Avaya CallPilot 2.5 Unified Messaging User Guide
Contents
1. lt fdteDelTypesT es gee is discarded vhen EaxingT x 7 iza RE ins z Page Break o m gt 4 SS gt i Draw gt l AutoShapes N x O Ogia a CO aS Page t Sec 1 1j2 At 2 7 in 15 Coli REC TRE E The purpose of this page is to provide a location to map information in the data source to each customized fax document To signal CallPilot that this as a Fax Batch file and to prevent this page from becoming part of the fax two special control codes must be present on the first page SOJ Start of Job This control signals the fax driver to start processing and can be placed anywhere on the first page Izz Skip this page This control can be placed anywhere on the first page and prevents the first page from becoming part of the fax message The CallPilot desktop software will retrieve the Fax Number from the first page of the document Additionally CallPilot desktop software will retrieve the Recipient Name the Delivery Receipt and the Delivery Type if they exist on the first page tp Fax Number Used to address the fax message This field is required dr Delivery Receipt A Delivery Receipt can be turned on or off for each recipient This field is optional es 20 tn Name of Recipient This name is used to identify the record in the Nortel Fax Batch Status dialog if the fax number is either missing or invalid This field is op2. CallPilot DMS DMS 100 DMS 250 DMS MTX DMS SCP DPN Dualmode Helmsman IVR MAP Meridian Meridian 1 Meridian Link Meridian Mail Norstar SL 1 SL 100 Succession Supernode Symposium Telesis and Unity are trademarks of Nortel Networks 3COM is a trademark of 3Com Corporation ACCENT is a trademark of Accent Software International Ltd ADOBE is a trademark of Adobe Systems Incorporated AMDEK is a trademark of Amdek Corporation AT amp T is a trademark of American Telephone and Telegraph Corporation ATLAS is a trademark of Quantum Corporation ATRIA is a trademark of Pure Atria Corporation BLACKBERRY is a trademark of Research in Motion Limited CASEWARE is a trademark of Caseware International Inc CONTINUUS is a trademark of Continuus Software Corporation CRYSTAL REPORTS is a trademark of Seagate Software Inc DEFINITY is a trademark of Avaya Inc DIALOGIC INTEL and VOICEBRIDGE are trademarks of Intel Corporation DIVX is a trademark of DivXNetworks Inc EUDORA and QUALCOMM are trademarks of Qualcomm Inc eTrust and InoculatelT are trademarks of Computer Associates Think Inc DIRECTX EXCHANGE NET FRONTPAGE INTERNET EXPLORER LINKEXCHANGE MICROSOFT MICROSOFT EXCHANGE SERVER MS DOS NETMEETING OUTLOOK POWERPOINT VISUAL STUDIO WINDOWS WINDOWS MEDIA and WINDOWS NT are trademarks of Microsoft Corporation GROUPWISE and NOVELL are trademarks of Novell Inc HITACHI is a trademark of Hitachi Limited LOG
3. 5 xx and 6 xx groupware e mail client Windows 98 SE Windows 2000 Professional or Windows XP Monitor with 256 color 800 x 600 capability 15 Mbytes of free disk space to install software Sound card and speakers for playing voice messages on your computer A microphone connected to your computer or a telephone situated near your computer for recording voice messages ALAN Ethernet ISDN ADSL or dial up modem connection to the CallPilot server for accessing CallPilot messages m Internet Explorer 5 x and 6 x or Netscape 6 2x and above to access My CallPilot Operating in a Citrix Thin Client environment from a Windows Terminal Server Once the administrator has installed CallPilot Desktop Messaging on the Windows Terminal Server and updated mail databases on the Domino server Citrix Thin Client users can run the CallPilot enabled Lotus Notes client When a Lotus Notes Client starts for the first time after the server configuration is completed CallPilot Desktop messaging detects updated mail database makes all required modifications in the Lotus Notes client initialization file NOTES INI and prompts the user to finalize the configuration by restarting the Lotus Notes client Logging in When you log in to your e mail you can log in to CallPilot at the same time To log in from Lotus Notes 1 Open your Lotus Notes e mail CallPllot Logon aaa ee xi The CallPilot Logon dialog box appears when you open Mailbox 7366
4. CallPilot software E Done E Local intranet ye To view user information In My CallPilot click the Useful Information tab to view online user information specific to your mailbox Your Mailbox Status Your mailbox can store approximately 10 minutes of audio Voice messages are deleted 7 days after listening to them Faxes are deleted after 7 days When your mailbox is full your call answering is not blocked The maximum length of an outgoing message is 13 minutes An incoming message can be no longer than 5 minutes Your password was last changed Never Voice Mail Access Numbers 1 Voice Messaging 2 Express Voice Messaging 3 Speech Activated Messaging 4 Name Dialing 5 Default Fax Number 1 2 3 4 5 Messages that you send are not saved in your mailbox until you delete them 6 7 8 2526 Not Available Not Available Not Available Not Available E 47 Working offline To work offline you will require a computer that has CallPilot installed and configured in the same way as your office computer You can download your messages and addresses to this computer before working offline 1 Optional You may want to download your CallPilot messages to the computer that you will use offline Log in to your e mail and CallPilot and in your Inbox click Download all CallPilot Messages When your messages are downloaded log out 2 Optional You
5. and forward it from the CallPilot window or e for Outlook select the message in the Outlook Inbox and forward it from the Outlook toolbar Outlook Lotus Notes GroupWise Page 7 Call the sender of a message Call the sender of a message is not supported Page 7 Access web based My CallPilot to view user information and change your feature settings My CallPilot is not supported Page 8 About this guide The groupware e mail clients that are supported are e Lotus Notes 5 x and 6 x e GroupWise 6 x e Microsoft Outlook 2000 2002 XP and 2003 Citrix Terminal server functionality is supported Page 11 Page 12 Lotus Notes CallPilot Player The Call the sender button is not available Page 11 Page 12 Lotus Notes To play a message from your telephone If your telephone is call forwarded to voicemail cancel this feature before you access your messages from CallPilot Player Page 14 Page15 Lotus Notes Composing fax and text messages On the Compose Fax dialog box you can use the Subject field to add additional information to the fax cover page for example the name of the recipient when you send a fax directly to a fax machine The maximum length you can enter in the Subject field is 80 characters Page 27 Page 28 Lotus Notes Calling the sender of a message Calling the sender of a message is not supported Page 28 Page 29 Lotus Notes Setting message options Delivery Receipt is not supported Page 31 Page 34
6. 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 Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration OR On the CallPilot Player select View gt Options 2 Click the General tab to display your current access settings 3 Make any changes required then click OK xl General Mail Address Book Audio Server SMTP VPIM prefix fiat 6597 x Mailbox fe0s2 ba Password J Remember password My CallPilot URL Change password To change your CallPilot password This is the same password that you use on the telephone ea caine oueads Tans then click Change Password A a anae E 2 Inthe Old password field type Dld password me your current password New passwort f 3 Inthe New password field type Retype new i your new password m 4 Inthe Retype new field type your new password again 5 Click OK to save the change 6 Click OK to exit the General settings eS 390 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 Lotus Notes Inbox on the Act
7. pages i r Sand options sending were page Send using Fax machine separate each fax number with a t ht i by i t option selection Fax machinefs 9 1 952 555 1234 l eo if files 10 bs Save to send Subject Nortel Networks later fared IV Receive a confirmation of delivery r Cdver page Use fax cover page No Cover Page Browse Modify Save As Send Exit Help A new message form opens with your fax file attached Address the message from the CallPilot e mail or any Address Book See Addressing messages on page 34 Or type the formatted address in the To field OO a E 6 Add attachments and options if required See Adding attachments to messages on page 33 and Setting message options on page 33 7 Click the Send Message icon To create and send a text message To create a text message open a new CallPilot message form and type or paste plain text into it address the message then click the Send Message icon Creating and sending fax batch messages To send customized CallPilot fax messages to multiple recipients you can use Microsoft Word s Mail Merge and send your print job to the Nortel Fax Batch printer You must be familiar with Microsoft Word s Mail Merge functionality to use this feature Consult your MS Word documentation Note that the CallPilot Fax Batch feature is only available to CallPilot Desktop and Web users who install the Nortel Fax Batch Print Driver To u
8. recipient if the destination number is deemed invalid CallPilot distribution lists You can create a Personal Distribution List PDL over the phone or in My CallPilot Using the Lotus Notes client you can also create a Group in the local or public Lotus Notes address books However Lotus Notes address books are not accessible from the telephone or from My CallPilot 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 Lotus Notes select these lists from the CallPilot Address Book To create a CallPilot group You can create a personal distribution list for a group of recipients to whom you frequently send messages After you create a list it appears in your Personal Address Book in Groups CallPilot You create a CallPilot group in the same way that you create an e mail group The CallPilot group can contain CallPilot and e mail addresses 1 2 3 4 5 6 In your Lotus Notes Inbox click the Address Book icon Select Groups CallPilot then click the Add Group button Enter a Group Name and Description then click the arrow beside Members In your Personal Address Book place a check mark beside each name that you want to add to the group Click OK to exit the list Click the Save button Click the Close button You can edit or delete the list in Groups CallPilot OOO SC Changing your
9. than 8 5 inches in width You can use all of the data source column header tags to customize the document The following is an example using the Sample doc file ee 21 Z SAMPLE DOC Microsoft Word Efe Ea wew Insert Format Took Table window Help wh ie IOSRBANSAY i dedo o e AON ua ox EEE e E rsson hw DDD Ola oH To t To_Namexe Company To_Companys9 2 Phone t To_Phonesa a Faxit To_Fax o From t Peter Mackene Company t Windward Yacht Charterse Phone r 604 555 9999e s Fax t 604 555 1111 a Date t April 1419993 to T Comments ee lt To_Namer4 xj 4 Here is Microsot 4 Vord 6 0 95 sample print merge documnent for use with the Fax z Batch Demo t contains 3 y COVAMAQE this page follows ed by one page of dent These th fee sales aj i lomwe fe Agen SOCBH4AS RE S eA EFREM ine ee e a In this example the document is customized for each recipient Data source column headers are inserted into the document using the MS Word Mail Merge utility Insert function After the main document has been customized it is ready to be merged with the information in the Data doc file Consult your MS Word Mail Merge help for more details on inserting data source fields into the document Merging data from the Data Source into the Main Document When you are ready to merge data from the data source file into your main document 1 Start Mail Merge from the MS Wor
10. 7 CallPilot Desktop Messaging in Lotus Notes 5 xx or later 2 In Mailbox type or select your mailbox number ENR Properties 3 In Password type your CallPilot password 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 a shared computer Note CallPilot Desktop Messaging does not support multiple Lotus Notes logins to the same mailbox from more than one computer rece Password J Remember password To log out When you exit your Lotus Notes e mail you automatically log out from CallPilot Remote login You can log in to your mailbox from any computer that has CallPilot installed and configured in the same way as your office computer For example you can use a computer set up for guest access or your home computer with a dial up connection to the server Multiple Lotus Notes mail database support CallPilot allows a Lotus Notes user to change mail databases on the fly either at startup or during an active session Startup If you open a different mail database on Lotus Notes client startup than the one you used in your previous session CallPilot Desktop Messaging detects this and synchronizes to the new database automatically Changing your mail database during the active session You can also change the mail database you are using during the currently active Lotus Notes and CallPilot session that is when you are lo
11. ITECH is a trademark of Logitech Inc LUCENT is a trademark of Lucent Technologies Inc MATRA is a trademark of Matra Hachette MCAFFEE and NETSHIELD are trademarks of McAfee Associates Inc MYLEX is a trademark of Mylex Corporation NET2PHONE is a trademark of Net2Phone Inc NETOPIA is a trademark of Netopia Inc NETSCAPE COMMUNICATOR is a trademark of Netscape Communications Corporation NOTES is a trademark of Lotus Development Corporation NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation POWERQUEST is a trademark of PowerQuest Corporation PROMARK and RHOBOT are trademarks of DMI Promark Inc QUICKTIME is a trademark of Apple Computer In RADISYS is a trademark of Radisys Corporation ROLM is a trademark of Siemens ROLM Communications Inc SLR4 SLR5 and TANDBERG are trademarks of Tandberg Data ASA SONY is a trademark of Sony Corporation SYBASE is a trademark of Sybase Inc TEAC is a trademark of TEAC Corporation UNIX is a trademark of X Open Company Limited US ROBOTICS the US ROBOTICS logo and SPORTSTER are trademarks of US Robotics WINAMP is a trademark of Nullsoft Inc WINRUNNER is a trademark of Mercury Interactive Corporation WINZIP is a trademark of Nico Mark Computing Inc Contents Welcome to CallPilot 0 0 00 cece eee 7 Getting Started aeee maki ea e o a a E e E E 8 LoggiINg IN sasari we Seaxenbe tue cok OEE Ss EAE EE E eke 9 Working with your CallPilot message
12. Lotus Notes and Microsoft Outlook Personal distribution lists Personal Distribution lists are not supported Page 37 Page 40 Lotus Notes and Page 39 Microsoft Outlook Linking to My CallPilot Linking to My CallPilot is not supported umadd N0027223 04 00 1 800 4 NORTEL www nortel com Copyright Nortel Networks Limited 2005 All rights reserved CallPilot Desktop Messaging User Guide for Lotus Notes Product releases 2 5 Document release Standard 1 0 Date October 2003 Copyright 2003 Nortel Networks Nortel Networks All Rights Reserved Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant The process of transmitting data and call messaging between CallPilot and its servers switches or system is proprietary to Nortel Networks Any other use of the data and the transmission process is a violation of the user license unless specifically authorized in writing by Nortel Networks prior to such use Violations of the license by alternative usage of any portion of this process or the related hardware constitutes grounds for an immediate termination of the license and Nortel Networks reserves the right to seek all allowable remedies for such breach Nortel Networks and third party trademarks appear on the following pages Nortel Networks the Nortel Networks logo the Globemark and Unified Networks BNR
13. NORTEL NETWORKS c CallPilot Release 2 5 Desktop Messaging User Guide for Lotus Notes Updates to the Desktop Messaging User Guides Ve O Q e U of bn Q O c O 2 A f a 2 olen O z2 c O U 7 72 72 co Internet Clients Page 7 Call the sender of a message Call the sender of a message is not supported Page 7 Access web based My CallPilot to view user information and change your feature settings My CallPilot is not supported Page 8 About this guide The Internet mail clients that are supported are e Microsoft Outlook 2000 Internet mail mode e Microsoft Outlook 2002 XP Internet mail mode e Microsoft Outlook 2003 Internet mail mode e Microsoft Outlook Express 5 x and 6 x e Netscape Messenger Netscape Communicator 6 2x e Netscape Mail 7 0x e Qualcomm Eudora Pro 6 1 2 Citrix Terminal server functionality is supported Page 11 CallPilot Player The Call the sender button is not available Page 11 To select your telephone or computer to play voice messages If your telephone is call forwarded to voicemail cancel this feature before you access your messages from CallPilot Player Page 29 Linking to My CallPilot Linking to My CallPilot is not supported About forwarding Desktop Messaging messages Do not use the right click menu to forward a Desktop Messaging message To forward a message either e open the message
14. Notes Inbox Choose the Sender item from the Tools gt CallPilot Desktop Messaging gt Call menu or click the Call Sender toolbar icon CS The e mail sender s address book entry may 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 Call Verification dialog Choose the appropriate number and press the Call button The CallPilot Desktop client will remember any changes you make if you select the Remember Changes checkbox Answer the telephone when it rings CallPilot immediately calls the sender of the message ag When you finish the call hang up the telephone or click Disconnect lt 1 Forwarding and replying to messages You can forward a message and append an introduction to it You can also compose a reply to the sender of a message or to the sender and all recipients of a message To forward or reply to a message Compose voice message 1 In an open message click Compose text message Forward Reply or Reply to All Attach file aloj xi 2 On the new message form afo compose a voice fax or text Subject Voce Mersage message N E 3 Address forwarded messages the 4 5 same way as a new message Replies are addressed automatically Add attachments set options and change the subject line if required Click the Send Message icon gt Lah oj il wt ga t HE rp vja Note Your administrat
15. ax Batch process If you select Yes an attempt is made to resend the fax to the server If you select No the current fax is skipped and processing begins on the next fax in the list The fax that was skipped will not be sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files will be deleted and the process ends Any faxes that have already been transferred to the CallPilot server will be sent If you choose No the failure dialog box shown above will be displayed again allowing you to make a different choice After all the faxes have been successfully transferred to the server a dialog box will confirm this eS 24 Using custom fax Cover Pages Callpilot users can choose to include a cover page with their faxes These are typically designed and managed by the server administrator The user simply chooses the desired style of cover page if more than one is available Cover pages created with these tools will include the following general information From Information Title Name Department Company Phone number Fax number To Information Title Name Department Company Phone number Fax number Number of Pages Sent Date amp Time A Cover Sheet Memo section CallPilot Configuration The CallPilot Desktop Messaging Configuration page includes an option labelled Include cover page when forwarding fax message The default value for this is OO SC unche
16. blic When you send a message marked Private your recipient can forward it to someone else if they are not a CallPilot user Also recipients in non CallPilot systems will not be informed of Private settings In your message tell the recipient that the message is Private gt For Receipt acknowledgment check Read receipt to request acknowledgment that your recipient opened the message Check Delivery receipt to request acknowledgment that your recipient received the message 2 Continue to compose address and send the message as usual Addressing messages Callpilot users can access a variety of address books to address messages These include the CallPilot or Lotus Notes Public Address Book located on your CallPilot or Lotus Notes server respectively or your Personal local Address Book An address can be either internal or external to your organization To address a message using a Lotus Notes Address Book A Lotus Notes Public Address Book contains number information fields named Office phone and FAX phone and CallPilot users can directly access these numbers Note that in a Lotus Notes Personal Address Book these fields are called Office phone and Office fax respectively To address your message 1 In a new CallPilot message click To 2 Inthe Address Book field select the address book that you want to use If the Lotus Notes Public Address Book is selected an additional Filter drop down lis
17. ce prompt will identify the message as Urgent from the CallPilot telephone interface Messages sent Urgent are treated as Normal when they are sent to non CallPilot addresses 4 Once the table has been updated save all changes You would normally supply a unique name for your data file here but for the remainder of these procedures the name Data doc will be used 5 Close the document The Data doc file can now be used as a data source by MS Mail Merge Accessing and modifying the example Main document The Sample doc file is an example of a Microsoft Word main document 1 From the Program Files Nortel Networks CallPilot nda directory open Sample doc in MS Word This document contains tagged fields corresponding to those in the example Data doc file You can use this as a template for your own fax or just to practise with If you modified the column header names in Data doc you will have to modify them in your main document as well First page The first page of the main document is a special page and does not become part of the final fax Sample doc is installed with the first page setup correctly SESAMPLEDOC ruerosor Word a Tee Ble Edk wew insert Format Tools Table Yindow Hebb DeHMeh GAY BB Nn B amp B im a Final Showing Markup Shows gt gt D S gt ia e Be x Fax Addressing information IMAGEMAKER FAXBATCH HEADERY S0J8T C AnaToNamesf gt lt _ApcToFaw gt e a B a lt fdreDelReceiptsT gt aa
18. cked meaning that a cover page will not be sent CallPilot Desktop Messaging Conkguratran 9 General Mal Aedes Bock Aude Nobfication ukcenstic aly Default compose form Yace T Default lowerdraply hom Voice I irele message header when forwarding tering Fe Includg cover page when lansari fan Convert youre massages to WAW for non LalPicd recipients E Show message waiting indicator Mw on taskbar FF Create sent iter Advanced tact aw He 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 Networks CallPilot cvrpages CallPilot Desktop Messaging Custom form The CallPilot Desktop Messaging Custom Fax Forward form contains a menu item SS 8 6 7 named Cover page which contains two submenus items Add and Modify D CallPitot Player 2 mmer zj Ale Edt View CoverPage Help fil lajs Add Ce Mocity Teel Subject FWD Test fax messagd Defvery Noma Cover Public gt Biron The Add menu displays a list of existing cover pages available to use You can select one of these and click OK x Please make your selection from the fst below Basic ca The Modify menu displays the current cover page content and lets you modify it From the Modify w
19. d Tools menu Depending on which version of MS Word you are using Mail Merge will be under different menu headings a In the Office XP version select Tools gt Letters and Mailings gt Mail Merge Wizard b In Office 2000 select Tools Mail Merge Verify that Sample doc is currently selected as the main document and that Data doc is currently selected as the data source Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears Note Ensure that MS Word is not set up to print pages in reverse order E 22 4 Click OK in the Print dialog box to initiate the batch fax process When the document is merged data values from the data source file will be merged into the main document at the appropriate tag positions and a separate fax TIF file for each recipient is created CallPilot desktop software will address and transfer the fax files to the server The CallPilot server is responsible for actually sending the fax to the recipients Once the process starts the Print Status dialog appears The page number increments as each page is converted to a TIF file Since the first page is skipped this page is not included in the count For example if a three page fax is sent to 10 recipients the dialog box will display Printing page 1 Printing page 2 and so on up to Printing page 20 Only 20 pages are printed because the first page of each document is skipped Problems that occur whi
20. d files voice fax text na Cerea To To check for new messages yp The CallPilot message waiting indicator on your screen turns red when you have tr a new message To turn the indicator on or off see Changing mail delivery settings on page 40 New messages appear in red To open a message To open a CallPilot message double click the message line See Playing voice messages on page 12 and Viewing fax messages on page 13 To delete a message If you are using Lotus Notes 5 xx to mark a message for deletion click on a eyl CallPilot message in your Inbox to select it then click the Delete icon on the toolbar To permanently delete messages select the Actions menu click Empty Trash In Lotus Notes 6 xx the message is deleted as sson as you click on Delete Note You can delete a message immediately by clicking the Delete icon in an open CallPilot message E 11 ss Playing voice messages When you open a voice only message the CallPilot Player appears In mixed voice and fax or text messages click the Voice icon to open the CallPilot Player To select your telephone or computer to play 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 on page 44 You can also click the Telephone or Computer icon on the CallPilot Player to change the setting To play a message fr
21. eaker volume Low lt lt oe High F V Use system microphone level Low I Confirm settings before playing or recording I Download file before playing Cancel Apply Help 3 In Device select Telephone if you want to play and record your voice messages from your telephone Make sure the correct telephone number appears Or Select Computer if you want to play and record your voice messages through your computer s speakers and microphone Note You can change your audio device on the CallPilot Player also r a E 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 If you want a reminder to check these settings before playing or recording voice messages check Confirm settings 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 OOOO SC 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 on page 39 For more information on My CallPilot refer to the My CallPilot User Guide 1 In your Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Desktop Messaging Tools gt My CallPilot 2 Select one of the tabs T
22. g gt CallPilot Configuration Click the Address Book tab to display the current Address Book settings Make any changes required then click OK or proceed to download your address book as described below allPilot Desktop Messaging Configuration aa xj General Mail Address Book Audio Search base ERERRICI RSs IV Notify me of search base changes V Remind me to download address book every 20 day s Download now Advanced Cancel Apply Help To download the Address Book to your computer You can download the names and addresses of CallPilot users to your Personal Address Book 1 In your Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration 2 Click the Address Book tab E 42 Check the Remind me box and specify the number of days between reminders Click Download Now Click OK 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 Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messaging gt CallPilot Configuration Or On the CallPilot Player select View gt Options 2 Click the Audio tab to display the current Audio settings allPilot Desktop Messaging Configuration E x General Mail Address Book Audio r Device le Telephone hed Telephone number 052 7 Remove r Volume f IV Use system sp
23. gged on to a Lotus Notes mail database and are an active CallPilot client You change the mail database by either 1 Accessing the CallPilot Desktop Messaging view in the different Lotus Notes mail database CallPilot Desktop Messaging detects this and warns you that CallPilot is connected to a different mail database If you choose to connect to the other database click the Yes button in the dialog box and CallPilot will synchronize to the new mail database If you answer No no synchronization occurs To use CallPilot in this case you have to switch back to the mail database that CallPilot Desktop Messaging is already synchronized with OR 2 By trying to run CallPilot commands that is open a message use menu items etc in a mail database different from the one CallPilot is already synchronized with CallPilot Desktop Messaging detects this and warns you that CallPilot has to synchronize with the new mail database before implementing the command When you click on OK the synchronization occurs and when it is complete you can run the CallPilot command again eS 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 L aliat Desktop Messagg Indon Lotus Notes Message was Private received message Message was opened by the recipient Urgent message New message Attache
24. ick 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 have finished close the message CallPilot Player 7240 Fax ID 1009 1 p FWD Fax Message 3 Px joj x Close message Print Reply to All Reply Forward A Marion Stirrett Delete C message Subject 7240 Fax ID 1009 1 p FWD Fax Message Delivery Normal 7 Sensitivity Public z 12 5 2001 2 20 PM Change page views What happenswhen yourcompany get fax messages ate united into a single integra Select part of image Go to next or previous page access messages from the road capturing majar opparts work more efficiently as a team and accomplish more in leSNi And they all say How did we ever work without it Aamtston Caite Commoner Drag scroll image Rotate left Rotate right Zoom in Zoom out DN Composing voice messages You can record a voice message from the computer or the telephone then address and send it the same way as an e mail message To record and send a voice message 1 2 Send message Save message In your CallPilot Inbox click the New CallPilot Message button On the new message form click the Telephone icon in the toolbar to open the CallPilot Player if it is not already open On the CallPilot Player click the red Record b
25. ify If you choose to send your fax to a specific destination for example a fax machine the Cover page field becomes active and lets you browse for a cover page and or select one from the dropdown list You can then modify its contents This provides functionality similar to the Custom form Refer to the following section 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 dropdown list Note that you can also include a Subject line here fa Compose Fax ltem Pages i Untitled Hotepad i Total pages Z2 ooo Send weird Fax machine separate each fas number wih a Fax machnels 3526377403 Subject Fax Mecsage Aeesive a confirmation of debveny M Cover page Usg fax cover page eeii mts w J ee The Subject field information will only be displayed in the e mail portion of the fax It will not be displayed on a hard copy of the fax Modify and Preview cover page You can preview the current cover page and modify its contents from both the CallPilot E 20 Custom form and the Nortel Fax Printer driver application Modify cover page Click on Preview to view the current state of the cover page Cover Page Preview E x Page 1 Facsimile Cover Sheet The first time you access this page CallPilot Desktop Messaging will try to fill in the From section using information fr
26. ilot users See Changing mail delivery settings on page 40 S 4 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 have mailbox capability to receive the fax on their computer If your recipients access their messages from their telephone they can view the fax only by printing it You can also send your fax to a fax machine 1 Open the document that you want to fax It must be 8 5 in 21 5 cm wide or less 2 On the File menu click Print 3 From the list of printers select Nortel Fax then click Print or OK 4 The Compose Fax dialog box appears Before sending the fax you can add more documents by repeating steps 1 to 3 You can also choose to include a cover page view the fax and save it as a file for later transmission 5 Select an appropriate Send using option To send a simple fax type the fax machine number s or CallPilot mailbox number m plus number for example m7366 in the Fax machine s field type a subject in the Subject field then click Send To send your fax as an attachment to a new CallPilot message select CallPilot Desktop Messaging for Lotus Notes under Send using then click Send amp Compose Fax File name hito www nortelnetworks com index html nee li l f i It oe sending Send fa Move Up options dove Down l ee i elete b eto 1 otal
27. indow you can also preview the current cover page If you enabled the Include cover page option CallPilot Desktop Messaging will add the selected cover page to the Fax Forward form The cover page will appear as the first attachment on the list of attachments left pane The Attachment s view right pane will contain only the Cover Sheet Memo section of the cover page You can include any additional required information here B Calbet Player Eee oj x Mis tdt View Cove Page hep er alale To ce Boc Subject PWO Test lax mossagd Devers Nawal Cover Pune x Resdueceet I Dolvoy receipt This is the Memo section of the Cover Page Nortel Fax Printer Driver form You can use the Nortel Fax Printer form to send a fax message using either a CallPilot Desktop messaging client such as Lotus Notes or the QuickFax feature The QuickFax feature allows you to send a fax directly from the Print dialog box If you choose to send your fax using a CallPilot Desktop Messaging client the cover page will be available from the CallPilot Custom form Ai Compose Fax xj en e e a a IP View Edit Microsoft Word ONEPAGE DOC 1 Remove Moye Up Move Down Total pages 1 Send options Send using CallPilot Desktop Messaging for Lotus Notes Fay machines nn Subject m I Receive a confirmation of delivery Cover page Use fax cover page No Cover Page hd Browse Mod
28. ions menu click CallPilot Desktop Messaging gt CallPilot Configuration 2 Click the Mail tab to display the current mail settings CallPilot Desktop Messaging Configuration xj General Mail Address Book Audio Notification Automatically yw Default compose form Voice w Default forward teply form Voice E I Include message header when forwarding replying IV Include cover page when forwarding fax gt Browse IV Convert voice messages to WAV for non CallPilot recipients IV Show message waiting indicator MW on taskbar IV Create sent item Advanced Cancel Apply Help 3 The following settings are available Notification You can set CallPilot to update your message list automatically manually or at intervals such as every 5 minutes Choose Manually to save costs on long distance or ISDN connections Lotus Notes Auto Refresh is enabled by default When enabled all CallPilot Desktop messaging views All Inbox Drafts and Sent will automatically update when new CallPilot messages arrive The effect is similar to using Lotus Notes View Refresh menu or hitting F9 key The refresh will only take place when viewing a CallPilot view and will not affect Lotus Notes views There is no need to refresh when viewing a Lotus Notes view CallPilot views will be refreshed by the Lotus Notes client when you open one of the CallPilot views However if you have a large number thousands of e mail or Cal
29. lPilot messages the Lotus Notes Auto Refresh may impact the network performance when a new CallPilot message arrives Therefore users have the option to disable the Refresh to prevent network problems by deselecting this checkbox Note that when this option is disabled you will have to refresh CallPilot views manually by using Lotus Notes View Refresh menu hitting F9 key or changing the current view Include a message header when forwarding replying The header information of the original message appears in a reply or forwarded message Include a cover page when forwarding a fax Refer to the CallPilot Configuration section on page 25 for information regarding adding and or modifying cover pages Convert voice messages to WAV for non CallPilot users Your recorded messages are automatically converted from vbk to wav files when you send them to non CallPilot users Show message waiting indicator MWI on taskbar The CallPilot telephone icon on the Windows taskbar turns red when you have a new message Create a sent item A copy of each sent message is stored in the Sent folder Click OK E 4 SS 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 them if required Refer to the online Help for a detailed explanation 1 In your Lotus Notes Inbox on the Actions menu click CallPilot Desktop Messagin
30. le creating the fax images or with the fax addresses will be displayed in a separate Nortel Fax Batch Status dialog box such as Nortel Fax Batch Status The Fax number is mernng or nvakd for Bifana The Fax nursber is misang or mvaid for An Problems such as a missing fax address or an unsupported fax address format are checked However problems such as a wrong fax number will not be identified provided the number is in a valid format A wrong fax number will however result in the sending of a non Delivery receipt to the user s CallPilot mailbox by the CallPilot server When you click the OK button the batch process ends and no faxes are sent You must then fix the fax address es and resubmit the job If all faxes and addresses were created properly a dialog appears while the faxes are being addressed and transferred to the CallPilot Server It indicates the status of the batch job If you press Cancel in this dialog box before the job is completed another dialog box appears asking you to confirm the cancellation If you select Yes all temporary files will be deleted and the process ends However all faxes that have already transferred to the CallPilot server will be sent eS 23 If a problem occurs while transferring the fax a dialog similar to the following appears CallPilot Desktop Messaging x P Fated to send the Fax addressedto 7 m7461 Would you like to Retry Choose Yes to Retry No to Skip or Carcel to end the F
31. may want to download the server Address Book to your computer See Changing your address book settings on page 42 3 Open your e mail while not connected to the network and wait for the CallPilot Logon window to appear You do not need to enter your password 4 Click Cancel You can then work offline reviewing your messages and recording and addressing new messages You must use your computer s speakers and microphone to play and record messages offline you cannot use a telephone for offline access CallPilot stores your recorded messages and sends them the next time you log in to the CallPilot server 48O CallPilot Desktop Messaging User Guide for Lotus Notes Copyright 2003 Nortel Networks All Rights Reserved Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant This user guide is distributed in soft copy only Product release 2 5 Document issue Standard 1 0 Date October 2003 NETWORKS OO A e E
32. ning the Mail Address dialog Type the address with no spaces and enclose it in double quotes The name will be resolved against all available address books and address types If more than one address is found you will be presented with a CallPilot Recipient dialog showing all the matching addresses Choose which address to use for the message You can modify Phone or Fax numbers here but not CallPilot or E mail addresses If you are a Lotus Notes user on a Terminal server you cannot download CallPilot message addresses into your Personal Address Book This address book is not availabe to Terminal server users when addressing Callpilot messages OO SC Required format for a CallPilot E mail address If you choose to enter a CallPilot addresses in the E mail field it must be entered in the following format CALLPILOT XXXXYYYY 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 us nortel com with VPIM SMTP prefix 1952897 contains mailbox 7404 Then the CallPilot address for that mailbox would be CALLPILOT 19528977404 na42349 us nortel com Required format for Fax and Telephone Numbers If you choose to enter a fax or telephone number in the contact field s it must be entered as an alphanumeric string Pause P p and octothorpe characters are supported The req
33. o view or change your CallPilot feature settings 1 In My CallPilot click the CallPilot Features tab 2 Select any feature and make changes to your setup as required Any changes you make to a feature go into effect immediately whether you use CallPilot from your computer or from your telephone 4 Nortel Networks My CallPilot Microsoft Internet Explorer a ioj xj Eie Edt View Favorites Tools Help Address hitp cpwmserver CallPilot init asp i OS Go Heak gt OA A DSeach G Favorites CBHistoy Folders ES Lh E E Links Crest Citun gt z l U F T Rich FU kins 7401 l CallPilot Tools Telephone Settings Web Settings Message Notification Telephone Options Mailbox Links Set options and maintain your schedule for notification of new CallPilot Review and personalize your Create and maintain links to mailboxes messages at remote telephone pager or text device telephone interface and options on other messaging services presented to your callers Personal Distribution Lists E mail By Phone My CallPi Preferences Compose and edit lists of addresses to simplify messaging to groups of Ma ant set Set pref message list people opi displays and behaviour and options for the telephone message editing Change Password Fax Printing My CallPilot Home Page Set fax numbers and options for Set preferred page to start on after printing fax and e mail messages logging on Downloads Get
34. om the registry Desktop Messaging will remember the data that you entered into this section and automatically complete those fields the next time you use this page Although the From information is automatically populated from the registry you can still change it In the To section one field will always be read only the Fax field CallPilot will populate it using address information from the Custom or Fax Driver forms The Name field is read only if the cover page is used from the Custom form In this case CallPilot will automatically fill it using the recipient s name If you use the Fax Printer driver instead this field is left 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 field When you use the Custom form the Pages field is left empty You can modify this field in either case The Sent field uses the current time and date by default This field is also editable The Memo section is in synch with the Memo section of the Custom form Note that the maximum length of all cover page fields except the Memo field is 30 characters The maximum length of the Memo field is 2500 characters ee 31 E Calling the sender of a message You can respond to a CallPilot or a Lotus Notes e mail message with a telephone call instead of a recorded message 1 2 4 Select a message in your CallPilot or Lotus
35. om your telephone 1 To play a voice message when your telephone is selected for playback double click the message in your CallPilot Inbox and answer your telephone when it rings 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward and call the sender 3 When you are finished hang up and close the message To play a message from your computer 1 To play a voice message when your computer is selected for playback double click the message in your CallPilot Inbox The message plays through your computer s speakers or your headphones 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward adjust the volume and speed and call the sender 3 When you have finished close the message Close message Address Reply to All TO CC BCC py Dehe Nura Sownty Puke x Biela bdel NORTEL message Play Back Slee Record Play Re play Message Stop Disconnect Play messages Call the from telephone sender Play messages from computer Adjust volume Go to start Skip back Gotoend Adjust speed Skip forward 12 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 right away In mixed voice and fax or text messages cl
36. or may block messages forwarded to external e mail addresses E 32 Adding attachments to messages Before sending a message you can attach a voice fax or text file to it Voice files can be vbk or wav format for CallPilot recipients CallPilot can automatically convert vbk files to wav files when sending to non CallPilot users See Changing mail delivery settings on page 40 Fax files must be tif format Text files must be txt format To attach a file to a message lat 1 On a new message form click the 4 4 2 17 Attach File icon ae 2 Inthe Open box select or type the l yams Warfare el O d name of the file that you want to Babin ama E regi sar sore rec nein ti sanaan mg starai alone recordin PC microphone vih Bi msgS MOEM PY rcretv rege DHOUOMEIEbeStereo PE meg3 22500hrtbtMono mav Bnegs Othon m erg 2PSQOH 8b Sterno wav jogs 2400 tereo r attach 3 Click Open to attach the file and return to the new CallPilot message 4 m fo Fas ch type Fies wav voa bal Cancel Setting message options Before sending a message you can set options for handling and delivery To set message options 1 On a new message form select Delivery Sensitivity and Receipt options as required a v Read recei Delivery Urgent Sensitivity Private z Trp gt For Delivery select Urgent or leave the setting as Normal gt For Sensitivity select Private or leave the setting as Pu
37. s 20006 11 Playing voice messages 00 0c eee ees 12 Viewing fax messages 2 2 es 13 Composing voice messages 0 cece eee eee 14 Composing fax and text messages eee eee 15 Creating and sending fax batch messages 16 Using custom fax Cover Pages 0 0 eee eeeee 23 Calling the sender of a message 0 eee eee 28 Forwarding and replying to messages 00505 28 Adding attachments to messages 000 eee eeee 29 Setting message options cee eee 29 Addressing messages cee es 30 CallPilot distribution lists 0 0 0 0 cee eee 34 Changing your mailbox settings 0 eee eee 35 Changing mail delivery settings 0 0 0 ee eee 36 Changing your address book settings 00055 38 Changing audio settings 0 00 cece eee 39 Linking to My CallPilot 0 0 0 0 c eee eee 40 Working offline 2 tka teeuwed ea noe eee ts Ve de beau aes 4 41 Document information saaa asaka 42 vi Welcome to CallPilot CallPilot from Nortel Networks is an advanced business communications system that offers exceptional flexibility for managing your messaging needs You can work with CallPilot from your telephone or your computer Desktop Messaging gives you access to your CallPilot mailbox through your Lotus Notes e mail Here are some of the many ways yo
38. se Mail Merge with CallPilot you will need your main document the file you want to send to your recipients and a data source document which contains recipient information such as names and fax numbers Your Callpilot Desktop Messaging installation includes an example Microsoft Word data source named Data doc and an example Microsoft Word main document named Sample doc Each of these are examined below to explain the batch fax procedure Accessing and modifying the example Data source document The Data doc file consists of a Microsoft Word table It is organized in columns with one row for each recipient The following column headers exist in the sample ToFax ToName DelReceipt DelType ToCompany and ToPhone These column headers can be modified deleted and new columns can be added The column header names serve as tags that can be inserted into the main document to customize the fax for each recipient or to direct CallPilot how to handle the fax eS O 1 Go to Program Files Nortel Networks CallPilot nda directory and open the Data doc file zox Ge cdt View Insert Format Jools Table Window Heb e rhep EX Dees 64 4 BAS nm ankal a ties Find Showing Markup Showy A D D 0 a D gt HR ee j ToNames Palei pon He Tacompane ToFhones a phe o 8324s i 3 LA ae 8 5 x N mowe samsa E Daw l Autoshapesy gt a O Oae g puede Z A S2EOG Pael Sect iO AR AA ins Co REC TRE ET OR Ehus OX 2 Add new col
39. specific CallPilot fields and their parameters are m ToName This is the fax recipients name and can be up to 256 characters in length m DelReceipt You can use this tag to receive a Delivery Receipt in the form of a CallPilot message in your CallPilot mailbox when the fax is delivered to the recipient If the DelReceipt field is set to 1 then a delivery receipt will be generated If DelReceipt is set to 0 a delivery receipt will not be generated for that recipient If the DelReceipt field is empty or the field is not in Data doc then no delivery receipt will be generated m DelType This field may be used to set a delivery priority for each recipient If the DelType field is set to O or is left empty or if it is not present in your Data doc the message will be tagged for Normal delivery If DelType is set to 1 then the message will be tagged for Economy delivery If DelType is set to 2 then the message will be tagged for Urgent delivery Messages sent to non CallPilot recipients with the Delivery Type set to Economy will be delivered on a schedule defined by the CallPilot server for Economy delivery Note that messages sent to CallPilot mailboxes will not be affected by the Economy designation and will be sent as Normal messages Transmission of messages tagged as Normal or Urgent will begin immediately Urgent messages will display the Urgent icon when displayed from My CallPilot or a Desktop Messaging client and a voi
40. t box is displayed Using this control you can specify what type of address to use gt If E Mail Addresses is selected the address list will display all names gt If FAX Numbers is selected the address list will display names that have FAX phone information gt If VOICE Numbers is selected the address list will display names that have Office phone information Note You can address the same message to different types of recipients x Nortel s Directory hd Address list tht Loca DomanAdmins th LocaDomainServers he DtheiDomariServers amp Eydeiman Lev amp Networks Norte Ce gt A Shbbn Vied Fax Numbers 3 Select the recipient s from the list of names Group names are in square brackets You can select more than one address at a time If you address a message using Voice or Fax numbers you will be prompted to pick and verify the final destination 4 Click To gt Cc gt or Bcc gt as required 5 Click OK to return to the new CallPilot message a 34A To address a message using a CallPilot Address Book 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 Lotus Notes Desktop clients access the CallPilot Address Book through a dynamic lookup utility This feature allows you to access the CallPilot Address Book wi
41. thout requiring you to maintain CallPilot address information in your Lotus Notes Personal Address Book However you can download CallPilot address information to your Personal Address Book if you want to address messages in offline mode Such addresses cannot be validated in the offline mode To address your message 1 Logon toa CallPilot server if you have not already done so 2 Select the CallPilot Server Address Book from the list of available address books When the CallPilot Address Book is selected additional controls are made available to dynamically search for CallPilot addresses on the CallPilot server in a number of ways For example a Select the search type Last Name in the Search for combo box b Enter a set of letters into the text field c Click on Search All records with the last name matching the letters will be returned and displayed in the address list Note You can continue to change search types and or modify letters until you find the desired name If you enter a name that has not been downloaded a dialog displaying the number of addresses to download may appear while the search proceeds 3 Select the recipient s from the list of names You can select more than one address at a time 4 Click To gt Cc gt or Bcc gt as required 5 Click OK to return to the new CallPilot message To address a message manually You can type an address directly into the To field of a new message without ope
42. tional dt Delivery Type Used to mark messages for Normal Economy or Urgent delivery This field is optional To complete the page the Fax Number column header i e lt lt ToFax gt gt must be inserted after the tp control using the Mail Merge insert function Likewise the Delivery Receipt column header i e lt lt DelReceipt gt gt may be inserted after the dr control the Name of Recipient field i e lt lt ToName gt gt may be inserted after the tn control and the Delivery Type field i e lt lt DelType gt gt may be inserted after the dt control Note all Fax Batch controls are case sensitive As an advanced fax addressing feature users can also modify all data in a single column without actually modifying the data source file For example if an existing data source table contains fax numbers for a large number of recipients but the external access number 9 is missing this number can be added to all fax numbers by modifying the control on the first page of the document as follows tp9 lt lt ToFax gt gt In this example a 9 will be added to the beginning of each phone number during fax batch processing The data source remains unchanged and could be used from a different location which does not require a 9 for external access Second page Once the data source document and the first page of the main document have been created you can begin to customize your fax Note that it must be equal to or less
43. u can use CallPilot with your e mail Listen to voice messages View and print fax messages Record and send voice messages Create and send fax messages Forward and reply to voice and fax messages Call the sender of a message Add message options such as urgent and private Add voice fax or text file attachments to messages Create CallPilot distribution lists Change your CallPilot password 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 Lotus Notes e mail The instructions and screen images shown in this guide provide general information for using CallPilot with 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 Messaging online Help What you need Before you start to use CallPilot your administrator ensures that your e mail account is correctly configured for CallPilot Your computer must meet the following configuration requirements m CallPilot Player to play and record voice messages Nortel Fax Driver to create faxes Lotus Notes
44. uired format is CALLPILOT XXXX ZZZZ Where XXXX Telephone or fax number ZZZZ CallPilot Server FQDN server and domain Examples of valid fax and telephone number formats are CALLPILOT 7404 na42349 us nortel com CALLPILOT 416 697 7321 na42349 us nortel com CALLPILOT 416 697 7321 7404 na42349 us nortel com CALLPILOT 416 697 7321p7404 na42349 us nortel com CALLPILOT 800 921 1342 123123 na42349 us nortel com To download CallPilot addresses to your Personal Address Book You can optionally download the names and addresses of CallPilot users to your Personal Address Book This is useful if you are working in offline mode In the online mode Lotus Notes Desktop Clients can dynamically query and retrieve addresses from the CallPilot server address book at any time See Changing your address book settings on page 42 Restrictions When you submit a message to the CallPilot server for delivery to a telephone or fax number the CallPilot server reviews the Restriction Permission Lists RPL to validate that the sender has the necessary permissions The same rules that determine if a number can be dialled from your telephone will be applied to the destination number of the outgoing voice or fax message If you lack the necessary permissions for example cannot utilize voice channels cannot place long distance calls etc a Non Delivery Notification NDN will be generated An NDN will also be generated for the
45. umns or subtract existing ones as required For new columns chose a meaningful column header name 3 Add the required data under each column header The data source can be created by any means available to populate a Microsoft Word table including importing information from existing files If you edit the recipient list using the Mail Merge utility i e click on Edit in the Data source section of the MS Mail Merge Helper the Data Form window opens and lists all the entries from the data source table You can add delete modify and search for records in this window Any column headers that you added or modified in the data source file will automatically appear in this window Note that the ToFax field is the only mandatory field for CallPilot The following parameters and characters are supported in the ToFax field m Maximum supported length for the fax phone number is 120 characters Numbers 0 through 9 are supported m Upper and lower case P and the comma are used when a pause is necessary The Pound sign is used by some fax servers and is supported rs d3 o Common phone number symbols such as left and right parentheses and the dash are supported m Spaces are supported m Upper and lower case M used in front of a CallPilot mailbox number to designate the address as a CallPilot mailbox are supported The other fields are optional and are used to customize the fax or to direct CallPilot how to handle it Three
46. utton to start recording If you are recording from the computer record your message into the microphone Click Stop to end the recording Click Play to review it To add to the recording click Record speak again then click Stop gt If you are recording from the telephone answer when it rings At the tone record your message Click Stop to end the recording Click Play to review it To add to the recording or re record it move the playback slider to the desired position click Record speak again then click Stop Hang up the telephone Click To to address from an address book See Addressing messages on page 34 Or type a formatted address in the To field Add attachments and options if required See Adding attachments to messages on page 33 and Setting message options on page 33 On the toolbar click the Send Message icon Attach file konin nee Telephone icon essage Dekap recat opens CallPilot Set options U i TEE N RTEL Player Playback slider Play Stop Record from telephone Record from computer Adjust volume Go back Go forward Adjust speed To save a newly created voice message as a file 1 2 On a new message form record a message and on the File menu click Save as In the File name box type a name for the file select a folder to keep the file in then click Save Save voice files as vbk files Note CallPilot automatically converts vbk files to wav files when sending to non CallP
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