Avaya CallPilot 1.07 Desktop Messaging Reference Guide
Contents
1. Star icon shows new message To work offline To create a new message click New CallPilot Message Lotus Notes Desktop File Edit View Create DEL ees Workspace at Office mn Marion Stirrett CallPilot Desktop Messaging Inbox Click Delete to select a message for deletion To delete messages permanently from your CallPilot mailbox click Empty Trash on the Actions menu Resucator lees C New CalPiot Message Delete Move To Folder C i Forward SR Wh ReplyToall E Download Al Messages amp Inbox z a John Smith m Postmaster All Documents E Johi Smith D Calendar z 3 John Smith ToDo i Z John Smith RI Meetings y F Trash jane orton w Folders and Views E Diane Horton DI new John Smith x amp amp John Smith I Sent X Drafts Nr Q Discussion T Q Archiving 9 Agents 02 20 00 10 21 AM 02 20 00 12 43 PM 02 20 00 01 07 PM 02 20 00 01 09 PM 02 20 00 01 10 PM 02 20 00 03 06 PM 02 20 00 03 09 PM 02 20 00 03 23 PM 02 20 00 01 47 PM Subject 7400 0 17 Voice Message System Fax ID 1023 Delivery report 7400 Read receipt 7400 O 0 NGE 7385 00N foice Message 7400 0 03 FN 7 395 0 03 Vice Message 7413 Fax ID 1886 2 p Fax Medsage 7413 Fax ID 1024 Text Message 7400 0 11 Voice Massage 7400 0 07 Voice Mesdage 3 Office eg Exclamation mark shows that this message2. 2 ln S BE GroupWise CallPilot Desktop Messaging File Edit View Actions Tools Window Help Display lt CauPitot Desktop Messag v Sey Sa S S4 l The CallPilot G riter a a ee Desktop Messagin Paladio Desktop Messaging Un 618 fold p ging P SP Mailbox EO John Smith 774 older contains your vi LE John Smith 7400 0 06 Voice Message 03 02 00 03 09 CallPilot messages N Pe B John Smith 7366 Fax ID 1037 For acknoweda 03 02 00 06 37 LJ Postmaster System Fax ID 1038 Delivery report DSQ27 00 06 37 Task List Work In Progress 03 02768_06 1 John Smith 7400 0 05 Voice Mestage EJ Cabinet Trash You can move a message to a new folder that you create inside your CallPilot folder K 2 al Selected Tota 6 EE Red icon shows that this message is urgent New messages appear in bold To work offline To create a new message click the New CallPilot Message icon Date and time received Subject shows sender s phone number and if the message Is voice fax or text Voice messages show duration fax messages show ID and page count A Delivery report shows that your message was received A Read receipt shows that your message was opened by the recipient To work offline you need a computer that has Desktop Messaging installed and configured in the same way as your office computer Log in to Novell GroupWise and on the Tools menu click
3. N a fax machine printer Return to this window when ready to send or save the fax order of files In the fax list Select this option Bieta son to send the fax to Send to fax machine s Separate each fax machine number with a a mailbox Fax machines fist 29348564 IV Receive confirmation of delivery Click Send after Save the fax as 2 Send using Nortel Desktop Accessories for Novell GroupWise v selecting the a tif type f file if appropriate to send ee Ext Send option it later 6 If you selected Send using a new message Ss PT gE on eens a window opens displaying your fax Click To to ala s ssje open the Address Book or type the formatted Al address in the To field For addressing information see page 7 Subject Delivery Normal Sensitivity Public m Read ecsit 7 Adda voice or text attachment and message l e L Jeep oss options if required See pages 6 and 8 al 29 gl I sjel m ST esel 8 Click the Send Message icon Me To create and send a text message To create a text message open a new CallPilot message and type or paste plain text into it then click the Send Message icon To save a text message as a file click Save As on the File menu and save it as a txt file CallPilot Desktop Messaging for Novell GroupWise 5 Forwarding and replying to messages You can forward a message and compose an introduction to send with it You can al
4. Also recipients in non CallPilot systems may not be informed of Private settings In your message tell the recipient that the message is Private To request a Read or Delivery receipt Check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that your recipient received the message IB CallPilot Player File Edit Commands Tools Help alela aka To Doe Jane Pile x EC cc Delivery Urgent Sensitivity Private Area NERTEL is gt Ju ideji e FEE r Eg 8 CallPilot Desktop Messaging for Microsoft Exchange Outlook CallPilot Desktop Messaging for Lotus Notes When you open Lotus Notes and log in to CallPilot Desktop Messaging you are in the Workspace at Office window To open your CallPilot Inbox click the Mail icon click Folders and Views then click CallPilot Desktop Messaging Your Inbox contains your received sent draft and deleted CallPilot messages From the Inbox you can open move copy delete forward and reply to messages and compose new messages The CallPilot indicator in the Windows system tray turns red when you have a new message To open CallPilot Desktop Messaging double click the Mail icon in the Workspace at Office window To open your Inbox click Folders and Views then CallPilot Desktop Messaging To open a message double click the message line
5. Book The CallPilot Address Book contains the names and addresses of all users on your local CallPilot server You cannot edit this list To use the CallPilot Address Book download it to your computer 1 In your Inbox on the Tools menu select Services then select CallPilot Desktop Messaging on the Services tab 2 Click Properties then click the Address Book tab 3 Click Download now To refresh the list on a regular basis check the Remind me box and enter the number of days between reminders 4 Click OK to return to your Inbox To add CallPilot addresses to your Personal Address Book You can add CallPilot addresses to the list of e mail addresses in your Personal Address Book You may want to distinguish between CallPilot and e mail addresses by adding CallPilot after the recipient s name You can also add distribution list names to your Personal Address Book To add an address to your Personal Address Book double click a name in the CallPilot Address Book Business Phone Numbers Notes CALLPILOT General In Properties click Add to Personal Address Book fovea fonsnth e Or you can create an address manually and add it Local CallPilot server ftormactrial ca nortel com to your Personal Address Book CallPilot address type Network mailbox v l Address information 1 Onthe Tools menu select Address Book Network mailbox 2 On the File menu click New Entry Select Enter the network mailbox number A network mailbox
6. CallPilot Desktop Messaging then click Download all CallPilot Messages You can then work offline reviewing your messages and recording new messages from your computer CallPilot stores your new messages and sends them the next time you log in to the CallPilot server CallPilot Desktop Messaging for Novell GroupWise Reviewing your messages To play a voice message To open a voice message double click the message line When you open a voice only message the CallPilot Player appears right away In mixed voice and fax or text messages click the Voice icon to open the CallPilot Player You can choose to play your voice messages from your telephone or your computer by clicking the Telephone or Computer icon in the CallPilot Player You can change this selection at any time If you select Telephone the phone rings when you open a message and the message plays when you answer If you select Computer your messages play through your computer s speakers or your headphones Tox Close message HE CallPilot Player 7400 0 06 Voice Message File Edit Commands Tools Help BIg 4 Open next message From ohn Smith Ta MARION STIRRETT Ee Subject 400 0 06 Voice Message Delivery Normal w Sensitiviy Public 03 02 00 03 09 PM Forward Open previous message Reply Position i 00 03 Delete entire osition in message a 0005 N RTEL ve X NETWORKS Duration of message p E 4a 44 bb bb Playing 4
7. Status ope al ip Click to play all messages from your computer Click to play all Play replay Stop Go to start Go to end messages from of message of message your telephone Adjust volume Skip back Skip forward Adjust speed To change your default audio device and telephone number You can change your default audio device on the CallPilot Player by clicking the Telephone or Computer icon Or in your Inbox on the Tools menu click CallPilot Desktop Messaging click CallPilot Desktop Messaging Options click the Audio tab and select Telephone or Computer To change the default telephone number that CallPilot dials to play your voice messages make sure that Telephone is selected as your audio device on the Audio tab then change the telephone number 2 CallPilot Desktop Messaging for Novell GroupWise Reviewing your messages continued To view a fax message To view faxes in Desktop Messaging you must have Imaging for Windows installed on your PC In addition your CallPilot administrator must enable fax capability for your mailbox To open a fax message double click the message line 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 While viewing the fax you can enlarge or reduce the image rotate it move it save it add a voice annotation to the saved file forward and reply to it and print it EY CallPilot Player 7366 Fax
8. a message you can add attachments and options To record and send a voice message You create a voice message by opening a new CallPilot message and recording a message from your computer or your telephone You can send the message or save it to send later 1 Inthe CallPilot Desktop Messaging Inbox click the New CallPilot Message button 2 Inthe new message window click the Telephone icon in the toolbar to open the CallPilot Player 3 On the CallPilot Player click the red Record button to start recording 4 If you are recording from the computer record your message into the microphone Click Stop to end the recording If you are recording from the telephone answer when it rings At the tone record your message Click Stop to end the recording then hang up 5 Click To to open your personal Address Book or type the formatted address in the To field For addressing information see page 7 6 Add attachments and options if required See pages 6 and 8 7 On the toolbar click the Send Message icon fH CallPilot Player iaf Click the Telephone icon to open the CallPilot Player then record your Fie Edit Commands Tools Help kle aA Send Message Save fie lane Doe message Click to go to the Click the Attach Personal Address Bec File icon to Subject Voice message Book You must use attach a voice i A inn Read ipt A CallPilot addresses Delivery Normal Sensitivity fPubic ep fax or
9. all of message of message messages from l l l your telephone Adjust volume Skip back Skip forward Adjust speed To change your default audio device and telephone number You can change your default audio device on the CallPilot Player by clicking the Telephone or Computer icon Or in your Exchange or Outlook Inbox on the Tools menu click Options click Services select Profile click Properties click the Audio tab and select Telephone or Computer To change the default telephone number that CallPilot dials to play your voice messages make sure that Telephone is selected as your audio device on the Audio tab then change the telephone number 2 CallPilot Desktop Messaging for Microsoft Exchange Outlook Reviewing your messages continued To view a fax message To view faxes in Desktop Messaging you must have Imaging for Windows installed on your PC In addition your CallPilot administrator must enable fax capability for your mailbox To open a fax message double click the message line 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 While viewing the fax you can enlarge or reduce the image rotate it move it save it add a voice annotation to the saved file forward and reply to it and print it fl CallPilot Player 7366 Fax ID 3078 1 p Fax Message of x Click to close File Edit Tools View Page Zoom Annotation Help
10. is Urgent Sleuth icon shows that this message is Private You can move a message to a new folder Keep your messages in your CallPilot Desktop Messaging Inbox or Drafts folder if you want to access them from the telephone Download all CallPilot messages Subject shows sender s phone number and if the message is voice fax or text Voice messages show duration fax messages show ID and page count Delivery report shows that your message was received Read receipt shows that your message was opened by the recipient See the instructions in the online Help for configuring Desktop Messaging so that you can work offline To retrieve your messages before working offline log in to Lotus Notes open your Inbox and on the Actions menu click Download All Messages When you want to work offline log off and restart Lotus Notes in Island mode You can then review your messages and record new messages from your computer Lotus Notes stores the messages you send in Island mode and sends them the next time you connect to the CallPilot server You can log in to CallPilot from Island mode CallPilot Desktop Messaging for Lotus Notes Reviewing your messages To play a voice message To open a voice message double click the message line When you open a voice only message the CallPilot Player appears right away In mixed voice and fax or text messages click the Voice icon to open the CallPilot Player You can choose
11. message bel B X Sel alse al I From MARION STIRRET EO JFTIEI Open next Print o EEE message Subject 7366 Fax ID 3078 1 p Fax Message Delete entire Delivery Normal Sensitivity Pubic 10 21 99 12 15 PM Open previous message F message Select part Reply of image Reply to All Forward Drag scroll image Change page views Go to next or previous page Rotate left Rotate right Zoom in Zoom out CallPilot Desktop Messaging for Microsoft Exchange Outlook 3 You can compose a message that is any combination of voice fax or text A composed message can be a new message a reply to a received message or an introduction to a forwarded message Before you send a message you can add attachments and options To record and send a voice message You create a voice message by opening a new CallPilot message and recording a message from your computer or your telephone You can send the message or save it to send later 1 On the Microsoft Exchange or Outlook toolbar click the New CallPilot Message icon 18 2 Inthe new message window click the Telephone icon in the toolbar to open the CallPilot Player 3 Onthe CallPilot Player click the red Record button to start recording 4 If you are recording from the computer record your message into the microphone Click Stop to end the recording If you are recording from the telephone answer when it rings At the tone record your message Click
12. number is the i i i number you normally use to address a message to the recipient using CallPilot Add ress select Put this e ntry in the the telephone voice messaging service network mailbox resides on a i remote server which has been defined on the local CallPilot server If Personal Address Boo k then click OK the remote server is not defined create an Open AMIS or Open VPIM entry 3 In CallPilot General select the appropriate i address type from the drop down list 4 Enter the required address details Refer to the online Help for the correct addressing formats 5 Click OK Send Options Cancel Apply Help To address a message from your CallPilot or Personal Address Book In a new CallPilot message click To In the Show names list select CallPilot Address Book or Personal Address Book Select the name of the recipient or distribution list Click To gt You can select one or more addresses clicking To gt after each one Click OK to return to the new CallPilot message IRAN 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 online Help for the correct addressing formats CallPilot Desktop Messaging for Microsoft Exchange Outlook 7 You can create a Desktop Messaging personal distribution list for a group of recipients to whom you frequently send messages After you create a list it a
13. send or save the fax the fax list Select this option Options to send the fax to Send to fax machine s Separate each fax machine number with a a mailbox Fax machine s fi 6129348564 f Receive continmation of deliver Click Send after Save the fax as Send using Nortel Desktop Accessories for Microsoft Exchange Outlook v selecting the a tif type f file if Pye appropriate ee to send save Exit Send option it later 6 If you selected Send using you can add a voice introduction to the fax In the Voice Annotation dialog box click Yes then record the voice file Or click No to send a simple fax 7 Anew message window opens with your fax file attached Click To to open the CallPilot or Personal Address Book or type the formatted w Fax Message ioj Xx File Edit Yiew Insert Format Tools Actions Help tEilsend G amp B Options address in the To field For addressing information see page 7 ml gt 8 Add attachments and options if required po See pages 6 and 8 Subject FaxMessage st i sS CSOSCSCSCS S 9 Click Send El Fax Message tif To create and send a text message To create a text message open a new CallPilot message and type or paste plain text into it then click the Send Message icon To save a text message as a file click Save As from the File menu and save it as a txt file CallPilot Desktop Messaging for Microsoft Exchange O
14. text file not e mail addresses A Text Message J 7 N RTEL ses Message options e Urgent or Normal H sa iaj eo KR ks all Delivery 5 a 3 2 da lj F a e Public or Private Me f gt E Jen computer e Read or Delivery Click to record all acknowledgment messages from request Z your telephone Stop Adjust volume Record Adjust speed To save a newly created voice message as a file You can record a voice message and save it as a file to use later 1 Inanew CallPilot message record a message and on the File menu 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 Save voice files as vbk files if your recipients are all CallPilot users or save them as wav files if some recipients are non CallPilot users 4 CallPilot Desktop Messaging for Lotus Notes To create and send a fax message To send a fax your CallPilot mailbox must have fax capability enabled The 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 send your fax to a fax machine 1 Open the document that you want to fax It must be 8 5 inches 21 5 cm wide or less 2 On the File menu click Print 3 From the list of printers select Nortel Fax then click Print or OK 4 The Compose Fax dialog box displays Befo
15. to play your voice messages from your computer or your telephone by clicking the Telephone or Computer icon in the CallPilot Player You can change this selection at any time If you select Telephone the phone rings when you open a message and the message plays when you answer If you select Computer your messages play through your computer s speakers or your headphones IE CallPilot Player 7400 0 08 Voice Message Mil x Click to close File Edit Commands Tools Help message gr oe z T3 he Al a T z eo a M Move to Trash To MARION STIRRETT reim Ce ee Reply Subject 7400 0 08 Voice Message Forward Delivery Normal v Sensitivity Public 2 17 00 1 27 Pt 00 01 Position in Hr 0008 N RTEL message I 1 1 1 l NETWORKS Duration of JE 44 44 bo bo K Unregistered message Sia he y aE ae Click to play all messages from your computer Play replay Stop o to start Go to end Click to play all of message of message messages from your telephone Adjust volume Skip bac Skip forward Adjust speed To change your default audio device and telephone number You can change your default audio device on the CallPilot Player by clicking the Telephone or Computer icon Or in Lotus Notes on the Actions menu click CallPilot Configuration click the Audio tab and select Telephone or Computer To change the default telephone number that CallPilot dials to play your voice messages make sure that
16. 000 02 16 09 52 me lap ayers r NORTEL NETWORKS 95079983 0 51 Voice Messe 2000 02 15 07 39 if required Oo A Dennie Theodore 7892 0 49 RE Voice Message 2000 02 14 11 43 Subject shows the 4 A NORTEL NETWORKS 7892 1 01 Voice Message 2008 02 14 08 59 sender s phone To select a message number and if for deletion place a the message is To permanently Voice messages delete a message electedmessages Delete SelectAll DeselectAll show duration fax from your CallPilot 4 Fassa messages show ID mailbox click Delete and page count To install media players Click the Downloads button to install media players if they are not already installed on your computer To play voice messages you need the CallPilot Player the Microsoft Windows Media Player or another WAV compatible media player To view fax messages you need Microsoft Imaging for Windows To select a media player In the Select a media player box select Standard or CallPilot If you select the Standard media player your voice messages are played by the Microsoft Windows Media Player or other installed WAV compatible media player through your computer s speakers or your headphones If you select CallPilot as your media player your voice messages are played by the CallPilot Player You can choose to play voice messages from your computer or your telephone by clicking the Computer or Telephone icon on the CallPilot Player If your computer is your audio device the message
17. 20 00 3 09 PM lt 9 Inbox 1 Diane Horton 7413 Fax ID 1026 2 p Fax Message 02 20 00 3 06 P 175K 4 Outbox B O John Smith 7400 0 03 Fw 7366 0 03 Voice M 02 20 00 1 10 PM 18K E Sent Items LE O John Smith 7400 0 06 RE 7366 203 Voice Me 02 20 00 1 09 PM 18K Work John Smith 7400 Read receipt 02 20 00 1 07 PM 2K Mailbox TOR SV32 EXCH GO Postmaster System Fax ID 1023 Deligery report 5220 00 12 43 PM 1K Sy Deleted Items HEG John Smith 7400 0 17 Vice Message 02 20 0021 4AM 2K J Inbox J EP Outbox EJ Sent Items Og Time 7 Public Folders of Bites T Unead ar Z Exclamation mark shows that this message is urgent Paperclip icon shows that this message has an attached file To create a new message click the New CallPilot New messages appear in bold Date and time received Subject shows sender s phone number and if the message Is voice fax or text Voice messages show duration fax messages show ID and page count Delivery report shows that your message was received Read receipt shows that your message was opened by the recipient To work offline you need a computer that has Desktop Messaging installed and configured in the same way as your office computer Log in to Microsoft Exchange or Microsoft Outlook and on the Tools menu click CallPilot Desktop Messaging then click Download all CallPilot Messages You can then work offline reviewing your messages and recording new
18. ID 1037 Pil EG Close 3 EI gt From hn Smith oe Open next message Print a ohn Smith GE Subject 7366 Fax Delete entire Open previous message Delivery Normal Sensitivity Pubic 03 02 00 06 37 PM message Select part PE vu POSstie HODE Mess ha ENT TE aOR EET Reply of image Bir ALENS A U rer piacai N r Hie Hy PIPS Forward Drag scroll Pc 5 11 Pere E Gan FEAR ARHHARRAEEAPGAPARFG FAR Hana bad daa d sui VIEWS Atrea hah E EEEE t ge eee 446 H Go to next or a Has iE AEA F EPERET FEDTE t PERN i cee e A MASSA God SS Sn Pr previous page Rotate left Rotate right Zoom in Zoom out CallPilot Desktop Messaging for Novell GroupWise 3 You can compose a message that is any combination of voice fax or text A composed message can be a new message a reply to a received message or an introduction to a forwarded message Before you send a message you can add attachments and options To record and send a voice message You create a voice message by opening a new CallPilot message and recording a message from your computer or your telephone You can send the message or save it to send later 1 Inthe Novell GroupWise toolbar click the New CallPilot Message icon 2 Inthe new message window click the Telephone icon in the toolbar to open the CallPilot Player 3 On the CallPilot Player click the red Record button to start recording 4 If you are recording from the com
19. NORTEL NETWORKS How the world shares ideas CallPilot Product release 1 07 Desktop Messaging Quick Reference Guide SA a Business Communications Manager 2 5 update to the Desktop Messaging Quick NORTEL Reference Guide About deleting Desktop Messaging messages Microsoft Outlook and Microsoft Exchange Message deletion is handled differently in this version of Desktop Messaging When you delete a message in Microsoft Outlook or Microsoft Exchange the message moves to the Deleted Items folder Outlook permanently deletes these messages from your CallPilot mailbox when you exit Outlook The messages are deleted immediately when you exit In earlier versions of Desktop Messaging deleted messages were not permanently erased until you removed them from your Deleted Items folder Lotus Notes When you delete a message in Lotus Notes the message moves to the Trash folder To permanently delete these messages select Actions and click Empty Trash To delete a message while it is open click the Empty Trash icon on the toolbar of the open message to delete the entire message The message is permanently deleted and does not move to the Trash folder Novell GroupWise If you use Novell GroupWise and you delete a CallPilot message the message is deleted immediately It is not moved to a deleted items folder Internet Mail clients By default Internet Mail clients Netscape Messenger Microsoft Outlook Express Microso
20. Pilot Desktop Messaging you can send and receive messages that include any combination of voice fax and text Here are some of the many ways you can use CallPilot Desktop Messaging Refer to the online Help available with CallPilot Desktop Messaging for detailed information not covered in this guide Listen to voice messages View and print fax messages Record and send voice messages Create and send fax messages Forward and reply to voice and fax messages Add message options such as urgent and private Add voice fax or text file attachments to messages Create personal distribution lists for Desktop Messaging Change your CallPilot password Welcome to CallPilot Desktop Messaging saannxxxnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnnnennnnnnnnnnnnneennnnnnnn i Be 1 REE ERE EE EE lil Changing your CallPilot password EEE iv Microsoft Exchange Outlook CallPilot Desktop Messaging for Microsoft Exchange Outlook nnnnxernnnnnnvennnnnnnvennnnnnnr 1 Reviewing 6 MG cls 0 EEE EE er eae eee ee one eer ee Coen EEE 2 Compo 0 RE EE 4 F rwarding and replying f EE 6 Adding ee EO RE EE nn 6 Addressing MESSAGES rrrrnnrrrrrrnnnnrevvrnnnrrernrnnnnrennnnnnrsennnnnssrennnnnssernnnnnsseennnnnsseennnnnsssennnnnseennnnssennnnnn 7 Creating personal distribution EE EEE RE EN mnnn 8 De ING Fee 9 0 REE EEE SE EE 8 Lotus Notes CallPilot Desktop Messaging for Lotus NoOtes sssssruurrrrrnnnnnnnnu
21. Stop to end the recording then hang up 5 Click To to open the CallPilot or Personal Address Book or type the formatted address in the To field For addressing information see page 7 6 Add attachments and options if required See pages 6 and 8 7 On the toolbar click the Send Message icon I CallPilot Player Sepa Click the Telephone File Edit Commands Tools Help icon to open the aael sem CallPilot Player then record your Save message To Doe Jane message Eee Bcc Send message Click to go to the CallPilot or Personal Click the Attach Address Book Subject Voice Message File icon to DEN GE I Read receipt ha voi Delivery Normal v Sensitivity Public v Delve eseipt attach a voice Message options fax or text file e Urgent or Normal Delivery e Public or Private e Read or Delivery acknowledgment request FEE NORTEL i NETWORKS mi d rei mel mi ml Oo Click to record all me app el messages from 2 pa gt E your computer Click to record all messages from your telephone Zi Stop Adjust volume Record Adjust speed To save a newly created voice message as a file You can record a voice message and save it as a file to use later 1 In a new CallPilot message record a message and on the File menu 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 Save voice files as vbk files if your recipien
22. Telephone is selected as your audio device on the Audio tab then change the telephone number 2 CallPilot Desktop Messaging for Lotus Notes Reviewing your messages continued To view a fax message To view faxes in Desktop Messaging you must have Imaging for Windows installed on your PC In addition your CallPilot administrator must enable fax capability for your mailbox To open a fax message double click the message line 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 While viewing the fax you can enlarge or reduce the image rotate it move it save it forward and reply to it and print it ll CallPilot Player 7366 Fax ID 1031 1 p Fax Message Jor Click to close File Edit Tools View Page Zoom Annotation Help message MARION STIRRETT Print Move Subject 7366 Fax ID 1031 1 p Fax Message Reply to All message Delivery Normal v Sensitivity Public v 10 21 99 11 58 AM Reply to Trash z Forward Select part Change page views of image Drag scroll Go to next or mage previous page Rotate left Rotate right Zoom in Zoom out CallPilot Desktop Messaging for Lotus Notes 3 You can compose a message that is any combination of voice fax or text A composed message can be a new message a reply to a received message or an introduction to a forwarded message Before you send
23. a message click Forward Reply or Reply All to open a new message Attach a voice or fax file or type text then address and send the message Replies are self addressed To create a voice or fax file To create a voice file open the CallPilot Player and record a voice message In the File menu click Save As enter a name for the file and save it in vok format for CallPilot recipients or in wav format for non CallPilot recipients Attach this file to a new message To create a fax file open the document that you want to fax and click Print In the Print dialog box select Nortel Fax as the printer and click OK When the Compose Fax window appears select a Send option If you select Send to a fax machine enter the number s then click Send If you select Send using Nortel Desktop Accessories click Send You can add a voice annotation if required then the Fax Message window appears with the fax file attached Address the message then click Send To attach a file to a message To attach a file to a message click the Attach or Insert File icon or menu item in the new message window Navigate to the file that you want to attach select it then click Open or Attach To address a message Click To ina new message and select a CallPilot address from your address book or type a CallPilot address in the To field The CallPilot server must be set as the default mail account To send a message After you have created and addressed a new
24. e Save button then the Close button You can edit or delete the list in Groups CallPilot In a new CallPilot message you can set priority sensitivity and acknowledgment options To set Delivery priority for a message Select Urgent or leave the setting as Normal IB CallPilot Player ojx File Edit Commands Tools Help To set Sensitivity for a message awa 2 4 Select Private or leave the setting as Public O ae Be aware that messages you send marked Private serer can be forwarded by the recipient Also recipients El m in non CallPilot systems may not be informed of Private settings In your message tell the recipient that the message is Private To request a Read or Delivery receipt Check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that your recipient received the message 8 CallPilot Desktop Messaging for Lotus Notes Text Message NORTEL i NETWORKS gt al eoj ol e F 4 gt TH Voice Message When you open Novell GroupWise your CallPilot messages appear in the CallPilot Desktop Messaging folder You can open move copy delete forward and reply to messages and compose new messages The CallPilot indicator in the Windows system tray turns red when you have a new message To open a message double click the message line JOD
25. e a name for the file select a folder to keep the file in then click Save Save voice files as vbk files if your recipients are all CallPilot users or save them as wav files if some recipients are non CallPilot users 4 CallPilot Desktop Messaging for Novell GroupWise To create and send a fax message To send a fax your CallPilot mailbox must have fax capability The 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 send your fax to a fax machine 1 Open the document that you want to fax It must be 8 5 inches 21 5 cm wide or less 2 On the File menu click Print 3 From the list of printers select Nortel Fax then click Print or OK 4 The Compose Fax dialog box displays Before sending the fax you can add more documents including a cover page by repeating steps 1 to 3 You can also view the fax and save it as a file 5 Select a Send option To send your fax to a fax machine enter the number s then click Send To send your fax to a CallPilot or e mail recipient select Send using then click Send W Compose Fax Pie FI File format and View Edit Ark selected title of your file HE Move Up Delete the eee selected image Select this option TE hange th to send the fax to dd more pages to this fax by opening another document and printing to the Nortel Fax Cha ge
26. ed 3 06 PM sender and EH news 7400 003 Fw 73660 03 Voice Message gt JohnSmith Wed 1 10 PM later depending on I fas RE 7366 0 03 Voice Message gt John Smith Wed 1 08 PM i I message details B 7400 Reed receipt gt John Smith Wed 1 07 PM your configuration Voice m essag es I System Fax ID 1023 Delivery report success gt Postmaster Wed 12 43 PM I 7400 0 17 Voice Message gt John Smith Wed 10 21 AM show duration fax messages show ID and page count ED AP co S Using the CallPilot Player Use the CallPilot Player to play and record voice messages To open the CallPilot Player from the Start menu click Programs click Nortel Networks CallPilot Desktop Messaging then click CallPilot Player Refer to the online Help available with the CallPilot Player for configuration information 3 7400 0 08 Voice Message Netscape Message ioj x File Edit View Go Message Communicator Help 2 N 8 F oe Iig Stop GetMsg NewMsg Heply Feply All Forward File Next Print Delete TEA Subject 7400 0 08 Voice Message raa Click to close Date 17 Feb 2000 13 OT pilot Player From John Smith lt 1 File Commands Tools Help y To MARION STI 00 05 Position in m eS Click to play all message fajv4e0102 vbk Type messages from EG 44 gt gt bb your telephone Duration of Click to play all messages from your computer message Play replay p mb FSR Stop Adjus
27. en Microsoft Exchange Microsoft Outlook Lotus Notes or Novell GroupWise In the CallPilot Logon window type your CallPilot password in the Password box Click OK To log in from your Internet mail application 1 2 3 Open your Internet mail application The Password window will be similar to the one shown on the right In the Password box type your CallPilot password Click OK To log in to CallPilot Web Messaging 1 2 3 4 In your web browser navigate to the CallPilot Web Messaging address In the Mailbox box type your mailbox number This is usually your office telephone extension number In the Password box type your CallPilot password Click Login Remote login O Server ftomactia Te SMTPAFIM prefic 1416597 Mailbox g Password per Remember password Cancel Password Entry Dialog Ea Password for IMAP user 14165977366 on tormactrial ca nortel com Mailbox You can log in to your CallPilot mailbox from any computer that has Desktop Messaging 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 You may need to speak first so that a voice message will play if it doesn t play immediately Changing your CallPilot password You can change your CallPilot password from Desktop Messaging or from the telephone To access CallPi
28. f Play replay ie pol si ds ej your telephone messages from Adjust Go to start Skip Skip Go to end Adjust al volume of message back forward of message speed To view a fax message To view a fax message click the Subject area in the Message List to open the message then click the Fax icon to display the fax image While viewing the fax you can enlarge or reduce the image rotate it move it copy it and print it To view a text message To view a text message click the Subject area in the Message List to open the message To view a text attachment click the Text icon 2 CallPilot Web Messaging CallPilot Desktop Messaging Quick Reference Guide Toronto Information Products Nortel Networks 522 University Avenue 14th Floor Toronto Ontario Canada M5G 1W7 Copyright 2000 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 Publication number P0907835 in package of 10 NTRG22AC A0789401 Product release 1 07 Document issue Standard 1 0 Date April 2000 Printed in the United States of America NORTEL NETWORKS How the world shares ideas
29. ft Outlook 98 and Eudora Pro move deleted CallPilot messages to a Deleted Items or Trash folder where you can recover the messages or permanently delete them Messages stored in this folder remain in your CallPilot mailbox on the CallPilot server until they are permanently deleted To permanently delete the messages empty this folder For more information refer your email client s online Help 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 message and forward it from the CallPilot window or e select the message in the Outlook Inbox and forward it from the Outlook toolbar Business Communications Manager product and documentation updates For the latest information about Business Communications Manager product and documentation updates go to the Nortel Networks ITAS web site at http www nortelnetworks com norstar itas QD ep O am O 2 N 9 men O O J 72 N Q if am CallPilot Product release 1 07 Standard 1 0 April 2000 NORTEL NETWORKS How the world shares ideas Welcome to CallPilot Desktop Messaging from Nortel Networks allows you to access your CallPilot mailbox from your personal computer You can manage all your voice fax and e mail messages in one graphical interface You can still access your mailbox from your telephone at any time In Call
30. ile Edit Commands Tools Help ujaja gA Toufdeedbe pm Bee OL x Subject Voice Message i o gt IV Read receipt Delivery Urgent Sensitivity Private v F Deivens esse m E0 N RTEL Voice i s gt Ju ily of Message t f gt F off 8 CallPilot Desktop Messaging for Novell GroupWise You can use the following Internet mail applications with CallPilot Desktop Messaging Netscape Messenger Microsoft Outlook Express Microsoft Outlook 98 and Eudora Pro Check with your administrator for the specific versions of these applications that are supported with this release When you open your Internet mail application you see your CallPilot messages as well as your e mail messages 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 amp Inbox Netscape Folder To open a Message File Edit View Go Message Communicator Help double click the y MX g FF BV message line o NewMsg Reply Reply All Forward File Next Print Delete Gto meas g KE Fon IT John Smith Wed 3 23 PM Deleted messages are deleted 7400 0 11 Voice Message Su bj ect shows mn m noe 7413 Fax ID 1028 Text Message gt Diane Horton Wed 209 PM ae immediatel y or 7413 Fax ID 1026 2 p Fax Message gt Diane Horton W
31. ilot address manually and add it to your personal Address Book Workspace at Office amp Untitled TAJ Close S save 1 Double click the Address Book icon in the 7 nd Workspace at Office window mest Nae GJ Add Person Zo Edit Pers First name John a 2 Select People CallPilot then click the Add NS Fades andiven Last name Smith Q Companies Full user name John Smith 4 Person button Group 3 Enter at least a Last Name and First Name mg STENGE i Q People Office phone 412345677400 1 4 Click the arrow beside CallPilot Address to Q People Caini Tu ST TT open the CallPilot Address Assistant Select V sas the appropriate address type 5 Inthe address dialog box enter the required details Refer to the online Help for the correct addressing formats 6 Click Add Address to Personal Address Book then click OK 7 In Person CallPilot click the Save button then click the Close button To address a message from the address book 1 Ina new CallPilot message click To and select either the CallPilot address list on your Lotus Notes server or in your personal Address Book select People or Groups CallPilot 2 Inthe Name list select the name of the recipient To select a group check the View by groups box then select a group name 3 Click To gt You can select one or more addresses clicking To gt after each one 4 Click OK to return to the new CallPilo
32. ion list in the same way that you create a Novell GroupWise personal distribution list To create a personal distribution list 1 Onthe Tools menu select Address Book 2 Select CallPilot Address Book or your personal Address Book 3 Select names clicking To gt after each one 4 Click Save Group 5 In Save as Group type a name for the list then click OK You can add or delete names for this group Click Information then Edit Group Address Book File Edit View Address Help iol x Novell Broun ise EE gt Search List Fe EM anc Address book Mail User Address Book h amp My list Comment Close pen Mail Add e Information maselisteg Save Group In a new CallPilot message you can set priority sensitivity and acknowledgment options To set Delivery priority for a message Select Urgent or leave the setting as Normal To set Sensitivity for a message Select Private or leave the setting as Public Be aware that messages you send marked Private can be forwarded by the recipient Also recipients in non CallPilot systems may not be informed of Private settings In your message tell the recipient that the message is Private To request a Read or Delivery receipt Check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that your recipient received the message I CallPilot Player F
33. lPilot recipients Fax files must be tif type f format Text files must be txt format To attach a file to a message Attach File 1 Inanew CallPilot message click the Attach File icon 2 Inthe Open File box select or type the name of the file that you want to attach ed an aosa ale 3 Click Open to attach the file and return to the H Bar E new CallPilot message or E ZA Text Message LEJ File name vr Voice Files of type Files way vbk tif tet Message CallPilot Desktop Messaging for Lotus Notes To download CallPilot addresses to your personal Address Book You can download the names and addresses of any CallPilot users on your Lotus Notes server to your personal Address Book After you download this list you can add to it or edit it 1 For automatic download in your Inbox on the Actions menu click CallPilot Configuration then click the Address Book tab 2 Check Download address book at logon then click OK 1 For manual download in your Inbox on the Actions menu click CallPilot Configuration then click the Address Book tab Make sure the Download Address Book at logon box is not checked 2 Double click the Address Book icon in the Workspace at Office window 3 In your personal Address Book in the left pane click People CallPilot 4 On the Actions menu click Download CallPilot Address Book To add names to your personal Address Book You can create a CallP
34. lot Password Change from Microsoft Exchange or Microsoft Outlook 1 In your Inbox on the Tools menu click Services 2 Click the Services tab and select CallPilot Desktop Messaging click Properties then click the General tab 3 Click Change Password To access CallPilot Password Change from Lotus Notes 1 In your Inbox on the Actions menu click CallPilot Configuration then click the General tab 2 Click Change Password To access CallPilot Password Change from Novell GroupWise 1 In your inbox on the Tools menu click CallPilot Desktop Messaging select CallPilot Desktop Messaging Options then click the General tab 2 Click Change Password To access CallPilot Password Change from Internet mail applications You must have the CallPilot Player installed on your computer 1 From the Windows Start menu select Programs select Nortel Networks CallPilot Desktop Messaging then click CallPilot Player 2 Inthe Tools menu click Options then select the IMAP Server Configuration tab 3 Click Change Password To access CallPilot Password Change from Web Messaging You must have the CallPilot Player installed on your computer 1 From the Windows Start menu select Programs select Nortel Networks CallPilot Desktop Messaging then click CallPilot Player 2 Inthe Tools menu click Options then select the IMAP Server Configuration tab 3 Click Change Password To change your password 1 Inthe Old password box type your current pass
35. message a reply or a forwarded message click Send 2 CallPilot Desktop Messaging for Internet Mail Clients Use your Web browser and CallPilot Web Messaging to work with your voice fax and text messages After you log in your Message List displays your CallPilot messages You can open and play voice messages and view fax and text messages You can keep each message or delete it Select To opena Standard Windows Media message click Closed envelope Player or CallPilot Player the Subject area shows that a s Nortel Networks CallPilot Web Messaging Microsoft Internet Explorer provided by Nortel Networks message is new open envelope Ele Edt View Favoites Tooke Hep shows that a Sal is Sa j 2 atl Haie message is read Adds E http 2 47 235 14 186 CallPiot ini asp locale l i aly g E Search Favorites History Print Edit Discuss NORTEL NETWORXS Mailbox 7366 7 Items 1 New Indicator tells you when you have v Go Links f Select a media player Standard Yi vil Update QI CallPilot Web Messaging eee Select Status Address Subject Date To check for click Logout r John Smith 400 0 11 Voice Message 2000 02 18 14 51 new messages r A John Smith 7400 0 08 Voice Message 2000 02 17 13 27 li k U d t Download C A John Smith 7296 0 29 Voice Message 2000 02 17 10 05 CIIC p ale di O A Mike Kleiza 7224 1 09 Voice Message 2
36. messages from your computer CallPilot stores your new messages in your Outbox and sends them the next time you log in to the CallPilot server CallPilot Desktop Messaging for Microsoft Exchange Outlook Reviewing your messages To play a voice message To open a voice message double click the message line When you open a voice only message the CallPilot Player appears right away In mixed voice and fax or text messages click the Voice icon to open the CallPilot Player You can choose to play your voice messages from your telephone or your computer by clicking the Telephone or Computer icon in the CallPilot Player You can change this selection at any time If you select Telephone the phone rings when you open a message and the message plays when you answer If you select Computer your messages play through your computer s speakers or your headphones IB CallPilot Player 7400 0 08 Voice Message iofs Click to close File Edit Commands Tools Help message bl X Sel Seve 4 7 ee a a a Open next From Hohn Smith STEN message v r MARIENISTRGETT NS ee 5 pen previous Le SS message Subject 400 0 08 Voice Message Delivery Normal v Sensitivity Public v Ar ssion Er ke TE N RTEL message i NETWORKS Forward Reply to All Reply Delete entire Duration of message message Status Click to play all messages from your computer Play replay Stop Go to start o to end Click to play
37. n ttel ousA amp mericas writer TORMAC PO T ttel ou Americas Close _Dial _Mail Add Remove Information Address List gt gt lt Address Book OJ x File Edit View Address Help Novell GroupWise Address Book Frequent Contacts Address Book CallPilot Address Book Search List ar Name Completion Position Not searched Fax Number E Mail Address gt Cancel Department Mail User Mail User Michael Kleiza a My list Select the entry type Resource Organization Close Dial Mail Add Remove Information Address List gt gt Select CallPilot Address Book or your personal Address Book Select the name of the recipient or distribution list Click Add gt You can select one or more addresses clicking Add gt after each one Click OK to return to the new CallPilot message To address a message manually You can type an address directly into the To field of a new message Refer to the online Help for the correct addressing formats CallPilot Desktop Messaging for Novell GroupWise 7 Creating personal distribution lists You can create a Desktop Messaging personal distribution list for a group of recipients to whom you frequently send messages After you create a list it appears in your personal Address Book You simply select the list when you address a message You cannot access these lists from your telephone You create a CallPilot personal distribut
38. or Novell GroupWise To add CallPilot addresses to your personal Address Book You can add CallPilot addresses to the list of e mail addresses in your personal Address Book You may want to distinguish between CallPilot and e mail addresses by adding CallPilot after the recipient s name You can also add distribution list names to your personal Address Book You can add a CallPilot address to your personal Address Book by copying it 1 2 3 In the CallPilot Address Book select and right click a name Click Copy to In Copy Names Between Address Books select the name of your personal Address Book then click OK You can also create an address manually and add it to your personal Address Book 1 2 3 On the Tools menu select Address Book Select your personal Address Book then click the Add button In New Entry select Person and click OK In CallPilot General select the appropriate address type from the drop down list Then enter the required address details Refer to the online Help for the correct addressing formats Click OK To address a message from your address book IRAN In a new CallPilot message click To Address Book File Edit View Address Help ioj xi Novell GroupWise Address Book Frequent Contacts Address Book CallPilot Address Book Search List Name Completion Position 1 amp amp 00000DoNotDel Kleiza Michael Mail User Theodore Den
39. plays through your computer s speakers or your headphones If your telephone is your audio device your telephone rings and the message plays when you answer CallPilot Web Messaging To play a voice message To open a voice message click the Subject area of a message in your Message List The media player that you selected opens and plays the message e Nortel Networks CallPilot Web Messaging Microsoft Internet Explorer provided by Nortel Networks Ele Edt View Favorites Tools Help eee a S SG EE Back Forward Stop Refresh Home Search Favorites History Print Edit Discuss Address ja http 4 47 235 14 186 CallPilot init asp locale v Open message FE shows message networks Mailbox 7366 6 Items 0 New details Selecta media player EETEHI Click Message List to close the current message and return to the Message List our Location Message List amp Current Message fa temp 1 wav Windows Media Player Mel EG Mie View Play Favorites Go Help a g Radio ga Music 4 Media Guide VE ren ml GJ Media Player opens if you select Standard as your media player E Gkk Here ToOpeniten 9 raesse CallPilot Player BS CallPilot Player temp 2 mile Ez Click to close opens if you select File Commands Tools Help CallPilot Player CallPilot as your 00 03 media player 2 2 00 08 NORTEL es ER NE Click to play all 5 messages from Lal Hama o
40. ppears in your Personal Address Book You simply select the list when you address a message You cannot access these lists from your telephone You create a CallPilot personal distribution list in the same way that you create a Microsoft Exchange or Outlook personal distribution list To create a personal distribution list 1 In your Inbox on the Tools menu click Address Book 2 Select Personal Address Book and on the File menu click New Entry 3 Select Personal Distribution List and click OK 4 In New Personal Distribution List Properties in Name type a list name 5 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 to end the list 8 Click OK to save the list My list Properties Ea Distribution List Notes 505 DST DST Bender Todd Doe Jane Horton Diane Smith John Stephenson Sheila Styba Beverley Add Remove Members Send Options Cancel Appi Help In a new CallPilot message you can set priority sensitivity and acknowledgment options To set Delivery priority for a message Select Urgent or leave the setting as Normal To set Sensitivity for a message Select Private or leave the setting as Public Be aware that messages you send marked Private can be forwarded by the recipient
41. puter record your message into the microphone Click Stop to end the recording If you are recording from the telephone answer when it rings At the tone record your message Click Stop to end the recording then hang up 5 Click To to open the Address Book or type the formatted address in the To field For addressing information see page 7 6 Add attachments and options if required See pages 6 and 8 7 On the toolbar click the Send Message icon CallPilot Player JopxJ Click the Attach File Edit Commands Tools Help File icon to Send message A SHI attach a voice ma fax or text file i S lick the text icon Click to go to the Bec to create a text Address Book O oice message message Se I Read receipt Delivery Normal v Sensitivity Public v m D aay Click the Telephone icon to open the N R CallPilot Player Re es then record your Message options e Urgent or Normal Delivery e Public or Private EO Oo message e Read or Delivery E Epp j j acknowledgment 7 i Click to record all request Qe BE messages from your computer Click to record all messages from Stop Adjust volume Record NWAdjust speed your telephone To save a newly created voice message as a file You can record a voice message and save it as a file to use later 1 In a new CallPilot message record a message and on the File menu click Save as 2 Inthe File name box typ
42. re sending the fax you can add more documents including a cover page by repeating steps 1 to 3 You can also view the fax and save it as a file 5 Select a Send option To send your fax to a fax machine enter the number s then click Send To send your fax to a CallPilot mailbox select Send using then click Send W Compose Fax lel x ae View the selected IEW I image File format and p H title of your file Microsoft Word Fax doc Delete the selected image Select this option Total oe to send the fax to ia ai Change the Add more pages to this fax by opening another document and printing to the Nortel Fax order of files in a fax machine printer Return to this window when ready to send or save the fax f the fax list Select this option Options l l TE to send the fax to a Send to fax kjende cha ee each fax machine number with a CallPilot mailbox Fax machine s 51 29349564 IV Receive confirmation of delivery Click Send after Save the fax as Send using Nortel Desktop Accessories for Lotus Notes v selecting the a tif type f file if appropriate you want to send Send option Save As it later 6 If you selected Send using a new message fu Fax Message ii E window opens Click To to open your personal File Help Address Book or type the formatted address in the To field For addressing information see page 7 7 Add message options if
43. required See page 8 f Bec Pe 8 Click the Send Message icon E Subject nm Delivery Normal v Sensitivity Public Fs To create and send a text message To create a text message open a new CallPilot message and type or paste plain text into it then click the Send Message icon To save a text message as a file click Save As from the File menu and save it as a txt file CallPilot Desktop Messaging for Lotus Notes 5 Forwarding and replying to messages You can forward a message and compose an introduction to send with it You can also compose a reply to the sender of a message or to the sender and all recipients of a message To forward or reply to a message 1 In an open message click the Forward Reply Lent ME 1 File Edit Commands Tools Help or Reply to all icon ge ala 2 Follow the steps for composing a message pa See page 4 Ce Bcc 3 Address a forwarded message the same way Fi 7400 017 Voice message as a new message Replies are addressed Deive Normal Sensiviy Pubic z H pestsece automatically A i Te J NORTEL You can change the subject line before sending the NETWORKS message ml ie ca gt for of Voice 4 gt gt pe Message 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 but must be wav format for non Cal
44. so compose a reply to the sender of a message or to the sender and all recipients of a message To forward or reply to a message 1 In an open message click the Forward or m rE nar cre Re icon Fle cat Comman 10 help ply uaa de 2 Follow the steps for composing a message See page 4 BS Bcc uA 3 Address a forwarded message the same way Fu17400 005 Voice Message as anew message Replies are addressed Delivery Normal gt Sensiiviy Puse z H pepaiece automatically 00 00 i N JE 0005 N RTEL You can change the subject line before sending the MN NETWORKS gt Ju kaffi Stopped message e gt vs 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 but must be wav format for non CallPilot recipients Fax files must be tif type f format Text files must be txt format To attach a file to a message Attach File 1 Ina new CallPilot message click the Attach du Br File icon njajal ojal 2 Inthe Open File box select or type the name o gt of the file that you want to attach ce Lookin Ey Groupwise amp l 3 Click Open to attach the file and return to the E a new CallPilot message pg Filen Readmeus tst El Voice Message Fiename Files of type Files wav vbk tif txt Cancel hoat 6 CallPilot Desktop Messaging f
45. t Go to start Skip Skip Go to end Record Adjust volume of message back forward of message speed CallPilot Desktop Messaging for Internet Mail Clients Reviewing your messages To play a voice message To play a voice message click on the message to open it then click the Voice icon to open the CallPilot Player On the CallPilot Player click the Telephone or Computer icon to select the audio device for playing voice messages You can change this selection at any time If you select Telephone the phone rings when you open a message and the message plays when you answer If you select Computer your messages play through your computer s speakers or your headphones To view a fax message To view a fax message open the message and click on the Fax icon to display the fax image While viewing the fax you can enlarge or reduce the image rotate it move it copy it and print it To view a text message To view a text message simply open the message To view a text attachment click on the Text icon In CallPilot Desktop Messaging you send a voice or fax message by attaching a file to a new message When addressing the message use only CallPilot addresses To compose and send a message To compose a message open a new message window and attach a voice or fax file or type text then address and send the message You may be able to set options such as urgent or private To forward or reply to a message To forward or reply to
46. t message To address a message manually You can type an address directly into the To field of a new message Enclose the address in quotation marks Refer to the online Help for the correct addressing formats CallPilot Desktop Messaging for Lotus Notes 7 You can create a distribution list for a group of recipients to whom you frequently send messages After you create a list it appears in your personal Address Book in Groups CallPilot You create a CallPilot group in the same way that you create a Lotus Notes group The difference is that the CallPilot group must contain only CallPilot addresses not e mail addresses To create a CallPilot group 1 Double click the Address Book icon in the Workspace at Office window 2 Select Groups CallPilot then click the Add Group button 3 Enter a Group Name and Description then click the arrow beside Members Workspace at Office TAJ Close save GROUP CallPilot My Gro ortel Name DEG N Stirrett s Address Book Group JE C Add Group Edit Group Basics Group name T Why Group a allPilot Users y vw Folders and Views Group type Q Companies Description Q Groups Mernbers 605 DST DST 4 In your personal Address Book place a check Q Bavaria p mark beside each name that you want to add no Hadde i i eople CallPilot to the group Click OK to exit the list ag Serves Stephenin sh i 9 Agents GallPilot 5 Click th
47. ts are all CallPilot users or save them as wav files if some recipients are non CallPilot users 4 CallPilot Desktop Messaging for Microsoft Exchange Outlook To create and send a fax message To send a fax your CallPilot mailbox must have fax capability The 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 Internet Explorer must be your default browser 1 Open the document that you want to fax It must be 8 5 inches 21 5 cm wide or less 2 On the File menu click Print 3 From the list of printers select Nortel Fax then click Print or OK 4 The Compose Fax dialog box displays Before sending the fax you can add more documents including a cover page by repeating steps 1 to 3 You can also view the fax and save it as a file 5 Select a Send option To send your fax to a fax machine enter the number s then click Send To send your fax to a CallPilot or e mail recipient select Send using then click Send W Compose Fax Iof E7 l View the selected File format and si image title of your file Remove SUE Delete the ren selected image i ove Down Select this option TAPERE Ch th i ange tne to send the fax to dd more pages to this fax by opening another document and printing to the Nortel Fax order of files in a fax machine printer Return to this window when ready to
48. unvnnnnnnnnnnnnunevennnnnnnnnnunnnneer 1 EE SJAL EE 5 8 EEE NE NE 2 Fig ek RR EE NE RE EE ae ae das 4 Fowadingand repivng oa SIST Io ee irrar rissen e rnr EEE 6 ee ee GE 10 Moss RENE 6 FG BS 9 moe RE EEE REE NE RR EE F Creating CallPilot group liStS ccccccccccccsssseeececeeceeeeeeeeeeeeeeeeeeeeceeeeesseeaeseceeeeesseeeseseeeesseeaeeeeesseaaees 8 NNN 8 Novell GroupWise CallPilot Desktop Messaging for Novell GroupWise r rsssnnnnnxrrnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnenennnnnnnnnnnnnn 1 REVIEWING your MESSAGES ccccceeccccseecccesecccsuseecceeeecsaececceuscecsaeeeceueeeessaeeessageeessueeessnseessassnsaess 2 elie siete MESSAGES err epin en ee eee ee eee ae ee eee ene ee eo eee ene nee eee 4 Forwarding and repiying to INGSS AGC EE E EEEE EER 6 AGdno atacnments t0 Gs GE saasakendanandebadaaniablaentushdaauieaaaaestne 6 PATON Slo es EE EEE EN EE 7 Creating personal distribution lists ccccccccececceccceeeeeeessseeeeeeeeeeeeeeeeesaaaaaaausueeeeeeeeeeeeeeeesaaaeeeeeess 8 Ses EE AEE NE NE 8 Internet Mail Clients CallPilot Desktop Messaging for Internet Mail Clients rrrnnnnnnnnnnnnnnnnvennnnnnnnnnnnnvnnnnnnnn 1 Ucing he FUP arrene ene 1 Reviewing your 09 REE EEE EEE RNA 2 CUS ee 9 EEE 2 Web Messaging ETT ENE SE 1 FEN TVEN 2 Use your CallPilot password to log in to Desktop Messaging To log in from Microsoft Exchange Microsoft Outlook Lotus Notes or Novell GroupWise 1 2 Op
49. utlook 5 Forwarding and replying to messages You can forward a message and compose an introduction to send with it You can also compose a reply to the sender of a message or to the sender and all recipients of a message To forward or reply to a message 1 In an open message click the Forward Reply LL MEE ply sj oly 2 Follow the steps for composing a message fo OeJre See page 4 aee p g Bcc 3 Address a forwarded message the same way Subject FW 7400 0 08 Voice Message a ans lt rn as a new message Replies are addressed Deive Nomai z Senstivis Pubic Z Deras etsit automatically ne nee NORTE xs ml salad gt gt ol You can change the subject line before sending the message e dg gt 5 fs 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 but must be wav format for non CallPilot recipients Fax files must be tif type f format Text files must be txt format To attach a file to a message 1 Ina new CallPilot message click the Attach File icon 2 Inthe Open File box select or type the name of the file that you want to attach 3 Click Open to attach the file and return to the pg new CallPilot message Files of type Files wav vbk tif txt 6 CallPilot Desktop Messaging for Microsoft Exchange Outlook To download the CallPilot Address
50. word 2 In the New password box type your new password Opaswodt FP 3 Inthe Validate password box type your new en assword again J p 9 Validate password Kr 4 Click OK ones CallPilot Desktop Messaging for Microsoft Exchange Qutlook When you open Microsoft Exchange or Microsoft Outlook your CallPilot messages appear in the Inbox under CallPilot Message Store From the Inbox you can open move copy delete forward and reply to messages and compose new messages The CallPilot indicator in the Windows system tray turns red when you have a new message The CallPilot Message Store contains your received sent and deleted CallPilot messages When you delete a message from your Inbox it moves to the Deleted Items folder To delete messages permanently from your CallPilot mailbox empty your Deleted Items folder You can move or copy a message to a new folder Keep the new folder inside your CallPilot Message Store if you want to access messages from the telephone To work offline TO open a message double click the message line Message icon Inbox Microsoft Exchange FI x File Edit View Tools Compose Help aje a alix elele fa PREFEREM oes Microsoft Exchange REE O From sd Sublet oO OoOo O OOA 3 CallPilot Message Store I John Smith 7400 0 11 Yoice Message EN 3 23 E i gg Deleted Items Diane Horton 7413 Fax ID 1028 Text Message 02
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