Avaya CallPilot 2.5 Unified Messaging User Guide
Contents
1. 10 Playing voice messages a 11 Viewing fax messages ees 12 Composing voice messages eee eee 13 Composing fax and text messages 14 Creating and sending fax batch messages 15 Using custom fax Cover Pages aaa 22 Calling the sender of a message 27 Forwarding and replying to messages 27 Adding attachments to messages 28 Setting message options a 28 Addressing messages es 29 Personal distribution lists 000002 e eee 34 Changing your mailbox settings 000 eee eee 35 Changing mail delivery settings 36 Changing your address book settings 37 Changing audio settings cc eee eee eee eee 38 Linking to My CallPilot 202 ei 00seneeeeeeeaebgend 39 Working offline 2 tctcenwede anos Saves NG Lo bgewdew a aad 40 Document information 000 ee ees 41 vi Welcome to CallPilot CallPilot from Nortel Networks 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 Microsoft Outlook e mail Here are some of the man2. Select Personal Address Book and from the File menu click New Entry Select Personal Distribution List and click OK In New Personal Distribution List Properties in Name type a list name Click Add Remove Members to display Edit New Personal Distribution List Members 6 Scroll to CallPilot Address Book and select it Select names to add to the Distribution List clicking Members gt after each name 7 Click OK when you have finished entering names a kh O N eS 3G 8 Click OK after viewing the list You can add or delete names for this list at any time Edit Members of My Group x CallPilot Address Book local v BOUTILIER DIANE BOZIC MILA Brampton Brampton Brazagski Petra Browne Janet Buchenica Gratziela BUFFAM BASIL Byer Jeff CallPilot1 TPS 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 e mail Inbox on the Tools menu click Services or E mail accounts if you are using XP and open CallPilot Desktop Messaging 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 General Mail Address Book Audio Server
3. 2 Continue to compose address and send the message as usual eS 30 Addressing messages Entries in the Microsoft Outlook Contacts list contain information such as e mail addresses fax numbers and telephone numbers CallPilot allows you to use the fax and telephone number fields in the Outlook Contacts list when the e mail address is not a Microsoft Exchange Server or CallPilot Server address To address a message from an Address Book You can address a CallPilot message from the Address Book on the server or you can select addresses from any available Address Book 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 You can download the Address Book to your computer so that you can work in offline mode See Changing your address book settings page 41 E3 Address Book ox File Edit view Tools Jea il Kal Type Name or Select From List Show Names From the CallPilot Address Name E mail Type E mail Surname First Name Bloomington ALL Sal CALLPILOT 195289 Bloomington Bloomington Sales SDL CALLPILOT 195289 Bloomington Bloomington System CALLPILOT 195289 Bloomington Caddick Joe CALLPILOT 195289 Caddick Crosser Dave CALLPILOT 195289 Crosser Dave Davenport Ronnie CALLPILOT 195289 Davenport Ronnie Davis Ray CALLPIL
4. Delete message Position in message i m Paw HO se Re play Status Stop Disconnect Call the sender i gt of Play messages from telephone Play messages from computer Adjust Goto start Gotoend Adjust volume Skipback Skip forward speed 11 GG 3g Viewing fax messages To view a fax message Note In order to receive faxes 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 right away 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 add a voice annotation to the saved file forward it and reply to it 3 When you are finished close the message Print Delete message Select part of image Drag scroll image KJ CallPilot Player Fax Message File Edit View Actions Page Zoom Annotation Help olx Li S x wee e Se Frome ario Street To Mario Street Ce Se Subject Fax Message Delivery Normal x Sensitivity Public _ o or aae se al ame 9 25 01 2 10 PM a work more efficiently as a team and accomplish more in le3xti And they all say How did we ever work without it A stif sat CobPiser Cistenie 12 Close message Open next or
5. 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 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
6. TDD Valid Voice Contact Numbers Business Fax Other Fax Assistant Business Business 2 Callback Car Company Home Home 2 ISDN Mobile Other Pager Primary Radio Telex TTY TDD Valid Fax Contact Numbers Assistant Business Business 2 Business Fax Home Home 2 Home Fax ISDN Mobile Other Other Fax Unsupported Contact Numbers OO SSC Personal distribution lists There are two types of Personal Distribution Lists PDL you can use CallPilot PDL which can be created using My CallPilot or the telephone Local distribution lists which can be created from MS Outlook in personal address books Note that this type is not accessible from telephone interface To use existing CallPilot personal distribution lists You can address messages using CallPilot personal distribution lists that you created in My CallPilot or on your telephone In Outlook select these lists from the CallPilot Address Book or add them to your personal Address Book To create a personal distribution list in Outlook You create a CallPilot personal distribution list in Outlook the same way that you create an e mail personal distribution list After you create a list it appears in your e mail Personal Address Book so that you can select the list to address a message You cannot access a list created in Outlook from your telephone or from My CallPilot 1 In your Inbox on the Tools menu click Address Book
7. address directly from the server again reselect Use server address book E 4 ee 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 e mail Inbox on the Tools menu click Services or E mail accounts if you are using XP and open CallPilot Desktop Messaging configuration Or on the CallPilot Player select View gt Options 2 Click the Audio tab to display the current Audio settings CallPilot Ea General Mail Address Book Audio Device C Telephone Telephone number 7366 x Remove Volume ch IV Use system speaker volume uy va IV Use system microphone level DOVE J High i T Confirm settings before playing or recording T Download file before playing Cancel Apply Help 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 Note You can also change your audio device on the CallPilot Player 4 In Volume check the Volume and Level 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 Conf
8. corresponding to those in the example Data doc file You can use this as a template for your own fax or just to practise with If you modified the column header names in Data doc you will have to 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 aioz Bie Edik Wew insert Format Tods Table window Heb x DseBS8 6A BB o f xx i Final Showing Markup Shows D D Gar amp H Fax Addressing Informationf IMAGEMAKER FAXBATCH HEADERT Gam CfneToNamesf gt CApeToFaT gt md rp eC a C fdreDelReceipts gt CT fdpeDelTypest ge This page is discarded when FaxingT zl o Aa Page Break a m gt 2j Draw l3 Autoshapes e N a OLOR HM 4 BG a Page 1 Sec 1 12 At 2 7 in 15 Coli REC TRE EY 8 OEE 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 This control signals the fax driver to start processing and can be placed anywhere on the first page zz Skip this page This control can be placed anywhere on the first page and prevents the
9. message and forward it from the CallPilot window or e for Outlook select the message in the Outlook Inbox and forward it from the Outlook toolbar Outlook Lotus Notes GroupWise Page 7 Call the sender of a message Call the sender of a message is not supported Page 7 Access web based My CallPilot to view user information and change your feature settings My CallPilot is not supported Page 8 About this guide The groupware e mail clients that are supported are e Lotus Notes 5 x and 6 x e GroupWise 6 x e Microsoft Outlook 2000 2002 XP and 2003 Citrix Terminal server functionality is supported Page 11 Page 12 Lotus Notes CallPilot Player The Call the sender button is not available Page 11 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 14 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 Page 28 Lotus Notes Calling the sender of a message Calling the sender of a message is not supported Page 28 Page 29 Lotus Notes Setting message options Delivery Receipt is not supported Page 31
10. 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 will be deleted and the process ends However all faxes that have already transferred to the CallPilot server will be sent E 21 E If a problem occurs while transferring the fax a dialog similar to the following appears CallPilot Desktop Messaging xi Y Failed to send the Fax addressed to Jim Gould m4001 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 fax that was skipped will not be sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files will be deleted and the process ends Any faxes that have already been transferred to the CallPilot server will be sent If you choose No the failure dialog box shown above will be displayed again allowing you to make a different choice After all the faxes have been successfully transferred to the server a dialog box will confirm this eS 22 Using custom fax Cover Pages Callpilot users can choose to include a cover page with their faxes These are typically designed and managed by the server admi
11. options page 30 7 Click Send Message To create and send a text message To create a text message open a new CallPilot message form and type or paste plain text into it address the message then 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 s Mail Merge and send your print job to the Nortel Fax Batch printer You must be familiar with Microsoft Word s Mail Merge functionality to use this feature Consult your MS 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 will 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 an example Microsoft Word data source named Data doc and an example 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 It is 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 modifie
12. voice messages You can choose to play your voice messages from your telephone or your computer To change from one to the other or to change the telephone number that CallPilot dials see Changing audio settings page 42 You can also click the Telephone or Computer icon on the CallPilot Player 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 it 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 s 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 are finished close the message if CallPilot Player 7241 0 05 Voice Message OY x File Edit View Actions Help Close message Open next or previous Diane Boutilier To Mario Street message Ce Forward Subject 7241 0 05 Voice Message Reply to All Repl Delivery Urgent x Sensitivity Public v 12 5 2001 6 50 PM ply
13. 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 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 Welcome to CallPilot 0 0 00 cee eee 7 Getting Started ussa e a n a e AA 8 Logging IN sers bye biakenbe tue cok ee Ss ETAN Ea neta 9 Working with your CallPilot messages
14. Message was voice fax text lg received KB Outbox Sent Items Tasks H Public Folders Ki pam 7 Items 1 Unread To check for new messages ug The CallPilot message waiting indicator on your screen turns red when you have tr a new message To turn the indicator on or off see Changing mail delivery settings page 39 New messages appear in bold To open a message To open a CallPilot message double click anywhere on the message line See Playing voice messages page 11 and Viewing fax messages page 12 To delete a message To delete a CallPilot message in your Inbox click on the message to select it then click the Delete icon on the toolbar You can also click the Delete icon in an open CallPilot message The deleted message moves to the Deleted Items folder When you log out or click Exit from Outlook your CallPilot messages in the Deleted Items folder are immediately deleted without confirmation To organize your messages To organize your messages you can create new CallPilot folders in the CallPilot Message Store and move or copy your messages to these folders You can access these message when you log in by telephone or through My CallPilot dlwa dari awaa Playing voice messages When you open a voice only message the CallPilot Player appears In mixed voice and fax or text messages click the Voice icon to open the CallPilot Player To select your telephone or computer to play
15. NORTEL NETWORKS c CallPilot Release 2 5 Desktop Messaging User Guide for Microsoft Outlook Updates to the Desktop Messaging User Guides Ve O Q e U 05 bn Q O c O 2 A c 2 olen O ind c O U 7 72 ob 72 co Internet Clients Page 7 Call the sender of a message Call the sender of a message is not supported Page 7 Access web based My CallPilot to view user information and change your feature settings My CallPilot is not supported Page 8 About this guide The Internet mail clients that are supported are e Microsoft Outlook 2000 Internet mail mode e Microsoft Outlook 2002 XP Internet mail mode e Microsoft Outlook 2003 Internet mail mode e Microsoft Outlook Express 5 x and 6 x e Netscape Messenger Netscape Communicator 6 2x e Netscape Mail 7 0x e Qualcomm Eudora Pro 6 1 2 Citrix Terminal server functionality is supported Page 11 CallPilot Player The Call the sender button is not available Page 11 To select your telephone or computer to play voice messages If your telephone is call forwarded to voicemail cancel this feature before you access your messages from CallPilot Player Page 29 Linking to My CallPilot Linking to My CallPilot is not supported About forwarding Desktop Messaging messages Do not use the right click menu to forward a Desktop Messaging message To forward a message either e open the
16. OB 4AS HE S W A TFFROG pe eT ba baking IL In this example the document is customized for each recipient Data source column headers are inserted into the document using the MS Word Mail Merge utility Insert function After the main document has been customized it is ready to be merged with the information in the Data doc file Consult your MS Word Mail Merge help for more details on inserting data source fields 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 MS Word Tools menu Depending on which version of MS Word you are using Mail Merge will be 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 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 eS 20 3 Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears Note Ensure that MS 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 will be merged into the main document at the appropriate tag positions and a separate fax TIF file for each recipient is created CallP
17. OT 195289 Davis Ray Dyrdahl Charlie CALLPILOT 195289 Dyrdahl Charlie Emergency Global C CALLPILOT 195289 Emergency Global Cust Car Emert Steve CALLPILOT 195289 Emert Steve Eydelman Lev CALLPILOT 195289 Eydelman Ley Foss Duane CALLPILOT 195289 Foss Duane Frink Coleen CALLPILOT 195289 Frink Coleen Geiser Joe CALLPILOT 195289 Geiser Joe Gilleland Mike CALLPILOT 195289 Gilleland Mike Hansen Jon CALLPILOT 195289 Hansen Jon Kampa Jim CALLPILOT 195289 Kampa i v b m Your Personal Address Book is the list of e mail addresses that you maintain on your computer You can add CallPilot addresses to this list Aa 1 In a new CallPilot message click To 2 In the Show names list select CallPilot Address Book Personal Address Book or Outlook Address Book Contacts 3 Select the name of the recipient or distribution list 4 Click To gt You can select one or more addresses clicking To gt after each one 5 Click OK to return to the new CallPilot message once the recipients have been chosen E mail addresses versus Fax Telephone numbers The CallPilot Desktop client will always attempt to find a CallPilot or MS Exchange Server address when sending a message to a recipient Using either a CallPilot or MS Exchange Server address is the safest mechanism for message transmission since it guarantees the entire message can be sent and requires no user interaction However if a CallPil
18. Page 34 Lotus Notes and Microsoft Outlook Personal distribution lists Personal Distribution lists are not supported Page 37 Page 40 Lotus Notes and Page 39 Microsoft Outlook Linking to My CallPilot Linking to My CallPilot is not supported umadd N0027223 04 00 1 800 4 NORTEL www nortel com Copyright Nortel Networks Limited 2005 All rights reserved CallPilot Desktop Messaging User Guide for Microsoft Outlook Product releases 2 5 Document release Standard 1 0 Date October 2003 Copyright 2003 Nortel Networks 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 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
19. You may want to distinguish between CallPilot and e mail addresses by adding CallPilot after the recipient s name 1 Open the address book from Microsoft Outlook and click on the New Entry toolbar icon 2 You will then be prompted to select the entry type Select New Contact to create a new entry in the Microsoft Outlook Contacts gt Anew Untitled Contact dialog box is displayed The two areas used by E 33 CallPilot are the contact information and e mail fields G Untitled Contact Jof x File Edit View Insert Format Tools Actions Help Type a question for help i fel Save andclose amp 0 Y Mik cue mr wr General Details Activities Certificates All Fields e rnem O ls Job title qqb kq khel Company hg File as Address a a Web page address I This is the mailing address P IM address Contacts Categories Private TU 3 You can choose to enter a CallPilot address in the E mail field or fax telephone numbers in the contact fields You can fill in all fields but the desktop client will ignore all fax and telephone numbers if the E mail field contains a Microsoft Exchange Server or CallPilot Server address Required format for a CallPilot E mail address If you choose to enter a CallPilot addresses in the E mail field it must be entered in the following format CALLPILOT XXXXYYYY ZZZ7Z Where XXXX SMTP VPIM prefix YYYY CallPilot Mailbox number ZZZZ Ca
20. ax cover tif v Browse IV Convert voice messages to WAY for non CallPilot recipients IV Show message waiting indicator Mwl on taskbar Personal folders Advanced Coat 3 The default settings shown here are recommended for most users Path This is the location of the database file used to store CallPilot messages on your computer m Notification You can set CallPilot to update your message list automatically manually or at intervals such as every 5 minutes Choose Manually to save costs on long distance or ISDN connections m Use CallPilot form Your CallPilot messages appear on a CallPilot form instead of an e mail form m Include message header when forwarding replying The header information of the original message appears in a reply or forwarded message m Include cover page when forwarding a fax Refer to the CallPilot Configuration section on page 23 for information on adding and or modifying cover pages eS 390 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 Show message waiting indicator MWI on taskbar The CallPilot telephone icon on the Windows taskbar turns red when you have a new message Make any changes required then click OK E 4O Changing your address book settings To view or change your Address Book settings Your administrator enters
21. cation is Program Files Nortel Networks CallPilot cvrpages CallPilot Desktop Messaging Custom form The CallPilot Desktop Messaging Custom Fax Forward form contains a menu item named Cover page which contains two submenus items Add and Modify Bf Calipitot Player 210 x r Subject FWD Test lax messagd Delivery INoma Cover Public gt Z D ee The Add menu displays a list of existing cover pages available to use You can select one of these and click OK Please make your selection trom the fist below Basic Coca The Modify menu displays the current cover page content and lets you modify it From the Modify window you can also preview the current cover page If you enabled the Include cover page option CallPilot Desktop Messaging will add the selected cover page to the Fax Forward form The cover page will appear as the first attachment on the list of attachments left pane The Attachment s view right pane will contain only the Cover Sheet Memo section of the cover page You can include any additional required information here cabpiot Player maa of 3g Me tdt View CoverPage hep iila a e ce Boe Subject PWO Test lax mossagd Delvey Namal Cover Putte Read peni 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 messag
22. d deleted and new columns can be added The column header names serve as tags that can be inserted into the main document to customize the fax for each recipient or to direct CallPilot how to handle the fax 1 Go to Program Files Nortel Networks CallPilot nda directory and open the Data doc file 21o1x Gle Edt Wew Insert Format Jocs Table Window Heb pey rhep mag Dee GRY 4 BAS nne Mka Q Ne Final Showing Markup Shows A D D 2 G 2 Rl IAE TEE ToFaxe ToNamec DelReceipt DeITypes ToCompanye ToPhones 9 98324261 0 Biljanap lo o Penguin Copo a a 923242615 Ande la 8 LA Wezo 3 a Cc onli a a 3 4 Daw Ty ashi N NOOR RM Aa o 2Z 4 S ROw Pagel Sect Yio ALA ins Cdi REC TRE EXT OR Engshus OX 4 Ar dG O 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 i e click on Edit in the Data source section of the MS 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 fiel
23. d is the only mandatory field for CallPilot The following parameters and characters are supported in the ToFax field m Maximum supported length for the fax phone number is 120 characters m Numbers 0 through 9 are supported m Upper and lower case P and the comma are 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 Upper and lower case M used in front of a CallPilot mailbox number to designate the address as a CallPilot mailbox are supported 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 ToName This is the fax recipients 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 field is set to 1 then a delivery receipt will be generated If DelReceipt is set to O a delivery receipt will not be generated for that recipient If the DelReceipt field is empty or the field is not in Data doc then no delivery receipt will be generated m DelType This field may be used to set a delivery priority for each recipient If the DelType field is set to 0 or is left empty or if it
24. er button The CallPilot Desktop client will attempt to remember changes you make 3 Answer the telephone when it rings CallPilot immediately calls the sender of the message 4 When you finish the call hang up the telephone or click Disconnect R 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 Compose voice message 1 In an open message click Compose text message Forward Reply or Reply to All Attach file E CallPilot Player CoReply o Reply to All GE Forward ie Eat Yew ph ee SE 2 On the new message form to rana compose a voice fax or text w message ee sJr 3 Address forwarded messages the m Ss a E D same way as a new message Message GARA Replies are addressed automatically 4 Add attachments set options and change the subject line if required 5 Click the Send Message icon a Sk Note Your administrator may block messages forwarded to external e mail addresses Maa yp 3 Um wawawAraa Adding attachments to messages Before sending a message you can attach a voice fax or text file 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 ma
25. fiomactialcanatelcom H SMTPAPIM prefix 1416597 H Mailbox pe H Password pa IV Remember password My CallPilot URL Jiwww nortenetworks com Change password Cancel Apply Help To change your CallPilot password This is the same password that you use from the telephone 1 Repeat steps 1 and 2 above then click Change Password 2 Inthe Old password field type Ad paseword Br your current password New password 3 Inthe New password field type Retypenew 9 fm your new password 4 Inthe Retype new field type Cancel your new password again 5 Click OK to save the change 6 Click OK to exit the General settings OOO 338 dl lWqiiwiwadawrwdz wd aaa Changing mail 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 e mail Inbox on the Tools menu click Services or E mail accounts if you are using XP and open CallPilot Desktop Messaging configuration 2 Click the Mail tab to display the current mail settings xl General Mail Address Book Audio Path D 1TBenderstbender cs Notification Jautomaticaly x lv Use CallPilot form Default compose form Noe Default forward reply form JAsteceived x IV Include message header when forwarding replying IV Include cover page when forwarding f
26. first page from becoming part of the fax message The CallPilot desktop software will retrieve the Fax Number from the first page of the document Additionally CallPilot desktop software will retrieve the Recipient Name the Delivery Receipt and the Delivery Type if they exist on the first page tp Fax Number Used to address the fax message This field is required dr Delivery Receipt A Delivery Receipt can be turned on or off for each recipient This field is optional tn Name of Recipient This name is used to identify the record in the Nortel Fax Batch Status dialog if the fax number is either missing or invalid This field is optional dt Delivery Type Used to mark messages for Normal Economy or Urgent delivery This field is optional To complete the page the Fax Number column header i e lt lt ToFax gt gt must be inserted after the tp control using the Mail Merge insert function Likewise the Delivery Receipt column header i e lt lt DelReceipt gt gt may be inserted after the dr control the Name of Recipient field i e lt lt ToName gt gt may be inserted after the tn control and the Delivery Type field i e lt lt DelType gt gt may 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 co
27. il delivery settings page 39 Fax files must be tif format Text files must be txt format To attach a file to a message IB CaliPilot Player ox 2 File Edt View Actions Hel 1 On anew message form click the m ea Attach File icon Mi banawa He ac 2 In the Open dialog box select or HI type the name of the file that you aba want to attach bal 3 Click Open to attach the file and return to the new CallPilot pa kia Files of type Files way vbk tif tet gt Cancel message d 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 ae a IV Read receipt Delivery Urgent Sensitivity Private 7 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 Note that when you send a message marked Private your recipient may still forward it to someone else if they are not a CallPilot user Also recipients in non CallPilot systems will not be informed of Private settings In your message tell the recipient that the message is Private For Receipt acknowledgment check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that your recipient received the message
28. ilot desktop software will address and transfer the fax files to the server The CallPilot server is responsible for actually sending the fax to the recipients Once the process starts the Print Status dialog appears The page number increments 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 10 recipients the dialog box will display 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 will be displayed in a separate Nortel Fax Batch Status dialog box such as Nortel Fax Batch Status x The Fax number is maang or mvakd for Bifana Problems such as a missing fax address or an unsupported fax address format are checked However problems such as a wrong fax number will not be identified provided the number is in a valid format A wrong fax number will however result 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 then fix the fax address es and resubmit the job If all faxes and addresses were created properly a dialog appears while the faxes are being addressed and transferred to the CallPilot Server It indicates the status
29. ing client such as MS Outlook or the QuickFax feature The QuickFax feature 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 will be available from the CallPilot Custom form Eu Compose Fax le Ka http www nortelnetworks com index html Remove Move Up Move Down Total pages 1 Send options Sendusing CalPilot Desktop Messaging for Microsoft Outlook x Fax machinels 8119525551288 Subject Nortel Networks Te Receive a confirmation of delivery Cover page Use fax cover page No Cover Page z Browse Modify E Compose Fax PIEI Ka If you choose to send your fax to a specific destination for Bemove example a fax Move machine the Cover T page field becomes active and lets you v nortelnetworks comindex html Total pages 1 browse for a cover r Send options ae 7 PET page and or select eni S bd using ax machine separate each fax number with a one from th e Fax machinefs 9 1 952 555 1234 dropdown list You Subject Nortel Networks can then modify its contents This provides functionality paa similar to the Custom Use fax cover page Browse form Refer to the Modify following section for details You can also Saveas Send Exit Help choose not to include a cover page by selecting the No IV Receive a conf
30. irm settings Aap pg mZ7AWIRARANaAaaaa 6 If you want to download voice messages to your computer before playing them check Download file This option is useful if you are using a modem Linking to My CallPilot 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 page 38 For more information on My CallPilot refer to the My CallPilot User Guide 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging Tools gt My CallPilot 2 Select one of the tabs 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 b i Nortel Networks My Caled Macreeatt babae Caba ee en ee e a ae z ete wta DDS Divo irm Jhay Fotis Le Sb KN di tees Fa Ta My CallPilot Caner Memeses matt Acces 30 Cattriot Lentur es set ntormetion Malibox Hichard Dawaina 7401 Calli ibat Tonite Telephone Senings Web Semey Memaue Mettication Telephone Options Sot sotene png monien your metadis tm activates of sam CaP tet Peranal Distribution Ly sasan mamayang to aronpo 0 To view user information In My CallPilot click the Useful Inf
31. irmation of delivery cover page option from the Use fax cover page dropdown list Note that you can also include a Subject line here The Subject field information will however only be displayed in the e mail portion of the fax It will not be 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 E 26 aaa m7 wa Custom form and the Nortel Fax Printer driver application Modify cover page Click on Preview to view the current state of the cover page eS 27 Cover Page Preview x Page 1 Facsimile Cover Sheet The first time you access this page CallPilot Desktop Messaging will try to fill in the From section using information from the registry Desktop Messaging will remember the data that you entered into this section and automatically complete those fields 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 field will always be read only the Fax field CallPilot will populate it using address information from the Custom or Fax Driver forms The Name field is read only if the cover page is used from the Custom form In this case CallPilot will automatically fill it using the recipient s name If you use the Fax Printer driver instead this field is left empt
32. is not present in your Data doc the message will be tagged for Normal delivery If DelType is set to 1 then the message will be tagged for Economy delivery If DelType is set to 2 then the message will be tagged for Urgent delivery Messages sent to non CallPilot recipients with the Delivery Type set to Economy will be delivered on a schedule defined by the CallPilot server for Economy delivery Note that messages sent to CallPilot mailboxes will not be affected by the Economy designation and will be sent as Normal messages Transmission of messages tagged as Normal or Urgent will begin immediately Urgent messages will display the Urgent icon when displayed Maa dap fe from My CallPilot or a Desktop Messaging client and a voice prompt will identify 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 would normally supply a unique name for your data file here but for the remainder of these procedures the name Data doc will be used 5 Close the document The Data doc file can now be used as a data source by MS 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 Networks CallPilot nda directory open Sample doc in MS Word This document contains tagged fields
33. llPilot 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 CALLPILOT 19528977404 na42349 us nortel com Required format for Fax and Telephone Numbers If you choose to enter a fax or telephone number in the contact field s it must be entered as an alphanumeric string Pause P p and octothorpe characters are supported The required format is a aaa UP O CALLPILOT XXXX ZZZZ Where XXXX Telephone or fax number ZZZZ CallPilot Server FQDN server and domain Examples of valid fax and telephone number formats are CALLPILOT 7404 na42349 us nortel com CALLPILOT 416 697 7321 na42349 us nortel com CALLPILOT 416 697 7321 7404 na42349 us nortel com CALLPILOT 416 697 7321p7404 na42349 us nortel com CALLPILOT 800 921 1342 123123 na42349 us nortel com Microsoft Outlook supports telephone and fax contact numbers for business home car etc Some contact numbers are not supported Note that contact numbers are a feature of Microsoft Outlook CallPilot Desktop Messaging cannot hide or alter unsupported items The supported and unsupported numbers are shown following Assistant Business Business 2 Business Fax Callback Company Home Home Fax ISDN Mobile Other Other Fax Pager Primary Radio Telex TTY
34. nistrator The user simply chooses the desired style of cover page if more than one is available Cover pages generally 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 labelled Include cover page when forwarding fax message The default value for this is unchecked meaning that a cover page will not be added to the message CallPilot Desktop Messaging Properties xj General Mail Address Book Audio Path D TBender tbender cs Notification Automatically ad IV Use CallPilot form Default compose form Voice aai Default forward reply form as received v IV Include message header when forwarding replying IV Include cover page when forwarding fax cover tif X Browse IV Convert voice messages to WAY for non CallPilot recipients IV Show message waiting indicator Mwl on taskbar Personal folders 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 E 23 o z 7z7Z7Z a ma wrna aa ee hu pages are stored The default lo
35. ntains fax numbers for a large number of recipients but the external access number 9 is missing this number can be added to all fax numbers by modifying the control on the first page of the document as follows tp9 lt lt ToFax gt gt In this example a 9 will be added to the beginning of each phone number during fax batch processing The data source remains unchanged and could be used from a different location which does not require a 9 for external access Second page Once the data source document and the first page of the main document have been created you can begin to customize your fax Note that it must be equal to or less than 8 5 inches in width You can use all of the data source column header tags to customize the document The following is an example using the Sample doc file eS dO E SAMPLE DOC Microsoft Word Ek Ek yew Insert Format Took Table Window Help fes heh EO IDE Bam SAY OR s o HORNS ox QriD RP race hr OPD O a oF To To_Narmexe Company t To Companyss Phone t To Pnonesa Faxit To_Faxwe From Peter Mackene Company t Windward Yacht Charterse Phone t 604 555 99996 z Faxit 604 555 1111 bi Date t Mon 1419990 to 1 Comments eTo Names4 xj Hereisa Microsot Word 60195 sample print merge document for use with the Fax a Bstch Damo w contans 8 P CON BIMANE his paga followed by ang paga often These three 5 mapsa 4 lowe Ty Aitoshapes D
36. opriate Send using option gt To send a simple fax type the fax machine number s or CallPilot mailbox number m plus number for example m7366 in the Fax machine s field type a subject in the Subject field then click Send gt To send your fax as an attachment to a new CallPilot message select CallPilot Desktop Messaging for MS Outlook under Send using then click Send EJ Compose Fax View before sending http www nortelnetworks com index html Move Up Delete before sending Move Down Send fax Total pages 1 options Add more pages to this fax by opening another document and printing to the Nortel Fax hange printer Return to this window when ready to send or save the fax order of files to be plea faxed Send to fax machine s Separate each fax machine number with a Confirmation Fax machinels 9 1 952 555 1234 of Deliver Wa Nortel Networks V Receive a confirmation of delivery Send using CalPilot Desktop Messaging for Microsoft Exchange Outlook v Save to send____ Saye As Send Exit 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 page 31 Or type the formatted address in the To field nn A C E a M7 rad aaaa 6 Add attachments and options if required See Adding attachments to messages page 30 and Setting message
37. ormation tab to view online user information specific to your mailbox Working offline To work offline you need 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 may want to download your CallPilot messages to the computer that you will use offline Log in to your e mail and CallPilot and on the Tools menu click CallPilot Desktop Messaging then click Download all CallPilot Messages When your messages are downloaded log out 2 Optional You may want to download the server Address Book to your computer See Changing your address book settings page 41 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 s speakers and microphone to play and record messages offline you cannot use a telephone for offline access CallPilot stores your recorded messages in your Outbox and sends them the next time you log in to the CallPilot server Message security in offline mode If you share your computer with others you should password protect your messages in Outlook Since Outlook automatically sends messages stored in the Outbox when you reconnect to the netwo
38. ot or MS Exchange Server address cannot be found the desktop client determines the message data type voice TIF and or text and takes one of the following actions Mixed Media messages If mixed media is detected voice TIF or voice text note that TIF text is not considered mixed media the message will be sent to the recipient s e mail address If an e mail address cannot be found a Non Delivery Notification NDN is generated for that recipient The desktop client cannot send mixed media messages to a telephone or fax number Single Media messages If voice only or tif text only data is detected the desktop client scans the recipient for an e mail address and telephone fax numbers The desktop client scans for telephone numbers if the data is voice only or for fax numbers if the data is tif text only If an e mail address is found without telephone fax numbers the message will be sent without additional user interaction If neither an e mail address nor a telephone fax number can be found an NDN is generated If a telephone or fax number is found the CallPilot Recipient dialog box is displayed and you will be prompted to pick the final destination You must modify the selected number in the Verify number field to ensure proper delivery You can also pick an e mail address if available but cannot modify it Validating Telephone and Fax Numbers The original telephone or fax number may contain any alphanumeric character This include
39. ou 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 Working with your CallPilot messages When you open your e mail with CallPilot installed your CallPilot messages appear in the CallPilot Message Store The Message Store contains folders for your CallPilot Inbox Outbox Sent Items and Deleted Items Your CallPilot Inbox Inbox Microsoft Outlook ol x Bile Edit View Favorites Tools Actions Help CB New DS X Bakery Reply to all Yf Forward F send Receive Bord GA Q 138 W e Folder List Pag CallPilot E CallPilot Infonet PN 7366 0 03 Voice Message Wed 12 5 01 6 54 5 9 CallPilot Message Stor tU Diane Boutilier 7241 0 05 Yoice Message Wed 12 5 01 6 50 PM Message Store ens BG uNDASZosTAK 7609 0 03 Voice Message Wed 12 5 01 2 42 PM Call the sender Compose new message 6 Yaq Nick 7240 Fax ID 1009 1pFWD Wed 12 5 01 2 21 PM Kg Unknown 7366 Read receipt Wed 12 5 01 12 27 PM E 0 Postmaster System Fax ID 1006 Deliver Wed 61 42 27 PM Ed Payne Paula 7366 Fax ID 1003 Text Mes Wed 12 5 01 10 52 AM New message Message was opened by the recipient Urgent message Contacts ofp Deleted Items Attached files pa Dale
40. previous message Forward Reply to All Reply 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 the telephone then address and send it the same way as an e mail message To record and send a voice message 1 2 Send message In your CallPilot Inbox click the New CallPilot Message icon i On the new message form click the Telephone icon in the toolbar to open the CallPilot Player if it 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 gt If you are recording from the telephone answer when it rings At the tone record your message Click Stop to end the recording Click Play to review it Click To to address from the CallPilot e mail or any Address Book See Addressing messages page 31 Or type a formatted address in the To field Add attachments and options if required See Adding attachments to messages page 30 and Setting message options page 30 On the toolbar click the Send Message icon E CalPilot Player Yen acters ban Attach file Save message Telephone icon Address 5 opens CallPilot message IT Daraan Player Se
41. rk another user who has access to your Outlook profile can send messages in offline mode that will be transmitted without your knowledge To protect your mailbox assign a password to your Outlook cst file For details refer to the Desktop Messaging online Help MAI SC CallPilot Desktop Messaging User Guide for Microsoft Outlook Copyright 2003 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 Product release 2 5 Document issue Standard 1 0 Date October 2003 NETWORKS CA A aaa
42. s special dialing prefixes such as for international numbers or abbreviations such as ESN to denote internal calls However you must modify the selected number in the Verify number field of the CallPilot Recipient dialog box to ensure proper delivery The modified number can only contain the following alphanumeric characters Numeric characters 0123456789 Numeric Delimiters Pause characters Pp Octothorpe White space The CallPilot Desktop client will attempt to remember changes you make This should prevent you from repeatedly having to make the same changes each time the same telephone or fax number is used Note that the ability to dial any telephone or fax number may be restricted by the CallPilot server Note also that the ability to scan for telephone or fax numbers is only available in the CallPilot Custom form The standard e mail form will not scan for these numbers If a CallPilot or e mail address is missing from a recipient in the standard e mail form an NDN is generated for that recipient To address a message manually You can type an address directly into the To field of a new message Enclose the address in square brackets Refer to the Required format for a CallPilot E mail address section on page 34 for the correct addressing formats To add CallPilot addresses to your Personal Address Book or Outlook Contacts You can add CallPilot addresses and distribution lists to your e mail Personal Address Book
43. t options 5 20 NGRTEL Playback slider Record from telephone Play Stop Record from Record Goto start Go to end computer Adjust volume Skip back Skip forward Adjust speed To save a newly created voice message as a file 1 2 On a new message form record a message and on the File menu click Save as In the File name box type a name for the file select a folder to keep the file in then click Save Save voice files as vbk files Note CallPilot automatically converts vbk files to wav files when sending to non CallPilot users See Changing mail delivery settings page 39 E d3 Composing fax and text messages To create and send a single fax message To create a fax your CallPilot mailbox must have the fax capability enabled The CallPilot recipients of your fax must also have fax capability to view the fax on their computer If your recipients access their messages from their telephone they can view the fax only by printing it You can also send your fax to a fax machine 1 Open the document that you want to fax It must be 8 5 in 21 5 cm wide or less 2 On the File menu select Print 3 From the list of printers select Nortel Fax then click Print or OK 4 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 page view the fax and save it as a file for later transmission 5 Select an appr
44. the default Address Book settings for you You can change them if required Refer to the online Help for a detailed explanation 1 In your e mail Inbox on the Tools menu click Services or E mail accounts if you are using XP and open CallPilot Desktop Messaging configuration 2 Click the Address Book tab to display the current Address Book settings 3 Make any changes required then click OK CallPilot x General Mail Address Book Audio Path C PROGRA 1 Nortel CallPilot callpilot cpa Search base fdc nortel de ca Order Last Name Smith John x IV Notify me of search base changes C Use server address book Use local copy of server address book IV Remind me to download address book every feo day s Download now Advanced OK Cancel Apply Help ok To download the Address Book to your computer You can download the CallPilot address book from the server to your computer so that you can work offline 1 Select the Address Book tab as described previously 2 Click Download now The server address book downloads to your computer 3 Select Use local address book From now on when you click To in a CallPilot message whether working online or offline you go to the address book that you downloaded to your computer 4 Check Remind me to remember to update this list by downloading it from the server occasionally Set the number of days between reminders 5 Click OK Whenever you want to
45. ts CallPilot Player to play and record voice messages Nortel Fax Driver to create faxes m Microsoft Outlook 98 or 2000 SR 2 in corporate mode or Microsoft Outlook 2002 SR 2 groupware e mail clients Windows 98 SE 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 A microphone connected to your computer or a telephone situated near your computer for recording voice messages ALAN Ethernet ISDN ADSL or dial up modem connection to the CallPilot server for accessing CallPilot messages m Internet Explorer 5 x and 6 x or Netscape 6 2x and above to access My CallPilot Logging in When you log in to your e mail you can log in to CallPilot at the same time To log in from Microsoft Outlook 1 Open your Microsoft Outlook e mail The CallPilot Logon CallPilot Logon na42349 us nortel com xi dialog box appears lal Mailbox 1489 2 In Mailbox type or select your mailbox number Password 3 In Password type your CallPilot password 4 Check Remember password if ESS Properties you want CallPilot to log in __ Cancel _Fropeies_ automatically 5 Click OK Note Do not leave the Remember password box checked on a shared computer J Remember password To log out When you exit Microsoft Outlook you automatically log out from CallPilot Remote login Y
46. y and you can complete it If a cover page is used from the Fax Printer driver CallPilot Desktop Messaging computes the number of pages and enters this information in the Pages field When you use the Custom form the Pages field is left empty You can modify this field in either case The Sent field uses the current time and date by default This field is also editable The Memo section is in synch with the Memo section of the Custom form Note that the maximum length of all cover page fields except the Memo fied is 30 characters The maximum length of the Memo field is 2500 characters E 28 Calling the sender of a message You can respond to a CallPilot message or an MS Outlook message with a telephone call instead of a recorded message Note When the message is answered from within MS Outlook that program must be able to find the sender of the e mail message within an existing address book This works well whenever a message originates from an MS Exchange Server However MS Outlook may not be able to determine the sender when an Outlook message originates from an external SMTP server 1 Select a message in your CallPilot or Microsoft Outlook Inbox 2 Click the Call Sender toolbar icon Na gt Since the e mail sender s address book entry may contain multiple numbers all telephone numbers that can be found for the sender are presented to you in the Call Sender dialog Choose the appropriate number and press the Call Send
47. y ways you can use CallPilot with your e mail m Listen to voice messages m View and print fax messages m Record and send voice messages m Create and send fax messages including batch faxes m Forward and reply to voice and fax messages m Call the sender of a message m Add message options such as urgent and private m Add voice fax or text file attachments to messages m Create personal distribution lists m 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 guide This user guide describes how to use CallPilot with your Microsoft Outlook e mail The instructions and screen images shown in this guide provide general information for using CallPilot with your e mail Specific details may vary depending on your computer s operating system the version of Outlook you are using 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 be set up according to the following requiremen
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