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Nortel Networks CallPilot Desktop Messaging User's Manual

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1. L from people or distribution list sent to people or distribution list O with specific words in the recipient s address I C with specific words in the sender s address V Gl 2u Bio L with specific words in the body with specific words in the subject or body xl Apply this rule after the message arrives with CallPilot Notification in the subject 9 Click Next 10 In the list of actions check the move it to the specified folder box 11 In the Rule description box click Specified A list of Outlook folders appears 12 In the folder list choose CallPilot Notification and then click OK The folder name appears in the rule description es GGO O 13 Click Finish The finished rule is shown below Rules Wizard 2 x CallPilot Notification client only LIES Of Apply this rule after the message arrives with CallPilot Notification in the subject move it to the CallPilot Notifications folder 14 Click OK to close the Rules Wizard E G7 Configuring BlackBerry Desktop Manager This section explains how to configure BlackBerry Desktop Manager to redirect your e mail notification messages If you did not create a holding folder for notification messages and if you already configured BlackBerry Desktop Manager to forward messages in your Outlook inbox you can skip this section To configure e mail redirection 1 a onny From
2. Clicking the Message Forwarding Rule link loads the Message Forwarding Rule page This page provides the interface to m Create a rule m Delete an existing rule m Edit an existing rule m Enable or disable a rule A rule must be enabled to be active A new rule is enabled by default A maximum of one rule per CallPilot mailbox is supported Message Forwarding Rule CallPilot messages which meet defined criteria can be forwarded to a CallPilot mailbox or an external e mail address Contact your administrator for inforrnation about your organization s security policies regarding forwarding mail externally Enable Recipient Convert Voice to WAV Forward Delete Vv tyouel acme com All Messages SI Clicking the Configure Rule button loads the Message Forwarding Rule Configuration page This page provides the interface to m Determine which messages are forwarded Enter a single e mail address or CallPilot address where the message is to be forwarded Specify when to mark the original message as Read Determine if the voice portion of the message is to be converted to WAV Nortel My CallPilot Microsoft Internet Explorer File Edit Yiew Favorites Tools Help Address http um2003srv mycallpilot init asp locale en amp app msaing My CallPilot CallPilot Messages l CallPilot Features l Useful Information l Mailbox Wayne Anderson 3226018 Configure New Message Forwarding Rule Message For
3. Compose Fax dialog box Windows version es 25 ee CallPilot Fax Spooler dras RE Fax Spooling Status Current Job Top Stock Picks Converting portrait image to TIFF Page lof spooled Faxes NortelFax Compose Fax dialog box Macintosh version 5 Type a name for the file and browse to select a folder to save the file in Save the 6 file as a TIF file Click Save Note If you chose to include a Subject line the information in that text box is displayed in the e mail portion of the fax The Subject line is not displayed on a hard copy of the fax Click Exit to close Compose Fax To compose and send a fax or text message 1 2 a In your Message List click Compose A new message page opens Click To or Address Book to choose an address from the CallPilot Address Book or click Special Addresses See Addressing messages on page 33 Add a fax file as an attachment See Adding attachments to messages on page 31 Add options if required See Setting message options on page 32 Enter text if required Click Send Note for Linux users Fax viewing or sending is not supported at this time es 26 ee Calling the sender of a message You can respond to a message with a telephone call instead of a recorded message My CallPilot includes a Call Sender button that appears in both the Message List and Open Message views Clicking the Call Sender button calls the send
4. as the CallPilot Player described in this guide m LAN Ethernet ISDN ADSL or dial up modem connection to the CallPilot server for accessing CallPilot messages To download audio players You need an audio player to play and record voice messages The first time you log in to My CallPilot My CallPilot checks to see that an audio player is installed If one is not installed you are prompted to download the CallPilot Player Follow the instructions to start the download and installation process If you need to re install a player at a later time 1 Click Downloads on the CallPilot Features main page Select the CallPilot Player or other audio player from the list The various downloadable players are shown below IB CallPilot Player DER File Edit View Actions Help als s 32 4 abede vetron com Ce Bec Subject RE 3396012 0 03 Voice Message T Read receipt T Delivery receipt Us pO oe NORTEL 00 00 gt al of ala re Delivery Normal v Sensitivity Pubic x Voice Message of d rH wv 2 The Windows downloadable CallPilot Player Time 00 18 mulz Hati ength of audio Z position Hang up telephone Playback position Play Pause Volume Slider Record Pause Speed up playback Slow down playback The Macintosh downloadable CallPilot Player with QuickTime 5 0 For the Linux environment the following record and playback applications are supported
5. um2003srv mycallpilot init asp locale en amp app msging lt E my Yahoo E Yahoo Mail Shopping Mailbox Wayne Anderson 3226018 CallPilot Tools Telephone Settings Web Settings Greetings Telephone Options Mailbox Links Record external internal and temporary greetings and your Review and personalize your Create and maintain links to name for personal verification telephone interface and options mailboxes on other messaging presented to your callers services Message Notification E mail By Phone My CallPilot Preferences Set options and maintain your schedule for notification of new Maintain account information Set preferences for your CallPilot messages at remote telephone pager or text and set options for playing your message list displays and device e mail over the telephone behaviour and options for message editing Message Forwarding Rule Fax Printing My CallPilot Home Page Automatically forward incoming CallPilot messages to ane Set fax numbers and options for Set preferred page to start on mail or CallPilot address printing fax and e mail after logging on messages Personal Distribution Lists Compose and edit lists of addresses to simplify messaging to groups of people Change Password Downloads Get CallPilot software 4 Local intranet es 235 ee Greetings The Voice Greetings feature allows you to record and manage your voice greetings and personal ver
6. Click Save Audio K If you are recording from the telephone answer when the telephone rings At the tone record your message into the handset Click Pause to pause the recording Click Stop to end the recording Click Play to review it Click Save Audio Hang up Note Saving your audio works a little differently depending on which version of the CallPilot player you are using If you use the embedded version the Save Audio button only saves the message as an attachment to the current message If you use the downloaded stand alone version you save the recording as a file which you then attach to your message If you are using the stand alone version of the Player add your voice message file as an attachment and set options if required See Adding attachments to messages on page 31 and Setting message options on page 32 Click Send To save a newly created voice message as a file To save a copy of your voice recording as a standalone file you must use the standalone CallPilot Player not the embedded Player 1 2 Open the CallPilot Player record a new message and on the File menu click Save or 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 My CallPilot automatically converts VBK files to WAV files when sending to non CallPilot users 24 ee Composing fax and text messages Your CallPilot recipients must have fa
7. Internal Greeting Z w Au v Temporary Greeting K T Expiry date No Expiry Date If you record a temporary greeting it is played to all callers in place of your external and internal greetings until it ecembe at i i expires or you delete it Personal Verification I v S 236 Y 1 Click the Edit button to activate a specific greeting When activated the greeting text is shown in a bold italic font 2 You can then use the embedded audio player to play the greeting record a new greeting or add to the greeting You can record a greeting using your telset 3 Press the Save Greeting button to make the changes permanent If you do not press the Save Greeting button an alert appears f CallPilot Messages CallPilot Features Useful Information Mailbox Quynh Tram 3276011 gt is er __ leg J gt gt Reca Srno x EJ Greetings You can record external internal and temporary greetings Callers from outside your organization hear your external greeting callers within your organization hear your internal greeting If you do not record an internal greeting all callers hear your external greeting Greetings Edit Import Delete Recorded External Greeting A 2j m v Internal Greeting A 2 T Temporary Greeting dj m Expiry date No Expiry Date If you record a temporary greeting it is played to all callers R in place of your external and internal greetings until it pecans Shes at expires or you delet
8. Mike Anderson Subject The Thimbly account Reply to forward or S delete this SR message Please hear what Fred had to say about this situation and check his numbers on the fax Please get back to me ASAP Thanks Richard Note for Linux users Linux users can view and play through any WAV player their CallPilot messages in the Mozilla browser However there is no VBK playback or recording Users can see their text and listen to audio messages using the WAV audio format Viewing fax messages To view faxes on your computer you must have ImageMaker or other imaging software installed on your Windows based computer For Macintosh users the CallPilot Player application is used to view faxes In addition your CallPilot administrator must enable fax capability for your mailbox in order for you to receive faxes To view a fax message 1 In your Message List click the Fax icon beside the message or click any underlined part of the message that you want to view 2 The image may display right away or if the Open Save dialog box appears select Open to display the image The fax can then be scaled to its normal printed page size to an enlarged view that still fits on typical displays to a maximum size where every pixel is visible or to a view where a fax page is made to fit the current window size The fax document may also be rotated to 90 180 or 270 90 degrees 3 When you have finished close the fax image
9. 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 to get Help ies soon ses he eeseb iad abe eh Oe ede Be eee 7 Welcome to My CallPilot 0 0 0 c eee eee 9 Getting started 0 0 2 ce eee 10 LOQOINGUA 02 2 cL Rea eE NEA EE wh eee Ke Re Re hee 14 CallPilot Messages tab 0 0 c eee eee 16 Playing voice messages 0c eee eee ees 18 Viewing fax messages 2 0 02 ee 20 Composing voice messageS cece eee eee 22 Composing fax and text messages 0 0 e eee eee 25 C
10. Quynh Tram 3276011 Environment Settings gt Z Show BCC while composing Z Confirm when messages are sent Z Show Priority Sensitivity Read Msg Confirm deletions Notification Z Message Read Notification is checked Z Remove Deletable items on logout Check for new messages every 10 x minutes Automatically logout after 20 minutes Audio Standard WAV Number to call for telset playback ie your phone 3276011 Note The Remove Deletable items on Logout check box applies to both regular e mail messages as well as messages you access when using e mail by Phone This check box must be selected to enable the removal of messages that you have deleted when you logout Macintosh Preferences window The Preferences option under the Edit menu allows the following user settings to be saved for the CallPilot Player application on the Macintosh Preferences Audio Device r Settings OQ Telephone min A Remember window positions Number to call 2544 E Remember vosme lavel Macintosh S Start playback automatically R Always record via External Mic Enable extra help messages Use Secure Socket Layar SSL G Let me choose for each message The defaults are Macintosh audio device all settings checked Note You may see the Audio Device section grayed out This happens if the Mailbox class is set to restrict you to a specific device telephone or
11. can be expressed as follows LOCAL lt local VPIM prefix gt lt mailbox gt lt local FQDN gt Open VPIM VPIM lt VPIM shortcut gt lt mailbox gt lt remote FQDN gt lt local FQDN gt Remote Mailbox lt remote location VPIM prefix gt lt mailbox gt lt local FQDN gt If a CallPilot address type other than a CallPilot mailbox or an Open VPIM address is entered a warning dialog box is displayed when Save is selected from the Configure Message Forwarding Rule page If the Mark original message as read when check box is checked the following choices are available Forwarded by this service default selection The original CallPilot message is marked as read as soon as the message is forwarded to the recipient Opened by recipient es 45 ee The original CallPilot message is marked as read when the forwarded message is opened by the recipient The feature makes use of the read receipt capability of the e mail server to whom the message was forwarded When the read receipt is received by CallPilot the original message is marked as read Note When the message is opened by the recipient an internal message identification is added to the subject and permits Message Waiting Indicator MWI light to extinguish when the message is read This feature is not supported by CallPilot systems and the option is disabled if a CallPilot address is selected Also not all e mail servers support Read Receipts Yahoo Mail does not and Exchange
12. can see these MWI DNs in the Telephone Options section and can enable or disable them individually Only non empty MWI DNs are displayed Setting up telephone access to e mail To set up access to your e mail accounts from CallPilot see Setting up links to your e mail accounts on page 53 You can specify one of these e mail accounts for telephone access so that you can check for new e mail messages while logged in to CallPilot from your telephone You can have the text content of any new e mail messages read to you over the telephone To set up an e mail account for telephone access 1 Open the E mail By Phone page Your e mail account links are displayed K To set up or edit a mailbox link click Configure New Mailbox Link See To set up an e mail link on page 53 2 Select one e mail account for access by telephone Select a female or male voice to read your e mails 4 Click OK L E mail By Phone CallPilot allows you to listen to e mail messages in one of your linked e mail account folders when you log in using the telephone When you are logged in using the telephone switch to your e mail message list by pressing 8 9 Mailbox link selection and voice configuration Use voice of Male Tom B Select mailbox link for E mail by Phone Enable Enabled for My CallPilot Mailbox Server Folder UserName Edit Delete v Exchange INBOX timster Edit Mailbox Link Configuration Mailbox link configurati
13. delete notification messages automatically you can manually delete them from the folder ATTENTION If you currently do not use AutoArchive ensure that you become familiar with this feature before you activate it You can have existing folders with AutoArchive settings that have never been activated If you activate AutoArchive to delete messages automatically from the CallPilot Notifications folder you may find that messages in other folders are being archived as well If you are unsure about what to do check with your local Microsoft Outlook support group You must perform two steps to configure automatic deletion of notification messages 1 Set up AutoArchive to delete messages from the CallPilot Notifications folder 2 Activate the AutoArchive feature To set up deletion of notification messages 1 In the Outlook Folder List right click the CallPilot Notifications folder and then choose Properties The CallPilot Notification Properties dialog box appears 2 Click the AutoArchive tab CallPilot Notification Properties 21 x Administration Forms Permissions l Synchronization l General Home Page AutoArchive IZ Clean out items older than fs Months x a kh Ww 6 Select the Clean out items older than check box Set the time to 1 day Select Permanently delete old items Click OK To activate AutoArchive 1 2 3 In Outlook choose Tools gt Options Click the Other tab Click AutoArchive The
14. identifies you and gives details of the print job such as the number of pages Separator pages are useful if you receive faxes without cover pages If the sender of the fax includes a header page with the fax the header page also prints SS fe Fax Printing Fax Messages Printing Default fax number for printing 338 7401 M Auto Print new fax messages as received i Print a separator page with each printout Setting up links to your e mail accounts You can set up links in CallPilot so that you can check your e mail for new messages You can also forward and reply to messages and send new e mails You can define up to five e mail accounts One of these accounts can be set up for access from your telephone See Setting up telephone access to e mail on page 51 The selected account shows a check mark under Enabled for E Mail By Phone To set up an e mail link 1 2 CANO W On the Mailbox Links page click Configure New Mailbox Link Select your e mail server from the drop down list To get this name look in the account settings of your e mail application or ask your administrator Type a name for this account to display on the tab Type the name of the folder to access for your e mail messages such as Inbox Type your e mail address Type your mailbox user name the User ID of your e mail account Type the password for this e mail account Retype the password for this e mail account to verify the password Click
15. in this guide provide general information for using My CallPilot through a web client Specific details can vary depending on your computer operating system and the features available for your CallPilot mailbox For further assistance refer to the My CallPilot online Help What you need You can access My CallPilot from any computer with Internet access and a web browser configured for My CallPilot Before you start to use My CallPilot ensure that the computer you are using is set up according to the following requirements Windows based hardware and software m Windows 2000 Professional or Windows XP Professional m Windows Server 2003 Standard with IIS 6 0 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 Sound card and speakers for playing voice messages on your computer A microphone connected to your computer or a telephone situated near your computer for recording voice messages Macintosh based hardware and software m PowerPC G3 processor or newer PowerPC G4 preferred m Mac OS X 9 0 or 9 1 preferred m RedHat Linux 9 Operating System Note The Mac My CallPilot Web Client software is not designed for compatibility with Mac OS X Although this version of the CallPilot application can run in OS 9 0 and 9 1 Compatibility mode the CallPilot application may crash or behave erratically m Internet Explorer 5 1 QuickTime version 4 0 AppleScript version 1 3 T
16. message In a mixed voice fax or text message open the message to select each part 1 In your Message List click any underlined part of the message to open it 2 Inthe open message click the Voice icon The audio player opens 3 If you selected Computer for playback the audio player plays your message from your computer s speakers If you selected Telephone for playback your telephone rings and plays the message when you answer 4 Use the player buttons to stop pause re play or call the sender Windows only Other controls on the player also permit absolute positioning within a recording volume level adjustment altering the play rate speed and disconnecting hanging up Note On the Macintosh CallPilot Player there is no Stop button When you click the Play button play begins and the Play button then becomes the Pause button In addition the audio control commands can be accessed through the Audio menu of the Macintosh CallPilot Player 5 Click the Disconnect Windows or Hang Up Mac button or hang up the telephone when you are finished Click Message List to return to your messages A Nortel Networks My CallPilot Microsoft Internet Explorer lolx f CaliPilot Messages Email Account X CallPilot Features Useful Information Mailbox Tim Schweitzer 7401 5 Items 0 New Folder INBOX lt uj el os nahha SLS L Received 2002 08 16 15 52 Return to l p From Richard Smith messages j
17. message To open an e mail message in My CallPilot click the icon in the Attachments column beside the message or click any underlined part of the message line To delete a message To mark an e mail message for deletion select the message and click Delete To ensure that deleted messages are permanently deleted open the My CallPilot Preferences page and in Environment Settings check the Remove Deletable items on logout check box To compose and send a new message To compose a new e mail message click Compose type the message and send the message the same way as a CallPilot message The Address Book is not available To forward and reply to messages You can forward and reply to e mails in the same way as CallPilot messages except that the Address Book is not available es GO ee Useful Information tab Click the Useful Information tab to ma View status and details about your mailbox m View online user guides m Print online user guide files on your laser printer Nortel Networks My CallPilot Microsoft Internet Explorer NORTEL NETWORKS Your Mailbox Status 1 Your mailbox can store approximately 10 minutes of audio 2 Voice messages are deleted 7 days after listening to them 3 Faxes are deleted after 7 days 4 When your mailbox is full your call answering is not blocked 5 Messages that you send are not saved in your mailbox until you delete them 6 The maximum length of an outgoi
18. messages and view faxes delete forward and reply to messages and compose new messages Your Message List 3 Nortel My CallPilot Microsoft Internet Explorer Bile gdt View Favorites Tools Help O O BBO 2s koe O e b ma Ld 8 A Adress hetp yfbvwdominogs mycalpilotjirit asp ET Search I l lt 7 myYahoo EZ Yahoo Mail shopping Signin x My CallPilot Messages tab fi CallPilot Messages Tram 25 f CallPilot Features Useful Information Use the Mailbox Tram Le 3276010 14 Items 2 New Folder INGOX gt n el GE embedded n Biagi Bags neni Caise L ae l CallPilot o a Erom A D a ans Hi 2005 03 18 17 10 Player if o a 9 ES Quynh Tram 2005 03 18 16 24 available to D a gt Quynh Tram 2005 03 18 16 22 play and 2 ae ee record voice D a Tram Le 2005 03 18 16 09 Attachments E ra EE SEEE messages Voice D a Tram Le 2005 03 16 14 29 L Tram Le Voice MO 2005 03 16 14 28 Text D Tram Le Plain Text 2005 03 16 14 27 9 Local intranet To check for new messages To see new messages click Refresh New messages appear in Bold You can sort your mailbox message list through the Read Unread Priority and Subject columns as well as the From and Received columns Oo U From Subject Received o g a K JOSEPH MARCHESE 63331007 0 47 Voice Message 2004 03 04 14 41 Aa Ls Unknown Unknown Fax ID 1100 1 p Fax Message 2004 03 25 10 50 The m
19. must be installed and running on your computer m Remote text notification capability must be enabled and set up for your mailbox by your CallPilot administrator Remote text notification must be configured and enabled in My CallPilot For more information see Setting up message notification on page 41 Configuration steps Complete the following steps to effectively manage e mail notification messages Step Reference Create a holding folder for your e mail Creating a notification holding folder notification messages so that they are stored on page 65 separately from your other messages If you want to forward all messages in your Outlook inbox to your BlackBerry device you can skip this step Configure BlackBerry Desktop Manager to Configuring BlackBerry Desktop forward messages to your BlackBerry device Manager on page 68 If desired configure Outlook to delete old Automatically removing notification CallPilot notification messages automatically messages on page 69 from the holding folder Alternatively you can manually delete notification messages from the holding folder 4 ee Creating a notification holding folder You can create a holding folder for your CallPilot e mail notification messages so that they are stored separately from your other messages To store messages in the folder follow these steps 1 2 Create an Outlook folder for the notification message
20. the Windows Start menu choose Programs gt BlackBerry gt Desktop Manager BlackBerry Desktop Manager appears In the application list double click Redirector Settings The Redirector Settings dialog box appears Click the Advanced tab General Filters Security Advanced on Advanced settings for email redirection Email Jinping americasmO nt com T Override Address lz profile settings Prompt for profile to be used Always use this profile MS Exchange Settings z Message service display name Desktop Folder redirection C Inbox only TY Selected folders When sending a message from my handheld T Don t save a copy to the Sent Items folder In the Folder redirection section choose Selected folders Click Choose Folders The Choose Folders dialog box appears Select the folders where you receive messages that you want to redirect to your BlackBerry device To redirect messages in your holding folder select the CallPilot Notification folder To redirect all messages in your Outlook inbox select the Inbox folder Click Save to save your folder selection Click OK to save your redirection options Exit BlackBerry Desktop Manager DO Y Automatically removing notification messages This section explains how to configure Outlook to remove messages automatically from the CallPilot Notifications holding folder using the AutoArchive feature If you do not want Outlook to
21. your message tell the recipient that the message is private K For Notify me when message is read checked check the box to request acknowledgment that your recipient received the message 2 Continue to compose address and send the message as usual Addressing messages You can address a CallPilot message in two ways m You can select a name from the CallPilot Address Book that is maintained by your organization on the server The Address Book contains the addresses of the CallPilot users and shared distribution lists that you can use You cannot edit this list m You can manually enter or select addresses on other servers in Special Addresses Select recipients from the Address Book Enter a Special Address Enter Last Name or Dow S H Select From Results List i Message Recipients Address format Personal Distribution List z Address Information Local Server SMTP PIM prefix Ta 1612937 amp Local mailbox Personal List Number Personal Distribution Lists PDLs are used to send B messages to a group of users They are created and ee 5 maintained by you and may be found in the CallPilot Address Book mao E Ge ee To address a message from the Address Book 1 In a new CallPilot message click To or Address Book 2 In Enter last name type the recipien s name then click Find 3 Inthe list of names select the name of the recipient or distribution list 4 Click T
22. 5 5 requires Service Pack 2 to fully support Read Receipts You determine if the e mail system supports Read Receipts See the following Microsoft Knowledge Base article KB217160 for an explanation of the issue with Exchange 5 5 http support microsoft com default aspx scid http support microsoft com 80 support kb articles q217 1 60 asp amp NoWebContent 1 By default voice messages are sent in VBK format You can choose to convert voice messages to WAV Note that there is currently no CallPilot Player available for Macintosh OS X Linux or PDAs These clients only support WAV playback There are advantages to sending messages in VBK format While the CallPilot Audio Player does need to be installed on the client you are able to play CallPilot messages over both the telephone and computer speakers speed up or slow down playback speed and have a link to My CallPilot Additionally the VBK file is three to five times smaller than the same message transcoded to WAV so the download time and network bandwidth requirements are lower es 46 ee Managing personal distribution lists A distribution list saves you time when you send messages to the same group of addresses You can create up to 99 personal distribution lists and enter a number and name to identify each list Each personal distribution list can contain up to 200 entries A personal distribution list can contain any addresses to which you can send a message except other pers
23. 6129374023 cpi0008 us nort Belcher Jerrie 16129374780 cpi0008 us non Bellew Laurel 6129374526 cpi0008 us noriy es 47 ee Changing your CallPilot password Your CallPilot password is the same password that you use to log in to CallPilot from the telephone CallPilot requires that you change your password on a regular schedule set by your administrator CallPilot prevents you from using some passwords if they are too short or too simple or if you have used the same one recently Keep your mailbox secure by choosing passwords that are not easily discovered To change your password type your old password type your new password twice then click Save Swe Caneel Change Password Change Password Enter Old Password pe Enter New Password p Retype New Password ed Changing your telephone options To assign a custom operator number for callers You can offer your callers the option of leaving a message or speaking to one of your assistants or colleagues In your greeting tell callers to press zero if they wish to speak to this person in your absence The custom operator number is the number your callers reach when they press zero Enter the number in Telephone Options To set times and options for blocking messages from callers You can temporarily prevent your callers from leaving messages in your mailbox You can choose to transfer callers to your custom operator or disconnect them As a courtesy to your callers while Messa
24. AutoArchive dialog box appears AutoArchive D mail archive pst 4 Check the AutoArchive every box and set the frequency to 1 day 5 Click OK to close the dialog box 6 Click OK to close the Options dialog box es 7O ee CallPilot Desktop Messaging User Guide for My CallPilot 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 This user guide is distributed in soft copy only Product release 4 0 Document issue Standard 1 02 Date July 2005 gt THIS IS THE WAY NORTEL gt THIS IS NE RTEL De 71 Y 72
25. CP IP network connection of at least 56 Kbit s MacOS supported sound output device speakers MacOS supported sound input device microphones Note The type of microphone to use depends on the type of Macintosh the user has and a microphone designed for a Windows based PC often does not work Some older PowerPC Macs require a PlainTalk microphone or similar The system administrator should verify that the user has a working microphone and speaker setup before installing My CallPilot Linux based software m Red Hat Linux 9 es dO ee Mozilla 1 7x browser m Audacity 1 2 x Gnome Sound recorder 2 x and Krecord 1 1 audio applications Peripheral hardware and software m Video display and monitor with 8 bit 256 color 800 x 600 capability 1024 x 768 16 bit color preferred Nortel Fax Driver and CallPilot Desktop Messaging to create faxes CallPilot Player to play and record voice messages An embedded version of the CallPilot Player shown in this guide may appear in your inbox and voice messages For required settings see Setting messaging preferences on page 57 Some Windows based systems and all Macintosh systems do not display the embedded player If not you are be prompted to download the CallPilot Player If you are on a Windows based platform and are only playing messages not recording you can use the Microsoft Windows Media Player or another WAV compatible media player These players do not function in exactly the same way
26. NORTEL CallPilot Release 4 0 Standard 1 02 Desktop Messaging User Guide for My CallPilot CallPilot Desktop Messaging User Guide for My CallPilot Product releases 4 0 Document release Standard 1 02 Date July 2005 Copyright Nortel Networks Limited 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 3COM is a tradem
27. PC Mac Choosing a home page for My CallPilot Choose the page that you want to display automatically when you log in to My CallPilot My CallPilot Home Page Choose your default home page Available CallPilot pages CallPilot Mailbox CallPilot Features Useful Information 59 E mail tab While you are logged in to My CallPilot you can check your e mail messages You can forward and reply and send new e mails See Setting up links to your e mail accounts on page 53 You can access up to five IMAP e mail accounts or other CallPilot mailboxes One of these accounts can be set up for access from your telephone See Setting up telephone access to e mail on page 51 You can also set up access to a second CallPilot mailbox which can be on another server For setup details refer to the online Help Each e mail tab shows the name of the account associated with that tab 3 Nortel My CallPilot Microsoft Internet Explorer file Edit View Favorites Tools Help Address https umz003srv mycalipilotfinit asp2locale en YE Links My CallPilot Received Gaube Wilfred CallPilot 4 0 Beta 2 build 04 02 06 00 status 2005 03 30 09 20 Le Thi Quynh Tram RE Requests of the day 30 March 2005 2005 03 30 15 48 Turriff Cory RE Slee trace FS 2005 03 30 11 38 Bengtsson Oliver RE CP4 0 PEP schedule 2005 03 30 09 38 Si le ie le S To open a
28. Save The password is encrypted for security You can edit this information at any time or delete the account Remember that whenever you change your e mail password you must change the es 523 ee password in My CallPilot as well Mailbox Links CallPilot allows linked mailbox folders to be viewed in one place when logging in to My CallPilot One of these e mail account folders may also be accessed through the telephone in the E mail By Phone feature Select mailbox links to display Display SHEL RAH anes ue Mailbox Server Folder sian EditDelete S Phone Display Name m P TBender Todd s Exchange InBox TBender 2 Sue Caneel Edit Mailbox Link Configuration Mailbox link configuration Mailbox server Exchange x Name to Display on Tab Email Account Mailbox Folder e g INBOX INBOX E mail address jtim bigcompany com Mailbox user name imster Mailbox password os i To configure an external e mail server My CallPilot supports various settings when configuring an external e mail server Some of these settings are configured in CallPilot Manager while others are specified in My CallPilot This allows My CallPilot to work correctly in situations where the user s corporate IMAP SMTP and LDAP servers are on different hosts The settings include the host IP address and port number of the SMTP server and numerous external LDAP server settings Consult your administrator if you are r
29. alling the sender of a message eee eaee 27 Forwarding and replying to messages auauna 30 Adding attachments to messages eee eae 31 Setting message options 0 0c eee 32 Addressing messages cece eee tes 33 CallPilot Features lab ananuna 35 Greetings TTT 36 Setting up message notification aessa aaae 41 Setting Up Message Forwarding ssas eenn 42 Managing personal distribution lists 47 Changing your CallPilot password eee eee 48 Changing your telephone options 0000eeee 49 Setting up telephone access to e mail nn nananana 51 Changing fax printing options 0 2 c eee eee 52 Setting up links to your e mail accounts 5 53 Setting messaging preferences eee 57 Choosing a home page for My CallPilot 59 E mail tab 2 2 0 0 tees 60 Useful Information tab 0 0 0 0 c cc es 61 Protecting the security of your mailbox 00 62 Appendix A Remote Text Notification for Microsoft Outlook and BlackBerry Devices cee eee eee 63 Document information 0 00000 cece es 71 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 do
30. ark 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 is a trademark of
31. based business communications system that offers exceptional flexibility for managing your messaging needs You can work with My CallPilot from any computer that has Internet access and a web browser configured for My CallPilot Here are some of the many ways you can use My CallPilot a Enable record edit and delete greetings Configure the Message Forwarding Rule m Configure e mail by phone Configure mailbox link m View useful information about your mailbox Receive forward reply to and send voice messages faxes and e mails Change the setup of your mailbox features m Change your CallPilot password m Create personal distribution lists m Set up remote notification to a telephone or pager Set up text message notification for a wireless e mail device See Appendix A for details Some features mentioned in this guide are options For details refer to the Feature availability topic in the CallPilot Player online Help or ask your administrator NOTE The screen images of dialog boxes shown in this guide are those displayed when operating My CallPilot in the Windows environment unless otherwise specified Users of the Macintosh or Linux environments may see altered versions of these dialog boxes depending on specific feature and functionality support Getting started About this guide This user guide describes how to use the web based resources of My CallPilot The instructions and screen images shown
32. ce messages or you can download the CallPilot Player for full feature capability To log out To log out from My CallPilot click Logout on any My CallPilot page Logging in to environments with multiple CallPilot servers My CallPilot has enhanced support for environments that have multiple CallPilot servers If this applies to your situation a drop down menu containing multiple CallPilot servers appears in the Log in page F Nortel Networks My CallPilot Microsoft Internet Explorer File Edit View Favorites Tools Help Address 4 http focalhost mycp init a Go nd s D B Le JO send fe Favorites veda O B Links Zl Corp Mw Zl Yahoo Mail Yahoo Finance Z Minnesota Weather Z Enterprise Voice N RTEL NETWORKS Welcome Unified messaging lets you access your voicemails e mails and faxes from one place Logintocanpiot _ Contgure_J Location Belleville CPLab225b v Mailbox 7401 Password eeeeee E Remember Password Enable Secure Login N Local intranet Selecting a server from this list allows you to select and log in to your CallPilot server without needing to know any of your server specific settings beyond your mailbox and password This feature is implemented as simple text based file cpserverlist that an administrator can create using the My CallPilot Administration Utility CallPilot Messages tab To access your CallPilot messages click the CallPilot Messages tab You can access voice
33. cipient of the message only receives the VBK header The audio data is not sent and the message cannot be played If Allow user to send voice messages to non CallPilot recipients is unselected not checked you are not able to forward voice messages to non CallPilot addresses However you are still able to forward voice message to CallPilot addresses Wi CallPilot Desktop Messaging xj This message cannot be sent to non CallPilot recipients Contact your CallPilot administrator for details Note If Allow user to send voice messages to non CallPilot recipients is unselected not checked the user is not blocked from forwarding voice messages to an external e mail account if they are using Internet IMAP clients Outlook Express Eudora or Netscape Messenger To record and send a new voice message 1 In your Message List click Compose A new message page opens 2 Click To or Address Book to choose an address from the CallPilot Address Book or click Special Addresses See Addressing messages on page 33 3 Add a subject description in the Subject text box 4 Inthe embedded or downloaded Windows CallPilot Player select the Telephone or Computer icon If you are using a Macintosh select either Use Telephone or Use Macintosh from the CallPilot Player s Audio menu Interface showing Embedded Player Play Review Stop Record Playback slider Use telephone orcomputer os icon to Save Audio record Start new vo
34. ctory Call button in the Address Book Search view This button only appears when you compose a message on your CallPilot es 27 server a http um 2003srv mycallpilot DirectorySearch asp f_nameToSearch Microsoft Internet Explorer Select recipients from the Address Book Enter Last Name or _Find_ Select From Results List Message Recipients Anderson Wayne 1 6139355322601 8 cplab355 ca nortel com Dow Nancy 16139355322601 cplab355 ca nortel com Flemming Michael 1 6139355322601 6 cplab355 ca nortel com Grimmell Doug 6139355322601 5 cplab355 ca nortel cor Le Tram 161393553276010 cplab355 ca nortel com Roy Dawn 1 6139355322601 9 cplab355 ca nortel com SDL SDL 16139355123 cplab355 ca nortel com 4 Tongi Anh1 X NORTEL NET 342326601 0 cplab355 ca nortel com ee Tong Anh1 161393553275000 cplab355 ca nortel com Tong Anh2 gt X NORTEL NET 3423266011 cplab355 ca nortel com Tong20 Anh20 161393553275001 cplab355 ca nortel com Tong20 Anh20 161393553275002 cplab355 ca nortel com tram quynh 1 6139355327601 1 cplab355 ca nortel com tram tram 1 6139355322601 4 cplab355 ca nortel com Bcc All Users at cplab355 XNORTEL NET 777777328 cplab355 ca nortel com Local intranet Selecting an Address Book entry and clicking Directory Call extracts the entry s phone number This phone number is then displayed in the Call Address Book entr
35. cumentation bulletins and tools to address issues with Nortel products More specifically the site enables you to m download software documentation and product bulletins m search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues m sign up for automatic notification of new software and documentation for Nortel equipment m open and manage technical support cases Getting Help over the phone from a Nortel Solutions Center If you don t find the information you require on the Nortel Technical Support Web site and have a Nortel support contract you can also get help over the phone from a Nortel Solutions Center In North America call 1 800 4NORTEL 1 800 466 7865 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 My CallPilot My CallPilot from Nortel is a web
36. dule Remote Text Notification This feature has not been enabled for your mailbox class Remote Notification to telephone or pager Current Status On Off Notification Device Telephone Settings z POSTED 14135551212 Number Default Callback 7234567890 Number Identification Number fi 234 Notify for All messages Urgent messages Calling Schedule Any time According to this schedule Days M Monday M Tuesday M Wednesday M Thursday Time period during active day s First time period From fna lt oo lt To 17 oo 2 CallPilot will call this number to deliver notification for selected messages The information included in the notification call depends on the selections below Your 10 digit pager access number This number is used by some pager services Your Pager Identification Number PIN This number is used by some pager services You control notification by turning it on and off as needed When notification is on you will be notified of selected messages that arrive during periods you define M Friday Saturday T Sunday Time zone GMT 06 00 Central Time T Optional second time period From fi lt oo lt Jog x oo lt Notification periods can cross midnight starting on your selected days If the end time is earlier than the start time it is assumed to be on the next day For the entire day use 00 00 to 00 00 Setting Up Message Forwarding
37. e it Personal Verification 2 w v For Netscape Navigator users If you are using Netscape Navigator the stand alone audio player is used to record and play voice greetings and personal verification The CallPilot Player can be launched by pressing the Edit button or from the Windows Start menu es 317 ee CallPilot Messages CallPilot Features Useful Information Mailbox Quynh Tram 3276011 KIR oj os pap LE Sg 2 2 Greetings You can record external internal and temporary greetings Callers from outside your organization hear your external greeting callers within your organization hear your internal greeting If you do not record an internal greeting all callers hear your external greeting Greetings Edit Import Delete Recorded External Greeting g o bal v Internal Greeting g w bal v 9 Temporary Greeting Z co hail Expiry date No Expiry Date If you record a temporary greeting it is played to all callers in place of your external and internal greetings until it E 1 0 at expires or you delete it Personal Verification cy el v Recording a greeting Record a greeting using CallPilot stand alone player or any other media applications that support WAV PCM format as follows 1 Record a voice greeting or personal verification using the CallPilot Player To use the telset you must log into the CallPilot server 2 Save the recording as a WAV file 3 Press the Import button to upload the saved file No
38. e items on logout Check for new messages every 10 minutes Automatically logout after 20 gt l minutes Audio Standard WAV Number to call for telset playback ie your phone 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 Forward Reply or Reply All 2 On the new message page compose a voice fax or text message 3 Address forwarded messages the same way as a new message Replies are addressed automatically 4 Add attachments set options and change the Subject line if required 5 Click Send allPilot lJ CallPilot Features lf Useful Information Mailbox Richard Smith 8989 K E x Be ew Audio Message List EEEE Reay ZR Save Audio l To anderson Ce Subject The Thimbly account Options Priority Normal Z Sensitivity Public Notify me when message is read ESS nook Spechiacdrosses esl DE Hi Mike Please hear what Fred had to say about this situation and check his numbers on the fax Please get back to me ASAP Thanks Richard Type text message es 30 ee 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 either VBK
39. equired to change these settings and are uncertain of the appropriate entries Note If the corporate e mail servers IMAP SMTP and LDAP support SSL Secure Port the administrator should check the corresponding This server requires a secure connection check box to ensure that CallPilot Manager also uses SSL r E S ee 1 On the Mailbox Links page click Configure New Mailbox Link The Configure New Mailbox Link page opens Configure New Mailbox Link Mailbox link configuration Mailbox server Corp server lt Name to Display on Tab My emal sever Mailbox Folder e g INBOX INBOX s CSS E mail address mmeyers widget com Mailbox user name mmeyers Mailbox password le Confirm password pee This server requires a secure connection IS Outgoing mail server SMTP Hide Details T This server requires a username amp password D Mailbox user name l Mailbox password T Confirm password l This server requires a secure connection M Directory service LDAP Hide Details T This server requires a username amp password D Mailbox user name V Mailbox password l Confirm password V This server requires a secure connection Vv 2 Select your e mail server from the drop down list To get this name look in the account settings of your e mail application or ask your administrator Type a name for this account to display on the tab Type the name of the folder to access for your e mail messages such as I
40. er of the currently selected message regardless of whether or not the message contains an audio attachment The Call Sender button only appears when all of the following conditions are met The Mailbox Class allows the Telset Class of Service m Messages are being viewed on the CallPilot server When the Call Sender button is pressed depending on whether CallPilot is installed on the client computer or not an appropriate dialog box appears asking you to verify the phone number x as N Call F Call Message Sender CallPilot Select and verify the message recipient s destination Include g all necessary digits to dial a number such as the area code and z Not digits for an outside line Please verify that the phone number is correct installed syai one S Phone number to dial 1980 Verify number CallPilot Is Installed 1980 IC Remember changes The Remember changes check box associates the new phone number with the original Subsequent calls to the same sender auto fill the Verify number field with the new phone number The maximum number of digits that can be entered is 50 The Call Sender button causes your telset to ring When you answer the call your telset is connected to the specified phone number This Make Call feature contains no error detection after the call has been placed and My CallPilot does not have control over the call or your telset after the call has been placed My CallPilot also includes a new Dire
41. esktop Manager to redirect CallPilot notification messages Note If you set up My CallPilot to send CallPilot notification to your Outlook Inbox and set up BlackBerry Desktop Manager to send all incoming messages to your Blackberry device your CallPilot notification messages appear in your list of e mails on your Blackberry device with no additional configuration required Notification message format An e mail notification message can show the m type of message m name of the person who left the message if available m telephone number if available For example John Smith calls from extension 1234 and leaves a voice message for Andrew Jones An e mail message is sent to Andrew Jones with the following text You have a voice message from John Smith 1234 Microsoft Outlook forwards this e mail message to Andrew s BlackBerry device The message appears with the subject CallPilot Notification Once Andrew receives the message he can decide whether to retrieve the message from CallPilot or to call John immediately using a telephone De 623 Y Getting started with remote text notification Requirements m You need a BlackBerry device Ensure that e mail service on your BlackBerry device is working Microsoft Outlook must be installed Currently BlackBerry Desktop Manager only works with Microsoft Outlook Consult your BlackBerry documentation for information about other e mail clients m BlackBerry Desktop Manager 2 or later
42. essages are sorted by simply clicking on the column headings Note Only the messages currently displayed are sorted which may not be the entire message list To open a message To open a CallPilot message click the voice fax or text icon in the Attachments column beside the message or click any underlined part of the message line See Playing voice messages on page 18 and Viewing fax messages on page 20 To select a message To select a CallPilot message check the box at the far left of the message line When a message is selected you can delete forward or reply to it es 16 ee To delete a message To delete a CallPilot message select the message and click Delete or Delete Now If you click Delete the message is permanently deleted when you log out If you click Delete Now all selected messages are permanently deleted immediately To select your telephone or computer to play and record voice messages You can choose to play and record voice messages through your telephone or your computer Click the Telephone or Computer icon in the embedded or downloaded CallPilot Player To record and play messages using the telephone you must have a properly configured firewall or no firewall between you and the web server See Setting messaging preferences on page 57 to change the audio setting and the number that CallPilot dials for playing and recording messages es 17 Y Playing voice messages Before playing voice messa
43. ge Blocking is turned on record a temporary greeting that provides details of your absence and tells callers what to do Select the settings in Telephone Options To turn Auto Login on or off and define allowed numbers When Auto Login is turned on you do not have to enter your mailbox and password when you log in from a defined number Your administrator defines secure numbers for Autologin such as your office or home telephone When Autologin is turned on you access your mailbox by dialing the CallPilot access number or pressing the message key at one of your defined Autologin numbers To turn on Autologin check the box in Telephone Options Telephone Options For Callers Custom Operator lr This is the number ofthe person your callers Number reach when they press 0 Block callers from Never El leaving messages Blocked callers will be played the greeting then Transferred to custom operator Disconnected When logging in FP Tum on Auto Login for Auto Login allows you to bypass mailbox and password entry when allowed numbers logging in from secure telephones Number Auto Login Allowed 8052 Message waiting indicator at telephone Number Enabled 8052 v 8055 D To enable or disable Message Waiting Indicator Dialing Numbers Message Waiting Indicator Dialing Numbers MWI DN are assigned by the administrator The mailbox subscriber is not allowed to change the numbers However the mailbox subscriber
44. ges see To select your telephone or computer to play and record voice messages on page 17 To play a voice message the quick way Windows only Use the embedded CallPilot Player if available to play your voice messages quickly The player appears in your Message List if the Attachments column appears and if you select VBK as your audio setting See Setting messaging preferences on page 57 Note that the player can also play WAV format audio files 1 In your Message List click the Voice Play icon in the Attachments column When the audio controller window appears Windows version shown below press the Play button if playing does not start automatically So U Play messages L S la Ee from computer gt gt N Playing a y or telephone lay Re play Stop Disconnect Call Sender Embedded Windows CallPilot Player Controls on other audio players vary 2 If you selected Computer for playback the audio player plays your message from your computer s speakers If you selected Telephone for playback your telephone rings and plays the message when you answer 3 Use the player buttons to stop re play or call the sender The slider control on the player permits positioning within a recording Note that the volume level and the play rate speed cannot be adjusted when using the embedded player 4 Click Disconnect or hang up the telephone when you are finished To play a voice message in a mixed voice fax or text
45. he embedded player Windows only in your Message List Is ilb 7 h T U T s s l w a a My Callpilot Preferences M Available Columns Displayed Columns jessage List CheckBox Urgent mew z Attachments Move Down From lt Audio Player appears with the Attachments column los wl Ifyou are using a slow connection you may wish to l limit the number of messages displayed at once Number of messages per page To add a signature Type or paste your signature and other information then click the check box if you want this signature added automatically to outgoing text messages T CallPilot Messages Lf CallPilot Features Useful Information Mailbox Quynh Tram 3276011 ae a My Callpilot Preferences Message List Available Columns Displayed Columns Check Box A E3 Urgent mewy L Attachments Move Down From Audio Player appears with the Attachments column 2 Ifyou are using a slow connection you may wish to Number of messages per page limit the number of messages displayed at once Signature Settings Enter your signature details here Note The maximum size of signature text is 255 characters Michael Flemming Manager Documents R Us Inc 1 800 555 1212 Automatically add signature to out going message P S 517 Y To change environment settings Change any of these My CallPilot settings to your preferences T CallPitot Messages lJ CallPilot Features lJ Use 0 o l Mailbox
46. ice recording CallPilot Messages 2 Features l Useful Information Mailbox Richard Smith 8989 oi a i 99 Reneia lni ar SIS To anderson ice Subject The Thinbly account Options Priority Normeal Z Sensitivity Public Z M Notify me when message is read HSS ST ll OE Hi Mike Save voice recording and attach it to this message Please hear what Fred had to say about this situation and check his numbers on the fax Please get back to me ASAP Disconnect after z recording Thanks Richard 5 Click the Record button Note You can only record into a new audio window not to audio files that exist in your inbox Note The embedded player does not permit adjustment of the recording volume E 23 Y 8 Note In the Macintosh CallPilot Player window QuickTime version 5 0 shown below there is no Stop button L Time 00 18 Total 00 H ye ength of audio Z position Hang up telephone Playback position Play Pause Volume Slider Record Pause Speed up playback Slow down playback When you click the Record button recording begins and the Record button then becomes the Pause button K If you are recording from the computer record your message into the microphone Click Pause to pause the recording Click Stop to end the recording Click Play to review it To add to the recording click Record speak again then click Stop
47. ification from My CallPilot Selecting the Greetings link loads the Greetings page From this page you can record play delete and import voice greetings and personal verification The Greeting page also shows the greeting status recorded not recorded and allows you to assign expiry dates to a temporary greeting The CallPilot Player is required to record play greetings or personal verification from My CallPilot An alert appears if CallPilot Player is not installed and you try to play record greeting personal verification You can import VBK and WAV PCM files for greetings and personal verification messages The files can be imported with or without the CallPilot Player If the CallPilot Player is not installed you can record save a WAV PCM file from another media application and import the WAV PCM file using My CallPilot For Internet Explorer users If the CallPilot Audio Player is present the audio player is embedded directly in the web page CallPilot Messages CallPilot Features Useful Information Mailbox Quynh Tram 8276011 gt In a oa i il ex Sarai SS 3 Greetings You can record external internal and ternporary greetings Callers from outside your organization hear your external greeting callers within your organization hear your internal greeting If you do not record an internal greeting all callers hear your external greeting Greetings Edit Import Delete Recorded External Greeting co w v
48. l Go e Back v gt OA 3 ASeach Favores Hitoy G Folders he SH 7 E Like C Fast a C A My CallPilot ss German J Fran ais J Note Welcome Use rs of Wi ndows Unified messaging lets you access your voicemails e mails and faxes from one place Server 2003 with Do not check the IIS 6 0 can use Log in to CallPilot Remember Windows 2003 as Password box ona a client to log in ndl shared computer and use My CallPilot Password l The Login Securely link appears if SSL encryption is enabled To change to another server If you have a mailbox on another CallPilot server you can log in to that server from My CallPilot Click Configure type the server details then click OK When you log in again from the same computer CallPilot accesses the new server To change back to your default server click Configure then click Restore Default To change to another language If language buttons are available on your My CallPilot log in page you can click one to change from your default language to another language To log in using secure login If the Enable Secure Login link is available on your login page click the Enable Secure Login to enable SSL encryption The Login Securely button appears Bookmark the link for future log in To log in remotely You can log in to My CallPilot from any computer that has Internet access and supported browser configuration You can use the pre installed audio player for voi
49. message File Edit View Project Generate Effect Analyze Help B o Pek i x RR RS ale Project rate 8000 Cursor 0 01 569221 min sec Snap To Off Audacity 1 2 x _message wav Sound Recorder File Control Help IZ S Q M 8 gt a New Open Save Save AS Record Play Stop TA 0 00 File information Filename message wav Length 1 second a Ready Gnome Sound Recorder 2 x es 12 ee krecord 44100 stereo 16bit pem 3 01 30 6MB song010 wav 44100 stereo 16bit pem 4 24 7 44 5MB song011 wav 44100 stereo 16bit pem 3 48 38 3MB song l wav 44100 stereo 16bit pem 346 38 1MB song014 wav 44100 stereo 16bit pem 4 26 451MB song016 wav 44100 stereo 16bit pem 414 426MB song018 wav 44100 stereo 16bit pem 3 007 30 4MB song01S wav 3 20 33 8MB Krecord 1 1 Other audio applications may work but are not supported E d3 Logging in Your administrator provides you with the URL for My CallPilot Bookmark this address in your web browser for easy access To log in to My CallPilot 1 In your web browser navigate to the My CallPilot address 2 On the Welcome page in Mailbox type your mailbox number This is usually your office telephone extension number 3 In Password type your CallPilot password 4 Click Login 3 Nortel Networks My CallPilat Microsoft Intemet Explorer o x d Favorites Toole Help Addess E e ocahost CalPioV nit asplocale entappemsc S
50. n or To links in the My CallPilot Compose page The following shows an example of an external e mail server Address Book in My CallPilot a http um2003srv mycallpilot DirectorySearch asp f_nameToSearch Dow Microsoft Internet Explorer Select recipients from the Address Book Enter Last Name or _Find_ Select From Results List Message Recipients Dow Nancy 16139355322601 cplab355 ca nortel com T Note that the Address Book is tied to the current server you are using that is the inbox you are displaying Therefore when you compose a new CallPilot message the Address Book displays addresses only from the CallPilot server When you compose a new Exchange message the Address Book displays addresses only from the Exchange server and so on Non personal distribution lists can appear in the results if and only if the server is configured to return them through a standard anonymous LDAP query errs 34A CallPilot Features tab Click the CallPilot Features tab to change the settings for your CallPilot features and telephone options and to set preferences for web based access The main CallPilot Features page displays only the features that are available for you to use Click any title to open its settings page 3 Nortel My CallPilot Microsoft Internet Explorer File Edit dew Favorites Tools Help Q sxx s x E Lel Sead she Favortes 2 g w lJ rel 3 Address 2 http
51. nbox Type your e mail address Type your mailbox user name the User ID of your e mail account Type the password for this e mail account Retype the password for this e mail account to verify it In the Outgoing mail server SMTP block check the This server requires a user name and password logon box 10 Type your mailbox user name the User ID of your e mail account 11 Type the password for this e mail account 12 Retype the password for this e mail account to verify the password W G dG Qm E LG HS 55 Y 13 In the Directory service LDAP block check the This server requires a user name and password logon box 14 Type your mailbox user name the User ID of your e mail account 15 Type the password for this e mail account 16 Re type the password for this e mail account to verify it 17 Click Save These settings allow My CallPilot to be configured easily to work in nearly any corporate e mail environment The LDAP text boxes in particular allow for the external Address Book searching feature Note that you do not have the ability to specify the port numbers these are defined by the administrator in CallPilot Manager Note To log in anonymously uncheck This server requires a user name and password for both SMTP and IMAP es 56 ee Setting messaging preferences To change Message List columns You can change the columns in your Message List The Attachments option must be in the Displayed Columns list to see t
52. ng message is 13 minutes 7 An incoming message can be no longer than 5 minutes 8 Your password was last changed Never Voice Mail Access Numbers 1 Voice Messaging 2526 2 Express Voice Messaging Not Available 3 Speech Activated Messaging Not Available 4 Name Dialing Not Available 5 Default Fax Number Not Available E Gd O Protecting the security of your mailbox Because My CallPilot is a web based product it is important to take precautions to protect the security of your mailbox If your administrator has enabled SSL encryption you can use the Secure Login feature for greater security See To log in using secure login on page 14 When you have finished using My CallPilot make sure that you log out If you go to a web site outside of My CallPilot without logging out CallPilot does not log out immediately This can make your CallPilot information vulnerable to hackers If you want to visit a web site without exiting My CallPilot use a separate browser window to view the other site You can set CallPilot to log out automatically after a short time such as 5 or 10 minutes See Setting messaging preferences on page 57 If you use a public or shared workstation avoid using the Remember Password option when you log in to My CallPilot If this option is selected others can access your CallPilot mailbox If you use a public or shared workstation you should empty the browser cache after a CallPilot
53. o You can select one or more addresses clicking To after each one 5 Click OK to return to the new CallPilot message To address a message in Special Addresses 1 On a new message page click Special Addresses 2 Select an address format from the drop down list for example Network mailbox or Personal Distribution List Note that Personal Distribution List entries appear alphabetically sorted when doing an Address Book search 3 Type the number and any other information required Refer to the online Help for the correct addressing formats 4 Click To Searching External E mail Address Books LDAP databases The LDAP text boxes you can specify for your e mail account refer to Setting up links to your e mail accounts on page 53 allow My CallPilot to search external LDAP databases which in turn allows you to search for an e mail address in your corporate Address Book Note This ability requires the administrator to enter the correct searchbase host IP and login info if needed for the external LDAP server This information must be entered in CallPilot Manager when the External E mail server is defined You can enter user log in credentials if needed inside My CallPilot Once these text boxes are properly configured you can search the external Address Book when composing a new external e mail server message just as you do when composing a CallPilot message To access the Address Book you simply click on the Address Book butto
54. on Mailbox server Exchange E mail By Phone Folder e g INBOX INBOX E mail address faerickson widget con Mailbox user name farterickson Mailbox password e sd E 5d ee Changing fax printing options If your CallPilot mailbox has fax messaging capability you can receive a fax message in your mailbox and print the fax at a selected fax number Set options for default fax number Auto printing and print cover page on the Fax Printing page To change the default printer You must set a default fax number If you are not using Auto printing a default fax number is the simplest way to print The default number can be any fax number that CallPilot can dial including any normally required prefixes To turn Auto printing on or off When Auto printing is turned on any faxes that arrive at your mailbox are automatically printed at a specified default fax number A message that has been auto printed remains in your mailbox so that you can reprint the message or forward the message Your printed faxes can be deleted automatically from your mailbox on a schedule set by your administrator Auto printing is the most convenient way to handle fax messages while you are in one location If you are away from your office you can turn Auto printing off and print your faxes at another fax number To turn fax separator page printing on or off You can select whether to print a fax separator page when you print a fax message A separator page
55. onal distribution lists An entry can be a mailbox number shared distribution list number network mailbox open network mailbox or telephone number You can create personal distribution lists in My CallPilot or on your telephone These lists are stored for you in the CallPilot Address Book on the CallPilot server You can access these lists from My CallPilot Desktop Messaging and your telephone To edit delete or create personal distribution lists To edit or delete an existing list select the list and click Edit or Delete Make the changes then click Save To create a personal distribution list click Add New List Type a number and name for the list Add entries by selecting an address format from the drop down list then enter the information required Refer to the online Help for the correct addressing formats if required Click Save Personal Distribution Lists CallPilot messages addressed using distribution lists are sent to all people in the list Distribution lists up to 99 are addressed by their list number in outgoing messages Existing Personal Distribution Lists Number Name Number of Members Edit Delete Number Name Number of Members Edit Delete Personal Distribution Lists Edit Personal Distribution List Information Number fi z Name MyTeam Add Remove Members Distribution List Members Add Address Book v Address Book rd hd ca nortel com Bedard Harry 1
56. or WAV format for both Windows and Macintosh CallPilot recipients My CallPilot automatically converts VBK files to WAV files when sending to non CallPilot users Fax files must be TIF format Text files must be TXT format To attach a file to a message 1 On a new message page click Attach Files 2 In Add Attachments click the browse button to browse for and select the files that you want to attach Add Attachments File to attach Browse _ _ Attached Files 3 Click Open 4 Click Attach Selected File button 5 Click OK The icon for the attached file appears beside the Attach Files button on the new message 6 Continue to compose address and send the message as usual Setting message options Before sending a message you can set options for handling and delivery To set message options 1 On a new message page select Priority Sensitivity and Receipt options as required Options Priority nd Sensitivity Public x I Notify me when message is read For Priority select Low High or leave the setting as Normal K For Sensitivity select Private or leave the setting as Public You cannot forward messages that are marked Private to other CallPilot users However be aware that when you send a message marked Private your recipient can still forward the message to someone else if the recipient is not a CallPilot user Also recipients in non CallPilot systems are not informed of Private settings In
57. ovided for Macintosh OS X es 2 ee Composing voice messages You can compose a message that is any combination of voice fax or text To record voice messages use the embedded or the downloaded CallPilot Player Allow User to send voice messages to non CallPilot recipients for CallPilot server release 3 0 and above The system administrator has control over the distribution of CallPilot voice messages outside of the organization Allow user to send voice message to non CallPilot recipients if the system administrator leaves this option unchecked the user is unable to save or forward audio attachments or voice messages to non CallPilot recipients jA Moh Me soing 1 igurati Message Forwarding Rule Allow user to set Remember password lt Desktop Playback Restrictnone x Allow user to send voice messages to non Callpilot recipients M Kren to WAY format Restictnone gt Restrictnone Restrictnone Z Include message header when forwarding replying Include cover page when forwading fax Address book Restrictnone Company cover page folder Address book path Qutlook GroupWVise clients Lotus Notes auto refresh T Create Sent folder Group Wise client lt My CallPilot Mailbox Manager Note If the user attempts to forward a voice message to a non CallPilot recipient using Microsoft Outlook standard e mail form the operation appears to have functioned properly The re
58. reeting Z KJ Expiry date No Expiry Date January x 1 lt ar l ln Personal Verification 2 D v Removing voice greetings and personal verification Voice greetings and personal verification can be removed by pressing the Delete button You must confirm the deletion before the voice greeting or personal verification is removed Personal Verification allows you to record your name in your own voice so callers can SS correctly identify you when leaving a voice message es AO Y Setting up message notification CallPilot can notify you of new messages when you are away from the office Your administrator defines whether these devices and services are available to you Remote Text Notification to a wireless e mail device See Appendix A Remote Text Notification for Microsoft Outlook and BlackBerry Devices on page 63 m Remote Notification to a telephone or pager This type of remote notification can be set up and turned on or off from your telephone as well You can set up two time periods for notification and choose whether you want to be notified of all messages or urgent messages only You can have the two types of notification turned on simultaneously Message Notification You can receive notification of new CallPilot Messages at an email device or a remote telephone or pager that you define You can also specify which type of messages you wish to be called for and define a calling sche
59. s Configure Outlook to route CallPilot notification e mail messages to the folder using the Rules Wizard To create a notification folder 1 2 3 Start Outlook In the Folder List select Outlook Today From the File menu choose New gt Folder The Create New Folder dialog box appears In the Name box type CallPilot Notification and then click OK The CallPilot Notification folder appears in the Folder List Folder List x CallPilot Message Store 4 Outlook Today Personal Folders Calendar A CallPilot Notification Contacts Deleted Items Drafts Y R Inbox lt 3 Journal G Notes Outbox Sent Items Tasks Public Folders a 9 To route notification messages to the holding folder 1 2 3 Choose Tools gt Rules Wizard The Rules Wizard dialog box appears Click New The first panel of the Rules Wizard appears In the list of rule types select Check messages when they arrive and then click Next In the list of rule conditions check With Specific words in the subject box es 65 ee 5 Inthe Rule description box click Specific Words The Search Text dialog box appears Search Text 21x CallPilot Notification eatictnotifcation O a S 6 ln the Add new box type CallPilot Notification 7 Click Add The text CallPilot Notification is added to the Search list box 8 Click OK The search text CallPilot Notification appears in the rule description
60. session For information about your browser cache see your browser online Help es 62 ee Appendix A Remote Text Notification for Microsoft Outlook and BlackBerry Devices Remote text notification can be configured to send a message to your SMTP e mail account when a new voice fax or text message arrives in your CallPilot mailbox You can set up notification to any e mail server that supports SMTP These include most e mail accounts wireless handheld organizers mobile phones or PDAs like the Research In Motion Blackberry To set up My CallPilot for remote telephone or pager notification see Setting up message notification on page 41 This section describes how to set up remote text notification for Microsoft Outlook and BlackBerry devices Any device or portal with a service provider that supports SMTP can receive e mail notification messages If you plan to use another type of device to receive remote text notification ask your CallPilot administrator about any additional setup that is required for your device To receive notification messages on a Research In Motion RIM BlackBerry Internet Edition device you must configure Microsoft Outlook and BlackBerry Desktop Manager version 2 or later to forward CallPilot notification messages to your BlackBerry device If you use a BlackBerry Enterprise Edition device your administrator can set up notification message forwarding for you on the e mail server or configure BlackBerry D
61. t hyper text link to select or enter a CallPilot address The CallPilot Address Book dialog box is displayed when the CallPilot link is selected Select Recipient From Address Book x Find Name Fm Names Found You can also create and address manually using the address creation dialogs PDLS SDLs BDLs telephone numbers and fax addresses are not accepted Users wishing to forward CallPilot messages to a telephone number should use the CallPilot Remote Notification feature Users wishing to forward incoming fax messages to a fax number should use the CallPilot Fax Printing feature An Address creation dialog box is provided for a CallPilot mailbox and for an Open VIPs CallPilot mailbox as follows Select Recipient From Local mailbox v VPIM Network Shortcut 16139355 Local mailbox Local mailboxes are used to send messages to local users on the CallPilot server They are created and maintained by the system administrator and may be found in the CallPilot Address Book S 44 Y Enter a Special Address Address format Open VPIM gt Address Information Remote mailbox 16129377461 Remote server bywTestServer ca nortel com Voice Profile for Internet Mail PIM addresses are used to send messages to remote users via the intranet internet To use VPIM the CallPilot server must be configured by the system administrator to access the remote server via VPIM CallPilot mailboxes
62. te You are not able to play existing greeting personal verification if CallPilot Player is launched from Windows Start menu 4 The Import dialog box appears This page allows you to select which VBK or WAV PCM file on the local computer to upload to the CallPilot server The selected file is uploaded when the Save button is pressed The CallPilot Player launched from My CallPilot Greetings page allows you to record and save a recording directly from the player using the player s File Save menu skipping the Import step You can also play previously recorded greetings or personal verification However no es 38 ee computer playback is available if only your telset is used Since the player shares the same credentials with My CallPilot no login to the CallPilot server is necessary The only requirement is that you do not close the browser window while working with a greeting or the recording could be lost Once you are done with the greeting you should refresh the Greetings page to update the page content R CallPilot Player am N RTEL Lal of alla ra S amp op _v Jul Setting an expiry date You can also set an expiry date for temporary greetings from the Greetings page The expiry date time corresponds to the date time on the CallPilot server The expiry date is validated by My CallPilot Greetings Edit Import Delete Recorded Extemal Greeting A li WA Internal Greeting 2 La v Temporary G
63. to return to your messages ai el File View Page Zoom Help S a S ala BIS l Print To Our Customer Fax number 65767961 Richard Smith 1 232 555 1212 1 232 555 1212 1 232 555 1212 From Fax number Home phone Business phone Date amp Time 9 19 2000 12 45 28 PM Pages sent 3 Re A satisfied CallPilot Customer Krl For Help press F1 What happens when your company gets CallPilot Voice e mail and fax messages are united into a single integrated communications tool Personal productivity climbs about 30 percent Employees easily access messages from the road capturing major opportunities They work more efficiently as a team and accomplish more in less time And they all say How did we ever work without it Change page Rotate Fit width Zoom in out 50 60 Page1 of 1 Note If you use Windows imaging software other than ImageMaker or if you work ona Macintosh the appearance of the fax message may differ from the one shown In addition some of the controls seen here such as Zoom in and Zoom out may not be available 20 In the Macintosh CallPilot Player the control commands are accessed through the Fax menu DS calPilot Fax Henry Rif SB Hours Mon Fri 6 20 5 00 PML PRICES SLEJECT TO CHANGE GO i D WITHOUT NOTICE Wholesale Diswibutor br Paper 5004 Timberies Had Ural 2 Note Nortel Player is not pr
64. warding Rule Configuration Messages to forward All Messages b This includes messages maiked private which cannot normally be fomvarded Forward to E mail address CallPilot address Mark original message as read when Forwarded by this service Opened by the recipient if read receipts are supported by the recipients mail service Convert voice messages to VBK requires CallPilot audio player The supported Messages to forward options are All Messages default selection m Voice Messages m Fax Text Messages The recipient can be either an E mail default or CallPilot address All Message Forwarding Rule options are supported for e mail addresses The options Convert voice to WAV PCM and Opened by recipient are not supported for CallPilot addresses Also the WAV PCM selection is grayed if Fax Text Messages is selected Only one address is permitted per rule Simple address validation is performed on the e mail address The e mail address can be a maximum of 255 characters The address is scanned to ensure the address contains a period and the at sign The address validation is performed when the user presses the Save button CallPilot distribution lists cannot be manually entered here However e mail distribution lists are supported An E mail distribution list can be entered as an e mail address in the Message Forwarding Rule E Y The user can also select the CallPilo
65. x capability to view your 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 To create and save a fax file To create a fax file your CallPilot mailbox must have fax capability and your computer must have Desktop Messaging installed After you save the fax file you can add the fax to a message as an attachment 1 Launch the application you want to use to create a fax with The document you open or create must be 8 5 in 21 5 cm wide or less Multiple page documents are allowed 2 When the document is ready K Windows computer a Click Print or Print Setup under the File menu b From the list of printers select Nortel Fax K Mac computer a First select the Chooser desk accessory from the Apple Menu b Then select the CallPilot Fax icon and close the window 3 Click OK 4 Inthe Compose Fax dialog box click Save As BN Compose Fax View Edit File name Microsoft Word New Microsoft Word Document d View before sending Delete before Total pages 1 sending a ee Change order Send fax Send using Fax machine separate each fax number with a of files to be Fax machine s m8157 faxed Subject I Receive a confirmation of delivery MV Remember changes Cover page Browse to Use fax cover page No Cover Page x Browse select predesigned Save to send cover page later Save As
66. y dialog box 192 168 71 24 mycallpilot TelsetCa Call Address Book Entry Please verify that the phone number is correct Phone number to dial IEP Note The above dialog box appears if CallPilot Player is not installed on the client computer E Configure Microsoft Internet Explorer DAR 5 Call confirmation Call this number 16129374494 B KJ Local intranet Clicking on Call User causes your telset to ring When you answer the call My CallPilot calls the specified phone number Note that the Restriction Permission List defined in CallPilot Manager is not checked before attempting to dial the digits If the phone number is rejected by CallPilot or the switch no error dialog box appears Note If the field Number to call for Telset Playback ie your phone is blank go to the My CallPilot Features tab and select My CallPilot Preferences and enter the number at the top of the page in this example 4300 in the Number to call for Telset Playback ie your phone field and click the Save button My CallPilot f Cauritot Messages l CallPilot Features Useful Information ful Information Mailbox Peter Arbeau 4300 T Automatically add signature to out going message E Environment Settings T Show BCC while composing M Confirm when messages are sent Vv Show Priority Sensitivity Read Msg Confirm deletions Notification T Message Read Notification is checked M Remove Deletabl

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