CallPilot 4.0 Desktop Messaging User Guide for Novell GroupWise
Contents
1. He Lookin S Stasha Hema ck 2 Inthe Open box select or type the baka Higa name of the files that you want to i ee Daa attach Bee 3 Click Open to attach the files and return to the new CallPilot Pi sena I pag message Bi U LA Setting message options Before sending a message you can set options for handling and delivery To set message options 1 Onanew message form select Delivery Sensitivity and Receipt options as required Delivery Urgent Sensitivity Private 7 2 eee 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 recipients may still forward the message to someone else if they are not CallPilot users Also recipients in non CallPilot systems are not informed of Private settings In your message tell the recipient that the message is Private gt For Receipt acknowledgment check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that recipients received the message 2 Continue to compose address and send the message as usual KK a ee 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 messag2. The Data doc file consists of a Microsoft Word table organized in columns with one row for each recipient The following column headers exist in the sample ToFax ToName DelReceipt DelType ToCompany and ToPhone These column headers can be modified and deleted and new columns can be added The column header names serve as tags which can be inserted into the main document to customize the fax for each recipient or to direct CallPilot how to handle the fax 1 Go to Program Files Nortel CallPilot fax directory and open the Data doc file zaxi Bile Edk Wew Insert Format Joos Table Window Heb pe a question for hep mx Dees GRY MAS noa AM Q Vik Find Showng Markup Showy A D D 2 G Hl KAN OO OY CL 98324261 Bais lo Pe C a z mog E 5 LaWeso T ToFaxe ToNames DelReceipt DeITypes To Compans ToEhones o CEE orja Hamsa ee a Daw Agoshapes N OHF 43H S Z A S TEO Pagel S5ecl MIO ALA n4 Cdi REC TRE EXT OVR EngkhWs Ox es ee 2 Add new columns or subtract existing ones as required For new columns chose a meaningful column header name 3 Add the required data under each column header The data source can be created by any means available to populate a Microsoft Word table including importing information from existing files If you edit the recipient list using the Mail Merge utility that is click Edit in the Data source section of the Microsoft Mail Merge Helper the Data Form window opens and lists
3. 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 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
4. 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 is added to the beginning of each phone number during fax batch processing The data source remains unchanged and can be used from a different location that does not require a 9 for external access Second page Once the data source document and the first page of the main document are created you can customize your fax Note The page must be equal to or less than 8 5 inches in width ee 22 ee You can use all of the data source column header tags to customize the document The following is an example using the Sample doc file ZJ SAMPLE DOC Microsoft Word ARE Tle Ed yew Insert Fams Took Table window Help x 1D Ban GRY BRS Orme Bom ala om sasie ip Ira tom mo eh DDD D a o WD HR NIYA E Phoneit sTo Pho Faxi aTo Faxwe Company t Windward Yacht Charterse Phone r 604 555 99996 Faxik 604 555 11116 From t Peter Mackene Date r April 14 1999 EG 1 Comments ORR lt To_Namer4 x Hereisa Microsot GB Word 6 0 95 sample print m erge docurnent for use with the Fax z Batch Demo it Contans a covemans his Page followed by one page of tent These three m afafa iam lowr Ragen SS OORMB 4 DS O 2 4 Se ER Ow Page 2 Set 23 E mno o fRec St PR eehus OEIC IL In this example the documen
5. Changing your Address Book settings To view or change your Address Book settings Your administrator enters the default Address Book settings for you You can change the Address Book settings if required Refer to the online Help for a detailed explanation 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging 5 CallPilot Desktop Messaging Options 2 Click the Address Book tab to display the current Address Book settings 3 Make any changes required then click OK CallPilot Desktop Messaging Properties General Mail Address Book Audio LDAP search base I dc nortel do cq IV Notify me of LDAP search base changes IV Remind me to download address book every 20 day s Download now Advanced Cancel Apply 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 previously described 2 Click Download now The Server Address Book downloads to your computer 3 Select Use local copy of server address book From now on when you click To in a CallPilot message whether working online or offline you are brought to the Address Book that you downloaded to your computer 4 Check Remind me to remember to update this list by downloading the list from the server occasionally Set the number of days between reminders 5 Click OK Whenever you want to a
6. Text mess 3 4 2005 11 40 AM 4 Work In Progress w 7403 Read receipt 3 4 2005 11 41 AM Message was pae opened by the recipient Selected 1 Toae 4 Note If necessary adjust your screen resolution so that the CallPilot New Message icon is visible on the GroupWise toolbar To check for new messages ng The CallPilot message waiting indicator on your screen turns red when you have tE a new message To turn the indicator on or off see Changing mail delivery settings page 46 New messages appear in red Note Due to a limitation in Novell GroupWise the Message Waiting Indicator on your screen and on your telset remains active after you read the new message from the desktop The MWI does not go inactive until you either 1 Download all messages using Tools gt CallPilot Desktop Messaging or 2 Logout of the mailbox exit GroupWise and then log in to the mailbox via desktop again To open a message To open a CallPilot message double click the message line See Playing voice messages page 13 and Viewing fax messages page 14 To delete a message To delete a CallPilot message in your Inbox 1 Click the message to select it 2 Select the Edit menu click Delete 3 Inanopen message click the Delete icon message is deleted immediately NOTE You cannot delete a message using right click gt Delete and Empty E d2 Playing voice messages a When you open a voice only message the CallPilot Player app
7. on the Tools menu click Address Book 2 Click Information then Edit Group 3 Make the required changes then click OK es AO aadd Instant Messaging The Instant Messaging feature allows you to start an Instant Messaging IM session through Microsoft Windows gt MSN Messenger gt Nortel Multimedia PC Client MCS 5100 from a CallPilot or e mail message You can initiate an Instant Messaging connection with other users provided both parties have a valid account on MCS 5100 Nortel Multimedia PC Client or with one of the following services available in Windows gt MSN Messenger NET Passport Service Windows gt MSN Messenger SIP Communication Service Windows Messenger m Exchange Instant Messaging Service Windows Messenger There are no special requirements to configure these services You must configure these accounts according to Windows MSN Messenger requirements For the SIP Communication Service on MCS 5100 configuration you must have a configured and fully operational Nortel Multimedia PC Client to be able to use its Instant Messaging functionality To activate Instant Messaging functionality in CallPilot Desktop Messaging To activate Instant Messaging in CallPilot Desktop Messaging you must select which IM applications to use Use the General tab of the CallPilot Desktop Messaging Properties Dialog box x General Mail Address Book Audio Server na42349 us notelcom xl YPIM network shortcut fissze
8. The maximum length of all cover page text boxes except the Memo text box is 30 characters The maximum length of the Memo text box is 2500 characters es 30 ee Initiating a call using Call Directory The Call Directory feature allows you to call any person listed in the Novell GroupWise Address Book Novell Personal Address Books and CallPilot Address Book To make a call select the Call Directory menu item under Tools gt CallPilot Desktop Messaging or press the Call Directory toolbar button The Call Directory menu item brings up the CallPilot GroupWise Address dialog box This dialog shows all available Address Books and lets you select which person to call x Novell Groupwise Address Book CallPilot Address Book local Frequent Contacts Vlad Shtibin Name Office Phone Number Home Phone Number Cellular Phone Number Display Name Office Phon Home Phon Cellular Pho EMail Address Only Fax Only Phone 99528977403 99525400715 96127237417 shtibin nortelnetworks c shtibin nott Test byw 952 897 74 111111111 byw dev6 Test Lab2 952 897 74 123321 Lab2 dev6 Test Lab3 2243 Lab3 deve6 Test Lab6 Labb deve6 Vlad Shtibin 9 7 7 Shtibin de Vlad Shtibin 952 897 74 789987 161293474 VPIM shtibin dev6 earth VPIM shtibi Depending on selected Address Book CallPilot attempts to retrieve telephone numbers from the following fields m Inthe Novell GroupWise Addr
9. a shared computer Note CallPilot Desktop Messaging does not support multiple GroupWise logins to the same mailbox from more than one computer manana Password J Remember password To log out When you exit Novell GroupWise you automatically log out from CallPilot Remote login You can log in to your mailbox from any computer with CallPilot installed and configured in the same way as your office computer For example you can use a computer set up for guest access or your home computer with a dial up connection to the server es E am z7 adu Working with your CallPilot messages When you open your e mail with CallPilot installed your CallPilot messages appear in the CallPilot Desktop Messaging folder Your CallPilot Inbox SA Novell GroupWise CallPilot Desktop Messaging j 5 x ile Edit View Actions Tools Accounts Window Help Compose new fi KAERT MEERE SS 9 Rey Giromard e me CalPiot Desktop Messaging Show Al Categories a ont Call irectory Test Lab z CJ CalPiot Sent Items TF 7461 0 02 Voice Message 244 2005 3 20 PM Urgent lb Unknown Fax ID 1164 1 pFax Message 2 28 2005 5 01 PM bi ite 64422334 0 47 Voice Message 2 8 2005 3 32 PM message hoe Urgent UU J ksiHs6M Message was BD Contacts g Text message 3 4 2005 11 New message Gaman I System Fax ID 1168 Deli 4 2005 11 40 AM received amp Checkist Eg RE
10. all the entries from the data source table You can add delete modify and search for records in this window Any column headers that you added or modified in the data source file will automatically appear in this window Note that the ToFax text box is the only mandatory field for CallPilot The following parameters and characters are supported in the ToFax text box m Maximum supported length for the fax phone number is 120 characters m Numbers 0 through 9 are supported m Uppercase and lowercase P and the comma is used when a pause is necessary The Pound sign is used by some fax servers and is supported Common phone number symbols such as left and right parentheses and the dash is supported Spaces are supported When placed before a CallPilot mailbox number to designate the mailbox address the M is not case sensitive The other fields are optional and are used to customize the fax or to direct CallPilot how to handle it Three specific CallPilot fields and their parameters are m ToName This is the fax recipient s name and can be up to 256 characters in length m DelReceipt You can use this tag to receive a Delivery Receipt in the form of a CallPilot message in your CallPilot mailbox when the fax is delivered to the recipient If the DelReceipt text box is set to 1 then a delivery receipt is generated If DelReceipt is set to O a delivery receipt is not generated for that recipient If the DelReceipt text box is empt
11. before initiating an Instant Messaging session The sender s CallPilot or e mail address that is extracted from the message is treated as the sender s Instant Messaging Sign In name The Contact Verification dialog box attempts to find the sender s Sign In name in the appropriate list If the search is successful the Verify sign in name text box is prefilled Otherwise the text box is left empty and you must manually enter the sender s Sign In name You are always prompted by the Contact Verification dialog box to validate the sign in name before starting an Instant Messaging session Any changes made to the number are cached in the registry if Remember changes is selected After verifying the sign in name click the Send button If the Sign In name is already in the contact list the Windows gt MSN Messenger or the Nortel Multimedia PC Client CE AA da Conversation window is displayed Contact Todd Bender 19528977404 na42349M AMO pd eg Cal amp Windows Messenger Mcs 5100 Please select and verify the sender s Instant Messaging sign in name Available Contacts fine tyouel hotmail com Te vshibinGhotmail com 0 Verify sign in name lyouel hotmail com M Remember Sender Sign n name Association This window provides the interface for sending and receiving instant messages If the sign in name does not exist in your Contact gt Friend list CallPilot Desktop Messaging attempts to add it If the na
12. choose what type of e mail form to use in forwarding or replying to a message 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 on page 26 for information regarding adding and or modifying cover pages Convert voice messages to WAV for non CallPilot recipients 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 Warn before deleting prompts you for confirmation when you delete a message Read next after deleting opens up your next message after you delete the current one Create sent item create a copy of any messages that you send and place them in your Sent folder Enable Message Forwarding Rule enables the forwarding of messages as defined by the CallPilot Administrator If the Message Forwarding Rule feature has not been activated for the user the check box does not appear Note The system administrator sets up the Message Forwarding Rule but for security purposes the user is required to enable the rule by clicking on the check box for their use Refer to the My CallPilot User Guide for details Make any changes required then click OK a A T A
13. htp My CallPilot CallPilot Messages CallPilot Features Useful Information Mailbox Wayne Anderson 3226018 CallPilot Tools Greetings Record external internal and temporary greetings and your name for personal verification Set options and maintain your schedule for notification of new CallPilot messages at remote telephone pager or text device Message Forwarding Rule Automatically forward incoming CallPilot messages to an e mail or CallPilot address Personal Distribution Lists Compose and edit lists of addresses to simplify messaging to groups of people Change Password Downloads Get CallPilot software Telephone Settings Telephone Options Web Settings Mailbox Links Review and personalize your telephone interface and options presented to your callers E mail By Phone Maintain account information and set options for playing your e mail over the telephone Fax Printing Set fax numbers and options for printing fax and e mail messages Create and maintain links to mailboxes on other messaging services My CallPilot Preferences Set preferences for your message list displays and behaviour and options for message editing My CallPilot Home Page Set preferred page to start on after logging on br Local intranet 2 Select any feature and make changes to your setup as required Any changes you make to a feature take effect immediately whether you use Call
14. if CallPilot player is installed on the system Voice messages sent in WAV format require a WAV player capable of playing standard WAV PCM Most standard WAV players support this format Note In order to enable or disable Message Forwarding Rule from the desktop client interface you use your account information in the Address Book advanced section and not an anonymous log on Note If the Exchange 6 5 server is used for outgoing SMTP messages messages are not marked as Read when they are opened by the recipient because the Read Receipt does not get sent back to CallPilot You should either use Forwarded by this Service option or turn off Mark original message as Read option when configuring Message Forwarding Rules Addressing messages To address a message from an Address Book You can address a CallPilot message from the CallPilot Address Book on the server or 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 48 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 LM x CalPilot Address B
15. in the To text box Add attachments and options if required See Adding attachments to messages page 34 and Setting message options page 34 Click Send Message es O w wadZQ dQQaay To create and send a text message To create a text message 1 a Bb o N Aa HI ID a a KGCHhihihhad 7 arw Open a new CallPilot message form Click the Text icon in the toolbar Type or paste plain text into the message Address the message Click the Send Message icon Creating and sending fax batch messages To send customized CallPilot fax messages to multiple recipients you can use Microsoft Word Mail Merge and send your print job to the Nortel Fax Batch printer You must be familiar with Microsoft Word Mail Merge functionality to use this feature Consult your Microsoft Word documentation Note that the CallPilot Fax Batch feature is only available to CallPilot Desktop and Web users who install the Nortel Fax Batch Print Driver To use Mail Merge with CallPilot you will need your main document the file you want to send to your recipients and a data source document that contains recipient information such as names and fax numbers Your CallPilot Desktop Messaging installation includes a sample Microsoft Word data source named Data doc and a sample Microsoft Word main document named Sample doc Each of these are examined below to explain the batch fax procedure Accessing and modifying the example Data source document
16. 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 How toget Help lt cuswcle fae Sogeeeees risani res PABABA Beer 7 Welcome to CallPilot 000 c ec eee 9 Getting SIAHCG 220626 sccgd textarea Seegeteneibandgaeeaas 10 LOGGING uaap KEAN PAKA beers nee e betes Swe NEA NG 11 Working with your CallPilot messages 12 Playing voice messages a 13 Viewing fax messages 6 a 14 Composing voice messages eee eee 15 Composing fax a
17. Delivery receipt Position in message ma N RTEL tatus Play Repla Disconnect Sto Contact the i Sender Play messages from telephone from computer Adjust Goto start Go to end Adjust volume Skip back Skip forward speed Viewing fax messages igh Note In order to receive faxes your CallPilot administrator must enable fax E capability for your mailbox To view a fax message 1 Double click a fax message in your CallPilot Inbox When you open a fax only message the fax image appears In mixed voice and fax or text messages click the Fax icon to view the fax 2 While viewing the fax you can enlarge or reduce the image rotate or move it print it delete it save it forward it and reply to it 3 When you are finished close the message Ej CallPilot Player Fax Message DER Close 3 Fle Edt View Actions Page Zoom Annotation Help message Print E KE Forward Delete Fa nat message Hes eii Reply Ce subject Fax Nessage ontact Sender Delivery v Sensitivity v 3 5 2005 1 48 PM Select part OE eee p Change page of image ola o 2 alele oy ef lle ei views Drag scroll Go to next or image previous page Rotate left What Happens when your company gets CallPilot Voice e mail and fax messagesere Rotate right into a single integrated communications tool Personal productivity climbs about 30 percent Employees easily access messages from the road capturing major opportunit
18. NORTEL Bal Pilak Release 4 0 Standard 1 05 Desktop Messaging User Guide for Novell GroupWise CallPilot Desktop Messaging User Guide for Novell Groupwise Product releases 4 0 Document release Standard 1 05 Date August 2005 Copyright Nortel Networks Limited 2005 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 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
19. Pilot from your computer or from your telephone To view user information In My CallPilot click the Useful Information tab to view online user information 51 Ha specific to your mailbox nora a My CallPilot JCallPitot Messages CaliPilot Features f useful Information Mailbox Anh Tong 3396010 lx Your Mailbox Status 1 Your mailbox can store approximately 10 minutes of audio 2 Voice messages are deleted 1 days after listening to them 3 Read faxes are deleted after 1 days 4 When your mailbox is full your call answering is not blocked 5 Messages that you send are not saved in your mailbox 6 The maximum length of an outgoing message is 10 minutes 7 An incoming message can be no longer than 6 minutes 8 Your password was last changed Monday May 02 2005 CallPilot Access Numbers 1 Voice Messaging Not Available 2 Express Voice Messaging Not Available 3 Speech Activated Messaging Not Available 4 Name Dialing Not Available 5 Default Fax Number Not Available 6 Fax Messaging Not Available 7 Express Fax Messaging Not Available 8 Dial Prete Not Available 9 Area Code Not Available 10 Exchange Not Available 11 ESN Access Code Not Available 12 ESN Exchange Not Available Need More Help No CallPilot support information has been defined CallPilot User Documentation es Ai ee Working offline To work offline you require a computer that has CallP
20. This is the Memo section of the cover page Preview Cancel Click on Preview to view the current state of the cover page Cover Page Preview x Page 1 Facsimile Cover Sheet The first time you access this page CallPilot Desktop Messaging attempts to fill in the From section using information from the registry Desktop Messaging remembers the data that you entered into this section and automatically completes those text boxes the next time you use this page Although the From information is automatically populated from the registry you can still change it In the To section one text box is always read only the Fax text box CallPilot populates the Fax text box using address information from the Custom or Fax Driver forms The Name text box is read only if the cover page is filled using the Custom form In this case CallPilot automatically fills the Name text box using the recipient s name If you use the Fax Printer driver this text box is left empty and you can complete it If a cover page is used from the Fax Printer driver CallPilot Desktop Messaging computes the number of pages and enters this information in the Pages text box When you use the Custom form the Pages text box is left empty You can modify this text box in either case The Sent text box uses the current time and date by default This text box is also editable The Memo section is synchronized with the Memo section of the Custom form Note
21. ages the Desktop client scans the Address Books for entries that only contain phone numbers not e mail addresses For fax only messages the Desktop client will scan the Address Books for entries that only contain fax numbers not e mail addresses If phone fax numbers are found you are prompted to choose the final destination An error message will be presented if CallPilot fails to resolve recipient To add CallPilot addresses to your Novell Personal Address Book You can add CallPilot addresses and distribution lists to your Personal Address Book You may want to distinguish between CallPilot and e mail addresses by adding CallPilot after the recipient s name 1 In your Inbox on the Tools menu click Address Book 2 Select CallPilot Address Book and right click on a name 3 Click Copy Names between Address Books then select an Address Book Or you can create an address manually and add the address to your Personal Address Book To do this set the E mail type to Callpilot To address a message manually You can type an address directly into the To text box of a new message Required format for a CallPilot E mail address If you choose to enter a CallPilot address in the E mail text box the address must be entered in the following format XXXXYYYY ZZZZ Where XXXX SMTP VPIM prefix YYYY CallPilot Mailbox number ZZZZ CallPilot Server FQDN server and domain For example suppose CallPilot server na42349 in the domain u
22. aging 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 requirements CallPilot Player to play and record voice messages Nortel Fax Driver to create faxes Novell GroupWise 6 5 Windows 2000 Professional or Windows XP Professional Monitor with 256 color 800 x 600 capability 15 Mbytes of free disk space to install software Sound card and speakers for playing voice messages on your computer Microphone connected to your computer or a telephone situated near your computer for recording voice messages m LAN Ethernet ISDN ADSL or dial up modem connection to the CallPilot server for accessing CallPilot messages m Internet Explorer 6 0 Netscape 6 2 7 0 7 1 7 2 or Mozilla 1 7 x and Mozilla FireFox 1 0 on RedHat Linux 9 Operating System to access My CallPilot Logging in When you log in to your e mail you can log in to CallPilot at the same time To log in from Novell GroupWise 1 Open your Novel GroupWise calrlot tocon ptorddhd Pil ptord e mail The CallPilot Logon SARA a dialog box appears Mailbox 7366 x 2 In Mailbox type or select your mailbox number 3 In Password type your CallPilot password ASS Properties 4 Check Remember password if you want CallPilot to log in automatically 5 Click OK Note Do not leave the Remember password box checked on
23. atch Status dialog box indicates the status of the batch job If you press Cancel in this dialog box before the job is completed another dialog box appears asking you to confirm the cancellation If you select Yes all temporary files are deleted and the process ends However all faxes that are transferred already to the CallPilot server are sent 24 ee If a problem occurs while transferring the fax a dialog box similar to the following CallPilot Desktop Messaging j x CP Fated to send the Fax addressedto 7 m7461 Would you like to Retry Choose Yes to Retry No to Skip or Cancel to end the Fax Batch process If you select Yes an attempt is made to resend the fax to the server If you select No the current fax is skipped and processing begins on the next fax in the list The skipped fax is not sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files are deleted and the process ends Any faxes already transferred to the CallPilot server are sent If you choose No the failure dialog box shown above is displayed again allowing you to make a different choice After all the faxes are transferred successfully to the server a dialog box confirms this Maam nb 3 25 ee Using custom fax Cover Pages CallPilot users can choose to include a cover page with their faxes The server administrator typically designs and manages these cover pages The u
24. d you will be prompted to pick the final destination xj ee 3 Novel GroupWise Addes ETERS EET TT ga xij To cc tc N Name E Select and veil the message recipient s destination Remember to include all necessary digts to dial a number such Only Fax as the area code and digits for an outside line Only Phone da Tae baw Awalable destinations UA Home Phone Number 39525400715 est Lab3 Cellular Phone Number 96127237417 Test Lab6 TestGroup Vlad Shtibin Vlad Shtibin Verify number VPIM shtibin dev6 e 39528977404 IV Remember changes You must modify the selected number in the Verify number field to ensure proper delivery The phone and fax numbers must be entered as an alphanumeric string Pause P p and pound characters are supported Examples of valid fax and phone numbers are 7401 or 952 8p9 7 7401 If you type the recipient directly into the To CC BCC text box instead of selecting the address from the address dialog CallPilot attempts to resolve the recipient against all available Address Books If an e mail address is found the message is sent without further interaction If a CallPilot or GroupWise e mail address cannot be found the Desktop client attempts to resolve recipient based on message data type Mixed media messages voice text or voice fax are sent only to e mail addresses If CallPilot cannot find an e mail address an error message is displayed For voice only mess
25. ddress directly from the server again reselect Use server Address Book Note In CallPilot 4 0 this setting controls how the GroupWise Desktop client displays the Novell GroupWise Address Book If the Local setting is selected the CallPilot address dialog loads the GroupWise Address Book the same way as CallPilot 2 5 If Server is selected the Address Book is available only in search mode The Server setting speeds up the CallPilot address module if the Novell GroupWise Address Book contains thousands of users You will be able to search by Display Name First Name Last Name and E mail address fields 4A 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 CallPilot Desktop Messaging gt CallPilot Desktop Messaging Options Or on the CallPilot Player select View gt Options 2 Click the Audio tab to display the current Audio settings CallPilot Desktop Messaging Properties General Mail Address Book Audio Device E C Telephone a OE Telephone number 3226014 v Remove Volume Qe Iv Use system speaker volume P lv Use system microphone level i i 1 Confirm settings before playing or recording F 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 s
26. e To forward or reply to a message Compose voice message 1 Inanopen message click Forward Compose text message or Reply Attach file IB calPiot Player 23 33 Bie Edt Yow ations bet 2 If you click Reply select Reply to Sender or Reply to All 3 On the new message form GE compose a voice fax or text aala message mEe fg btw vjl 4 Address forwarded messages the same way as a new message Replies are addressed automatically 5 Add attachments set options and change the subject line if required 6 Click the Send Message icon Note Your administrator can block messages forwarded to external e mail addresses Message Forwarding Rule The Message Forwarding Rule can be configured by the system administrator or by the My CallPilot user The Message Forwarding Rule feature enables you to automatically forward some or all of your CallPilot messages to an address configured by the system administrator The user must enable the Message Forwarding Rule If a message cannot be delivered the Message Forwarding Rule is disabled Once the user receives notice of the undeliverable message the Message Forwarding Rule must again be enabled Novell GroupWise users receive the forwarded message in their GroupWise Inbox The forwarded message appears as GroupWise e mail and honor all rules that apply to GroupWise e mail messages For users of Novell NetMail forwarded CallPilot messages appear as Novell GroupWise e ma
27. e is an example of a Microsoft Word main document 1 From the Program Files Nortel CallPilot nda directory open Sample doc in MS Word This document contains tagged fields corresponding to those in the example Data doc file You can use this as a template for your own fax or for practice purposes If you modify the column header names in Data doc you must modify them in your main document as well First page The first page of the main document is a special page and does not become part of the final fax Sample doc is installed with the first page set up correctly Zi samprevoc Microsoft Word TB Ble Eck wew insert Format Tools Table window Heb x Dees SRY BB 10 Final Showing Markup Show D DD a B Fax Addressing Information IMAGEMAKER FAXBATCH HEADER zoms gt Draw 3 AutoShapssy N NOTA AG a Page 1 Sec 1 12 At 2 7 In 15 Col 1 REC TRK E 4 21 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 SSOJS Start of Job signals the fax driver to start processing and can be placed anywhere on the first page zz Start this page prevents the first page from becoming part of the fax message and can be placed anywhere on the first page The CallPilot des
28. e status of the sender These are as follows 2 a 2 Online 2 Offline 2 Status or sender Sign In name Unknown to Windows MSN Messenger Online Offline Status or sender Sign In name Unknown to Nortel Multimedia PC Client MCS5100 Tool tips for Instant Messaging buttons will also show sender s Sign In name and online status if this information is available VO Using Instant Messaging from Novell Groupwise You can initiate an Instant Messaging session by selecting a message and choosing the Contact Sender menu item from the Tools gt CallPilot Desktop Messaging menu When Contact Sender is chosen CallPilot will retrieve the message sender s CallPilot or e mail address You are prompted to validate the address in the CallPilot IM Verification dialog box CallPilot IM Verification dialog box With the CallPilot Contract Verification dialog box you can initiate an Instant Messaging session by using Windows Messenger gt MSN Messenger application or by using the Nortel Multimedia PC Client MCS 5100 At this point you can contact the sender by making a phone call such as by pressing the Call button The Contact Verification dialog box displays your Contacts list from either Windows MSN Messenger application or the Friends list from Multimedia PC Client Both Windows gt MSN Messenger application and the Nortel Multimedia PC Client require the sender s Sign In name to be present in the Contacts gt Friends list
29. ears In mixed voice fax or text messages click the Voice icon to open the CallPilot Player To select your telephone or computer to play voice messages You can choose to play your voice messages from your telephone or your computer To change from one to the other or to change the telephone number that CallPilot dials see Changing audio settings page 50 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 the telephone rings 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward and call the sender 3 When you are finished hang up and close the message To play a message from your computer 1 To play a voice message when your computer is selected for playback double click the message in your CallPilot Inbox The message plays through your computer speakers or your headphones 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward adjust the volume and speed and call the sender 3 When you are finished close the message Witten LS Close algal wl2 4 message abede vetion com Cc Bee Subject RE 3396012 0 03 Voice Message Delivery Normal Sensitivity Pubic gt TT Read receipt TU
30. er page which contains two submenus items Add and Modify B calPilot Player x FH Tela Subject PWD Test lax magsagd Dafra Noma Cover Pubic Ka L Pa The Add menu displays a list of existing cover pages available to use Select one of these and click OK xj Basic coca The Modify menu displays the current cover page content and allows you to modify the current cover page content From the Modify window you can also preview the current cover page If you enable the Include cover page option CallPilot Desktop Messaging adds the selected cover page to the Fax Forward form The cover page appears as the first attachment on the list of attachments left pane The Attachment view right pane contains only the Cover Sheet Memo section of the cover page You can include any additional required information here calhet Player Ba Mle Cdt View CoverPage Mep fil ea alale Nortel Fax Printer Driver form You can use the Nortel Fax Printer form to send a fax message using either a CallPilot Desktop Messaging client such as Microsoft Outlook or the QuickFax feature QuickFax allows you to send a fax directly from the Print dialog box If you choose to send your fax using a CallPilot Desktop Messaging client the cover page is available from the CallPilot Custom form fal Compose Fax Item Microsoft Word Fax test doc Move Down Total pages 2 m Send options Send usi
31. ess Book m Office Phone Number m Inthe Novell Personal Address Books Frequent Contacts m Office Phone Number m Home Phone Number m Mobile Phone Number m Inthe CallPilot Address Book m Office Phone Number es 3 ee Contact Verification Once CallPilot has extracted all valid telephone numbers you will be prompted to select and validate the telephone number before a person is called Any changes made to the number are cached in the registry if Remember changes is selected x amp Call Select and verify the message recipient s destination Include all necessary digits to dial a number such as the area code and digits for an outside line Available destinations Office phone 352 Office cell 612 897 7411 Home phone 763 897 7422 Verify number 852 837 7400 IV Remember changes cova If CallPilot cannot find any valid telephone numbers then depending on the client only the person s e mail address is listed Since the e mail address or name cannot be dialed you must manually enter the person s complete telephone number The number is cached in the registry if Remember changes is selected Contacting the sender of a message You can respond to a CallPilot or a GroupWise e mail message with a telephone call instead of a recorded message 1 2 Select a message in your CallPilot or GroupWise Inbox Choose the Contact Sender item from the Tools gt CallPilot Desktop Messaging menu or cl
32. his user guide is distributed in soft copy only Product release 4 0 Document issue Standard 1 05 Date August 2005 gt THIS IS THE WAY NORTEL gt THIS IS N RTEL r E S ee
33. ick the Contact Sender toolbar icon CallPilot attempts to retrieve telephone numbers from the following fields In the Novell GroupWise Address Book m Office Phone Number In the Novell Personal Address Books Frequent Contacts m Office Phone Number m Home Phone Number m Mobile Phone Number In the CallPilot Address Book m Office Phone Number The e mail sender s Address Book entry can contain multiple numbers Therefore all telephone numbers that can be found for the sender in the Office Home or Mobile fields are presented to you in the Contact Verification dialog box Choose the appropriate number and press the Call button The CallPilot Desktop client remembers any changes if you select the Remember Changes checkbox Answer the telephone when the telephone rings CallPilot immediately calls the sender of the message eX When you finish the call hang up the telephone or click Disconnect BBQ Adding attachments to messages Before sending a message you can attach one or more voice fax or text files to it Voice files can be vbk or wav format for CallPilot recipients CallPilot can automatically convert vbk files to wav files when sending to non CallPilot users See Changing mail delivery settings page 46 Fax files must be tif format Text files must be txt format To attach a file to a message lolx File Edit View Acti Help 1 Ona new message form click the Cal as Attach File icon
34. ies They work y more efficiently as a team and accomplish more in less time They all say how did we ever work Zoom in eat Zoom out eens A S Composing voice messages You can record a voice message from the computer or the telephone then address and send the message the same way as an e mail message To record and send a voice message 1 2 7 In your CallPilot Inbox click the New CallPilot Message icon ite On the new message form click the Telephone icon in the toolbar to open the CallPilot Player if CallPilot Player is not already open On the CallPilot Player click the red Record button to start recording gt If you are recording from the computer record your message into the microphone Click Stop to end the recording Click Play to review it To add to the recording click Record speak again then click Stop gt If you are recording from the telephone answer when the telephone rings At the tone record your message Click Stop to end the recording Click Play to review it Hang up the telephone Click To to address from the CallPilot or Novell Address Book See Addressing messages page 36 Or type a formatted address in the To text box Add attachments and options if required See Adding attachments to messages page 34 and Setting message options page 34 On the toolbar click the Send Message icon Note Insure that rich text format rtf format is selected in your e mail client if
35. il messages in NetMail The forwarded message will honor all rules that apply to NetMail e mail messages Forwarded messages are displayed with NetMail e mail icons and the standard NetMail e mail form are used to display the message Messages forwarded from the CallPilot server are delivered to the e mail account configured in the Message Forwarding Rule You can treat these messages as any a Ba aQ other e mail Messages can be forwarded printed saved archived deleted have rules applied to etc CallPilot Message Forwarding Rules support Novell GroupWise distribution lists if the distribution lists are configured to be accessible from outside of the GroupWise system See your Novell distributor for information on making GroupWise distribution lists accessible to external users Note however that there are a few limitations when using the Reply Reply All functionality You cannot reply to messages from a sender whose address CLID is not included in the message because the address is unknown Also because the CallPilot server can accept only plain text messages and attachments of type VBK or TIF F you must ensure all outgoing messages addressed to a CallPilot address are composed using these types If a message is sent to a CallPilot address with a different attachment type or in a format other than plain text for example RTF you receive an Non Delivery Notification NDN Note also that voice messages sent in VBK format play only
36. ilot installed and configured in the same way as your office computer You can download your messages and addresses to this computer before working offline 1 Optional You can download your CallPilot messages to the computer that you will use offline Log in to your e mail and CallPilot On the Tools menu click CallPilot Desktop Messaging then click Download all CallPilot Messages When your messages are downloaded log out 2 Optional You can download the server Address Book to your computer See Changing your Address Book settings page 48 3 Open your e mail while not connected to the network and wait for the CallPilot Logon window to appear You do not need to enter your password 4 Click Cancel You can then work offline reviewing your messages and recording and addressing new messages You must use your computer speakers and microphone to play and record messages offline you cannot use a telephone for offline access Note CallPilot Desktop messaging does not support Novell GroupWise remote caching mode and CallPilot online mode Use CallPilot in offline mode when using Novell GroupWise in remote caching modes CallPilot Desktop Messaging User Guide for Novell GroupWise Copyright Nortel Networks Limited 2005 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 T
37. ktop software retrieves the Fax Number from the first page of the document Additionally CallPilot desktop software retrieves the Recipient Name the Delivery Receipt and the Delivery Type if they exist on the first page tp Fax Number is used to address the message This text box is required dr Delivery Receipt is turned on or off for each recipient This text box is optional tn Name of Recipient is used to identify the record in the Nortel Fax Batch Status dialog if the fax number is either missing or invalid This text box is optional dt Delivery Type is used to mark messages for Normal Economy or Urgent delivery This text box is optional To complete the page the Fax Number column header that is lt lt ToFax gt gt must be inserted after the tp control using the Mail Merge insert function Likewise the Delivery Receipt column header that is lt lt DelReceipt gt gt can be inserted after the dr control the Name of Recipient field that is lt lt ToName gt gt can be inserted after the tn control and the Delivery Type field that is lt lt DelType gt gt can be inserted after the dt control Note all Fax Batch controls are case sensitive As an advanced fax addressing feature users can also modify all data in a single column without actually modifying the data source file For example if an existing data source table contains fax numbers for a large number of recipients but the external access number
38. list of printers select Nortel Fax then click Print or OK The Compose Fax dialog box appears Before sending the fax you can add more documents by repeating steps 1 to 3 You can also choose to include a cover page view the fax and save the fax as a file for later transmission Select an appropriate Send using option To send a simple fax type the fax machine numbers or CallPilot mailbox number append the letter m to the CallPilot mailbox number for example m7366 in the Fax machine s field type a subject in the Subject text box then click Send To send your fax as an attachment to a new CallPilot message select CallPilot Desktop Messaging for Novell Groupwise under Send using then click Send EM Compose Fax Item Pages View Edit View before sending File name Microsoft Word Fax test doc 1 Remove Delete before Move Down a Total pages 2 sending S en d fax Send options opti ons Send using Fax machine separate each fax number with a Change order of files to be faxed Fax machine s Subject T Receive a confirmation of delivery V Remember changes Cover page Cover page option selection Use fax cover page EAT Browse Save to send 7 Modify later Save As sed Help A new message form opens with your fax file attached Address the message from the CallPilot or Novell Address Book See Addressing messages page 36 Or type the formatted address
39. me is successfully added you will receive a confirmation You can then click the Send button to display the Windows gt MSN Messenger or Nortel Multimedia PC Client Conversation dialog box If the name is not added successfully the Send is aborted 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 CallPilot Desktop Messaging gt CallPilot Desktop Messaging Options Or on the CallPilot Player select View gt Options 2 Click the General tab to display your current access settings 3 Make any changes required then click OK CallPilot Desktop Messaging Properties General Mail Address Book Audio TESSAA PIM network shortcut 16139337 B4 Mailbox 3396012 X Password J T Remember password Change password My CallPilot URL Instant Messaging Applications T Use Windows MSN Messenger J Use Nortel Multimedia PC Client To change your CallPilot password This is the same password that you use from the telephone sae nai a then click Change Password 2 Inthe Old password text box Dld password m type your current password New password pe oo 3 In the New password text box Retype new type your new password a 4 In the Retype new text box type
40. n work with CallPilot from your telephone or your computer Desktop Messaging gives you access to your CallPilot mailbox through your Novell GroupWise e mail Here are some of the many 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 Contact the sender of a message m Add message options such as urgent and private m Initiate a call using Call Directory 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 is an overview of how to use CallPilot with your Novell GroupWise 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 and the features available for your CallPilot mailbox For further assistance in using CallPilot refer to the Desktop Mess
41. nd text messages 17 Creating and sending fax batch messages 19 Using custom fax Cover Pages 0 0 eee eee ee 26 Initiating a call using Call Directory 000055 31 Contacting the sender of a message 33 Adding attachments to messages 34 Setting message options a 34 Forwarding and replying to messages 35 Message Forwarding Rule 0 35 Addressing messages eet es 36 Personal distribution lists 0000000 e eee eae 40 Instant Messaging 22 2 aga aa bee eevee ent oes ee NAKA une t 41 Changing your mailbox settings eee 45 Changing mail delivery settings 46 Changing your Address Book settings 48 Changing audio settings cc eee eee ee eee 50 Linking to My CallPilot amahan aa NGA BABE NLANG KAWEAG 51 Working offline naana 53 Document information saasaa aaa aa 54 How to get Help This section explains how to get help for Nortel products and services Getting Help from the Nortel Web site The best way to get technical support for Nortel products is from the Nortel Technical Support Web site http www nortel com support This site provides quick access to software documentation bulletins and tools to address issues with Nortel products More specifically the site enables y
42. ng Fax machine separate each fax number with a Fax machine s Subject J Receive a confirmation of delivery V Remember changes Cover page Use fax cover page Browse Modify Save As Exit Help If you choose to send your fax to a specific destination for example a fax machine the Cover page text box becomes active and allows you browse through the use of the Browse button You can select a cover page from the drop down list You can then modify the cover page contents The modification of the cover page provides functionality similar to the Custom form Refer to Modify and Preview cover page for details You can also choose not to include a cover page by selecting the No cover page option from the Use fax cover page drop down list Note that you can also include a Subject line in the Subject text box The Subject line information appears in the e mail portion of the fax but not on the hard copy of the fax Modify and Preview cover page You can preview the current cover page and modify its contents from both the CallPilot Custom form and the Nortel Fax Printer driver application BB Modify Cover Page To Title Mr Name Jones Company Company Name Department 445588 Fax Phone 9558889421 From Title Mr Name Name Company Company Name Department 2345 Fo 505555555 Phone 5055555556 Pages 2 including cover Sent 5 1 972005 9 19 AM Memo
43. ook server Address Book Frequent Contacts Lee Stasha 41 gt F cc gc stir E Mail Address First Name Last Name To Stirett Marion Display Name EMail Address EMail Type Stirrett Marion 3397366 ptordOhd ca nortel com CALLPILOT OK Cancel Waiting For user input 1 In anew CallPilot message click To 2 Inthe Address Book window select the CallPilot Address Book tab or any other available Address Book 3 Select the name of the recipient or distribution list 4 Click To gt You can select more addresses clicking To gt after each one 5 Click OK to return to the new CallPilot message es 37 ee E mail addresses versus Fax Telephone numbers The CallPilot Desktop client always attempt to find a CallPilot e mail address or address information from Frequent Contacts and other Novell Personal Address books If the e mail address field is empty CallPilot scans the recipient for phone and fax numbers CallPilot supports the following phone fax numbers fields a 353 Summary Contact Office Personal Comments Advanced Certificate m Name First Prefix l Pa Middle Suffix l v Last Display l v r Email Address C Otice ess2ss7703 SM Office 33528977403 Remove Home 89525400715 Edit C Mobile 35127237417 C Fax 92547237528 Instant Messaging Categories o0 E GK Cancel If phone fax numbers are foun
44. ou to m download software documentation and product bulletins m search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues m sign up for automatic notification of new software and documentation for Nortel equipment m open and manage technical support cases Getting Help over the phone from a Nortel Solutions Center If you don t find the information you require on the Nortel Technical Support Web site and have a Nortel support contract you can also get help over the phone from a Nortel Solutions Center In North America call 1 800 4NORTEL 1 800 466 7835 Outside North America go to the following Web site to obtain the phone number for your region http www nortel com callus Getting Help from a specialist by using an Express Routing Code To access some Nortel Technical Solutions Centers you can use an Express Routing Code ERC to quickly route your call to a specialist in your Nortel product or service To locate the ERC for your product or service go to http www nortel com erc Getting Help through a Nortel distributor or reseller If you purchased a service contract for your Nortel product from a distributor or authorized reseller contact the technical support staff for that distributor or reseller Welcome to CallPilot CallPilot from Nortel is an advanced business communications system that offers exceptional flexibility for managing your messaging needs You ca
45. plain text is selected the message delivery may fail Send message Save message Addres message IE CallPilot Player Oe File Edit yew Actions Help ela oF Attach file Telephone icon opens CallPilot Player Fea E Read receipt Pubie F Delivery receipt Sensitivity Playback slider Record from telephone Record from Record Adjust computer volume EA Go to start Goto end Adjust es d5 nd wa waay To save a newly created voice message as a file 1 2 es ee On a new message form record a message on the File menu click Save as In the File name box type a name for the file select a folder 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 46 Composing fax and text messages To create and send a single fax message To create a fax your CallPilot mailbox must have fax capability The CallPilot recipients of your fax must 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 0 Open the document that you want to fax The document must be no greater than 8 5 in 21 5 cm in width On the File menu select Print From the
46. r The CallPilot server is responsible for sending the fax to the recipients Once the process starts the Print Status dialog appears The page number increases incrementally as each page is converted to a TIF file Since the first page is skipped this page is not included in the count For example if a three page fax is sent to ten recipients the dialog box 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 are displayed in a separate Nortel Fax Batch Status dialog box such as Nortel Fax Batch Status Ea The Fax number is maang or mvakd for Bifana The Fax number is misang or invald fo And Operation sboited from Print Manager Problems such as a missing fax address or an unsupported fax address format are checked However problems such as a wrong fax number is not identified provided the number is in a valid format A wrong fax number however results in the sending of a non Delivery receipt to the user s CallPilot mailbox by the CallPilot server When you click the OK button the batch process ends and no faxes are sent You must fix the fax addresses and resubmit the job If all faxes and addresses are created properly a dialog box appears while the faxes are being addressed and transferred to the CallPilot Server The Nortel Fax B
47. s nortel com with VPIM SMTP prefix 1952897 contains mailbox 7404 Then the CallPilot address for that mailbox would be 19528977404 na42349 us nortel com De 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 GroupWise 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 GroupWise select these lists from the CallPilot Address Book or add them to your Personal Address Book To create a personal distribution list in GroupWise You create a CallPilot personal distribution list in GroupWise the same way that you create an e mail personal distribution list You cannot access a list created in GroupWise from your telephone or from My CallPilot 1 In your Inbox on the Tools menu click Address Book 2 Select CallPilot Address Book or your Personal Address Book 3 Select names clicking To after each one 4 When you have finished entering names click Save Group 5 In Save as Group type a name for the list then click OK To edit a personal distribution list You can add or delete names in a personal distribution list 1 In your Inbox
48. ser simply chooses the desired style of cover page if more than one is available Cover pages created with these tools include the following information From Information Title Name Department Company Phone number Fax number To Information Title Name Department Company Phone number Fax number Number of Pages Sent Date amp Time A Cover Sheet Memo section CallPilot Configuration The CallPilot Desktop Messaging Configuration page includes an option labeled Include cover page when forwarding fax message The default value for this is unchecked meaning that a cover page is not added to the message CallPilot Desktop Messaging Properties General Mail Address Book Audio Notification Default compose form Voice X Default forward reply form As received X I Include message header when forwarding replying IV Include cover page when forwarding fax cover tit X Browse V Show message waiting indicator MWI on taskbar I Create sent item V Enable Message Forwarding Rule Advanced Cancel Apply Help If you select this option you can then choose and set a default cover page from a list of available cover pages Use the Browse button to choose the location where the cover pages are stored The default location is Program Files Nortel CallPilot cvrpages CallPilot Desktop Messaging Custom form The Custom Fax Forward form of CallPilot Desktop Messaging contains a menu item named Cov
49. sr tts Mailbox poo Password a Change password My CallPilot URL https mycallpilot us nortel com na init asp Instant Messaging Applications T Use Windows MSN Messenger T Use Nortel Networks Multimedia PC Client Cancel Apply Help gt By default both applications are not selected You cannot select an application es QQAJ ee that is not installed on your PC Using Instant Messaging from the CallPilot Form You can initiate an instant messaging session through the CallPilot Form When the CallPilot Form is open choose the Contact Sender menu item from the Actions menu or click one of the CallPilot Form toolbar buttons ES CallPilot Player FWD 7461 Fax ID 2463 4 p Fax Message ol x File Edit view Actions Page Zoom Annotation Help Windwos MSN ES Messenger From T ed Youel To Lev Eydelman Ce Subject FWD 7461 Fax ID 2463 4 p Fax Message Delivery Normal Sensitivity Public x 10 18 2004 4 39 Note Changes since previous version There is very important information contained in the Com Waina Denminto When Contact Sender is chosen CallPilot retrieves the message sender s CallPilot address You are prompted to validate the address in the Contact Verification dialog box Note Icons on the toolbar Instant Messaging buttons are different colors depending on the onlin
50. t 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 is customized the document 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 Microsoft Word Tools menu Depending on which version of Microsoft Word you are using Mail Merge is under different menu headings a Inthe Office XP version select Tools gt Letters and Mailings gt Mail Merge Wizard b In Office 2000 select Tools gt Mail Merge 2 Verify that Sample doc is currently selected as the main document and that Data doc is currently selected as the data source 3 Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears Note Ensure that Microsoft Word is not set up to print pages in reverse order 4 Click OK in the Print dialog box to initiate the batch fax process When the document is merged data values from the data source file are merged into the main document at the appropriate tag positions and a separate fax TIF file for each recipient is created CallPilot Desktop software addresses and transfer the fax files to the serve
51. ure 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 two Volume check boxes if you want to coordinate your CallPilot volume settings with your computer s speaker and microphone volumes 5 If you want a reminder to check these settings before playing or recording voice messages check Confirm settings 6 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 es 5O ee 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 45 For more information on My CallPilot refer to the My CallPilot User Guide 555 7101 426 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging Tools gt My CallPilot 2 Select one of the tabs Note you can also access My CallPilot from the View menu of the downloadable CallPilot Player To view or change your CallPilot feature settings 1 In My CallPilot click the CallPilot Features tab 3 Nortel My CallPilot Microsoft Internet Explorer File Edit View Favorites Tools Help Q ox Q x a JO search She Favorites o 2 amp w LJ E rel bi Address
52. y or the field is not in Data doc then no delivery receipt is generated m DelType This text box is used to set a delivery priority for each recipient If the DelType text box is set to O or is left empty or if DelType Text Box is not present in your Data doc the message is tagged for Normal delivery If DelType is set to 1 then the message is tagged for Economy delivery If DelType is set to 2 then the message is tagged for Urgent delivery Messages sent to non CallPilot recipients with the Delivery Type set to Economy is delivered on a schedule defined by the CallPilot server for Economy delivery Note that messages sent to CallPilot mailboxes is not affected by the Economy designation and is sent as Normal messages Transmission of messages tagged as Normal or Urgent is gin immediately Urgent messages will display the Urgent icon when displayed from My es 20 ee 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 normally supply a unique name for your data file here however for the remainder of these procedures the name Data doc is used 5 Close the document The Data doc file can now be used as a data source by Microsoft Mail Merge Accessing and modifying the example Main document The Sample doc fil
53. your new password again 5 Click OK to save the change 6 Click OK to exit the General settings 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 CallPilot Desktop Messaging 5 CallPilot Desktop Messaging Options 2 Click the Mail tab to display the current mail settings x General Mail Address Book Audio Notification AAEN Default compose form Text hd Default forward reply form As received E IV Include message header when forwarding replying IV Include cover page when forwarding fax cover tif z Browse IV Convert voice messages to WAY for non CallPilot recipients IV Show message waiting indicator MWl on taskbar IV Warn before deleting IV Read next after deleting Create sent item Iv Enable Message Forwarding Rule Advanced Cancel Apply Help The default settings shown here are recommended for most users Notification You can set CallPilot to update your message list automatically manually or at intervals such as every five minutes Choose Manually to save costs on long distance or ISDN connections m Default compose form Lets you choose what type of e mail form to use in composing your new message m Default forward reply form Lets you
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