Avaya CallPilot 2.5 Unified Messaging User Guide
Contents
1. 34A TRMD To address a message manually You can type an address directly into the To field of a new message Required format for a CallPilot E mail address If you choose to enter a CallPilot address 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 required 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 Personal distribution lists There are two types of Personal Distribution Lists PDL you can use m CallPilot P2. Move Down Totalpages 1 Change r Send options Order of Send f TA ERF files to end tax _____Send using Fax machine separate each fax number with a ka be faxed options e faxe Fax machine s fa 952 555 1234 Subject Nortel Networks IV Receive a confirmation of delivery Cover page___ over page option selection Use fax cover page No Cover Page x Browse Modify Send Exit Help A new message form opens with your fax file attached Address the message from the CallPilot or Novell Address Book See Addressing messages page 33 Or type the formatted address in the To field Save to Save As send OOOO SC 6 Add attachments and options if required See Adding attachments to messages page 32 and Setting message options page 32 7 Click Send Message To create and send a text message To create a text message open a new CallPilot message form and type or paste plain text into it address the message then click the Send Message icon Creating and sending fax batch messages To send customized CallPilot fax messages to multiple recipients you can use Microsoft Word s Mail Merge and send your print job to the Nortel Fax Batch printer You must be familiar with Microsoft Word s Mail Merge functionality to use this feature Consult your MS Word documentation Note that the CallPilot Fax Batch feature is only available to CallPilot Desktop and Web users who install the N
3. LOGITECH is a trademark of Logitech Inc LUCENT is a trademark of Lucent Technologies Inc MATRA is a trademark of Matra Hachette MCAFFEE and NETSHIELD are trademarks of McAfee Associates Inc MYLEX is a trademark of Mylex Corporation NET2PHONE is a trademark of Net2Phone Inc NETOPIA is a trademark of Netopia Inc NETSCAPE COMMUNICATOR is a trademark of Netscape Communications Corporation NOTES is a trademark of Lotus Development Corporation NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation POWERQUEST is a trademark of PowerQuest Corporation PROMARK and RHOBOT are trademarks of DMI Promark Inc QUICKTIME is a trademark of Apple Computer In RADISYS is a trademark of Radisys Corporation ROLM is a trademark of Siemens ROLM Communications Inc SLR4 SLR5 and TANDBERG are trademarks of Tandberg Data ASA SONY is a trademark of Sony Corporation SYBASE is a trademark of Sybase Inc TEAC is a trademark of TEAC Corporation UNIX is a trademark of X Open Company Limited US ROBOTICS the US ROBOTICS logo and SPORTSTER are trademarks of US Robotics WINAMP is a trademark of Nullsoft Inc WINRUNNER is a trademark of Mercury Interactive Corporation WINZIP is a trademark of Nico Mark Computing Inc Contents Welcome to CallPilot 0 0 00 cece eee 7 Getting Started neee acu d en a AA 8 LoggiINg LAP 9 Working with your CallPilot messages 10 Playing voice message
4. Modify window you can also preview the current cover page If you enabled the Include cover page option CallPilot Desktop Messaging will add the selected cover page to the Fax Forward form The cover page will appear as the first attachment on the list of attachments left pane The Attachment s view right pane will contain only the Cover Sheet Memo section of the cover page You can include any additional required information here De 25 Aaaaaad calpier Player Mle tdt View CoverPage hep fl alale To ce Boc Subject PWO Test lax monsagd Dewey Namal Cover Pune w Reodcest I Dolvery 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 Novell GroupWise 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 option will be greyed out here but will be available from the CallPilot Custom form PF Them Pages View Edt rhlled Notepad 1 eer Move Up Hove Down Total pages 1 r Serd options Send using CalPiot Des top Messaging for Novell Groupwise Fak mochnels Subject T Receives confimation of detyvery r Cover page Usg fax cover page Ne Cover Page
5. The default value for this is unchecked meaning that a cover page will not be added to the message General Mal Address Book Audo Notfication Automatically Defauk compose torn Voice z Detauk forward reply form Voice F Irchidg cover page when forwarding fac Convert voice massages to WAY for non CaliPiot recipients N Show message waiting indicator MW on taskbar F Create sent item Advanced Cancel awy Hep 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 eS 24 CallPilot Desktop Messaging Custom form The CallPilot Desktop Messaging Custom Fax Forward form contains a menu item named Cover page which contains two submenus items Add and Modify E CallPilot Player File Edit View Actions Help ce anm Subject Delivery Normal v Sensitivity Pubic v f Read receipt T Delivery receipt The Add menu displays a list of existing cover pages available to use You can select one of these and click OK Available cover pages 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 Refer to Modify and Preview cover page on page 27 for details From the
6. B2 Fax er 29523554 Phone er 29528554 Pages f lincludng cover Sent 472272003 316PM r Memo This z the Memo section of the cover page zi _Freview 0K cme f Heb Click on Preview to view the current state of the cover page E 23 awiwiawar awramaay Cover Page Preview x Page 1 Facsimile Cover Sheet The first time you access this page CallPilot Desktop Messaging will try to fill in the From section using information from the registry Desktop Messaging will remember the data that you entered into this section and automatically complete those fields the next time you use this page Although the From information is automatically populated from the registry you can still change it In the To section one field will always be read only the Fax field CallPilot will populate it using address information from the Custom or Fax Driver forms The Name field is read only if the cover page is used from the Custom form In this case CallPilot will automatically fill it using the recipient s name If you use the Fax Printer driver instead this field is left 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 defau
7. ie ite My CallPilot a RARE AP La Calas Teabe Homage NetiNcetan Penunal Dismibution Lim Change Pammoid Bie Binoe To view user information In My CallPilot click the Useful Information tab to view online user information specific to your mailbox Working offline To work offline you need a computer that has CallPilot installed and configured in the same way as your office computer You can download your messages and addresses to this computer before working offline 1 Optional You may want to download your CallPilot messages to the computer that you will use offline Log in to your e mail and CallPilot and on the Tools menu click CallPilot Desktop Messaging then click Download all CallPilot Messages When your messages are downloaded log out 2 Optional You may want to download the server Address Book to your computer See Changing your address book settings page 40 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 will send your messages the next time you log in to the CallPilot server CallPilot Desktop Messaging User Guide for Nov
8. 34 Lotus Notes and Microsoft Outlook Personal distribution lists Personal Distribution lists are not supported Page 37 Page 40 Lotus Notes and Page 39 Microsoft Outlook Linking to My CallPilot Linking to My CallPilot is not supported umadd N0027223 04 00 1 800 4 NORTEL www nortel com Copyright Nortel Networks Limited 2005 All rights reserved CallPilot Desktop Messaging User Guide for Novell Groupwise 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 Networ
9. Browse 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 ach View Edit Untitled Notepad 1 Remove Move Up Move Down Total pages 2 r Send options Send using Fax machine separate each fax number with a gt Fax machinef5 9528977404 Subject T Receive a confirmation of delivery Use fax cover page cover tif Browse Modify r Cover page KI Saves Exit Help Note that you can also include a Subject line here The Subject field information will however only be displayed in the e mail portion of the fax It will not be displayed on a hard copy of the fax Modify and Preview cover page You can preview the current cover page and modify its contents from both the CallPilot E Custom form and the Nortel Fax Printer driver application 4 Modify cover page x To Title hai Name Name Company Company name Department 273838 Fax 2528377403 Phone 3528377443 m From Title Mr Name Name Comparg Compeny name Department fat
10. DL which can be created using My CallPilot or the telephone m Local distribution lists which can be created from GroupWise in personal address books Note that this type is not accessible from telephone interface To use existing CallPilot personal distribution lists You can address messages using CallPilot personal distribution lists that you created in My CallPilot or on your telephone In GroupWise select these lists from the CallPilot Address Book or add them to your Personal Address Book To create a personal distribution list in GroupWise You create a CallPilot personal distribution list in GroupWise the same way that you create an e mail personal distribution list You cannot access a list created in GroupWise from your telephone or from My CallPilot 1 In your Inbox on the Tools menu click Address Book 2 Select CallPilot Address Book or your Personal Address Book 3 Select names clicking To after each one 4 When you have finished entering names click Save Group 5 In Save as Group type a name for the list then click OK To edit a personal distribution list You can add or delete names in a personal distribution list 1 In your Inbox on the Tools menu click Address Book 2 Click Information then Edit Group 3 Make the required changes then click OK eS 3G Changing your mailbox settings To view or change your CallPilot access settings Your administrator enters the default CallPilot access information for you Y
11. In mixed voice and fax or text messages click the Fax icon to view the fax 2 While viewing the fax you can enlarge or reduce the image rotate or move it print it delete it save it forward it and reply to it 3 When you are finished close the message maa Close File Edit View Actions Page Zoom Annotation Help message Print Se A Marion Stinett Forward Delete To Marion Stinet message Ce m Reply Subject 7240 Fax ID 1009 1 p FWD Fax Message Delivery Normal gt Sensitivity Pubic gt 12 5 2001 2 20 PM M Call Sender g fox I Select part Ka Change page of image What happenswhen yourcompany views fax messages are united into a single inti tool Personal productivity climbs about 30 pei Drag scroll _ mi a AN REG NATAN ba Hi Thay Go to next or image a ee previous page A amet Code Cironen 12 Pa vA Rotate left Rotate right Zoom in Zoom out Composing voice messages You can record a voice message from the computer or the telephone then address and send it the same way as an e mail message To record and send a voice message 1 In your CallPilot Inbox click the New CallPilot Message icon jung 2 On the new message form click the Telephone icon in the toolbar to open the CallPilot Player if it is not already open 3 On the CallPilot Player click the red Record button to start recording 4 If you are recording from the computer record your message into the microphone C
12. NORTEL NETWORKS c CallPilot Release 2 5 Desktop Messaging User Guide for Novell GroupWise Updates to the Desktop Messaging User Guides O Ve O Q e U 05 bn Q O c O 2 A c 2 olen O ind c O U 7 72 72 aa 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 mess
13. age 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
14. ages will display the Urgent icon when displayed from My CallPilot or a Desktop Messaging client and a voice prompt will identify the message as Urgent from the CallPilot telephone interface Messages sent Urgent are treated as Normal when they are sent to non CallPilot addresses 4 Once the table has been updated save all changes You would normally supply a unique name for your data file here but for the remainder of these procedures the name Data doc will be used 5 Close the document The Data doc file can now be used as a data source by MS Mail Merge Accessing and modifying the example Main document The Sample doc file is an example of a Microsoft Word main document 1 From the Program Files Nortel Networks CallPilot nda directory open Sample doc in MS Word This document contains tagged fields 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 maa Tr awaa final fax Sample doc is installed with the first page setup correctly pj File Edt Wew Insert Format Tools Table Window Heb DWA 64Y BG 0 6 mx 2 Fina Showing Markup Show Pi D a amp HB Fax Addressing Informationf IMAGEMAKER FAXBATCH HEADERT ISI C AnsToNam
15. all the sender 3 When you are finished hang up and close the message To play a message from your computer 1 To play a voice message when your computer is selected for playback double click the message in your CallPilot Inbox The message plays through your computer s speakers or your headphones 2 Use the buttons on the CallPilot Player to play or stop the message go backward and forward adjust the volume and speed and call the sender 3 When you are finished close the message BE CallPilot Player 7241 0 05 Yoice Message i 0 x lose File Edit View Actions Help message J Forward Diane Boutilier Reply To Marion Stirrett Open previous V Ha message Subject 7241 0 05 Voice Message Delivery Urgent x Sensitivity Public 12 5 2001 6 50 PM alles Position in i 0004 Del 00 05 NETWORKS elete message message Play Re play Playing Status Stop Disconnect Play messages Call the from telephone sender Play messages from computer Adjust Go to start volume Skip back o to end djust Skip forward speed 11 Viewing fax messages To view a fax message capability for your mailbox Note In order to receive faxes your CallPilot administrator must enable fax 1 Double click a fax message in your CallPilot Inbox When you open a fax only message the fax image appears right away
16. d record your voice messages from your telephone Make sure the correct telephone number appears Or click Computer if you want to play and record your voice messages through your computer s speakers and microphone Note You can also change your audio device on the CallPilot Player 4 In Volume check the two Volume check boxes if you want to coordinate your CallPilot volume settings with your computer s speaker and microphone volumes 5 If you want a reminder to check these settings before playing or recording voice messages check Confirm settings 6 If you want to download voice messages to your computer before playing them check Download file This option is useful if you are using a modem Linking to My CallPilot Desktop Messaging provides links to the web based resources in My CallPilot To view or change the URL for My CallPilot see Changing your mailbox settings page 37 For more information on My CallPilot refer to the My CallPilot User Guide 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging gt My CallPilot 2 Select one of the tabs To view or change your CallPilot feature settings 1 In My CallPilot click the CallPilot Features tab 2 Select any feature and make changes to your setup as required Any changes you make to a feature go into effect immediately whether you use CallPilot from your computer or from your telephone aian EE sia OJA Die ioin Gio arti 2yr E ete
17. e Attach file 1 6 In an open message click Forward or Reply S If you click Reply select Reply to Sender or Reply to All On the new message form compose a voice fax or text message Address forwarded messages the Lela o ply pa same way as a new message Ha t G P H O vig Replies are addressed automatically Add attachments set options and change the subject line if required Click the Send Message icon Dalaw Nama o cain paanan Note Your administrator may block messages forwarded to external e mail addresses maa oe a 7xQAaA Aawa aa wxrwaa 31 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 page 38 Fax files must be tif format Text files must be txt format To attach a file to a message BHE 1 Ona new message form click the AA Attach File icon KA ana 2 Inthe Open box select or type the zS Bn ma Bross name of the file that you want to a eee aaa P vatre vi attach J TENET Dugar vtt 3 Click Open to attach the file and return to the new CallPilot message Fede arm d Cee Setting message options Before sending a message you can set op
18. e messages m View and print fax messages m Record and send voice messages m Create and send fax messages including batch faxes m Forward and reply to voice and fax messages m Call the sender of a message m Add message options such as urgent and private m Add voice fax or text file attachments to messages m Create personal distribution lists m Change your CallPilot password Access web based My CallPilot to view user information and change your feature settings Some features mentioned in this guide may not be available for your CallPilot mailbox For details refer to the Feature availability topic in the Desktop Messaging online Help or ask your administrator Getting started About this guide This user guide is an overview of how to use CallPilot with your Novell GroupWise e mail The instructions and screen images shown in this guide provide general information for using CallPilot with your e mail Specific details may vary depending on your computer s operating system and the features available for your CallPilot mailbox For further assistance in using CallPilot refer to the Desktop Messaging online Help What you need Before you start to use CallPilot your administrator ensures that your e mail account is correctly configured for CallPilot Your computer must be set up according to the following requirements CallPilot Player to play and record voice messages Nortel Fax Driver to create faxes Novel
19. e oT gt cHpeToF axe gt M fdreDelRec eip gt C fdteDelTypest E y atc F 8 nm is di5carded when EaxingT y a en Page Break ofm 2j Draw 3 AutoShapes N NN OGA4d ss BIG a Paga sec 1 2 m27 inis coli REC TRR EY The purpose of this page is to provide a location to map information in the data source to each customized fax document To signal CallPilot that this as a Fax Batch file and to prevent this page from becoming part of the fax two special control codes must be present on the first page SOJ Start of Job This control signals the fax driver to start processing and can be placed anywhere on the first page zz Skip this page This control can be placed anywhere on the first page and prevents the first page from becoming part of the fax message The CallPilot desktop software will retrieve the Fax Number from the first page of the document Additionally CallPilot desktop software will retrieve the Recipient Name the Delivery Receipt and the Delivery Type if they exist on the first page tp Fax Number Used to address the fax message This field is required dr Delivery Receipt A Delivery Receipt can be turned on or off for each recipient This field is optional tn Name of Recipient This name is used to identify the record in the Nortel Fax Batch Status dialog if the fax number is either missing or invalid This field is opt
20. ell GroupWise 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 eS A
21. ess Book Auco Notification Every minute bad Delak compose loma Voice xz Defouk forwerd reply bom as tecewed nd IN nclude message header when lowarding replying F Includg cover page when fowaiding lax Contemporary z Browse PM Vem before deleting F Read next aier deleting E Convert voice massagas to WAV for non CalPiot recpienis F Show message waling indicator MW on taskbar T Create sent tem Acvanced Ci as The default settings shown here are recommended for most users Notification You can set CallPilot to update your message list automatically manually or at intervals such as every 5 minutes Choose Manually to save costs on long distance or ISDN connections m Default compose form Lets you choose what type of e mail form to use in composing your new message Default forward reply form Lets you choose what type of e mail form to use in forwarding or replying to a message m Include message header when forwarding replying The header information of the original message appears in a reply or forwarded message m Include cover page when forwarding a fax Refer to the CallPilot Configuration on page 24 for information regarding adding and or modifying cover pages m Warn before deleting Will prompt you for confirmation when you delete a message m Read next after deleting Will open up your next message after you delete the current one 38 Convert voice mes
22. et Seci i AR LA n4 Cdi REC TAK EXT OVR Engkhus Ox 5 2 Add new columns or subtract existing ones as required For new columns chose a meaningful column header name 3 Add the required data under each column header The data source can be created by any means available to populate a Microsoft Word table including importing information from existing files If you edit the recipient list using the Mail Merge utility i e click on Edit in the Data source section of the MS Mail Merge Helper the Data Form window opens and lists all the entries from the data source table You can add delete modify and search for records in this window Any column headers that you added or modified in the data source file will automatically appear in this window Note that the ToFax 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 m Numbers 0 through 9 are supported m Upper and lower case P and the comma are used when a pause is necessary m The Pound sign is used by some fax servers and is supported m Common phone number symbols such as left and right parentheses and the dash are supported nananana a O JXWXAWXWXkjhWwrxrwaxwr awa a aaa 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 ot
23. her fields are optional and are used to customize the fax or to direct CallPilot how to handle it Three specific CallPilot fields and their parameters are m ToName This is the fax recipient s name and can be up to 256 characters in length m DelReceipt You can use this tag to receive a Delivery Receipt in the form of a CallPilot message in your CallPilot mailbox when the fax is delivered to the recipient If the DelReceipt field is set to 1 then a delivery receipt will be generated If DelReceipt is set to O a delivery receipt will not be generated for that recipient If the DelReceipt field is empty or the field is not in Data doc then no delivery receipt will be generated m DelType This field may be used to set a delivery priority for each recipient If the DelType field is set to 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 mess
24. ional dt Delivery Type Used to mark messages for Normal Economy or Urgent es dO o 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 e
25. ks BNR CallPilot DMS DMS 100 DMS 250 DMS MTX DMS SCP DPN Dualmode Helmsman IVR MAP Meridian Meridian 1 Meridian Link Meridian Mail Norstar SL 1 SL 100 Succession Supernode Symposium Telesis and Unity are trademarks of Nortel Networks 3COM is a trademark of 3Com Corporation ACCENT is a trademark of Accent Software International Ltd ADOBE is a trademark of Adobe Systems Incorporated AMDEK is a trademark of Amdek Corporation AT amp T is a trademark of American Telephone and Telegraph Corporation ATLAS is a trademark of Quantum Corporation ATRIA is a trademark of Pure Atria Corporation BLACKBERRY is a trademark of Research in Motion Limited CASEWARE is a trademark of Caseware International Inc CONTINUUS is a trademark of Continuus Software Corporation CRYSTAL REPORTS is a trademark of Seagate Software Inc DEFINITY is a trademark of Avaya Inc DIALOGIC INTEL and VOICEBRIDGE are trademarks of Intel Corporation DIVX is a trademark of DivXNetworks Inc EUDORA and QUALCOMM are trademarks of Qualcomm Inc eTrust and InoculatelT are trademarks of Computer Associates Think Inc DIRECTX EXCHANGE NET FRONTPAGE INTERNET EXPLORER LINKEXCHANGE MICROSOFT MICROSOFT EXCHANGE SERVER MS DOS NETMEETING OUTLOOK POWERPOINT VISUAL STUDIO WINDOWS WINDOWS MEDIA and WINDOWS NT are trademarks of Microsoft Corporation GROUPWISE and NOVELL are trademarks of Novell Inc HITACHI is a trademark of Hitachi Limited
26. l GroupWise 5 5 or 6 x 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 Logging in When you log in to your e mail you can log in to CallPilot at the same time To log in from Novell GroupWise aa Aa e p e mail The CallPilot Logon CaliPilot Logon pigaan HG x dialog box appears Mailbox 7366 x 2 In Mailbox type or select your mailbox number 3 In Password type your CallPilot password eased Properties 4 Check Remember password if you want CallPilot to log in automatically 5 Click OK Note Do not leave the Remember password box checked on a shared computer Note CallPilot Desktop Messaging does not support multiple GroupWise logins to the same mailbox from more than one computer ar Password J Remember password To log out When you exit Novell GroupWise you automatically log out from CallPilot Remote login You can log in to your mailbox from any computer that has CallPilot installed and c
27. lick 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 5 Click To to address from the CallPilot or Novell Address Book See Addressing messages page 33 Or type a formatted address in the To field 6 Add attachments and options if required See Adding attachments to messages page 32 and Setting message options page 32 7 On the toolbar click the Send Message icon h art ayer E Ele Kit yew Actions Help Send message fil i le Attach file Save message To Lee Parcs Telephone icon Ce opens CallPilot Address Boc Pla er message Siaa oco menan a Set option co Nama 9 Sentiviy Ptke miea Playback slider Record from telephone Record from Record Adjust Goto start Gotoend Adjust computer volume Skip back Skip forward speed To save a newly created voice message as a file 1 Onanew message form record a message and on the File menu click Save as 2 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 co
28. like to Retry Choose Yes to Retry No to Skip or Cancel to end the Fax Batch process If you select Yes an attempt is made to resend the fax to the server If you select No the current fax is skipped and processing begins on the next fax in the list The fax that was skipped will not be sent If you select Cancel another dialog box appears asking you to confirm the cancellation If you choose Yes all temporary files will be deleted and the process ends Any faxes that have already been transferred to the CallPilot server will be sent If you choose No the failure dialog box shown above will be displayed again allowing you to make a different choice After all the faxes have been successfully transferred to the server a dialog box will confirm this E 23 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 generally include the following information From Information Title Name Department Company Phone number Fax number To Information Title Name Department Company Phone number Fax number Number of Pages Sent Date amp Time A Cover Sheet Memo section CallPilot Configuration The CallPilot Desktop Messaging Configuration page includes an option labelled Include cover page when forwarding fax message
29. lt 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 OO SC Calling the sender of a message You can respond to a CallPilot or a GroupWise e mail message with a telephone call instead of a recorded message 1 2 4 Select a message in your CallPilot or GroupWise Inbox Choose the Sender item from the Tools gt CallPilot Desktop Messaging gt Call menu or click the Call Sender toolbar icon yY 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 eX When you finish the call hang up the telephone or click Disconnect 2 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 Compose voice message Compose text messag
30. n turns red when you have k anew message To turn the indicator on or off see Changing mail delivery settings page 38 New messages appear in bold To open a message To open a CallPilot message double click the message line See Playing voice messages page 11 and Viewing fax messages page 12 To delete a message To delete a CallPilot message in your Inbox click the message to select it then on the Edit menu click Delete Or in an open message click the Delete icon The message is deleted immediately You cannot delete a message using right click gt Delete and Empty nana SG GE Playing voice messages a 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 page 41 You can also click the Telephone or Computer icon on the CallPilot Player to change the setting To play a message from your telephone 1 To play a voice message when your telephone is selected for playback double click the message in your CallPilot Inbox and answer your telephone when it rings Use the buttons on the CallPilot Player to play or stop the message go backward and forward and c
31. nverts vbk files to wav files when sending to non CallPilot users See Changing mail delivery settings page 38 Maa HI PP 3 Cm www Composing fax and text messages To create and send a single fax message To create a fax your CallPilot mailbox must have fax capability The CallPilot recipients of your fax must also have fax capability to view the fax on their computer If your recipients access their messages from their telephone they can view the fax only by printing it You can also send your fax to a fax machine 1 Open the document that you want to fax It must be 8 5 in 21 5 cm wide or less 2 On the File menu select Print 3 From the list of printers select Nortel Fax then click Print or OK 4 The Compose Fax dialog box appears Before sending the fax you can add more documents by repeating steps 1 to 3 You can also choose to include a cover page view the fax and save it as a file for later transmission 5 Select an 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 gt To send your fax as an attachment to a new CallPilot message select CallPilot Desktop Messaging for Novell Groupwise under Send using then click Send Ki Compose Fax before sending http 47www nortelhetworks com index html Move Up
32. o that you can work offline 1 2 3 4 5 Select the Address Book tab as previously described Click Download now The server address book downloads to your computer Select Use local address book From now on when you click To in a CallPilot message whether working online or offline you go to the address book that you downloaded to your computer Check Remind me to remember to update this list by downloading it from the server occasionally Set the number of days between reminders Click OK Whenever you want to address directly from the server again reselect Use server address book E 4O rw Changing audio settings To change the audio device and volume You can play and record your messages from your telephone or your computer 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging gt CallPilot Desktop Messaging Options Or on the CallPilot Player select View gt Options 2 Click the Audio tab to display the current Audio settings CallPilot a x General Mail Address Book Audio r Device LE C Telephone Cl Q Telephone number 8050 x Remove p Volume Q Z IV Use system speaker volume Sy maa High ng sf IV Use system microphone level T Confirm settings before playing or recording I Download file before playing OK Cancel Help TEN 3 In Device click Telephone if you want to play an
33. ocument 1 Start Mail Merge from the MS Word Tools menu Depending on which version of MS Word you are using Mail Merge will be under different menu headings a Inthe Office XP version select Tools gt Letters and Mailings gt Mail Merge Wizard b In Office 2000 select Tools Mail Merge 2 Verify that Sample doc is currently selected as the main document and that Data doc is currently selected as the data source 3 Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears Note Ensure that MS Word is not set up to print pages in reverse order 4 Click OK in the Print dialog box to initiate the batch fax process When the document is merged data values from the data source file will be merged into the main document at the appropriate tag positions and a separate fax TIF file for each recipient is created 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 skip
34. onfigured in the same way as your office computer For example you can use a computer set up for guest access or your home computer with a dial up connection to the server Working with your CallPilot messages When you open your e mail with CallPilot installed your CallPilot messages appear in the CallPilot Desktop Messaging folder Your CallPilot Inbox Novell GroupWise CallPilot Desktop Messaging E s10 xi Ele Edt wiew Actions Tools Accounts Window Help omme 5 e oss new Naga 7 From O tee 3 Subject EEH message CallPilot Sent Items Postmaster System Fax ID 1006 Delivery report succe 12 5 2001 12 26 PM g O ai Desktop Messaging Marion Stirrett 7366 Fax ID 1003 Text Message T2 r kd Matag Nicola Yap 7240 Fax ID 1009 1 p FWD Fax Message 12 5 2001 2 20 PM Message was m ak Unknown 7366 Read receipt 12 5 2001 12 26 PM a GB Documents Marion Stirrett 7366 0 03 Voice Messagi 12 5 2001 6 53 PM received E Author LINDA SZOSTAK 7609 0 03 Voice Message 001 2 42PM iefault Library Diane Boutilier 7241 0 05 Voice Message 12 5 2001 6 M New Task List essage was Work In Progress message J Cabinet opened by the YI TA U t Drafts recipient rgen message All Gelected 0 Tota SE Note If necessary adjust your screen resolution so that the CallPilot New Message icon is visible on the GroupWise toolbar To check for new messages ua The CallPilot message waiting indicator on your scree
35. ortel Fax Batch Print Driver To use Mail Merge with CallPilot you 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 of a 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 1 Go to Program Files Nortel Networks CallPilot nda directory and open the Data doc file zix Bile Edt View Insert Format Jock Table Window Heb rhe Cee SRY t TeJo AHMA 2 aeee Final Showing Markup Showy Sh D D 2 a gt w x a ToFaxe ToNamec DelRereipt pot To Compans ToFhones a 98324261 o Biljarap lo Pe Cope a a 923742615 Ando E LA Wesa a a 1 5 nona a gt 4 CA j Daw l Agoshapes N a JOE 4 NG amp Z A SSROG Pag
36. ou can change these settings if required Refer to the online Help for a detailed explanation 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging gt CallPilot Desktop Messaging Options Or on the CallPilot Player select View gt Options 2 Click the General tab to display your current access settings 3 Make any changes required then click OK x General Mail Address Book Audio Server SMTP VPIM prefix 839 z Mailbox 7366 X Password T Remember password My CallPilot URL http ptordOmh mycalipilat Change password To change your CallPilot password This is the same password that you use from the telephone then cick Change Password 2 Inthe Old password field type Aid passwor Poo your current password Newpaswor f 3 Inthe New password field type Rletype new po your new password 4 Inthe Retype new field type Gra your new password again 5 Click OK to save the change 6 Click OK to exit the General settings Changing mall delivery settings To view or change your mail settings Your administrator enters the default mail settings for you You can change them if required Refer to the online Help for a detailed explanation 1 In your e mail Inbox on the Tools menu click CallPilot Desktop Messaging gt CallPilot Desktop Messaging Options 2 Click the Mail tab to display the current mail settings CaliPilot KI Genera Mal Addr
37. ped Problems that occur while creating the fax images or with the fax addresses will be displayed in a separate Nortel Fax Batch Status dialog box such as Nortel Fax Batch Status x The Fax number is mang or mvakd for Bifana The Fax number is misang or rvald for And peraan sboited from Print Manager Problems such as a missing fax address or an unsupported fax address format are checked However problems such as a wrong fax number 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 E 22 If a problem occurs while transferring the fax a dialog similar to the following appears CallPilot Desktop Messaging x CP Fated to sendthe Fax addressedto 7 m7461 Would you
38. qual to or less than 8 5 inches in width You can use all of the data source column header tags to customize the document The eS following is an example using the Sample doc file 9 SAMPLE DOC Microsoft Word Tle Ek Wew Insert Format Took Table window Help WG IOS AN SAY ORlO o RORAS 10x o sipi res torre Map hon DD D zla Cd To xTo Namexe Company t To_Cornpartys9 Phone t aTo Phones Faxit To_Fax o un Dp na Company t Windyeard Yacht Charterse Phone r 604 555 9699 Faxit 604 555 1111e From Peter Macken ou ee Date Mon 14 1999o tro 1 Comments kA eTo Names xj Hereis Microzot B Word 6085 sample print merge docurnent for use with the Fax o Batch Demo Mt contains ag ON QIRANE Rhis Page follow ed by one pa ge of te mt These th ne ps mofi aj Pi low e agon SS OOMR AS BE O w A F Euf Page 2 Sel 28 oe fee fe eo Aa kA Aa 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 d
39. s ccc eee eee ees 11 Viewing fax messages a 12 Composing voice messages eee eee 13 Composing fax and text messages 14 Creating and sending fax batch messages 15 Using custom fax Cover Pages a 22 Calling the sender of a message 27 Forwarding and replying to messages 27 Adding attachments to messages 28 Setting message options 0 c eee eee 28 Addressing messages es 29 Personal distribution lists 0 AA 31 Changing your mailbox settings 000 e cece eee 32 Changing mail delivery settings 33 Changing your address book settings 35 Changing audio settings cc eee eee 36 Linking to My CallPilot c eee eee 37 Working offline xx t kvtaenwedeanoe oes NG o Amaia kO 38 Document information 0000 cece eee ees 39 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 Novell GroupWise e mail Here are some of the many ways you can use CallPilot with your e mail m Listen to voic
40. s book settings page 40 m Your Personal Address Book is the list of e mail addresses that you maintain on your computer You can add CallPilot addresses to this list Address Book a x CallPilot Address Book server Address Book Frequent Contacts Lee Stasha al j Ez BC sti E Mail Address Fist Name Last Name Display Name EMail Address EMail Type Stirrett Marion 3397366 ptordOhd ca nortel com CALLPILOT To Stirrett Marion Add Remove OK Cancel waiting For user input 1 Inanew CallPilot message click To 2 In the Address Book window select the CallPilot Address Book tab or any other available Address Book 3 Select the name of the recipient or distribution list 4 Click To gt You can select more addresses clicking To gt after each one 5 Click OK to return to the new CallPilot message To add CallPilot addresses to your Novell Personal Address Book You can add CallPilot addresses and distribution lists to your Personal Address Book You may want to distinguish between CallPilot and e mail addresses by adding CallPilot after the recipient s name S 1 In your Inbox on the Tools menu click Address Book 2 Select CallPilot Address Book and right click on a name 3 Click Copy Names between Address Books then select an Address Book Or you can create an address manually and add it to your Personal Address Book To do this set the E mail type to Callpilot E
41. sages to WAV for non CallPilot recipients Your recorded messages are automatically converted from vbk to wav files when you send them to non CallPilot users Show message waiting indicator MWI on taskbar The CallPilot telephone icon on the Windows taskbar turns red when you have a new message Create sent item Will create a copy of any messages that you send and place them in your Sent folder Make any changes required then click OK eS ZH 390 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 e mail Inbox on the Tools menu click CallPilot Desktop Messaging gt CallPilot Desktop Messaging Options Click the Address Book tab to display the current Address Book settings Make any changes required then click OK General Mail Address Book Audio Path D Documents and Settings Administrator callpilot cpa Search base do nortel do ca Order Last Name Smith John Ma Iv Notify me of search base changes Use server address book Use local copy of server address book TY Remind me to download address book every pa day s Download now Advanced Cancel Help To download the Address Book to your computer You can download the CallPilot Address Book from the server to your computer s
42. tions for handling and delivery To set message options 1 Onanew message form select Delivery Sensitivity and Receipt options as required T a IV Read receipt Delivery Urgent Sensitivity Private I Delivery receipt gt For Delivery select Urgent or leave the setting as Normal gt For Sensitivity select Private or leave the setting as Public Note that when you send a message marked Private your recipient may still forward it to someone else if they are not a CallPilot user Also recipients in non CallPilot systems will not be informed of Private settings In your message tell the recipient that the message is Private 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 To address a message from an Address Book You can address a CallPilot message from the CallPilot Address Book on the server or you can select addresses from any available Address Book m The CallPilot Address Book on the server is maintained by your organization and contains the addresses of the CallPilot users and distribution lists that you are allowed to use You cannot edit this list You can download the Address Book to your computer so that you can work in offline mode See Changing your addres
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