Avaya CallPilot 4.0 Unified Messaging User Guide
Contents
1. E14 Viewing fax messages Um In order to receive faxes your CallPilot administrator must enable fax E capability for your mailbox To view a fax message 1 Double click a fax message in your Inbox then double click the fax attachment 2 While viewing the fax you can enlarge or reduce the image rotate or move print delete save forward and reply to the fax 3 When you are finished close the message CallPilot Player Desktop Messaging Eile Edit View Actions Page Zoom Annotation Help 2815 9 9 29 w From 3406011 Tong3406011 To Anh3406011 Tong3406011 Ec Subject Desktop Messaging Delivery Normal Sensitivity Public 4 20 2005 10 42 Efe o Bleje e ef HE mel What Happens when your company gets CallPilot Voice e mail and fax messages are united into a single integrated communications tool Personal productivity climbs about 30 percent Employees easily access messages from the road capturing major opportunities They work more efficiently as a team and accomplish more in less time They all say how did we ever work without it Composing voice messages To compose and send a CallPilot voice message you record a message and save the message as a file then attach the file to a new message and send it You can also save the file to send later To record a voice message and save the message as a file 1 Open the CallPilot Player and clic2. Modify and Preview cover page You can preview the current cover page and modify its contents by clicking the Modify button in the Nortel Fax Printer driver window E Modify Cover Page Mr Name ones Company Name Department 445588 9558889421 Mr Name Name Company Name Department 2345 505555555 Phone 5055555556 2 including cover Sent p 9 2005 9 19 AM This is the Memo section of the cover page Click on Preview to view the current state of the cover page Cover Page Preview x Page 1 Facumile 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 complete 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 the Fax text box is always read only CallPilot populates the Fax field using address information from the Fax driver forms The Name text box is left empty for you to complete CallPilot Desktop Messaging computes the number of pages including the cover page and enters this information in the Pages field The Sent field uses the current time and date by default This field is also editable The Memo section is populated from the Mem
3. 0 on Windows 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 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 cl
4. 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 NENNEN 70 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 SAMPLE DOC Microsoft Word BEE Ee Ed yew mat Format Took Table Window IOSRAN GAY WHO ma BEE d Fns shega 7 0 J gt To Namese Company r To_Cornpanys9 Phone r To Phones Fax To Faxse a acht Charterse Phone z 604 555 99996 Fax r 604 555 1111e From t Peter Mackene Date Apn 14 19992 ro 1 Comments To Name 4 zl Here isa Microzot amp Word B Q 95 sample print merge document for use with the Fax Bstch Demo contar covemage this page followed by one page oftext These three z a x s 4 gt b Ass SS OORMB ASB 2 2 Pape 2 Sect zis 21 in Ca REC rn Exr p Engish 00 5 1 4 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 After the main document is customized the document is ready to be merged with the information in the Data doc file Cons
5. already transferred to the CallPilot server are sent If a problem occurs while transferring the fax a dialog box similar to the following DO 7 NENNEN appears CallPilot Desktop Messaging E X 9 Failed to 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 __ If you select Yes an attempt is made to resend the fax to the server If you select No the current fax is skipped and processing begins on the next fax in the list The skipped fax is not sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files are deleted and the process ends Any faxes already transferred to the CallPilot server are sent If you choose No the failure dialog box shown above is displayed again allowing you to make a different choice A confirmation dialog box appears once all faxes have been submitted to the server NENNEN 22 NENNEN Using fax cover pages Callpilot DM Internet clients 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 available Cover pages created with these tools include the following information From Information Title Name Department Company Phone number Fax number To Information Title Name Depar
6. can log in to CallPilot at the same time 1 Open your Internet e mail You see a CallPilot Logon Let f Please enter your user name and password for the Password dialog box similar to E following server the example shown Logon Server plord hd ca nortel 2 If required type your User Name Mailbox Number User Name 1416977000 3 In Password type your Password gt CallPilot password J Remember Password 4 Click OK Note Do not leave the Remember password box checked on a shared computer To change your password the first time you log in Your administrator can give you a password and tell you to change the password before you log in through your Internet e mail To do this log in to CallPilot from the telephone or log in to My CallPilot on your computer After your first login you can change your password from the CallPilot Player See To change your CallPilot password page 30 To log out When you exit your e mail application you automatically log out of CallPilot Remote login You can log in to your mailbox from any computer that has CallPilot installed and configured in the same way as your office computer For example you can use a computer set up for guest access or your home computer with a dial up connection to the server es Working with your CallPilot messages When you open your e mail with CallPilot installed your CallPilot messages app
7. page is not included in the count For example if a three page fax is sent to ten recipients the dialog box displays Printing page 1 Printing page 2 and continues up to Printing page 20 Only 20 pages are printed because the first page of each document is skipped Problems that occur while creating the fax images or with the fax addresses are displayed in a separate Nortel Fax Batch Status dialog box Nortel Fax Batch Status Ei The Fax number is missing or mvalid foc Bifano or invald And TE trom Prt Manager Problems such as a missing fax address or an unsupported fax address format are checked However problems such as a wrong fax number is 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 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
8. 32 Document information 34 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 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 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
9. E6 and IE7 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 Lotus Notes 6 0 6 5 7 0 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 Citrix Metaframe Presentation 4 0 Windows 2003 Server AII editions Citrix Metaframe XP on Windows 2000 Server editions and Windows 2003 Server Citrix Metaframe Presentation Server 3
10. NORTEL CallPilot Release 4 0 Standard 1 05 Desktop Messaging User Guide for Internet Clients Updates to the Desktop Messaging User Guides e L e O Q Q bn Q O c O 2 v 9 ulum i le U v uo uo 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 Citrix Metaframe Presentation 4 0 Windows 2003 Server AII editions Citrix Metaframe XP on Windows 2000 Server 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 I
11. SMTP VPIM prefix YYYY CallPilot Mailbox number ZZZZ CallPilot Server FQDN server and domain For example suppose CallPilot server na42349 in the domain us nortel com with VPIM SMTP prefix 1952897 contains mailbox 7404 Then the CallPilot address for that mailbox would be 19528977404 na42349 us nortel com NENNEN 27 NENNEN Message Forwarding Rule feature 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 administrator 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 Users receive messages forwarded to CallPilot accounts within their configured CallPilot e mail client The forwarded message are accessible from the CallPilot Telephone user interface or from the desktop 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
12. 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 Internet e mail client Here are some of the many ways you can use CallPilot with your e mail m Listen to voice messages View and print fax messages Record and send voice messages m Create and send fax messages including batch faxes Forward and reply to voice and fax messages Contact the sender of a message m Add message options such as urgent and private Add voice fax or text file attachments to messages m Create personal distribution lists Change your CallPilot password m Access Web based My CallPilot to view user information and change your feature settings Some features mentioned in this guide may not be available for your CallPilot mailbox For details refer to the Feature availability topic in the Desktop Messaging online Help or ask your administrator Getting started About this guid
13. 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 that contains recipient information such as names and fax numbers Your CallPilot Desktop Messaging installation includes a sample Microsoft Word data source named Data doc and a sample Microsoft Word main document named Sample doc Each of these are examined below to explain the batch fax procedure 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 header names Serve as tags which can be inserted into the main document to customize the fax for each recipient or to direct CallPilot how to handle the fax 1 Goto vga Files Nortel CallPilot fax directory and EDS the Data doc file View Insert Format Tools Table Window Heb for
14. cintosh the built in fax viewer for Mac 9 x can only display the first page of a fax The built in fax viewer for Mac X can display all pages of the fax 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 in the CallPilot Player for detailed explanation 1 Onthe CallPilot Player select View Options 2 Click the General tab to display your current access settings Uncheck Remember Password if you are using a shared computer 3 Make any changes required then click OK CallPilot Desktop Messaging Properties E 1 General Audio Server lt VPIM network shortcut fs133355 Mailbox pze Password Dome xcci Remember password Change password Advanced My CallPilot URL When you click the Advanced button you see the following dialog box here you can change an IMAP port or specify SSL I x IMAP port 143 Default port Use Secure Sockets Layer SSL To change your CallPilot password This is the same password that you use from the telephone Ch then click Change Password Ca dot eres E 2 Inthe Old password text box Old password cun type your current password New password 3 Inthe New password text box type your new password Heuer text 4 Inthe Retype n
15. d device e mail over the telephone behaviour and options for message editing Message Forwarding Rule Fax Printing My CallPilot Home Page Automatically forward incoming CallPilot messages to ane Setfaxnumbers 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 amp J Local intranet To view user information In My CallPilot click the Useful Information tab to view online user information NENNEN specific to your mailbox nente U 9 My CallPilot Features Useful Information Mailbox Anh Tong 3396010 Your Mailbox Status 1 Your mailbox can store approximately 40 minutes of audio 2 Voice messages are deleted 1 days after listening to them 3 Read faxes are deleted after 4 days 4 When your mailbox is full your call answering is not blocked 5 Messages that you send are not saved in your mailbox 6 The maximum length of an outgoing message is 10 minutes 7 An incoming message can be no longer than 6 minutes 8 Your password was last changed Monday May 02 2005 CallPilot Access Numbei 1 Voice Messaging Not Available 2 Express Voice Messaging Not Available 3 Speech Activated Messaging Not Available 4 Name Diali
16. e This user guide is an overview of how to use CallPilot with your Internet e mail The instructions and screen images shown in this guide provide general information for using CallPilot with your e mail Specific details may vary for each e mail application For further assistance in using CallPilot refer to the online Help in the CallPilot Player What you need Before you start to use CallPilot your administrator ensures that your e mail account is correctly configured for CallPilot Your computer must be set up according to the following requirements CallPilot Player to play and record voice messages Nortel Fax Driver to create faxes Outlook Express 6 0 Outlook 2000 2002XP 2003 nternet Mail mode Netscape Messenger 6 2 7 0 7 1 7 2 or Qualcomm Eudora Pro Email 6 0 and 6 1 Windows 2000 Professional or Windows XP Professional 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 computer 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 Logging in to CallPilot When you log in to your e mail you
17. ear in your Inbox You can open move copy delete forward and reply to CallPilot messages and compose new CallPilot messages in the same way as your e mail messages Your CallPilot messages imi Inbox Outlook Express provided by Nortel Networks File Edit View Tools Message Help E 2 2 E E New Mail REDAN Rant DERE Send Recv Addresses Inbox Folders epee Ly Fiom 55 Sut 5 5 Outlook Express Marion Stirrett 7366 0 03 Voice Mes 12 05 2001 6 5 9 Local Folders r 57 Diane Boutilier 7241 0 05 Voice Message 12 05 2001 6 50 Inbox Y LINDA SZOSTAK 7609 0 03 Voice Message 12 05 2001 2 42 qi Outbox Nicola Yap 7240 Fax ID 1009 1 p Fw 12 05 2001 2 20 f Sent Items I Unknown 7365 Read receipt 12 05 2001 12 26 G Deleted Items Postmaster System Fax ID 1006 Delive 12 05 2001 12 26 8 Drafts Marion Stirrett 7366 Fax ID 1003 Text Me 12 05 2001 10 52 B e ptord hd ca nortel com Ga Inbox 1 7 message s 1 unread Working Online 2 open message To open CallPilot message double click anywhere the message line then double click the voice or fax icon to open the attachment See P aying voice messages page 13 and Viewing fax messages page 14 To delete a message Delete CallPilot messages the same way as your e mail messages You can delete a CallPilot message in your Inb
18. ew text box em type your new password again 5 Click OK to save the change 6 Click OK to exit the General settings NENNEN Changing audio settings To change the audio device and volume You can play and record your messages from your telephone or your computer 1 Onthe CallPilot Player select View Options 2 Click the Audio tab to display the current Audio settings CallPilot Desktop Messaging Properties J General Audio r Device LES C Telephone Telephone number 3226014 7 Remove Volume qr IV Use system speaker volume m Low Hiah Use system microphone level Low High Confirm settings before playing or recording Download file before playing 3 In Device click Telephone if you want to play and record your voice messages from your telephone Make sure the correct telephone number appears Or click Computer if you want to play and record your voice messages through your computer s speakers and microphone 4 n Volume check the two Volume check boxes if you want to coordinate your CallPilot volume settings with your computer s speaker and microphone volumes 5 If you want a reminder to check these settings before playing or recording voice messages check Confirm settings 6 Click OK NENNEN 7 Using My CallPilot If the web based resources of My CallPilot are available for your mailbox your administrat
19. gn 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 fields are optional and are used to customize the fax or to direct CallPilot how to handle it Three specific CallPilot fields 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 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 Econom
20. heip Dc GUSelaT x TOON EOE 7o riw Find Showing Markup Show S gt 9E ToFaxe ToNanee Dele Te Compans TePheec 1 98324261 a Penguin a a 583242615 Ande la 5 LA Wezo 5 T il ni Afoswes 432 o L A Page 1 Sec 1 11 ins Cdi REC TRK EXT OVR Engsh US QX 7 2 Add new columns or subtract existing ones as required For new columns chose a meaningful column header name 3 Add the required data under each column header The data source can be created by any means available to populate a Microsoft Word table including importing information from existing files If you edit the recipient list using the Mail Merge utility that is click Edit in the Data source section of the Microsoft Mail Merge Helper the Data Form window 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 automatically appear in this window Note that the ToFax text box is the only mandatory field for 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 through 9 are supported m Uppercase and lowercase P and the comma is used when a pause is necessary The Pound si
21. ient always attempts 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 Internet Clients Document number 555 7101 425 Product release 4 0 Document release Standard 1 05 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 t
22. is text box is optional An 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 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 control and the Delivery Type text box that is DelType 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 Ap9 ToFax 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
23. k the red Record button 2 Record your message gt 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 gt 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 Hang up the telephone 3 OntheFile menu click Save As and type a name for the file Save the file as a vbk file Click Save Playback slider sr E mts Play El 0 NORTEL Reas Record from telephon Record from compute Adjust Go to start o to end Adjust volume Skip back Skip forward speed To send a voice message 1 Open a new message form 2 Adda voice file as an attachment or type text 3 Address and send the message the same way as an e mail Note Insure that rich text format RTF format is selected in your email client if plain text is selected the message delivery may fail Composing fax and text messages To create a fax your CallPilot mailbox must have fax capability and your computer must have Desktop Messaging installed CallPilot recipients of your fax must also have fax capability to view the fax on their computer E mail recipients do not require specific fax capability If your recipients access their messages from their telephone they can view
24. ng 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 CallPilot User Documentation es CallPilot Desktop Messaging User Guide for Internet Clients 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 425 Product release 4 0 Document issue Standard 1 05 Date October 2006 To provide feedback or report a problem in this document go to www nortel com documentfeedback NORTEL ee
25. 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 IMAP Clients Users can access their IMAP client from a Windows Macintosh or Linux computer The IMAP client can be used to access CallPilot messages directly by connecting to a CallPilot server or to a third party e mail server Forwarded CallPilot messages are displayed with e mail icons and the standard e mail form associated with their e mail client are used to display the message Windows and Macintosh 9 0 9 1 users have the option of installing the CallPilot player and receiving their messages in VBK format Note that not all e mail servers support Read Receipt Read Receipt is required to support the Mark original message as read when Forwarded message is opened by recipient selection So if the e mail server does not support Read Receipt then the user should choose one of the other options to mark original message as read Note also that not all Linux fax viewing applications support viewing multiple pages Some popular programs that are pre installed with Red Hat 9 0 that do not work include The Gimp gThumb Eye of Gnome GQView and Ghostview There are at least three relatively popular Linux utilities that do support viewing multi page faxes They are m mgetty viewfax m Image Magick m The fax viewer component of KDE aka KFax For the Ma
26. ns ROLM Communications Inc SLR4 SLR5 and TANDBERG are trademarks of Tandberg Data ASA SONY is a trademark of Sony Corporation SYBASE is a trademark of Sybase Inc TEAC is a trademark of TEAC Corporation UNIX is a trademark of X Open Company Limited US ROBOTICS the US ROBOTICS logo and SPORTSTER are trademarks of US Robotics WINAMP is a trademark of Nullsoft Inc WINRUNNER is a trademark of Mercury Interactive Corporation WINZIP is a trademark of Nico Mark Computing Inc Contents How to get Help 7 Welcome to CallPilot 9 Getting started 10 Logging in to CallPllot 11 Working with your CallPilot 12 Playing voice messages 13 Viewing fax messages 14 Composing voice messages 15 Composing fax and text messages 16 Creating and sending fax batch messages 17 Using fax cover pages 24 Addressing messages 27 Message Forwarding Rule 28 Changing your mailbox 5 29 Changing audio settings 31 Using My CallPilot
27. nuus Software Corporation CRYSTAL REPORTS is a trademark of Seagate Software Inc DEFINITY is a trademark of Avaya Inc DIALOGIC INTEL and VOICEBRIDGE are trademarks of Intel Corporation DIVX is a trademark of DivXNetworks Inc EUDORA and QUALCOMM are trademarks of Qualcomm Inc eTrust and InoculatelT are trademarks of Computer Associates Think Inc DIRECTX EXCHANGE NET FRONTPAGE INTERNET EXPLORER LINKEXCHANGE MICROSOFT MICROSOFT EXCHANGE SERVER MS DOS NETMEETING OUTLOOK POWERPOINT VISUAL STUDIO WINDOWS WINDOWS MEDIA and WINDOWS NT are trademarks of Microsoft Corporation GROUPWISE and NOVELL are trademarks of Novell Inc HITACHI is a trademark of Hitachi Limited LOGITECH is a trademark of Logitech Inc LUCENT is a trademark of Lucent Technologies Inc MATRA is a trademark of Matra Hachette MCAFFEE and NETSHIELD are trademarks of McAfee Associates Inc MYLEX is a trademark of Mylex Corporation NET2PHONE is a trademark of Net2Phone Inc NETOPIA is a trademark of Netopia Inc 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 Sieme
28. o section of the Modify cover page form Note The maximum length of the Memo text box is 2500 characters The maximum length of the other cover page text boxes is 30 characters NENNEN 70 ee Addressing messages To address a message from an Address Book You can address a CallPilot message from the CallPilot Address Book on the server or from the e mail Address Book on your computer or on the server Address CallPilot messages the same way as your e mail messages m 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 m f you maintain a personal Address Book of e mail addresses you add CallPilot addresses to this list To add CallPilot addresses to your personal Address Book If you have an e mail personal Address Book on your computer you can add CallPilot addresses and distribution lists to it Add CallPilot addresses the same way as e mail addresses You may want to distinguish between CallPilot and e mail addresses by adding CallPilot after the recipient s name To address a message manually You can type an address directly into the To text box of a new message Required format for a CallPilot E mail address If you choose to enter a CallPilot addresses in the E mail text box the address must be entered in the following format 2727 Where XXXX
29. or provides you with the URL For more information on My CallPilot refer to the My CallPilot User Guide To view or change your CallPilot feature settings 1 In My CallPilot click the CallPilot Features tab 2 Select any feature and make changes to your setup as required Any changes you make to a feature go into effect immediately whether you use CallPilot from your computer or from your telephone Nortel My CallPilot Microsoft Internet Explorer File Edit View Favorites Tools Help Q x a Pp search Je Favortes e B E Fol 3 Address 4 http um2003srv mycalipilot init asp locale en amp app msging M Be Er Be 2 myyahoo Ez mail D shopping My CallPilot CallPilot Messages CallPilot Features 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 messaging presented to your callers services Message Notification E mail By Phone My CallPilot Preferences Set options and maintain your schedule for notification of new Maintain account information Set preferences for your CallPilot messages at remote telephone pager or text and set options for playing your message list displays an
30. ox or in an open message Note Due to a limitation in Netscape Mail any message you delete will be deleted permanently NENNEN 702 ee Playing voice messages 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 the setting or to change the telephone number that CallPilot dials see Changing audio settings page 31 You can also click the Telephone or Computer icon on the CallPilot Player to change the setting To play a voice message 1 Double click the message in your Inbox then double click the Voice icon in the open message The CallPilot Player appears 2 Listen to the message using the buttons on the CallPilot Player to play stop and re play the message and to go backward and forward You can adjust the volume and speed if you are using your computer for playback You can call the sender from your telephone 3 You can print delete save forward and reply the same as an e mail 4 When you are finished hang up the telephone if you used the telephone close the CallPilot Player and close the open message File View Actions Help E 00 32 p zu Aces ofS 4 d w x To save a voice message as a file to use later 1 Inan open message right click a voice icon then click Save as 2 Inthe File name box type a name for the file select a folder to keep the file in then click Save
31. ransmitting data and call messaging between CallPilot and its servers switches or system is proprietary to Nortel Networks Any other use of the data and the transmission process is a violation of the user license unless specifically authorized in writing by Nortel Networks prior to such use Violations of the license by alternative usage of any portion of this process or the related hardware constitutes grounds for an immediate termination of the license and Nortel Networks reserves the right to seek all allowable remedies for such breach Nortel Networks and third party trademarks appear on the following pages Nortel 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 Conti
32. rt Format oos Table window Dg EE SRY BB oW gt Final Showing Markup Shows ay amp BH TEREE a 515263 eX pr 4 Fax Addressing Information IMAGEMAKER FAXBATCH HEADER fdreDelReceipts fdt DelTypest This page is discarded when EaxingT zl C frat gt B o 0 Page Break m gt j ly AutoShapes a 41 iG o 7 Page 1 Sec 1 1 2 At 2 7 in 15 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 as 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 SOJ 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 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 Th
33. the fax only by printing it You can also send your fax to a fax machine create and save a fax file 1 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 In the Compose Fax dialog box click Save As Type a name for the file and browse to select a folder to save the file in Save the file as a tif file Click Save 6 In Compose Fax click Exit ak WO NY FM Compose Fax View before File name sending Microsoft Word Fax test doc Delete before sending Total pages 2 Send options Change order Send fax Send using Fax machine separate each fax number with a of files to be options Fax machine s faxed if there is more than one Subject file Receive a confirmation of delivery Remember changes Cover page option selection Cover nage Use fax cover page xl Browse Save to send Modify later For information on the use of cover pages in your fax refer to the Using fax cover pages section on page 24 To send a single fax or text message 1 In anew message form add a fax file as an attachment or type text Fax files must be in tif format 2 Address and send the message the same way as an e mail Creating and sending fax batch messages To send customized CallPilot fax messages to multiple recipients you
34. tment Company Phone number Fax number Number of Pages Sent Date amp Time A Cover Sheet Memo section 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 Microsoft Outlook Express or the QuickFax feature QuickFax allows you to send a fax directly from the print dialog box If you choose to send your fax using a CallPilot Desktop Messaging client the cover page is available from the CallPilot Custom form f you choose to send your fax to a specific destination for example a fax machine the Cover page text box becomes active and lets you browse for a cover page and select one from the drop down list You can then modify the cover page contents You can also choose not to include a cover page by selecting the No cover page option from the Use fax cover page drop down list Note that you can also include a Subject line here The Subject line information appears in the e mail portion of the fax but not on the hard copy of the fax 24 ee Compose Fax Item Pages View Edit 1 Microsoft Word Fax test doc 1 Remove Move Move Down Totalpages 2 Send options Send using Fax machine separate each fax number with a m Fax machine Subject O Receive a confirmation of delivery Remember changes Cover page Use fax cover TT Browse Modify Sede ta ue
35. ult 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 under different menu headings a In the Office XP version select Tools Letters and Mailings gt Mail Merge Wizard b In Office 2000 select Tools Mail Merge 2 Verify that Sample doc is currently selected as the main document and that Data doc is currently selected as the data source 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 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
36. y delivery Note that messages sent to CallPilot mailboxes is not affected by the Economy designation and is sent as Normal messages Transmission of messages tagged as Normal or Urgent is gin immediately Urgent messages display the Urgent icon when displayed from My CallPilot NENNEN 11 o or a Desktop Messaging client and a voice prompt identifies the message as Urgent from the CallPilot telephone interface Messages sent Urgent are treated as Normal when they are sent to non CallPilot addresses 4 Once the table has been 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 fax 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 If you modify the column header names in Data doc you must modify them in your main document as well First page The first page of the main document is a special page and does not become part of the final fax Sample doc is installed with the first page setup correctly 215 5 Ed Yew inse
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