print pages in reverse order 4 Click OK in the Print dialog box to initiate the batch fax process When the document is merged data values from the data source file are merged into the main document at the appropriate tag positions and a separate fax TIF file for each recipient is created CallPilot Desktop software addresses and transfers the fax files to the server The CallPilot server is responsible for sending the fax to the recipients Once the process starts the
4. 1 days after listening to them 3 Read faxes are deleted after 1 days 4 When your mailbox is full your call answering is not blocked 5 Messages thatyou send are not saved in your mailbox 6 The maximum length of an outgoing message is 10 minutes 7 An incoming message can be no longer than 6 minutes 8 Your password was last changed Monday May 02 2005 CallPilot Access Numbers 1 Voice Messaging Not Available 2 Express Voice Messaging Not Available 3 Speech Activated Messaging Not Available 4 Name Dialing Not Available 5 Default Fax Number Not Available 6 Fax Messaging Not Available 7 Express Fax Messaging Not Available 8 Dial Prefix Not Available 9 Area Code Not Available 10 Exchange Not Available 11 ESN Access Code Not Available 12 ESN Exchange Not Available Need More Help No CallPilot support information has been defined B CallPilot User Documentation es 53 ee Working offline To work offline you require a computer that has CallPilot installed and configured in the same way as your office computer You can download your messages and addresses to this computer before working offline 1 Optional You can download your CallPilot messages to the computer that you will use offline Log in to your e mail and CallPilot On the Tools menu click CallPilot Desktop Messaging then click Download all CallPilot Messages When your messages are downloaded log out 2 Option
5. PC Client or with one of the following services available in Windows MSN Messenger m NET Passport Service Windows MSN Messenger SIP Communication Service Windows Messenger only m Exchange Instant Messaging Service Windows Messenger only There are no special requirements to configure these services You must configure these accounts according to Windows MSN Messenger requirements For the SIP Communication Service on MCS 5100 configuration you must have a configured and fully operational Nortel Multimedia PC Client to use its Instant Messaging functionality To activate Instant Messaging functionality in CallPilot Desktop Messaging To activate Instant Messaging in CallPilot Desktop Messaging you must select the applications to be used Use the General tab of the CallPilot Desktop Messaging Properties dialog box for this CallPilot Desktop Messaging Properties General Mail Address Book Audio Server bvwlab337sry VPIM network shortcut 16139337 Mailbox 3396012 Password Remember password Change password My CallPilot URL Instant Messaging Applications I Use Windows MSN Messenger gt By default both applications are not selected You cannot select an application that is not installed on your PC es A3 ee Using Instant Messaging from the CallPilot Form You can initiate an instant messaging session through the CallPilot Form When the CallPilot Form is open c
6. dialog box If you choose to send your fax using a CallPilot Desktop Messaging client the cover page is available from the CallPilot Custom form fai Compose Fax Item View Edit 1 Microsoft Word Fax test doc Remove Move Down Total pages 2 m Send options Send using Fax machine separate each fax number with a z Fax machine s J Subject J Receive a confirmation of delivery V Remember changes m Cover page Use fax cover page ES Browse Modify Save As Exit Help If you choose to send your fax to a specific destination for example a fax machine the Cover page text box becomes active This allows you to browse for a cover page through the use of the Browse button or you can choose to select one from the drop down list You can then modify the cover page contents The modification of the cover page provides functionality similar to the Custom form Refer to Modify and Preview cover page for details You can also choose not to include a cover page by selecting the No cover page option from the Use fax cover page drop down list Note that you can also include a subject line here The Subject text box information is displayed only in the e mail portion of the fax the subject line is not displayed on a hard copy of the fax Modify and Preview cover page You can preview the current cover page and modify its contents from both the CallPilot Custom form and the No
7. file attachments to messages Create CallPilot distribution lists Change your CallPilot password Access web based My CalIPilot to view user information and change your feature settings Some features mentioned in this guide may not be available for your CallPilot mailbox For details refer to the Feature availability topic in the Desktop Messaging online Help or ask your administrator Getting started About this guide This user guide is an overview of how to use CallPilot with Lotus Notes e mail The instructions and screen images shown in this guide provide general information for using CallPilot with e mail Specific details can vary depending on your computer operating system and the features available for your CallPilot mailbox For further assistance in using CallPilot refer to the Desktop Messaging online Help What you need Before you start to use CallPilot your administrator ensures that your e mail account is correctly configured for CallPilot Your computer must meet the following configuration requirements CallPilot Player to play and record voice messages Nortel Fax Driver to create faxes Lotus Notes 6 0 and 6 5 groupware e mail client Windows 2000 Professional or Windows XP Monitor with 256 color 800 x 600 capability 15 Mbytes of free disk space to install software Sound card and speakers for playing voice messages on your computer Microphone connected to your computer or a telephone situated near your compute
8. message You can modify telephone or fax numbers here but not CallPilot or e mail addresses To download CallPilot addresses to your Personal Address Book You have the option of downloading the names and addresses of CallPilot users to your Personal Address Book This is useful if you are working in offline mode In the online mode Lotus Notes Desktop Clients can query and retrieve addresses from the CallPilot server Address Book at any time See Changing your Address Book settings on page 50 Restrictions When you submit a message to the CallPilot server for delivery to a telephone or fax number the CallPilot server reviews the Restriction Permission Lists RPL to validate that the sender has the necessary permissions The same rules that determine if a number can be dialed from your telephone are applied to the destination number of the outgoing voice or fax message If you lack the necessary permissions for example cannot utilize voice channels cannot place long distance calls a Non Delivery Notification NDN is generated An NDN also is generated for the recipient if the destination number is deemed invalid es A ee CallPilot distribution lists You can create a Personal Distribution List PDL over the phone or in My CallPilot Using the Lotus Notes client you can also create a Group in the local or public Lotus Notes Address Books However Lotus Notes Address Books are not accessible from the telephone or from
9. message using aaa HID 30 AA AA daa Voice or Fax numbers you are prompted to choose and verify the final destination 4 Click To gt Cc gt or Bcc gt as required 5 Click OK to return to the new CallPilot message Mail Address hortel s Directory v th LocalDomainServers the DtherDomainServers bhanu bhanu amp chen jianping degraftenreed anna external email LaRose Ron petrescu isabella amp Phan Hanh lt tester2 s Address Book CallPilot tester2 s Address Book Contacts v gt Filter E Mail Addresses ba Retrieved 27 entries Address list New Paka Cancel To address a message using a CallPilot Address Book The CallPilot Address Book on the server is maintained by your organization and contains the addresses of the CallPilot users and distribution lists that you are allowed to use You cannot edit this list Lotus Notes Desktop clients access the CallPilot Address Book through a dynamic lookup utility This feature allows you to access the CallPilot Address Book without requiring you to maintain CallPilot address information in your Lotus Notes Personal Address Book However you can download CallPilot address information to your Personal Address Book if you want to address messages in offline mode Such addresses cannot be validated in the offline mode To address your message 1 Logon to a CallPilot
10. messages to your computer before playing them check Download file This option is useful if you use a modem Linking to My C allPilot Desktop Messaging provides links to the web based resources in My CallPilot To view or change the URL for My CallPilot see Changing your mailbox settings on page 47 For more information on My CallPilot refer to the My CallPilot User Guide 555 7101 426 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging Tools gt My CallPilot 2 Select one of the tabs Note You can also access My CallPilot from the View menu of the downloadable CallPilot Player To view or change your CallPilot feature settings 1 In My CallPilot click the CallPilot Features tab Nortel My CallPilot Microsoft Internet Explorer File Edit View Favorites Tools Help O O FAD Paa Krons AG a LOMB Address http um2003srv mycallpilot init asp locale en amp app msging Adobe YW 2 Search E a gt lt 7 my Yahoo gt El yahoo Mal shopping Signin My CallPilot CallPilot Messages CallPilot Features U Useful Information Mailbox Wayne Anderson 3226018 CallPilot Tools Telephone Settings Web Settings Greetings Telephone Options Mailbox Links Record external internal and temporary greetings and your Review and personalize your Create and maintain links to name for personal verification telephone interface and options mailboxes on other mes
11. the message is tagged for Normal delivery If DelType is set to 1 then the message is tagged for Economy delivery If DelType is set to 2 then the message is tagged for Urgent delivery Messages sent to non CallPilot recipients with the Delivery Type set to Economy is delivered on a schedule defined by the CallPilot server for Economy delivery Note that messages sent to CallPilot mailboxes are not affected by the Economy designation and is sent as Normal messages Transmission of messages tagged as Normal or Urgent begin immediately The Urgent icon is displayed from My CallPilot or a Desktop Messaging client and a voice prompt identifies the message as Urgent from the a ee CallPilot telephone interface Messages sent Urgent are treated as Normal when they are sent to non CallPilot addresses 4 Once the table is updated save all changes You normally supply a unique name for your data file here however for the remainder of these procedures the name Data doc is used 5 Close the document The Data doc file can now be used as a data source by Microsoft Mail Merge Accessing and modifying the example Main document The Sample doc file is an example of a Microsoft Word main document 1 From the Program Files Nortel CallPilot nda directory open Sample doc in Microsoft Word This document contains tagged fields corresponding to those in the example Data doc file You can use this as a template for your own fax or for practice purposes I
12. the telephone then address and send the voice message the same way as an e mail message To record and send a voice message 1 2 7 In your CallPilot Inbox click the New CallPilot Message button On the new message form click the Telephone icon in the toolbar to open the CallPilot Player if the CallPilot Player is not already open On the CallPilot Player click the red Record button to start recording If you are recording from the computer record your message into the microphone Click Stop to end the recording Click Play to review it To add to the recording click Record speak again then click Stop b If you are recording from the telephone answer when the telephone rings At the tone record your message Click Stop to end the recording Click Play to review it Click To to address from an Address Book See Addressing messages on page 39 Or type a formatted address in the To text box Add attachments and options if required See Adding attachments to messages on page 36 and Setting message options on page 36 On the toolbar click the Send Message icon Note Insure that rich text format rtf format is selected in your e mail client if plain text is selected the message delivery may fail IE CallPilot Player File Edt View Actions Help Send message Save message Address message Record from telephone Record from computer Subject RE 3396012 0 03 Voice Message Delivery Normal
13. Address Book Audio Notification Automatically x Default compose form Voice Default forward reply form As received F Include message header when forwarding replying IV Include cover page when forwarding fax cover tif x Browse E IV Show message waiting indicator MW on taskbar Create sent item IV Enable Message Forwarding Rule Advanced Cancel Apply Help The following settings are available Notification You can set CallPilot to update your message list automatically manually or at intervals such as every five minutes Choose Manually to save costs on long distance or ISDN connections m Include a message header when forwarding replying The header information of the original message appears in a reply or forwarded message m Include a cover page when forwarding a fax Refer to the CallPilot Configuration section on page 27 for information regarding on adding or modifying cover pages m Convert voice messages to WAV for non CallPilot users Your recorded messages are automatically converted from vbk to wav files when you send them to non CallPilot users m Show message waiting indicator MWI on taskbar The CallPilot telephone icon on the Windows taskbar turns red when you have a new message m Create a sent item A copy of each sent message is stored in the Sent folder Il aa BZ m Enable Message Forwarding Rule enables the forwarding of messages as de
14. Desktop Messaging Tools menu When Contact Sender is chosen CallPilot retrieves the message sender s CallPilot or e mail address You are prompted to validate the address in the Contact dialog box CallPilot Contact dialog box With the CallPilot Contact dialog box you can initiate an Instant Messaging session by using Windows Messenger gt MSN Messenger application or by using the Nortel Multimedia PC Client MCS 5100 At this point you can contact the sender by making a phone call such as by pressing the Call button The Contact dialog box displays your Contacts list from either Windows MSN Messenger application or the Friends list from Multimedia PC Client Both Windows gt MSN Messenger application and the Nortel Multimedia PC Client require the sender s Sign In name to be present in the Contacts gt Friends list before initiating an Instant Messaging session The sender s CallPilot or e mail address that is extracted from the message is treated as the sender s Instant Messaging Sign In name The Contact dialog box attempts to find the sender s Sign In name in the appropriate list If the search is successful the Verify sign in name text box is prefilled Otherwise the text box is left empty and you must manually enter the sender s Sign In name You are always prompted by the Contact dialog box to validate the sign in name before starting an Instant Messaging session Any changes made to the number are cached in the registry if R
15. E7 Page 13 CallPilot Player The Call the sender button is not available Contact Sender is not supported Page 38 Addressing messages The Address Book functionality does not function in the same manner as in GroupWise Page 56 Linking to My CallPilot Linking to My CallPilot is not supported In its place access to the web based Mailbox Manager is supported The My CallPilot field is replaced with the URL for Mailbox Manager Outlook Lotus Notes GroupWise Page 9 Contact sender of a message Call the sender of a message is not supported Contact Sender is not supported This does not apply to the Instant Messaging feature To support the Instant Messaging feature the Contact Sender option must be available Page 9 Access web based My CallPilot to view information and change your feature settings My CallPilot is not supported In its place access to the web based Mailbox Manager is supported The My CallPilot field is replaced with the URL for Mailbox Manager Page 10 About this guide The groupware e mail clients that are supported are e Lotus Notes 6 0 6 5 7 0 e Novell GroupWise 6 5 7 0 7 0 1 e Microsoft Outlook 2000 2002 XP 2003 2007 Unified Messaging on BCM50 Release 3 supports the following Thin Clients e Citrix Metaframe Presentation 4 0 Windows 2003 Server All editions e Citrix Metaframe XP on Windows 2000 Server All editions and Windows 2003 Server e Citrix Metaframe Presentation Server 3 0 on Window
16. In this example a 9 is added to the beginning of each phone number during fax batch processing The data source remains unchanged and can be used from a different location that does not require a 9 for external access Second page Once the data source document and the first page of the main document are created you can begin to customize your fax Note The page must be equal to or less than 8 5 inches in width es 2 ee You can use all of the data source column header tags to customize the document The following is an example using the Sample doc file ZJ SAMPLE DOC Microsoft Word ARE Ebe Ed yew Insert Fams Took Table window Help x 1D Ban GRY BRS Orme Bom ala om sasie ip Ira tom mo eh DDD D a o WD Pn eo er o s Phoneit sTo Pho Faxi aTo Faxwe Company t Windward Yacht Charterse Phone r 604 555 99996 Faxik 604 555 11116 From t Peter Mackene Date t April 14 1999s EG 1 Comments ORR lt To_Namer4 f Hereis a Microzot Word 6 95 sample print m erg e document for use with the Fax a Batch Demo It Contans acovemans his Page followed by one page of tent These three 3 OCC a lowr Ran SS OORME 4 DS O 2 4 Se ER Ow Poe2 Sect a in co f REC m ET Pwmlfeahus OFIT If In this example the document is customized for each recipient Data source column headers are inserted into the document using the Microsoft Word Mail Merge utility Insert function
17. My CallPilot To use existing CallPilot personal distribution lists You can address messages using CallPilot personal distribution lists that you create in My CallPilot or on your telephone In Lotus Notes select these lists from the CallPilot Address Book To create a CallPilot group You can create a Personal Distribution List PDL for a group of recipients to whom you frequently send messages When you create a list the PDL appears in your Personal Address Book in Groups CallPilot You create a CallPilot group in the same way that you create an e mail group The CallPilot group can contain CallPilot and e mail addresses 1 2 3 4 5 6 In your Lotus Notes Inbox click the Address Book icon Select Groups CallPilot then click the Add Group button Enter a Group Name and Description then click the arrow beside Members In your Personal Address Book place a check mark beside each name that you want to add to the group Click OK to exit the list Click the Save button Click the Close button You can edit or delete the list in Groups CallPilot A2 Instant Messaging The Instant Messaging feature allows you to start an Instant Messaging IM session through Microsoft Windows MSN Messenger Nortel Multimedia PC Client MCS 5100 from a CallPilot or e mail message You can initiate an Instant Messaging connection with other users provided both parties have a valid account on MCS 5100 Nortel Multimedia
18. NORTEL Call Palskod Release 4 0 Standard 1 07 Desktop Messaging User Guide for Lotus Notes Updates to the Desktop Messaging User Guides O Ve O Q e U 05 bn Q O c O 2 A c 2 olen O ind c O U 7 72 72 co Internet Clients Page 9 Call the sender of a message Call the sender of a message is not supported Contact Sender is not supported This does not apply to the Instant Messaging feature To support the Instant Messaging feature the Contact Sender option must be available Page 9 Access web based My CallPilot to view information and change your feature settings My CallPilot is not supported In its place access to the web based Mailbox Manager is supported The My CallPilot field is replaced with the URL for Mailbox Manager The Internet mail clients supported are e Microsoft Outlook 2007 e Microsoft Outlook 2000 e Microsoft Outlook 2002 XP e Microsoft Outlook 2003 e Window Mail Vista Unified Messaging on BCM50 Release 3 supports the following Thin Clients e Citrix Metaframe Presentation 4 0 Windows 2003 Server All editions e Citrix Metaframe XP on Windows 2000 Server All editions and Windows 2003 Server e Citrix Metaframe Presentation Server 3 0 on Windows 2003 Server CallPilot Desktop Messaging does not support Outlook and GroupWise on the same computer Page 10 What you need BCM supported browsers are IES IE6 and I
19. Print Status dialog box appears The page number increases incrementally as each page is converted to a TIF file Since the first page is skipped this page is not included in the count For example if a three page fax is sent to ten recipients the dialog box displays Printing page 1 Printing page 2 and so on up to Printing page 20 Only 20 pages are printed because the first page of each document is skipped Problems that occur while creating the fax images or with the fax addresses are displayed in a separate Nortel Fax Batch Status dialog box such as Nortel Fax Batch Status x The Fax number is mamang or mvakd for Bifano The Fax number is misang or nvaid for And Dpetabon aborted from Print Manager Problems such as a missing fax address or an unsupported fax address format are checked However problems such as a wrong fax number are not identified provided the number is in a valid format A wrong fax number however results in the sending of a non Delivery receipt to the user s CallPilot mailbox by the CallPilot server When you click the OK button the batch process ends and no faxes are sent You must fix the fax addresses and resubmit the job If all faxes and addresses are created properly a dialog box appears while the faxes are being addressed and transferred to the CallPilot Server The Nortel Fax Batch Status dialog box indicates the status of the batch job If you press Cancel in this dialog box before
20. Senstivity Public x T Read receipt T Delivery receipt Record Attach file Telephone icon opens CallPilot Player Disconnect Contact Sender Adjust volume Go back Go forward Adjust speed To save a newly created voice message as a file 1 2 On a new message form record a message on the File menu click Save as In the File name box type a name for the file select a folder in which to keep the file then click Save Save voice files as vbk files Note CallPilot automatically es dG O converts vbk files to wav files when sending to non CallPilot users See Changing mail delivery settings on page 48 nna A T O wo2m7j wa zdZaaT Composing fax and text messages To create and send a single fax message To create a fax your CallPilot mailbox must have fax capability The CallPilot recipients of your fax must have mailbox capability to receive the fax on their computer If your recipients access their messages from their telephone they can view the fax only by printing it You can also send your fax to a fax machine 1 o Open the document that you want to fax The document must be no greater than 8 5 in 21 5 cm in width On the File menu click Print From the list of printers select Nortel Fax then click Print or OK The Compose Fax dialog box appears Before sending the fax you can add more documents by repeating steps 1 to 3 You can also choose to include a cover pa
21. Solutions Center In North America call 1 800 4NORTEL 1 800 466 7835 Outside North America go to the following Web site to obtain the phone number for your region http www nortel com callus Getting Help from a specialist by using an Express Routing Code To access some Nortel Technical Solutions Centers you can use an Express Routing Code ERC to quickly route your call to a specialist in your Nortel product or service To locate the ERC for your product or service go to http www nortel com erc Getting Help through a Nortel distributor or reseller If you purchased a service contract for your Nortel product from a distributor or authorized reseller contact the technical support staff for that distributor or reseller Welcome to CallPilot CallPilot from Nortel is an advanced business communications system that offers exceptional flexibility for managing your messaging needs You can work with CallPilot from your telephone or your computer Desktop Messaging gives you access to your CallPilot mailbox through your Lotus Notes e mail Here are some of the many ways you can use CallPilot with your e mail Listen to voice messages View and print fax messages Record and send voice messages Create and send fax messages Forward and reply to voice and fax messages Call the sender of a message Contact the sender through Instant Messaging Add message options such as urgent and private Add voice fax or text
22. ader names serve as tags which can be inserted into the main document to customize the fax for each recipient or to direct CallPilot how to handle the fax 1 Goto ka tag Files Nortel CallPilot nda directory and opon the Data doc file alog Be ER Yon pert Pama ab Tele Yndon bab es p FX Osea ERY 4 BAY nae Me o nei Fina Showng Markup Showy th YP a ToFaxe ToNwmec DelReceipt DelTypes ToCompanye TePhones 3 98324251 a Bline lo G Pe Cope o a 92324261 Ando la 3 LA Wego 3 a NG F t o o omza Paas i Daw lg Akoshapes N NN JO F4 2G amp Z A S ROG Pael Secl MI ALA ins Cdi REC TRK EXT OVR Ends OX 7 2 Add new columns or subtract existing ones as required For new columns chose a meaningful column header name aaa Mapa c 2 na wawa adda 3 Add the required data under each column header The data source can be created by any means available to populate a Microsoft Word table including importing information from existing files If you edit the recipient list using the Mail Merge utility that is click on Edit in the Data source section of the Microsoft Mail Merge Helper the Data Form window opens and lists all the entries from the data source table You can add delete modify and search for records in this window Any column headers that you added or modified in the data source file will automatically appear in this window Note that the ToFax text box is the only mandatory text box f
23. ailable Cover pages created with these tools include the following information From Information Title Name Department Company Phone number Fax number To Information Title Name Department Company Phone number Fax number Number of Pages Sent Date amp Time A Cover Sheet Memo section CallPilot Configuration The CallPilot Desktop Messaging Configuration page includes an option labeled Include cover page when forwarding fax message The default value for this is unchecked meaning that a cover page is not added to the message CallPilot Desktop Messaging Properties General Mail Address Book Audio Notification Automatically Default compose form Voice Default forward reply form As received Include message header when forwarding replying bd bd IV Include cover page when forwarding fax cover tif x Browse r MV Show message waiting indicator Mw on taskbar Create sent item V Enable Message Forwarding Rule Advanced Cancel Apply Help If you select this option you can then choose and set a default cover page from a list of available cover pages Use the Browse button to choose the location where the cover pages are stored The default location is Program Files Nortel CallPilot cvrpages E 27 CallPilot Desktop Messaging Custom form The Custom Fax Forward form of CallPilot Desktop Messaging contains a menu item named Cover page which co
24. al You can download the server Address Book to your computer See Changing your Address Book settings on page 50 3 Open your e mail while not connected to the network and wait for the CallPilot Logon window to appear You do not need to enter your password 4 Click Cancel You can then work offline reviewing your messages and recording and addressing new messages You must use your computer speakers and microphone to play and record messages offline you cannot use a telephone for offline access CallPilot stores your recorded messages and sends them the next time you log in to the CallPilot server CallPilot Desktop Messaging User Guide for Lotus Notes Copyright 2006 Nortel Networks All Rights Reserved Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant This user guide is distributed in soft copy only Document number 555 7101 423 Product release 4 0 Document issue Standard 1 07 Date October 2006 To provide feedback or report a problem in this document go to www nortel com documentfeedback NORTEL E SS ee 56
25. all messaging between CallPilot and its servers switches or system is proprietary to Nortel Networks Any other use of the data and the transmission process is a violation of the user license unless specifically authorized in writing by Nortel Networks prior to such use Violations of the license by alternative usage of any portion of this process or the related hardware constitutes grounds for an immediate termination of the license and Nortel Networks reserves the right to seek all allowable remedies for such breach Nortel Networks and third party trademarks appear on the following pages Nortel Networks the Nortel Networks logo the Globemark and Unified Networks BNR CallPilot DMS DMS 100 DMS 250 DMS MTX DMS SCP DPN Dualmode Helmsman IVR MAP Meridian Meridian 1 Meridian Link Meridian Mail Norstar SL 1 SL 100 Succession Supernode Symposium Telesis and Unity are trademarks of Nortel Networks 3COM is a trademark of 3Com Corporation ACCENT is a trademark of Accent Software International Ltd ADOBE is a trademark of Adobe Systems Incorporated AMDEK is a trademark of Amdek Corporation AT amp T is a trademark of American Telephone and Telegraph Corporation ATLAS is a trademark of Quantum Corporation ATRIA is a trademark of Pure Atria Corporation BLACKBERRY is a trademark of Research in Motion Limited CASEWARE is a trademark of Caseware International Inc CONTINUUS is a trademark of Continuus Software Corpora
26. d send a text message To create a text message 1 2 3 4 es dO ee Open a new CallPilot message form Click the Text icon in the toolbar Type or past plain text into it address the message Click the Send Message icon Creating and sending fax batch messages To send customized CallPilot fax messages to multiple recipients you can use Microsoft Word Mail Merge and send your print job to the Nortel Fax Batch printer You must be familiar with Microsoft Word Mail Merge functionality to use this feature Consult your Microsoft Word documentation Note that the CallPilot Fax Batch feature is only available to CallPilot Desktop and web users who install the Nortel Fax Batch Print Driver To use Mail Merge with CallPilot you need your main document the file you want to send to your recipients and a data source document which contains recipient information such as names and fax numbers Your CallPilot Desktop Messaging installation includes a sample Microsoft Word data source document named Data doc and a sample Microsoft Word main document named Sample doc Accessing and modifying the example Data source document The Data doc file consists of a Microsoft Word table organized in columns with one row for each recipient The following column headers exist in the sample ToFax ToName DelReceipt DelType ToCompany and ToPhone These column headers can be modified and deleted and new columns can be added The column he
27. e number of pages and enters this information in the Pages text box When you use the Custom form the Pages text box is left empty You can modify this text box in either case The Sent text box uses the current time and date by default This text box is also editable The Memo section is synchronized with the Memo section of the Custom form Note The maximum length of all cover page text boxes except the Memo text box is 30 characters The maximum length of the Memo text box is 2500 characters es 3 ee Initiating a call using Call Directory The Call Directory feature allows you to call any person listed in the Lotus Notes Public or Personal Address Books CallPilot Personal Address Book the CallPilot Address Book on the Lotus Notes Domino server or the CallPilot Dynamic Address Book on the CallPilot server The Call directory feature is available through a number of avenues When any CallPilot view is active Access this feature from the Actions gt CallPilot Desktop Messaging gt Call Directory menu item when any CallPilot view is active When the Call Directory menu item is selected the Call Directory dialog box is presented You can select any available Address Book select the person and then initiate the call by pressing the Call button x CallPilot Server Address Book _ amp Anderson Angela amp Bender Todd amp Bloomington ALL Sales SDL Bloomington Sales SDL amp Bloomington Systems Enginee
28. emember changes is selected Contact Todd Bender 19528977404 na42349 USMON eg Cal A Windows Messenger MCS 5100 Please select and verify the sender s Instant Messaging sign in name Available Contacts 4 hraud nortelnetworks com Henry at work Online A timschweitzer yahoo com timschweitzer yahoo c tyouel hotmail com Ted Online A yshtibin hotmail com Offline Verify sign in name tyouel hotmail com JV Remember Sender Sign in name Association Cancel After verifying the sign in name click the Send button If the Sign In name is already in the contact list the Windows gt MSN Messenger or the Nortel Multimedia PC Client Conversation window is displayed 45 ee This window provides the interface for sending and receiving instant messages If the sign in name does not exist in your Contacts Friend list CallPilot Desktop Messaging attempts to add it If the name is successfully added you will receive a confirmation You can then click the Send button to display the Windows5 MSN Messenger or Nortel Multimedia PC Client Conversation dialog box If the name is not added successfully the Send is aborted E AGO ee Changing your mailbox settings To view or change your CallPilot access settings Your administrator enters the default CallPilot access information for you You can change these settings if required Refer to the online Help for a detailed explanation 1 In your Lotu
29. er to change the setting To play a message from your telephone 1 To play a voice message when your telephone is selected for playback double click the message in your CallPilot Inbox and answer your telephone when the telephone rings 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward and call the sender 3 When you are finished hang up and close the message To play a message from your computer 1 To play a voice message when your computer is selected for playback double click the message in your CallPilot Inbox The message plays through your computer speakers or your headphones 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward adjust the volume and speed and call the sender 3 When you have finished close the message IB CallPilot Player f a File Edit View Actions Help Close alg s a 2 4 message Addres Gbcdeveton com Ce Bcc Subject RE 3396012 0 03 Voice Message Delve Nomai x Senstivty Pusis x L Readreceit T Delivery receipt Position in message 3 a 00 00 Play Replay 4 0000 NORTEL fey Status kK wv ls Play messages from telephone Play messages from computef Disconnect Contact the Adjust Go to start Go to end Adjust volume Skipback Skip forward speed es 4 ee Viewing fax messages To view a fax message Note In order to receive fax
30. es your CallPilot administrator must enable fax capability for your mailbox 1 Double click a fax message in your CallPilot Inbox When you open a fax only message the fax image appears In mixed voice and fax or text messages click the Fax icon to view the fax 2 While viewing the fax you can enlarge or reduce the image rotate or move it print it delete it save it forward it and reply to it 3 When you have finished close the message Print Delete message Select part of image Drag scroll image ee 8615 File Edit View Actions Page Zoom Annotation Help ela se aola Fi Anba406011 Tong3406011 To Anh3406011 Tong3406011 Subject Desktop Messaging Delivery Normal v Sensitivity Public v 4 20 2005 10 42 AP fo eg Palo gja o Bele What Happens when your company gets CatfRilot Voice e Mail and fax messages ar united into a single integrated communications tdh Personal produdtivity climbs about 30 percent Employees easily access messages from the P capturing majo opportunities They work more efficiently as a team and accomplish more in less timmes They all say how did we ever work without it Close message Reply to All Reply orward Change page Views Go to next or previous page Rotate left Rotate right Zoom in Zoom out Composing voice messages You can record a voice message from the computer or
31. f you modify the column header names in Data doc you must modify them in your main document as well First page The first page of the main document is a special page and does not become part of the final fax Sample doc is installed with the first page set up correctly GR sampte voc rucrosort Word IE Ble Edt Yew Insert Format Jools Table Window Hebb x DWAR BAY BB O 8 10 Find Showing Markup Shows gt gt Sp gt a B Fax Addressing Information IMAGEMAKER FAXBATCH HEADERT This page is dscarded when EaxingT z K CR 1D R Jp o aaa Page Break somes 2 a Draw 3 Autoshapes N NN CI ORM 4c MG amp a Paga 1 Sec 1 1 2 at27 In15 Col 1 REC TRK E 4 The purpose of this page is to provide a location to map information in the data source to each customized fax document To signal CallPilot that this is a Fax Batch file and to prevent this page from becoming part of the fax two special control codes must be present on the first page SSOJS Start of Job signals the fax driver to start processing and can be placed anywhere on the first page zz Start this page prevents the first page from becoming part of the fax message and can be placed anywhere on the first page The CallPilot Desktop software retrieves the Fax Number from the first page of the document Additionally CallPilot Desktop software retrieves the Recipient Name the Delivery Receipt and
32. fined by the CallPilot Administrator If the Message Forwarding Rule feature is not activated for the user the checkbox does not appear Note If you have access to My CallPilot you can create edit and delete your own Message Forwarding Rule Refer to the My CallPilot User Guide for details 4 Click OK 4A ee Changing your Address Book settings To view or change your Address Book settings Your administrator enters the default Address Book settings for you You can change the Address Book settings if required Refer to the online Help for a detailed explanation 1 In your Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration 2 Click the Address Book tab to display the current Address Book settings 3 Make any changes required then click OK or proceed to download your Address Book as described below CallPilot Desktop Messaging Properties General Mail Address Book Audio LDAP search base dc nortel do cd IV Notify me of LDAP search base changes lv Remind me to download address book every 20 days Download now Advanced Cancel Apply Help To download the Address Book to your computer You can download the names and addresses of CallPilot users to your Personal Address Book 1 In your Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration 2 Click the Address Book tab 3 Check the Remind me checkbox and se
33. format Text files must be txt format To attach a file to a message a arene TET agg 1 On a new message form click the BIG oza P To Recipient Atach ile ican ka Ca xl Bec 2 Inthe Open box select or type the Siren cay Lti E Tes Voce Message ie deeco name of the files that you wantto teema a pepinoa nanamin msg2 stand alone record via PC microphone vbk Bf msg5 24000H216bitMono v attac h 5 msga waw TE msg5 24000Hz16bitStereo IB msg3 22500Hz8bitMono wav B msg5 24000Hz8bitMono we msg3 22500Hz8bitstereo wav B msgs 24000H28bkstereo v 3 Click Open to attach the files and return to the new CallPilot lt i m message feos Petna OOOO d ea Setting message options Before sending a message you can set options for handling and delivery To set message options 1 On a new message form select Delivery Sensitivity and Receipt options as required TRI en IV Read receipt Delivery Urgent Sensitivity Private he I Delivery receipt gt For Delivery select Urgent or leave the setting as Normal gt For Sensitivity select Private or leave the setting as Public When you send a message marked Private recipients can forward the message to someone else if they are not CallPilot users Also recipients in non CallPilot systems are not informed of Private settings In your message tell the recipient that the message is Private For Receipt acknowledgmen
34. ge view the fax and save the fax as a file for later transmission Select an appropriate Send using option To send a simple fax type the fax machine numbers or CallPilot mailbox number append the letter m to the CallPilot mailbox number for example m7366 in the Fax machine s text box type a subject in the Subject text box then click Send To send your fax as an attachment to a new CallPilot message select CallPilot Desktop Messaging for Lotus Notes under Send using then click Send K4 Compose Fax File Nam Pa Item Pages View Edit View befo re cover Image Maker Print Job 1 Remove sending Move Down Send fax options oy Delete before Cover page option I Remember changes 6 7 Send options sending Send using Fax machine separate each fax number with a Fax machinefs 3220038 Subject hange order I Receive a confirmation of delivery of fi es t o b e faxed selection kana Use fax cover page covertt x EE Modify Save As Exit Help Save to send Later A new message form opens with your fax file attached Address the message from the CallPilot e mail or any Address Book See Addressing messages on page 39 Or type the formatted address in the To text box Add attachments and options if required See Adding attachments to messages on page 36 and Setting message options on page 36 Click the Send Message icon es d3 o To create an
35. hoose the Contact Sender menu item from the Actions menu or click one of the CallPilot Form toolbar buttons EN CallPilot Player FWD 7461 Fax ID 2463 4 p Fax Message lol x File Edit View Actions Page Zoom Annotation Help Windwos MSN Es Messenger From Ted Youel To Lev Eydelman Nortel Metworks Multimedia PC Client Ce Subject PWD 7461 Fax ID 2463 4 p Fax Message Delivery Normal Sensitivity Public v 10 18 2004 4 39 Changes since previous version There is very important information contained in the Com Waina Dennanta When Contact Sender is chosen the CallPilot Instant Messaging Verification dialog box appears the user chooses a sign in name for the Instant Messaging service Note The Instant Messaging icons on the toolbar are different colors depending on the online status of the sender These are as follows a 2 Q 2 Online 2 Offline 9 Status or sender Sign In name Unknown to Windows MSN Messenger Online Offline Status or sender Sign In name Unknown to Nortel Multimedia PC Client MCS5100 Tool tips for Instant Messaging buttons will also show sender s Sign In name and online status if this information is available Using Instant Messaging from Lotus Notes You can initiate an Instant Messaging session by selecting a message and choosing the im aa Contact Sender menu item from the Tools gt CallPilot
36. matically 5 Click OK Note Do not leave the Remember password box checked on a shared computer Note CallPilot Desktop Messaging supports multiple Lotus Notes logins to the same mailbox from more than one computer To log out When you exit your Lotus Notes e mail you automatically log out from CallPilot bese Password J Remember password Remote login You can log in to your mailbox from any computer with CallPilot installed and configured in the same way as your office computer For example you can use a computer set up for guest access or your home computer with a dial up connection to the server Multiple Lotus Notes mail database support CallPilot allows a Lotus Notes user to change mail databases either at startup or during an active session Startup If you open a mail database on Lotus Notes client startup that is different from the one used in your previous session CallPilot Desktop Messaging detects this and synchronizes to the new database automatically Changing your mail database during the active session You can also change the mail database you are using during the currently active Lotus Notes and CallPilot session that is when you are logged on to a Lotus Notes mail database and are an active CallPilot client You change the mail database by either 1 Accessing the CallPilot Desktop Messaging view in the different Lotus Notes mail database CallPilot Desktop Messaging detects this and warns
37. ministrator The user must enable the Message Forwarding Rule If a message cannot be delivered the Message Forwarding Rule is disabled Once the user receives notice of the undeliverable message the Message Forwarding Rule must again be enabled Messages forwarded from the CallPilot server are delivered to the e mail account configured in the Message Forwarding Rule You can treat these messages as any other e mail Messages can be forwarded printed saved archived and deleted can have rules applied to them and so on Lotus Notes users receive the forwarded messages in their Notes Inbox The messages appear as Lotus Notes e mail and honor all rules that apply to Lotus Notes e mail messages For users of Lotus iNotes forwarded CallPilot messages appear as Lotus Notes e mail messages The messages honor all rules that apply to iNotes e mail messages The messages are displayed with Lotus iNotes e mail icons and the standard iNotes e mail 37 form are used to display the message Note however that there are a few limitations when using the Reply Reply All functionality You cannot reply to messages from a sender whose address CLID is not included in the message because the address is unknown Also because the CallPilot server can accept only plain text messages and attachments of type VBK or TIF F you must ensure all outgoing messages addressed to a CallPilot address are composed using these types If a message is sent to a CallPilo
38. mpts to find a CallPilot e mail address or address information from Frequent Contacts and other Novell Personal Address books If the e mail address field is empty CallPilot scans the recipient for phone and fax numbers To send faxes all other phone number fields must be empty Page 45 Page 34 Lotus Notes and Microsoft Outlook Personal distribution lists Distribution Lists BDL SDL PDL are not supported Page 55 Changing audio settings Admin Restriction of Audio Device is not supported Page 56 Page 40 Lotus Notes and Page 39 Microsoft Outlook Linking to My CallPilot My CallPilot is not supported In its place access to the web based Mailbox Manager is supported The My CallPilot field is replaced with the URL for Mailbox Manager Page 56 Note CallPilot Player is actually in reference to the Audio Player Go to Start gt Programs gt Nortel gt CallPilot gt Audio Player NN40090 107 01 01 1 800 4 NORTEL www nortel com Copyright Nortel Networks Limited August 2007 All rights reserved CallPilot Desktop Messaging User Guide for Lotus Notes Document number 555 7101 423 Product release 4 0 Document release Standard 1 07 Date October 2006 Copyright 2006 Nortel Networks All Rights Reserved Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant The process of transmitting data and c
39. ntains two submenus items Add and Modify File Edt Wew CoverPage Help fil a s poo Mocity mml Ce Bee Subject PWD Test fax massagd Defvey Noma Cover Pubis agad The Add menu displays a list of existing cover pages available to use Select one of these and click OK Available cover pages BT x Please make your selection trom the fst below Basic ca The Modify menu displays the current cover page content and allows you modify it From the Modify window you can also preview the current cover page If you enable the Include cover page option CallPilot Desktop Messaging adds the selected cover page to the Fax Forward form The cover page appears as the first attachment on the list of attachments left pane The Attachment view right pane contains only the Cover Sheet Memo section of the cover page You can include any additional required information here es 23 ee Calovet Player Bb 10 x File Cdt View CoverPage Hep fl ea S lale To ce Bec Subject PWO Test lan monsagd paanan Deler Namal Cover Putte I Rood recort I Dolwew receipt This is the Memo section of the Cover Page Nortel Fax Printer Driver form You can use the Nortel Fax Printer form to send a fax message using either a CallPilot Desktop Messaging client such as Lotus Notes or the QuickFax feature QuickFax allows you to send a fax directly from the Print
40. or CallPilot The following parameters and characters are supported in the ToFax text box m Maximum supported length for the fax phone number is 120 characters m Numbers O through 9 are supported m Uppercase and lowercase P and the comma is used when a pause is necessary The Pound sign is used by some fax servers and is supported Common phone number symbols such as left and right parentheses and the dash are supported Spaces are supported When placed before a CallPilot mailbox number to designate the mailbox address the M is not case sensitive The other text boxes are optional and are used to customize or to direct CallPilot how to handle the fax Three specific CallPilot text boxes and their parameters are m ToName This is the fax recipient s name and can be up to 256 characters in length m DelReceipt You can use this tag to receive a Delivery Receipt in the form of a CallPilot message in your CallPilot mailbox when the fax is delivered to the recipient If the DelReceipt text box is set to 1 then a delivery receipt is generated If DelReceipt is set to 0 a delivery receipt is not generated for that recipient If the DelReceipt text box is empty or the field is not in Data doc then no delivery receipt is generated m DelType This text box is used to set a delivery priority for each recipient If the DelType text box is set to 0 or is left empty or if DelType Text Box is not present in your Data doc
41. ot messages To address a message using a Lotus Notes Address Book A Lotus Notes Public Address Book contains number information fields named Office phone and FAX phone CallPilot users can directly access these numbers Note that in a Lotus Notes Personal Address Book these fields are called Office phone and Office fax respectively To address your message 1 In a new CallPilot message click To 2 Inthe Address Book field select the Address Book that you want to use If the Lotus Notes Public Address Book is selected an additional Filter drop down list box is displayed Using this control you can specify what type of address to use gt If E Mail Addresses is selected the address list display all names gt If FAX Numbers is selected the address list displays names that have FAX phone information gt If VOICE Numbers is selected the address list displays names that have Office phone information Note You can address the same message to different types of recipients Mail Address xi Nortel s Directory Address list sla LocalDomainAdmins Tos Se LocalDomainServers se OtherDomainServers sb Eydelman Lev sb Networks Nortel re Ce sb Shtibin Vlad pas Bee 4 ia Filter E Mail Addresses z Add Voice Ts Fax Numbers Coca 3 Select the recipients from the list of names Group names are in square brackets You can select more than one address at a time If you address a
42. r amp Crosser Dave Cube Empty amp Davenport Ronnie amp DemoMailbox Sales EE mert Steve amp Eydelman Lev amp Foss Duane Frink Coleen amp Geiser Joe i Search for Last Name pa ii Search Depending on the selected Address Book CallPilot attempts to retrieve telephone numbers from different phone fields m Ifthe person is selected from CallPilot Personal Address Book CallPilot Address Book on the Lotus Notes Domino server or CallPilot Dynamic Address Book on the CallPilot server telephone numbers retrieved from the CallPilot Office Phone field m lf the person is selected from Lotus Notes Public Address Book telephone numbers are retrieved from the Work Office Phone and Cell Phone fields and the Home Home Phone field m f the person is selected from Lotus Notes Personal Address Book telephone numbers are retrieved from the Business Office Phone and Cell Phone fields and the Personal Home Phone field When the CallPilot Personal Address Book is open The Call directory feature is also available through the Actions gt Call menu item when the CallPilot Personal Address Book is opened or the Call button is pressed CallPilot attempts to retrieve telephone numbers from the CallPilot Office Phone field When the Lotus Notes Public or Personal Address Books are open The Call directory feature can also be made available when the Lotus Notes Public or Personal Address Books a
43. r for recording voice messages m LAN Ethernet ISDN ADSL or dial up modem connection to the CallPilot server for accessing CallPilot messages m Internet Explorer 6 0 Netscape 6 2 7 0 7 1 7 2 or Mozilla 1 7 x and Mozilla FireFox 1 0 on RedHat Linux 9 Operating System to access My CallPilot Operating in a Citrix Thin Client environment from a Windows Terminal Server Once the administrator has installed CallPilot Desktop Messaging on the Windows Terminal Server and updated mail databases on the Domino server Citrix Thin Client users can run the CallPilot enabled Lotus Notes client When a Lotus Notes Client starts for the first time after the server configuration is completed CallPilot Desktop Messaging detects updated mail database makes all required modifications in the Lotus Notes client initialization file NOTES INI and prompts the user to finalize the configuration by restarting the Lotus Notes client es my ara amdAAT Logging in When you log in to your e mail you can log in to CallPilot at the same time To log in from Lotus Notes a AA CaliPilot Logon ptordohd x Desktop Messaging views The CallPilot Logon dialogbox KJ Mailbox 7366 z appears when you open CallPilot Desktop Messaging in Lotus Notes 6 xx or later 2 In Mailbox type or select your Cancel Properties mailbox number 3 In Password type your CallPilot password 4 Check Remember password if you want CallPilot to log in auto
44. r name cannot be dialed you must manually enter the person s complete telephone number The number is cached in the registry if Remember changes is selected es 33 ee Contacting the sender of a message You can respond to a CallPilot or a Lotus Notes e mail message with a telephone call instead of a recorded message 1 Select a message in your CallPilot or Lotus Notes Inbox IF THEN a Lotus Notes e mail message is selected in the Lotus Notes Inbox a CallPilot message is selected in the CallPilot Inbox a CallPilot message is opened in the CallPilot Inbox Go to Actions gt CallPilot Desktop Messaging gt Contact Sender Note To make this optional feature available the Domino server administrator must make changes to the corporate mail templates The CallPilot installation includes a modified version of the mail template with the necessary design changes Use the modified template to replace the design of your mail templates if they are not customized If your mail templates are customized copy the Contact Sender action from the CallPilot mail database template to your customized template on the Domino server Go to Actions gt CallPilot Desktop Messaging gt Contact Sender or click Contact Sender toolbar button Go to Actions gt Contact Sender or click Contact Sender toolbar button 2 Ifthe person is selected from CallPilot Personal Address Book CallPilot Address Book on the Lo
45. re opened This requires the administrator to make certain changes on the Domino server m o call a person from the Lotus Notes Public Address Book you select a person then select the Call menu item in the Actions menu or click the Call button on the Address Book toolbar CallPilot attempts to retrieve telephone numbers from the Work Office Phone and Cell Phone fields and the Home Home Phone field m o call a person listed in the Lotus Notes Personal Address Book you select a person then select the Call menu item in the Actions menu or press the Call button on the Address Book toolbar CallPilot attempts to retrieve telephone numbers from the Business Office Phone and Cell Phone fields and the Personal Home Phone and Cell Phone fields Contact Verification Once CallPilot has extracted all valid telephone numbers you are prompted to select and validate the telephone number before a person is called Any changes made to the number are cached in the registry if Remember changes is selected Contact Smith John xj sf Cal kf Select and verify the message recipient s destination Include all necessary digits to dial a number such as the area code and digits for an outside line Available destinations Verify number 352 897 7400 IV Remember changes If CallPilot cannot find any valid telephone numbers then depending on the client only the person s e mail address is listed Since the e mail address o
46. rtel Fax Printer driver application BB Modify Cover Page To Title Mr Name j ones Company Company Name Department 445588 Fax Phone 9558989421 From Title Mr Name Name Company Company Name Department Z345 Fa 505555555 Phone 5055555556 Pages 2 including cover Sent 57 972005 9 19 AM Memo This is the Memo section of the cover page Preview Cancel Click Preview to view the current state of the cover page E 30 ar27 dQdaAaT Cover Page Preview xi Page 1 Facsimile Cover Sheet The first time you access this page CallPilot Desktop Messaging attempts to fill in the From section using information from the registry Desktop Messaging remembers the data that you entered into this section and automatically completes those text boxes the next time you use this page Although the From information is automatically populated from the registry you can still change it In the To section one text box is always read only the Fax text box CallPilot populates the Fax text box using address information from the Custom or Fax Driver forms The Name text box is read only if the cover page is filled using the Custom form In this case CallPilot automatically fills the Name text box using the recipient s name If you use the Fax Printer driver this text box is left empty and you can complete it If a cover page is used from the Fax Printer driver CallPilot Desktop Messaging computes th
47. s 2003 Server Page 13 Page 12 Lotus Notes CallPilot Player The Call the sender button is not available Contact Sender is not supported This does not apply to the Instant Messaging feature To support the Instant Messaging feature the Contact Sender option must be available Page 13 Page 12 Lotus Notes To play a message from your telephone If your telephone is call forwarded to voicemail cancel this feature before you access your messages from CallPilot Player Page 18 Page15 Lotus Notes Composing fax and text messages On the Compose Fax dialog box you can use the Subject field to add additional information to the fax cover page for example the name of the recipient when you send a fax directly to a fax machine The maximum length you can enter in the Subject field is 80 characters Page 27 Using custom fax Cover Pages Auto Cover Sheet is not supported Page 34 Page 28 Lotus Notes Calling the sender of a message Calling the sender of a message is not supported Contact Sender is not supported This does not apply to the Instant Messaging feature To support the Instant Messaging feature the Contact Sender option must be available NN40090 107 01 01 Page 35 Page 29 Lotus Notes Setting message options GLEE Delivery Receipt is not supported www nortel com Copyright Nortel Networks Limited August 2007 All rights reserved Page 38 E mail addresses versus Fax Telephone numbers The CallPilot Desktop client always atte
48. s Inc SLR4 SLR5 and TANDBERG are trademarks of Tandberg Data ASA SONY is a trademark of Sony Corporation SYBASE is a trademark of Sybase Inc TEAC is a trademark of TEAC Corporation UNIX is a trademark of X Open Company Limited US ROBOTICS the US ROBOTICS logo and SPORTSTER are trademarks of US Robotics WINAMP is a trademark of Nullsoft Inc WINRUNNER is a trademark of Mercury Interactive Corporation WINZIP is a trademark of Nico Mark Computing Inc Contents How to get Help AA 7 Welcome to CallPilot nannaa aaan 9 Getting started 4 cess Pamana Na KAG NADAAN AD cea DRAKE 10 Logging iN waa maa Pa AHA GG See AKA Soh R WER Ree KAKA 11 Working with your CallPilot messages 13 Playing voice messages a 14 Viewing fax messages 66 a 15 Composing voice messages ee eee eee 16 Composing fax and text messages 18 Creating and sending fax batch messages 20 Using custom fax Cover Pages aa 27 Initiating a call using Call Directory aa a 32 Contacting the sender of a message 34 Adding attachments to messages 36 Setting message options a 36 Forwarding and replying to messages 37 Message Forwarding Rule 0000 e eee eee 37 Addressing messages 0 cee eee es 39 CallPilot distribution lists
49. s Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration OR On the CallPilot Player select View gt Options 2 Click the General tab to display your current access settings 3 Make any changes required then click OK CallPilot Desktop Messaging Properties General Mail Address Book Audio Server YPIM network shortcut 16340 pg Mailbox 3406011 v Password J I Remember password Change password My CallPilot URL r Instant Messaging Applications T Use Windows MSN Messenger To change your CallPilot password This is the same password that you use on the telephone then cick Change Password 2 Inthe Old password text box Old password peee type your current password New password Po 3 In the New password text box Betypenew P type your new password 4 Inthe Retype new text box Cancel type your new password again 5 Click OK to save the change 6 Click OK to exit the General settings Changing mall delivery settings To view or change your mail settings Your administrator enters the default mail settings for you You can change them if required Refer to the online Help for a detailed explanation 1 In your Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration 2 Click the Mail tab to display the current mail settings CallPilot Desktop Messaging Properties General Mail
50. saging presented to your callers services Message Notification E mail By Phone My CallPilot Preferences Set options and maintain your schedule for notification ofnew Maintain account information Set preferences for your CallPilot messages at remote telephone pager or text and set options for playing your message list displays and device e mail over the telephone behaviour and aptions for message editing Message Forwarding Rule Fax Printing My CallPilot Home Page Automatically forward incoming CallPilot messages to ane Set fax numbers and options for Set preferred page to start on mail or CallPilot address printing fax and e mail after logging on messages Personal Distribution Lists Compose and edit lists of addresses to simplify messaging to groups of people Change Password Downloads Get CallPilot software 2 Local intranet Select any feature and make changes to your setup as required Any changes you make to a feature take effect immediately whether you use CallPilot from your computer or from your telephone To view user information In My CallPilot click the Useful Information tab to view online user information es Ai ee specific to your mailbox norr O Tad My CallPilot J CaliPilot Messages CallPilot Features f Useful Information Mailbox Anh Tong 8396010 Ib Your Mailbox Status 1 Your mailbox can store approximately 10 minutes of audio 2 Voice messages are deleted
51. server if you have not already done so 2 Select the CallPilot Server Address Book from the list of available Address Books When the CallPilot Address Book is selected additional controls are made available to dynamically search for CallPilot addresses on the CallPilot server in a number of ways For example a Select the search type Last Name in the Search For combo box b Enter a set of letters into the text box maa SA rv td c Click on Search All records with the last name matching the letters are returned and displayed in the address list Note You can continue to change search types and modify letters until you find the desired name If you enter a name that is not downloaded a dialog box displaying the number of addresses to download can appear while the search proceeds 3 Select the recipients from the list of names You can select more than one address at a time 4 Click To gt Cc gt or Bcc gt as required 5 Click OK to return to the new CallPilot message To address a message manually You can type an address directly into the To text box of a new message without opening the Mail Address dialog box Type the address with no spaces and enclose the address in double quotes The name is resolved against all available Address Books and address types If more than one address is found you are presented with a CallPilot Recipient dialog box showing all the matching addresses Choose which address to use for the
52. t check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that recipients received the message 2 Continue to compose address and send the message as usual es 3 ee Forwarding and replying to messages You can forward a message and append an introduction to it You can also compose a reply to the sender of a message or to the sender and all recipients of a message To forward or reply to a message 1 In an open message click Compose voice message Compose text message Attach file Forward Reply or Reply to All 2 Onthe new message form IB caliPilot Player lolx Alala compose a voice fax or text message Subject Voice Message Delivery Normal 7 Sensitivity Pubic z La 3 Address forwarded messages the aani 00 00 NGORTEL same way as a new message ferese DT Ta HU Replies are addressed Lei E fir aa automatically Has Hg bt wg 4 Add attachments set options and change the subject line if required 5 Click the Send Message icon Note Your administrator can block messages forwarded to external e mail addresses Message Forwarding Rule The Message Forwarding Rule can be configured by the system administrator or by the My CallPilot user The Message Forwarding Rule feature enables you to automatically forward some or all of your CallPilot messages to an address configured by the system ad
53. t address with a different attachment type or in a format other than plain text for example RTF you receive an NDN Note also that voice messages sent in VBK format play only if CallPilot player is installed on the system Voice messages sent in WAV format require a WAV player capable of playing standard WAV PCM Most standard WAV players support this format Note In order to enable or disable Message Forwarding Rule from the desktop client interface you use your account information in the Address Book advanced section and not an anonymous log on Note If the Exchange 6 5 server is used for outgoing SMTP messages messages are not marked as Read when they are opened by the recipient because the Read Receipt does not get sent back to CallPilot You should either use Forwarded by this Service option or turn off Mark original message as Read option when configuring Message Forwarding Rules Ana AD 3 ee Addressing messages CallPilot users can access a variety of Address Books to address messages These include the CallPilot or Lotus Notes Public Address Book located on your CallPilot or Lotus Notes server respectively or your Personal local Address Book An address can be either internal or external to your organization If you are a Lotus Notes user on a Terminal server you cannot download CallPilot message addresses into your Personal Address Book The Address Book is not available to Terminal server users when addressing CallPil
54. t the number of days between reminders 4 Click Download Now 5 Click OK es 5O waaa dad Changing audio settings To change the audio device and volume You can play and record your messages from your telephone or your computer 1 In your Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration Or On the CallPilot Player select View gt Options 2 Click the Audio tab to display the current Audio settings CallPilot Desktop Messaging Properties General Mail Address Book Audio Device LE C Telephone E G Telephone number 3226014 x Remove Volume lt B MV Use system speaker volume st W Use system microphone level BA a OS I Confirm settings before playing or recording F Download file before playing Coca ab 3 In Device select Telephone if you want to play and record your voice messages from your telephone Make sure the correct telephone number appears Or Select Computer if you want to play and record your voice messages through your computer speakers and microphone Note You can change your audio device on the CallPilot Player also 4 In Volume check the two Volume check boxes if you want to coordinate your CallPilot volume settings with your computer speaker and microphone volumes 5 If you want a reminder to check these settings before playing or recording voice messages check Confirm settings 6 If you want to download voice
55. the Delivery Type if they exist on the first page tp Fax Number is used to address the message This text box is required dr Delivery Receipt is turned on or off for each recipient This text box is optional tn Name of Recipient is used to identify the record in the Nortel Fax Batch Status dialog if the fax number is either missing or invalid This text box is optional dt Delivery Type is used to mark messages for Normal Economy or Urgent delivery This text box is optional To complete the page the Fax Number column header that is lt lt ToFax gt gt must be inserted after the tp control using the Mail Merge insert function Also the Delivery Receipt column header that is lt lt DelReceipt gt gt can be inserted after the dr control the Name of Recipient text box that is lt lt ToName gt gt can be inserted after the tn control and the Delivery Type text box that is lt lt DelType gt gt can be inserted after the dt control Note all Fax Batch controls are case sensitive As an advanced fax addressing feature users can also modify all data in a single column without actually modifying the data source file For example if an existing data source table contains fax numbers for a large number of recipients but the external access number 9 is missing this number can be added to all fax numbers by modifying the control on the first page of the document as follows tp9 lt lt ToFax gt gt
56. the job is completed another dialog box appears asking you to confirm the cancellation If you select Yes all temporary files are deleted and the process ends However all faxes that are transferred already to the CallPilot server are sent If a problem occurs while transferring the fax a dialog box similar to the following anan mn 3 25 ee appears CallPilot Desktop Messaging i xi CP Paledto send the Fax addressed to 7 m7461 Would you like to Retry Choose Yes to Retry No to Skip or Cancel to end the Fax Batch process Lto Gro If you select Yes an attempt is made to resend the fax to the server If you select No the current fax is skipped and processing begins on the next fax in the list The skipped fax is not sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files are deleted and the process ends Any faxes that have already been transferred to the CallPilot server is sent If you choose No the failure dialog box shown above are displayed again allowing you to make a different choice After all the faxes are transferred successfully to the server a dialog box confirms this Using custom fax Cover Pages CallPilot users can choose to include a cover page with their faxes The server administrator typically designs and manages these cover pages The user simply chooses the desired style of cover page if more than one is av
57. tion CRYSTAL REPORTS is a trademark of Seagate Software Inc DEFINITY is a trademark of Avaya Inc DIALOGIC INTEL and VOICEBRIDGE are trademarks of Intel Corporation DIVX is a trademark of DivXNetworks Inc EUDORA and QUALCOMM are trademarks of Qualcomm Inc eTrust and InoculatelT are trademarks of Computer Associates Think Inc DIRECTX EXCHANGE NET FRONTPAGE INTERNET EXPLORER LINKEXCHANGE MICROSOFT MICROSOFT EXCHANGE SERVER MS DOS NETMEETING OUTLOOK POWERPOINT VISUAL STUDIO WINDOWS WINDOWS MEDIA and WINDOWS NT are trademarks of Microsoft Corporation GROUPWISE and NOVELL are trademarks of Novell Inc HITACHI is a trademark of Hitachi Limited LOGITECH is a trademark of Logitech Inc LUCENT is a trademark of Lucent Technologies Inc MATRA is a trademark of Matra Hachette MCAFFEE and NETSHIELD are trademarks of McAfee Associates Inc MYLEX is a trademark of Mylex Corporation NET2PHONE is a trademark of Net2Phone Inc NETOPIA is a trademark of Netopia Inc NETSCAPE COMMUNICATOR is a trademark of Netscape Communications Corporation NOTES is a trademark of Lotus Development Corporation NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation POWERQUEST is a trademark of PowerQuest Corporation PROMARK and RHOBOT are trademarks of DMI Promark Inc QUICKTIME is a trademark of Apple Computer In RADISYS is a trademark of Radisys Corporation ROLM is a trademark of Siemens ROLM Communication
58. tus Notes Domino server or CallPilot Dynamic Address Book on the CallPilot server the telephone number is retrieved from the CallPilot Office Phone field m lf the person is selected from Lotus Notes Public Address Book telephone numbers is retrieved from the Work Office Phone and Cell Phone fields and the Home Home Phone field E s4 If the person is selected from Lotus Notes Personal Address Book telephone numbers is retrieved from the Business Office Phone and Cell Phone fields and the Personal Home Phone field The e mail sender s Address Book entry can contain multiple numbers Therefore all telephone numbers that can be found for the sender in the Office Home or Mobile fields are presented to you in the Contact dialog box Choose the appropriate number and press the Call button The CallPilot Desktop client remembers any changes you make if you select the Remember Changes checkbox Answer the telephone when the telephone rings CallPilot immediately calls the sender of the message ng When you finish the call hang up the telephone or click Disconnect AB AQ Adding attachments to messages Before sending a message you can attach one or more voice fax or text files to it Voice files can be vbk or wav format for CallPilot recipients CallPilot can automatically convert vbk files to wav files when sending to non CallPilot users See Changing mail delivery settings on page 48 Fax files must be tif
59. you that CallPilot is connected to a different mail database If you choose to connect to the other database click the Yes button in the dialog box CallPilot synchronizes to the new mail database If you answer No no synchronization occurs To use CallPilot in this case you must switch back to the mail database with which CallPilot Desktop Messaging is already synchronized OR 2 Running CallPilot commands that is open a message use menu items and so on in a mail database different from the one with which CallPilot is already synchronized CallPilot Desktop Messaging detects this and warns you that CallPilot must synchronize with the new mail database before implementing the command When you click OK synchronization occurs when synchronization is complete you can run the CallPilot command again es AQ ee Working with your CallPilot messages When you open your e mail with CallPilot installed your CallPilot messages appear in the CallPilot Desktop Messaging view Your CallPilot Inbox MIRA ACE WAMA Se ero Oar J Bepiy Repty To All Forward Derete CaliPiiot Desktop Messaging Date 0310312005 1016 PM 0370312005 1045 PM Private ts oanaczoos 1140 M Snage ap Message was message te 003 042005 05 25 PM 0246010 Fax ID 1004 1p Faez received pa a g Damasaons 05 50 PM FWD 1 ptaratar Urgent A C 5 ka Gaarne inse FA 3 Message was opened by the recipient

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