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Avaya Business Communications Manager - Personal Call Manager User Guide

1. sesesessesseesereesrsrrrserrrerrrrsrrrsres 50 To transter a call using the keyboard assess sccaceces scare seven tesnetavscccaeduesvectaseesnecea niinen 51 Personal Call Manager User Guide 4 Task list To transfer a call with an announcement using the WiINdOW cceeeeeeeeeeeeeteeeeeeeeaes 51 To transfer a call with an announcement using the right mouse button s 52 To transfer a call with an announcement using the task tray or Calls menu 52 To create a conference call using the Conference pane sssssseessseesrrerrrserrsrerseres 53 To create a conference call using the Calls pane sessssssesssressressressrserersrrersrensenns 54 To create a conference call using the task tray or Calls Menu 54 To put the conference calls on hold using the WINdOW sssssessssrresssrrresssrnressrrnnnnsrnnnees 55 To put conference calls on hold using the task tray or Calls menu cccceseeeeeeeees 55 To restore a held conference call using the WINdOW ssssssessssrressrrrnessrnnressrrnnnnsrnnnens 55 To restore a held conference call using the task tray or Calls MeNU cceeeeeee 55 To split a conference call using the WiINGOW issrrssrsissisissarenisisasinasrisessdisinpsndinniinannana 56 To split a conference call using the icons in the WINdOW ssssssssssrsssssssssssrrrrrrnrssssrens 56 To split a conference call using the task tray or Calls MENU cccccsscecesesst
2. Personal Call Manager User Guide 70 Chapter 2 Personal Call Manager 4 Double click the voice announcement file you want to use If you decide you no longer want a voice announcement for this contact you can remove the voice announcement from the contact To remove the voice announcement e Click la beside the Voice Announce File Path field The voice announcement no longer plays for this contact Note The WAV file you delete from the contact is not deleted from the computer hard gt drive and can be used again later You can select an image that displays on the You Have a New Call dialog box when you receive a call from this contact This image provides a visual reminder of who the caller is The image is typically a picture of the contact but can be any image that reminds you of the contact Note You must use a 16 color or 256 color bitmap file bmp as the image for the contact To add or change the bitmap image 1 Create or find the image you want to display when this contact calls You can create this file with any graphics application that saves the image as a BMP file Click aus beside the Image File Path field Move to the folder where the image file is stored 4 Double click the image file you want to use If you decide you no longer want Personal Call Manager to display an image when this contact calls you can remove the image file from the contact To remove the image file e
3. Multiple calls Personal Call Manager can control several calls at once The maximum number of calls is equal to the maximum number of lines available All of the calls currently connected appear on the Personal Call Manager task tray menu the Calls menu and the window Although several calls can be controlled only one call can be active at any time except if you have an active conference call In a conference you can have two active calls When you answer a held call the currently active call is put on hold automatically This enables you to switch between held calls simply by answering the caller with whom you want to speak Switching between calls using the window In the window the currently connected calls appear in the Calls box The currently active call shows the Active Call icon while the rest of the calls show the Held Call icon To switch to a different call 1 Double click the icon of the caller with whom you want to speak or Right click the icon of the caller with whom you want to speak Click UnHold Switching between calls using the task tray and Call menus On the Personal Call Manager task tray menu and the Calls menu the currently connected calls appear at the top of the menu The currently active call shows the Active Call icon while the rest of the calls show the Held Call icon To switch to a different call 1 Click the Personal Call Manager task tray icon or the Calls menu Point to the caller with who
4. Deciding which copy method to use on page 78 Personal Call Manager User Guide 80 Chapter 2 Personal Call Manager To copy a contact using the right mouse button Right click the contact you want to copy and then click Copy Open the folder you want to copy the contact into The contents of the folder appear in the List View box Right click one of the contacts in the folder The contact click is not affected by the pasting procedure Click Paste Special You are prompted to enter a name Type the name of the contact and click OK After the contact is copied into the folder you can open the contact properties and change any properties To copy a contact using the Menu bar 1 Click the contact you want to copy Click the Edit menu and then click Copy Open the folder you want to copy the contact into The contents of the folder appear in the List View box Click the Edit menu and then click Paste Special You are prompted to enter a name Type the name of the contact and click the OK button After the contact is copied into the folder you can open the contact properties and change any properties Moving a contact Contacts can be moved from one folder to another to help organize the Address Book When you move a contact the contact does not remain in the original folder To move a contact using drag and drop the contact must be visible in the List View and the folder to which you move the contact must
5. Use the Index tab to view an alphabetically sorted list of Help topics The topics on the Index tab are more detailed than the topics on the Contents tab To view a topic click the topic Use the Find tab to enter a word or topic for which you need help information The Find feature searches through the Help information and displays information about the word or topic you enter Accessing the Tip of the Day The Tip of the Day window shows helpful information about how to use Personal Call Manager To display the Tip of the Day window 1 Select the Help menu 2 Click Tip of the Day NN40010 104 Chapter 2 Personal CallManager 93 Turning the Tip of the Day off The Tip of the Day window appears when you start Personal Call Manager To turn the off Tip of the Day Select the Help menu Click Tip of the Day Clear the Show Tips at Startup check box When the Show Tips at Startup check box is empty the Tip of the Day window does not appear when you start Personal Call Manager To turn the on Tip of the Day 1 Select the Help menu and then click Tip of the Day 2 Select the Show Tips at Startup check box When the Show Tips at Startup check box contains a check mark the Tip of the Day window appears when you start Personal Call Manager Personal Call Manager preferences Personal Call Manager preferences determine how the Address Book is searched how Personal Call Manager appears when you start it up and whether th
6. Click the last name of the contact you want Click OK The folder containing the contact opens and the selected contact is highlighted Personal Call Manager User Guide 74 Chapter 2 Personal Call Manager Quick Search To find a contact Click the Tools menu 2 Click Find Person or Click l The Search dialog box appears Enter Phone Number or Name Last Name First Name ss H i GF Phone Number Type Help Cancel Name Business Ph Extension Home Phon Mobile Phon En Johnson Donna 3429 Jones Karen 3486 Perkins Mathew 3458 3 Enter the first character of the name or telephone number of the contact you want to find Personal Call Manager compares the letter or number you entered with the contacts stored in the Address Book Any contacts that match the character you entered appear in the bottom of the Search dialog box If you have several contacts starting with that character enter the next character in the name or telephone number Personal Call Manager then displays only the contacts that match both of those characters Continue entering characters to find the contact in the Search dialog box Click the last name of the contact you want Click OK The folder containing the contact opens and the selected contact is highlighted Entering names or numbers If you know only part of the name or telephone number of the contact you want to find you can type the letters or digit
7. NN40010 104 Chapter 2 Personal CallManager 63 Printing call information from the Calls Log You can print the Calls Log information for any call in the Calls Log To print the Calls Log information 1 Click the call you want to print Note You can select several calls to print by holding down the Control or Shift key and clicking other calls 2 Click al or 1 Click the Edit menu 2 Click Print Deleting calls from the Calls Log To delete a call from the Calls Log 1 Select the call you want to delete 2 Click amp or 1 Click the Edit menu 2 Click Delete Closing the Calls Log Window To close the Calls Log Window 1 Click the File menu 2 Click Exit You also can close the Calls Log Window by clicking the Close Window button in the upper right corner of the window Personal Call Manager User Guide 64 Chapter 2 Personal Call Manager Address Book The Address Book is the portion of Personal Call Manager where you store telephone numbers and addresses of the people and businesses you contact Each entry in the Address Book is called a contact A contact is normally the telephone number of a person or business but a contact can be any number you want to record or store in Personal Call Manager The Tree View of the Address Book When you view the Address Book the left side shows the tree structure of the Address Book The tree structure shows how the folders are organized It also enables
8. Personal Computer A Windows compatible computer that runs the Personal Call Manager software Quick dials A group of telephone numbers that you can call by selecting a menu item Status bar An area at the bottom of the computer screen that provides information messages about Personal Call Manager TAPI Telephony Application Programming Interface is a set of programming tools that allows Personal Call Manager to communicate with the telephone system TAPI line The telephone line that Personal Call Manager uses to place a call Task tray An area in the bottom right hand corner of the PC screen that contains the Personal Call Manager task tray icon used to perform several common call control functions Taskbar An area at the bottom of the computer screen that contains the Personal Call Manager taskbar icon that is used to maximize the Personal Call Manager Window or bring it to the foreground Tool bar The Tool Bar that contains several buttons that provide quick and easy access to Personal Call Manager functions Tree View The portion of the Address Book that shows how the folders used to store the contacts are organized Wild card character A special character that can be used represent any letter or number NN40010 104 Index 101 Index A acronyms 14 Active Callicon 21 25 43 Address Book 22 adding acontact 66 changing the view 64 displaying 24 icons 64 list view 64 tree vie
9. These text conventions are used in this guide to indicate the information described Convention Description bold Courier text Indicates command names and options and text that you need to enter Example Use the info command Example Enter show ip alerts routes italic text Indicates book titles plain Courier text Indicates command syntax and system output for example prompts and system messages Example Set Trap Monitor Filters FEATURE HOLD RELEASE Indicates that you press the button with the coordinating icon on whichever set you are using separator gt Shows menu paths Example Protocols gt IP identifies the IP option on the Protocols menu Related publications Related publications are listed below To locate specific information you can refer to the Master Index of your product documentation suite LAN CTE Configuration Guide NN40010 601 NN40010 104 17 Chapter 2 Personal Call Manager Avaya Business Communications Manager Avaya BCM Personal Call Manager is a TAPI based application that provides an easy to use computer interface for your telephone With Personal Call Manager you can e make calls e redial telephone numbers e return calls e answer calls e put calls on and take calls off hold e manage multiple calls e transfer calls e conference calls e activate and de activate Do Not Disturb e forward calls P
10. pasting 85 86 H Held Call icon 21 25 46 Held Conference icon 21 25 Help contents tab 92 find tab 92 index tab 92 messages 25 opening 92 Hold answering a held call 46 conference calls 55 Icons active call 21 25 43 Address Book 64 conference call 21 25 held call 21 25 46 held conference 21 25 Personal Call Manager 44 ringing 21 25 task tray menu 21 L Last callers 42 Last calls 42 Line used 27 List View 64 Making acall 38 Address Book 39 Calls menu 40 Quick Dials 42 redialing anumber 42 returning acall 42 task tray 40 toolbar 41 Menu bar 22 Moving contacts 80 folders 85 My Contacts 64 N Name 67 New Call dialog box 43 O On line help accessing 92 contents tab 92 find tab 92 index tab 92 opening 92 Outside lines 37 P Personal Call Manager about 91 exiting 97 location 30 preferences 93 quitting 97 removing 98 starting 19 task tray icon 20 44 Preferences dialing properties 27 Personal Call Manager 93 search 93 Prime telephone number calling 39 Pulse dialing 37 Q Quick Dials 64 adding 91 list 42 Quitting Personal Call Manager 97 R Redialing a telephone number 42 related publications 16 Removing Personal Call Manager 98 Returning a call 42 NN40010 104 Index 103 Ringing icon 21 25 task tray 50 S window 48 with an announcement 51 Search without an announcement 48 entering a name or number 74 Tree View 64 for a contact 72 options
11. 0 Avaya BCM 5 0 Avaya BCM 6 0 BCM50 2 0 or BCM50 3 0 18 To start Personal Call Manager from the Shortcut icon ccccssscceeesesseeeeessenteeeeeeees 19 To start Personal Call Manager using the Start DUttON ccceeeeteeeeeeeeeeeeteeeeeeeeeee 19 Wer display the TODD cca icstnescscecaues vecceaceenessanede vesdeasmnzased Er aaiae 23 TO display the Address BOOK css csseicicceseessstesscuanadensavvennteagel aE ARANEAE SRAKAR i 24 Tds pile ihe Curent Cang sairia EAT 24 Todisplay the Status baf soca sce niectadsacecstewtiiedddueincendactaanacad sanbiiaddenuwngenesiiviaieuauuveseedanuausien 26 MRICS A NE ooa spec nauanieedj cad ieeeeescibiedeckdactuerassteaieehscabeiucss aceantede eens 27 Toacce ss dialing properes rssikon anin a ogerbedeusdavhwsbeauwndaietangertienacdes neon 28 TO GPCRS anew LO CEIGI ssis araic na oaa SAE AAEE 30 TOSC NO ere renee ernie er rrarrmees Pet ce meen renee mreee eee eer rere Bi WG Ne SENN seruiciis a eiai a 31 DiE o ea Mise Tae AE N ter A P A E A ee herr E E eee rt eres 3i Tomeran aroa Cole sce cosctsescenerassioreomictiienwressaccnosetstccaetient loxgemescaceawmed yccuaenad R RRE 32 To set the prefixes that are long CiIStanCe ccsseceeeeeeeeneeeeeeeeeeeeeeeneneeeeeeeneeeeeeeneaes 33 To add a prefix that is considered long distance c ccceeeseeceeeeeeeeeeeeeeeeeeeeteeneaes 33 To delete a prefix that is considered long distance cccesseceeeeeeeeeeee
12. 94 95 96 97 W preferences 93 Wild cards 74 wild cards 74 Window Search mode 72 closing 26 Quick Search 74 components 22 Slow Search 72 opening 21 Starting Personal Call Manager 19 Status bar 22 displaying 26 Synchronization with the telephone 92 T Task tray icon 20 displaying the number of calls 20 menu 20 who is calling 44 Task tray menu 20 icons 21 Telephone line used 25 27 Telephone lines 37 Telephone number of contact 68 default 69 Telephone synchronization 92 Tone dialing 37 Toolbar 22 About button 23 buttons 23 Copy button 23 Cut button 23 Detail button 23 25 displaying 23 Find Person button 23 Large Icons button 23 25 List button 23 25 Manual Dial button 25 New Contact 23 New Folder 23 Paste button 23 Small Icons button 23 25 Up one level button 23 Transferring a call blind 48 Calls menu 50 Personal Call Manager User Guide 104 Index NN40010 104
13. Address Book Any of the methods described earlier to add a contact can be used to add Quick Dials Displaying the information about Personal Call Manager The About Personal Call Manager window shows the version number of the Personal Call Manager software you are using To access the About Personal Call Manager window 1 Click the Help menu 2 Click About PCM or Click R Personal Call Manager User Guide 92 Chapter 2 Personal Call Manager Synchronization with the telephone Common call control operations can be performed on either the telephone or on Personal Call Manager For example to end a call you can press the Rls Release key on the telephone or click Release in Personal Call Manager Any telephone programming you use to customize your telephone is not synchronized For example the personal speed dials programmed on the telephone are not copied automatically into Personal Call Manager Accessing Help Accessing context sensitive Help You can access context sensitive Help by pressing the F1 key The Help information that appears pertains to the currently active window dialog box or menu item Opening the Help contents window You can access Help from the Menu bar To access the Help window 1 Select the Help menu 2 Click Help topics The main Help window gives you access to all of the Help information Use the Contents tab to view the Help topics To view one of the topics double click the topic
14. Book The contents of the selected folder appear in the List View The new folder is added to this folder Click i The Create New Folder dialog box appears Type the name of the new folder and click OK The new folder is added to the selected folder When naming the new folder you must use a name that does not exist already in the selected folder To create a new folder using the Menu bar 1 Click a folder in the Tree View of the Address Book The contents of the selected folder appear in the List View The new folder is added to this folder Click the File menu point to New and click Folder The Create New Folder dialog box appears Type the name of the new folder and click OK The new folder is added to the selected folder When naming the new folder you must use a name that does not exist already in the selected folder Copying a folder When you copy a folder the folder and all of the contacts and folders contained in the folder are copied to the new folder To copy a folder using drag and drop the folder must be visible in the List View box and the folder to you which you are moving it must be visible in the Tree View NN40010 104 Chapter 2 Personal CallManager 85 To copy a folder 1 Press and hold the Control key on your keyboard 2 Drag the folder you want to copy to the folder to which you want it copied The folder must be in the List View box to use the right mouse button To copy a f
15. Mobile 4 Click Dial If you want to call a contact in the Address Book and you remember only the contact name enter the contact name in the Enter Phone Number or Name box If you are using Fast Search any contacts that match the name you enter appear in the bottom of the dialog box If you are using Slow Search you must click the Find Now button to find the contacts For more information about Search Options refer to Changing the Search preferences on page 93 You can open the Dial dialog box using two other methods e Press the F3 key or e Click the Personal Call Manager task tray icon or the Calls menu point to Quick Dials and then click Other NN40010 104 Chapter 2 Personal CallManager 41 Placing a call using the toolbar To place a call using the toolbar 1 Click The Dial dialog box appears Cal TA Last Name First Name Phone Number 7 Help Cancel Phone Number Name Business Ph Extension Home Phon Mobile Phon Eme 2 Fnter the telephone number you want to dial If you have the Search Option set to Fast Search Personal Call Manager compares the number you enter to the contacts stored in the Address Book Any contacts that match the number you enter appear in the bottom of the dialog box To dial one of these contacts click the contact you want to call The default number appears in the Phone Number Type drop down list To choose a different number from t
16. Move to the tab that has the information you want to change and then make the changes Adding a new contact to the Address Book on page 66 describes the information that can be entered NN40010 104 Chapter 2 Personal CallManager 77 To change the properties of a contact using the Menu bar 1 Find the contact in the Address Book You can find the contact manually or use the Personal Call Manager Search feature Select the contact Click the File menu 4 Click Properties The Address Properties dialog box appears 5 Click the tab that has the information you want to change and then make the changes Adding a new contact to the Address Book on page 66 describes the information that can be entered Organizing the Address Book As you add contacts to the Address Book divide the contacts into logical groups This makes it easier for you to find the contacts you enter You group the contacts together by adding folders to the Address Book and moving your contacts into the appropriate folders A simple example is to add two folders one named Personal and one named Business All of your business contacts are then stored in the Business folder and all of your personal contacts are stored in the Personal folder For more information refer to Creating a new folder in the Address Book on page 83 Copying a contact When you copy a contact you create a new contact in the Address Book based on the original contact
17. Personal Call Manager To access dialing properties Click the Tools menu 2 Click Dialing Properties The Dialing Rules dialog box appears Phone and Modem Options PR Dialing Rules f z The list below displays the locations you have specified Select the location from which you are dialing Locations Location Area Code 0 Saint John 506 Phone number will be dialed as 8059 NN40010 104 Chapter 2 Personal CallManager 29 3 Click New or Edit to add information or edit existing information New Location General Area Code Rules Calling Card a Location name Specify the location from which you will be dialing Country region Area code Canada v Dialing rules When dialing from this location use the following rules To access an outside line for local calls dial To access an outside line for long distance calls dial Use this carrier code to make long distance calls Use this carrier code to make international calls C To disable call waiting dial Dial using Tone Pulse Phone number will be dialed as 8059 Apply Personal Call Manager User Guide 30 Chapter 2 Personal Call Manager From the Dialing Properties dialog box you can control the following options e location you are dialing from Location name e country you are in Country Region e area code you are dialing from Area Code
18. ave ins EEEa Eii a 42 To call a number from the Quick Dial list using the Address BOOK 43 To call a number from the Quick Dial list using the PCM task tray or Calls menu 43 To answer a call using the You Have a New Call dialog DOX ccceeseeeeeeeeeteteeetees 45 TO arawer ihe Call train Te window ccisccrcvicccneresihcrsemeseczentreisccusoeatnendeneeibenelarscudebenven 45 To answer a call from the task tray or Calls menu ccceeeeeeeeeeeeteeeteeeeseneeeteaeeetees 45 Todisplay Te NOIS TAD erica a A ibang dunedestinoveaiae 46 To put acall on hold using th WINdOW sisrssrsicrssursenissnrinrnnunnienrsusinaienauaiaannn n 46 To put a call on hold using the task tray or Calls MO NU ccccssseeceesssseeeeeseeteeeeeeees 46 To answer a held call using the WINdOW ssssssesssreessrnrsessrnnnnssnnnnanrnnannernnnnnnnnnannesennnnae 46 To answer a held call using the task tray or Calls menu sseeeseeeeeeeeeeerererrrerrene 46 TOoSWwitehto adiiterent cal Penteeenern meer pee eee re eerentrnr eee trty gree peer eer tre cer tener rte 47 Toswichto adherent Wall css csesteccstisecoredsccksteevnecceseresitbasskasstccdesesiecen sea ecnareercceemeniee 47 Totransier a call using the WON OW ao ees scecnacsessacciesbendceasenaacddceus sates ales dacideaesscocedaeenben 48 TO transfer a call using the right MOUSE DURON siccisccsseccectiesslermemsscacecureseccnssarseccaemenic 48 To transfer a call using the task tray or Calls menu
19. be visible in the Tree View To move a contact using drag and drop Drag the contact you want to copy to the new folder NN40010 104 Chapter 2 Personal CallManager 81 To move a contact using the toolbar Click the contact you want to move Click Al The icon for the contact dims Open the folder in which you want to move the contact The contents of the folder appear in the List View box click E The contact is moved to the new folder To move a contact using the right mouse button 1 Right click the contact you want to move and then click Cut The icon for the contact dims Open the folder you want to move the contact into The contents of the folder appear in the List View box Right click an open area in the folder and then click Paste The contact is moved to the new folder To move a contact using the Menu bar Click the contact you want to move Click the Edit menu and then click Cut The icon for the contact dims Open the folder you in you want to move the contact The contents of the folder appears in the List View box Click the Edit menu and then click Paste The contact is moved to the new folder Note After you use the Cut command indicated by the contact icon dimming you must use the Paste command to move the contact before using the Cut or Copy commands again If you use the Cut or Copy command before pasting the contact the contact remains in the original folder and does n
20. box on page 67 NN40010 104 Chapter 2 Personal CallManager 67 5 Click OK The contact is added to the folder shown in the List View of the Address Book Note If a contact with the same name is in the Address Book a message appears asking if you want to make a duplicate If you want to make a duplicate of a contact use the copy method described in Copying a contact on page 77 Address Properties dialog box The Address Properties dialog box has four tabs Use each tab to enter different types of contact information e Business Enter the name address and telephone number of the contact e E mail Address Enter the e mail address and type e Settings Enter the default telephone number e Note Enter any other information about the contact Business Use the Business tab to enter the name address and telephone number of a contact Munro Donna Address Properties Ed Business EMail Address Settings Notes Name Last Muno First Dorna Pile Production Manager Company i i eI z Department Documertation City Caas Olfice aTa Stats Abeta Assistant o Zip code TE ez Phone number Ext County Canada feuin s Carcel Help The first information you enter is the contact name The contact name is divided into the first name and the last name Both the first name and the last name must be entered before a contact can be added to the Address Book The last name is us
21. calling cards If the calling card you are using is not on the list of cards you must set up how to use your calling card Personal Call Manager User Guide 36 Chapter 2 Personal Call Manager To add a custom calling card 1 oa fF Q J Click the Tools menu Click Dialing Properties The Dialing Rules dialog box appears Select a location Click Edit Click the Calling Card tab Click New The New Calling Card dialog box appears In the Calling Card Name field type the name of the calling card In the Calling Card Phone Number box type the calling card number In the PIN number box type your calling card PIN number To add rules for the calling card select the Long Distance International or Local Calls tabs and complete the appropriate fields Note Refer to the documentation that came with your calling card for the sequence of steps that are required with your card 11 12 When all of the required steps are added click OK Click OK to return to the Dialing Properties dialog box Disable call waiting by dialing If call waiting is available for the current location use this field to define the numbers required to disable call waiting Your telephony application uses these numbers to disable call waiting when required To enter the numbers required to disable call waiting 1 2 Select the Disable call waiting dial check box From the Disable call waiting dial drop down list sel
22. default used for the contact the picture appears and a voice announcement plays when this contact calls you Munro Donna Address Properties Ea Business EMail Address Settings Notes r Default Dial m Voice Announce File Path C Business pes x C Home m Image File Path Cancel Help For the default telephone number dialed you can choose Business Home or Mobile The settings you specify define the telephone number automatically used for this contact only Other contacts are not affected by the defaults you choose for this contact You can choose to override these settings when making a call by selecting any other telephone number defined for the contact in the Address Book You can select a voice announcement to play when you receive a call from this contact This voice announcement enables you to identify who is calling without looking at the computer screen or telephone display To add or change the voice announcement for this contact 1 Record the voice announcement message you want to play when this contact calls and save it in a WAV file format The message is typically the contact name but can be any WAV file Note You can record the voice announcement using the Sound Recorder accessory included with Windows or any other sound editing application 2 Click beside the Voice Announce File Path field 3 Move to the folder where the voice announcement file is stored
23. in the List View box click E The folder must be in the List View box to use the right mouse button To move a folder using the right mouse button 1 2 3 Right click the folder you want to move and click Cut Open the folder you want to move the folder to The contents of the folder appear in the List View box Right click an open area in the folder and click Paste To move a folder using the Menu bar 1 Click the folder you want to move Select the Edit menu and click Cut Open the folder to which you want to move the folder The contents of the folder appear in the List View box Select the Edit menu and click Paste NN40010 104 Chapter 2 Personal CallManager 87 Renaming a folder To change the name of a folder using the right mouse button 1 Right click the folder you want to rename and click Properties The Folder Property dialog box appears Folder Property Ed Felder Name Cancel 2 Type the new name of the folder and then click OK To change the name of a folder using the toolbar 1 Click the folder you want to rename 2 Click E The Folder Property dialog box appears 3 Type the new name of the folder and click OK To change the name of a folder using the Menu bar Click the folder you want to rename Select the File menu Click Properties The Folder Property dialog box appears 4 Type the new name of the folder and click OK Deleting a folder When you delete a fold
24. of the first call you want to connect in a conference call Select Conference from the pop up menu A O N Right click the icon of the second call to be connected in a conference call and click Conference The icons for the two calls move to the Conference pane and their icons change to Conference icons Continue to right click the icons for the calls you want to connect Click Conference until all the callers participating in the conference call are added The first two icons change to a Conference icon in the Conference panel When you add a third and subsequent calls to a conference call all the icons collapse into a single line with the name Conference followed by a number The number assigned to the Conference line is generated by the system Note In a conference call you connect yourself and two or more other callers into a single call With BCM50 Release 1 0 a conference call can extend only to include yourself and two other callers To create a conference call using the task tray or Calls menu Make or answer the calls you want to connect in a conference call In the task tray click the Personal Call Manager icon or select the Calls menu Point to the first call you want to add to the conference Click Conference In the task tray click the Personal Call Manager icon or select the Calls menu Point to the second call you want to add to the conference N Oo oO FF WD Click Conference The icons for th
25. offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http www avaya com support Please note that if you acquired the product from an authorized reseller the warranty is provided to you by said reseller and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA RESELLER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR W
26. task tray menu you can perform most basic call functions such as making and answering calls putting calls on hold transferring calls and conferencing calls Personal Call Manager task tray menu The Personal Call Manager task tray menu is divided into two main sections The lower portion of the menu contains the following call control options e Callers List lists the telephone numbers of the last ten incoming calls e Redial List lists the telephone numbers of the last ten outgoing calls you dialed e Quick Dials lists telephone numbers to which you want quick access e Transfer allows you to transfer the active call to another telephone e Manual Dial allows you to call someone by entering their telephone number on the computer keyboard DND turns on or off the Do Not Disturb feature NN40010 104 Chapter 2 Personal CallManager 21 The upper portion of the menu contains the current calls Each of these calls has an icon beside it to indicate the status of the call If there are currently no calls the upper portion of the menu does not appear ejj Active Call Appears beside the call on which you are currently j Held Call Appears beside calls that are on hold Any call that is not active is on hold C Conference Call Appears beside the two calls to which you are connected when you are on a conference call E Held Conference Appears beside conference calls that are on hold a Ringing Appears beside c
27. telephone equipped with a handsfree function When you use a handsfree telephone you can perform all of the Personal Call Manager functions without lifting the telephone handset Installing Personal Call Manager Personal Call Manager must be installed on your computer before you can use it The files required to install Personal Call Manager are on the Avaya BCM base unit Use one of the following installation procedures for the appropriate Avaya BCM version you are running Personal Call Manager has the same functionality on the following platforms e BCM200 400 running Avaya BCM 4 0 e BCM5S0 2 0 e BCM50 3 0 e BCM450 1 0 e BCM50 or BCM450 running Avaya BCM 5 0 e BCMS50 or BCM450 running Avaya BCM 6 0 To install Personal Call Manager on Avaya BCM system running Avaya BCM 4 0 Avaya BCM 5 0 Avaya BCM 6 0 BCM50 2 0 or BCM50 3 0 1 Exit any Windows programs that are running 2 Start a browser session and connect to the Avaya BCM web page To access the Avaya BCM web page enter http lt bcmip gt where lt bcmip gt is the IP address of your Avaya BCM The Avaya BCM Login dialog box appears 3 Enter your username and password and click OK The Welcome to Avaya BCM page appears 4 Click User Applications The User Applications page appears 5 Click Personal Call Manager The Personal Call Manager download page appears 6 Click Download Personal Call Manager The File Download dialog box appears 7 Click Save and save
28. the Control key on your keyboard 2 Drag the contact you want to copy to the new folder NN40010 104 Chapter 2 Personal Call Manager 79 To copy a contact using the toolbar Click the contact you want to copy Click Open the folder you want to copy the contact into The contents of the folder appear in the List View box 4 click E The contact is copied to the new folder To copy a contact using the right mouse button 1 Right click the contact you want to copy and then click Copy 2 Open the folder you want to copy the contact into The contents of the folder appear in the List View dialog box 3 Right click an open area in the folder and then click Paste The contact is copied to the new folder To copy a contact using the Menu bar Click the contact you want to copy Click the Edit menu and then click Copy Open the folder you want to copy the contact into The contents of the folder appear in the List View box 4 Click the Edit menu and then click Paste The contact is copied to the new folder Copying a contact using the template copy method Use this method of copying a contact when you want to create a new contact that is based on an existing contact All of the contact information except the contact name is copied to the new contact This feature allows you to quickly add contacts that are similar to existing contacts For information about the two different methods of copying a contact refer to
29. the New location dialog box to match the dialing properties required for this location The fields in the Dialing Properties dialog box are described later in this section 6 Click Apply to store the changes with the new location NN40010 104 Chapter 2 Personal CallManager 31 Selecting a location When you select a location all of the dialing properties are changed to the settings that are stored for that location To select a location 1 2 Click the Tools menu Click on Dialing Properties A list of locations appears Select your current the location The dialing properties change to the setting stored for your current the location Deleting a location When you no longer need a location you can delete it from the list of locations To delete a location 1 Click the Tools menu 2 Click on Dialing Properties A list of locations appears Select the location you want to delete Click Delete A confirm deletion message appears 5 Click Yes Country region This drop down list defines the country you are currently in To select a country 1 2 Click the Tools menu Click Dialing Properties The Dialing Rules dialog box appears Click New or Edit to select a country for your location Personal Call Manager User Guide 32 Chapter 2 Personal Call Manager 4 Select the country in which you are currently located Note You can navigate quickly through the list of countries by typing the f
30. the Tree View that shows the structure of your folders e the List View that shows the folders and contacts stored in the currently selected folder For more information about the Address Book refer to Address Book on page 64 To display the Address Book Click the View menu 2 Click Only Address Book to display only the Address Book or 1 Select the View menu 2 Click Both Address Book and Calls to display both the Address Book and the Current Calls The symbol appears beside the current selection Current Calls The Current Calls section of the screen shows which calls are active The Current Calls section consists of two parts e acalls box that shows the calls that are currently on your telephone e a conference box that shows the conference calls that are currently on your telephone To display the Current Calls Click the View menu 2 Click Only Calls or 1 Click the View menu 2 Click Both Address Book and Calls to display both the Address Book and the Current Calls The symbol appears beside the current selection NN40010 104 Chapter 2 Personal Call Manager 25 Current Calls icons There are several icons that are used in the Current Calls section Each icon is used to represent a call The icons also show the status of the calls Active Call Appears beside the call on which you are currently Held Call Appears beside calls that are on hold Any call that is not activ
31. this location use the following rules To access an outside line for local calls dial To access an outside line for long distance calls dial Use this carrier code to make long distance calls Use this carrier code to make international calls C To disable call waiting dial Dial using Tone Pulse Phone number will be dialed as 8059 To add a prefix that is considered long distance Click the Tools menu 2 Click Dialing Properties The Dialing Rules dialog box appears Select a location Click Edit Click Area Code Rules tab The New Area Code Rules tab appears Personal Call Manager User Guide 34 Chapter 2 Personal Call Manager 6 Complete the fields To delete a prefix that is considered long distance 1 Click the prefix you want to delete 2 Click Delete To add a prefix that is considered local 1 Click the Tools menu 2 Click Dialing Properties The Dialing Rules dialog box appears Select a location Click Edit Click Area Code Rules tab The New Area Code Rules tab appears 6 Complete the fields To delete a prefix that is considered local 1 Click the prefix you want to delete 2 Click Delete Using a calling card for long distance Select the Calling Card tab if you want to use a calling card for long distance telephone numbers Use the Calling Card tab to define which calling card you are using To stop using a calling card e From the Calling Card tab delete the c
32. 000 e cee eee eee 92 Opening the Help contents window 0000 e eee eee 92 Accessing the Tip of the Day ca csks cake hes Pham REE Liew een crake 92 Personal Call Manager preferences 0 000 e eee eee 93 Changing the Search preferences 000 cece eee 93 Changing the Startup Opli0n ccscsscccs ce cee coast wakes aaa ee ek wee RRO amp 94 Changing the Dialing Rule Setting 0 0 e eee 95 Changing the Callers Record Display Setting 20000 e eee 96 Quitting Personal Call Manage vecccccrwsea eo eenee eee cd ekin Terne aes 4 97 Removing Personal Call Manager 00 0 cece eee eee 98 GIGSSOVNY s cs need ce eaes Pesan es UGh ee bee PAA e he RO See Ee Sd ee Des 99 NIX eer errr Ts Terr rere rr Cre rr rer eT rr err rrr 101 Personal Call Manager User Guide 10 Contents NN40010 104 11 Customer service Visit the Avaya Web site to access the complete range of services and support that Avaya provides Go to www avaya com or go to one of the pages listed in the following sections Navigation e Getting technical documentation on page 11 Getting product training on page 11 Getting help from a distributor or reseller on page 11 e Getting technical support from the Avaya Web site on page 11 Getting technical documentation To download and print selected technical publications and release notes directly from the Internet go to Www avaya com su
33. 3255 Sam Quick dials Address Book 68 Conference 1 1 16 Current Calls Tabi Line 227 Roger 227 4 Status Bar Tree View Calls box List View Conference box Menu bar The menu bar shows the menus available from the window From these menus you can access all of the features available from Personal Call Manager The menu bar is always visible in the window One of the menus on the menu bar is the Calls menu The items on the Calls menu are identical to the items on the Personal Call Manager task tray menu Toolbar The toolbar contains several buttons that provide quick and easy access to Personal Call Manager functions NN40010 104 Chapter 2 Personal CallManager 23 To display the toolbar 1 Click the View menu 2 Click Toolbar The toolbar toggles between being displayed and not being displayed When the toolbar is set to be displayed 4 appears beside the Toolbar menu item in the View menu Using the toolbar The toolbar buttons provide access to commonly used features Up One Level Exits from the current directory and moves one level up in the contact tree New Folder Adds a new folder to the Address Book New Contact Adds a new contact to the Address Book amp Cut Copies the selected folder or contact onto the clipboard and deletes it Copy Copies the selected folder or contact onto the clipboard B Paste Copies the folder or contact st
34. 7335 11 02 98 05 36 3429 3429 11 02 98 05 33 3429 11 02 98 05 33 For Help press F1 To view the Incoming Calls 1 Click BJ on the Toolbar or Click the View menu 2 Click Incoming Calls Log To view the Outgoing Calls 1 Click el or Click the View menu 2 Click Outgoing Calls Log Personal Call Manager User Guide 62 Chapter 2 Personal Call Manager Updating the Calls log To update the Calls Log If you make or answer a call while the Calls Log is open the Calls Log is not updated To update the Calls Log 1 Click or 1 Click the View menu 2 Click Refresh Sorting the Calls Log You can sort the Calls Log by name telephone number duration or date and time To sort the Calls Log by e name of the caller click Name e telephone number of the caller click Phone No e length of the call click Duration e time the call is made or received click Date amp Time Making a call from the Calls Log You can call any of the numbers stored in the Incoming or Outgoing Call Log To make a call from the Calls log 1 Click the number you want to dial 2 Click or 1 Click the number you want to dial Click the Edit menu Click Redial Note The appropriate call resource must be assigned as the TAPI Line before you can place a call from the Calls Log For example the TAPI line cannot be an intercom line if you want to make a call to an external telephone number
35. AVAYA Personal Call Manager User Guide Avaya Business Communications Manager Document Status Standard Document Number NN40010 104 Document Version 06 02 Date May 2010 AVAYA 2010 Avaya Inc All Rights Reserved Notices While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Documentation disclaimer Avaya shall not be responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or
36. Address Book the name and telephone number you assign to this contact in your Address Book appears in this box If the caller is not one of your contacts the name and or telephone number supplied by the Caller ID service appears in this box Type A short description of how the call was routed to your extension The type can be e Direct Call the caller dialed your telephone number or extension e Forward Busy the caller was forwarded to you from a busy extension e Forward No Answer the caller was forwarded to you from an extension that was not answered e Forward Unconditionally the caller was forwarded from an extension that has all calls forwarded to your telephone e Pick Up From Another Ext you used the Call Pickup feature to answer this call e Retrieved As a Parked Call you used a Call Park Retrieval code to answer this call e Redirect To This Stn the caller was forwarded to you from another extension e Transferred the caller was transferred to you from another extension e Reminder the caller was returned to your extension e Unknown the Caller ID information is unknown and cannot be displayed e Unavailable the Caller ID information is unavailable and cannot be displayed NN40010 104 Chapter 2 Personal CallManager 45 Table 1 You Have a New Call descriptions Heading Description Dept If the caller is one of the contacts in your Address Book the Department name you assign to this co
37. Click beside the Image File Path field The image file no longer appears for this contact Note The BMP file you delete from the contact is not deleted from the computer hard gt drive and can be used again later NN40010 104 Chapter 2 Personal CallManager 71 Notes Use the Note tab to record miscellaneous information about the contact You can enter significant dates recent orders meeting locations or any information you want to access when you call the contact Munro Donna Address Properties Ed Business EMail Address Settings Notes Notes Have a meeting with her on June 25 to discuss binding methods Order due on June 3 will be delayed due to supplier problems The new product colors she asked for in May are now available and will be included in the next delivery Cancel Help Adding a caller to the Address Book When you receive a call you can add the caller to your Address Book You must open the Personal Call Manager window before you add a caller To add a caller 1 Click the caller s icon in the Calls dialog box 2 Click A dialog box appears asking you if you want to create a new contact 3 Click Yes The Address Properties dialog box appears Personal Call Manager User Guide 72 Chapter 2 Personal Call Manager 4 Enter the address information for this contact For descriptions of the address fields refer to Address Properties dialog b
38. HOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Copyright Except where expressly stated otherwise no use should be made of the Documentation s and Product s provided by Avaya All content in this documentation s and the product s provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed the Linux OS sou
39. N NON 0c 62692 ohaeeot he eee eee PERE RRR EER EERE AA 46 PNP NS a chee ae dow ice taken E dace BAR la om acne lake Se arte ann awe iced at a 47 Switching between calls using the window 0000 ce eee eee eee 47 Switching between calls using the task tray and Call menus 47 Wane S Call cscescaucsnacdt ATETA TETELA TEET T 47 Transferring a call without an announcement cee eee eee eee 48 Transferring a call with an announcement 0 0c eee eee eee 51 OMG CANS crcdpahenes ier entasss ieee Reeesathan eased haeee ware tics 53 Creating a conference tall i ciccieipiakesdeiviaghse tee nii io Pelee kets 53 Putting conference calls on hold jcc coi st dows Peed odes owed eS dene eee 55 Taking a conference call off hold 00 00 ee 55 Splitting a conien tall c cccc concedes egaarsen dose esvaeres ade oed be 56 Enda COniphenGe Call scp icveeeetwedebeemens ee baade raaa ETA ENGNG aCe ssrissrressri rosarinos rikne ers EN Sa 58 CCAM TOONS ic tea ota ed ba ed Sears a a A bbs Bee a O 58 Do Wet Deti DND 2ccscasetasia see eg eechsshtanes teased RI ERENER 59 CAN FOIE scacsctaedctaiucks a ei ados REG GERD PARRE SEATS EOE ERERES 59 CAR LOO NUON rapus aa cw nan a ee glad atom bs ep acct aoe kaya de 8 60 Updating the Calls ld ccccceececk es bho e dees cweharhe et dares nek daued 62 Song ihe CASO poles deed esse deh eRe pees Vee el eeeeaees 62 Making a call trom the Calls Lg 4206 scs cw kcecaeee nies wa ewes e
40. Personal Call Manager provides two ways to copy a contact a linked copy and a template copy In the linked copy all of the information about the contact is copied In a template copy all of the information about the contact except the contact name is copied In both methods of copying the original contact remains in the original folder Personal Call Manager User Guide 78 Chapter 2 Personal Call Manager Deciding which copy method to use The copy method you choose depends on what you want to do Refer to the following table to decide which copy method to use Table 2 Copy Methods Linked Copy Template Copy The new contact contains the exact same The new contact has a different name than the Information information as the original contact original contact The other contact information is copied the same Yes No When you change one of the properties of the When you change one of the properties of the contact Personal Call Manager automatically contact the other copies are not changed Changes updates the original contact and all of the copies are linked of the contact Use a linked copy when you want to have identical Use a template copy to create a new contact that copies of a single contact in several different is similar but not identical to an existing contact folders You do this to make the contact easier to Purpose find and organize You know a person who is both your sales A new pers
41. Rules e calling card usage Calling Card e the number used to disable Call Waiting To disable call waiting dial e access to lines To access an outside line e type of dialing system Dial Rules Location name Use the Location name to save different sets of dialing properties You can use the Location Name when you have a computer such as a laptop that you use in different locations You can save the settings for the different locations under different names in the Location Name field You can then change quickly to the new settings when you switch locations For example you can have a laptop computer that you use at both north and south locations If the north and south locations have different dialing requirements such as call waiting in the north but not in the south you can set up two different sets of dialing properties using the Location name setting When you switch locations you can change the dialing properties by changing the name that appears in the Location name field Creating a new location When you create a new location you create the name that is used to access the new set of dialing properties After you create the location any changes made to the Dialing Properties dialog box are saved with this name To create a new location Click the Tools menu Click on Dialing Properties Click the New button In the Location Name box type the name of a new location a fF WN Change the other parameters in
42. The Address Properties dialog box appears 2 Enter the address information for this contact For descriptions of the address fields refer to Address Properties dialog box on page 67 3 Click OK The contact is added to the folder shown in the List View of the Address Book Note If a contact with the same name is in the Address Book a message appears asking if you want to make a duplicate If you want to make a duplicate of a contact use the copy method described in Copying a contact on page 77 To add a contact using the right mouse button 1 Right click in an open area in the List View portion of the Address Book 2 Point to New and click Contact The Address Properties dialog box appears 3 Type the address information for this contact For descriptions of the address fields refer to Address Properties dialog box on page 67 4 Click OK The contact is added to the folder shown in the List View of the Address Book Note If a contact with the same name is in the Address Book a message appears asking if you want to make a duplicate If you want to make a duplicate of a contact use the copy method described in Copying a contact on page 77 To add a contact using the Menu bar 1 Click the File menu Point to New Click Contact The Address Properties dialog box appears 4 Type the address information for this contact For descriptions of the address fields refer to Address Properties dialog
43. Tools menu 2 Click Forward The Forward dialog box appears Enter Phone Number or Name Last Name First Name 3429 Find Now Phone Number Type gt Help Cancel Business Ph Extension __ Home Phon Mobile Phon Em Johnson Donna 3429 3 Type the telephone number to which you want to call forward your telephone Personal Call Manager User Guide 60 Chapter 2 Personal Call Manager 4 Click the Forward button The number to which your telephone is forwarded appears on the Status bar Note If Fast Search is enabled Personal Call Manager compares the telephone number you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Forward button Note If you want to forward your telephone to a contact that is in the Address Book and you remember only the contact name enter the contact name Note If Fast Search is enabled any contacts that match the name you are entering appear in the bottom of the dialog box Click the contact you want and click the Forward button Note If Slow Search is enabled you must type the name and then click the Find Now button Any contacts that match the name you enter appear in the bottom of the dialog box Click the contact you want and click the Forward button Note For information about Fast and S
44. You also can quit Personal Call Manager by clicking the close button in the upper right corner of the Personal Call Manager window Removing Personal Call Manager You can remove Personal Call Manager from your computer For example if you install a new computer you want to move Personal Call Manager to the new computer The Uninstall program ensures all of the files that comprise Personal Call Manager are removed from the computer hard disk Note If you are moving Personal Call Manager to a new computer make a copy of the PCMAddressBook mdb file before you remove Personal Call Manager Use Find or look in the Avaya folder You then can copy this file to the new computer where Personal Call Manager is installed This procedure copies all of the contacts you have added to the Address Book to the new computer To remove the Personal Call Manager software Make sure you quit Personal Call Manager Click the Windows Start button Point to Settings Click Control Panel Double click the Add Remove Programs icon Click Personal Call Manager Click the Add Remove button N Oo OF FF QOQON All of the files associated with Personal Call Manager are removed from your computer hard drive NN40010 104 99 Glossary Address Book The portion of Personal Call Manager where you store the telephone numbers and addresses of people and businesses Call Forward A feature that forwards all the calls arriving at your
45. a running count of how many minutes the call has been connected Status bar e Help messages Shows a help message if available for the area on which the mouse pointer is directed For example if the pointer is on one of the buttons on the toolbar the message describes what the button does e Line used Identifies which telephone line is being used by Personal Call Manager e DND Appears if the Do Not Disturb DND feature is turned on for your telephone Personal Call Manager User Guide 26 Chapter 2 Personal Call Manager e Call Forward Indicates that the Call Forward feature is activated and to which number your telephone is call forwarded FWD 8188 Li For Help press F1 Tapi Line ROGER L250 Line used DND Call Forward Help messages To display the Status bar Select the View menu 2 Click Status Bar The Status bar toggles between being displayed and not being displayed When the Status bar is set to be displayed 4 appears beside the Status Bar menu item Closing the window To close the window click the minimize button in the top right corner of the window The window is minimized to an icon on the taskbar When you close the window call control features are still available from the Personal Call Manager icon in the task tray Setting up Personal Call Manager Before you can use Personal Call Manager you must choose a TAPI line and define the dialing properties
46. al Call Manager icon is added to the task tray and task bar and the Personal Call Manager window opens Note When you install Personal Call Manager the shortcut icon is installed by default Personal Call Manager User Guide 20 Chapter 2 Personal Call Manager Personal Call Manager icons When Personal Call Manager starts up two icons are added to the screen the taskbar icon and the task tray icon These two icons have different tasks The taskbar icon opens the Personal Call Manager window The task tray icon gives you access to Personal Call Manager functions when you are using another program The following figure shows where these icons are located fA Start H Personal Call Manager q ASIE 12 54PM Taskbar icon Task tray icon Personal Call Manager task tray icon The Personal Call Manager icon IE appears on the right side of the task tray When you move the mouse pointer over the Personal Call Manager icon the number of current calls is displayed The number displayed includes active calls conference calls and calls on hold When you right click on the Personal Call Manager icon a menu appears Use this menu to exit Personal Call Manager set Personal Call Manager options or open the Personal Call Manager window The Personal Call Manager window provides access to additional features such as the Address Book When you click on the Personal Call Manager icon the task tray menu appears From the
47. all using the keyboard To end a call using the keyboard the Personal Call Manager window must be visible 1 Click the icon of the call in the Calls box 2 Press the Delete key on your keyboard Note When you use the keyboard to end a call ensure you click the icon in the Calls box before you press the Delete key If you do not and a contact in the Address Book is highlighted the contact is deleted To retrieve a contact that is deleted accidentally click the Edit menu and then click Undo Calling features Personal Call Manager provides easy access to two common calling features Do Not Disturb and Call Forward NN40010 104 Chapter 2 Personal CallManager 59 Do Not Disturb DND When DND is enabled the telephone does not ring when someone calls but the line indicator flashes In Personal Call Manager the You Have a New Call dialog box appears and the icon for the call appears in the Calls box You can turn the Do Not Disturb DND feature on or off from the Calls menu or the Personal Call Manager icon in the task tray To turn DND on or off 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Click DND When DND is on e the Personal Call Manager task tray icon changes to lias e a check mark appears beside the DND menu item on the Calls menu and the Personal Call Manager task tray menu e DND appears in the Status bar Call Forward To call forward your telephone 1 Click the
48. alling card you do not want to use Setting up a calling card You must set up the calling card parameters before you can use a calling card To set up a calling card 1 Click the Tools menu 2 Click Dialing Properties The Dialing Rules dialog box appears 3 Select a location NN40010 104 Chapter 2 Personal CallManager 35 4 Click Edit 5 Click the Calling Card tab The Calling Card tab appears Edit Location General Area Code Rules Calling Card Select the calling card you will use or click New to add a different card Card Types AT amp T Direct Dial via 10104TT1 O AT amp T via 10104TTO O AT amp T via 1 800 321 0288 British Telecom UK Callina Card via 0 Account number Personal ID Number PIN Access phone numbers for Long distance calls International calls Local calls 6 Click the drop down list at the top of the dialog box 7 Scroll through the list to find the calling card you are using and then select the calling card 8 Click Edit Note If the calling card you are using is not on this list refer to Adding a custom calling card on page 35 9 Inthe Account Number field type the calling card telephone number 10 In the Personal Identification Number field type the calling card PIN number 11 Click OK Adding a custom calling card The dialing parameters for some calling cards are configured already in Personal Call Manager and appear in the list of
49. alls that are ringing Personal Call Manager window From the Personal Call Manager window you can perform all of the functions of the Personal Call Manager task tray icon as well as access the Address Book the Help files and Personal Call Manager setup Opening the window When you start Personal Call Manager the window appears If you do not want the window to appear when you start Personal Call Manager refer to Changing the Startup Option on page 94 When you change this option the window is minimized to an icon on the taskbar when you start Personal Call Manager You also can minimize the window at anytime by clicking the minimize button in the top right corner of the window To maximize the window e click the Personal Call Manager icon in the taskbar or e right click the Personal Call Manager icon in the task tray and select Open Personal Call Manager User Guide 22 Chapter 2 Personal Call Manager Components of the window The Personal Call Manager window shows the following components all of which you can turn on or off e menu bar e toolbar e Address Book e current calls e status bar Personal Call Manager DER File Edit View Cals Tools Help Menu Bar SEE Taa Toolbar a Ba ee es S e My Contacts Extension Home ABC Company EE Peacock Nathan 1 555 1456789 Manufacture Dept El Reams Guy 1 555 1234567 Market Dept E Wilson Maria 1 555 443
50. contact USING The Men DAP ssasssiaascccicsacsaasspseinaeesbinedcenteenia sane serasainecseetiannenin 79 To copy a contact using the right Mouse DUttON cceeeeee eee eeeeeeeeeeeeaeeeeeeeeeeeeeeeee 80 NN40010 104 Task list 5 Tocopy a Contact Using the Menu Har ccsicssaiticasesaianucebinlndxensssdasunnebaimonteriesaisueasse ieeenbea 80 To move a contact using drag and drop isiecitaeiscnesscestinnteseiceneiveriine iesivensivertimeieexives 80 Tomovre a contact using Ue ociironanisminsosasd ec cemaereait adic mentees 81 To move a contact using the right mouse DUON iissrsseriirsissriiisironenrarsivanisissirnreniisinaas 81 To move a contact using the Menu DAT s cass cis cea toscana tenance escadaacatetednccaieaecncaedins 81 To delete a contact using the right mouse button essssessssresserrrrsssrrnnessrnnnensnrnnssrnnna 82 To delete a contact using the Menu Dar xcccssdscacceesasaccecpanadacnibinnadeeitosavaadeernais Gancbasiaceties 82 To delete a contact using the keyboard esseirsirenidrsrusssiiorioerinii aidia 82 BGS aye Le Wass brs C oT abei E 82 To print a contact list for all of the contacts in a folder ccceeceeeeeeeeeeeeeeeeeteneeeeeees 83 To CCE STA sae ceecicdasdnncspenaaaaatodatoneeiaeescxsutnaay rns cane See thaeaneect edie beatae 83 To create a new folder using the right MOUSE button 0 00 0 eee ee eeeeeeeeeenteeeeeteetaeeeeeees 83 To create a new folder using the toolbar scssgscccitnigs weexis
51. cssaxacescosascerafanlacssheonedeernpeaatasetuasesa arene 63 To view the Address Book in large ICONS 2 ciiesicccds sectieccceceas acer ethsj daddies aain iraa aa 64 To view in the Address Book in small ICONS wis sisds ices spiaesanadavindncueatiaasieasabiaacaselauasweaatees 65 e a EEE E E EOE EIEE O A 65 TO vow n Dols Vo Nenesieme a E i 65 Toadd a contaci using the WOODS s annsna ead eect oad eaacaeiasa 66 To add a contact using the right MOUSE DURON eee eeeeeneeeeeneeneeeeeeneeneeeeeneneeeeenaes 66 Te abd a Contact using the Menu DAN seseris niian animist 66 To add or change the voice announcement for this CONtACt ceeseeeeeeteeeeeeeeeeeeees 69 Toadd or change the BMAD Imago seushennianni 70 Torc more he Maga O na eer arte renee reern tee freee re er ree 70 Toadd a CAGE rigig sentences ETAN AAEE PE GE nas anita 71 Tee PORTAGE a A E A E AS aaa ee 72 Re EEEE E I E E I A T E A eee 74 To change the properties of a contact using the right mouse button 79 To change the properties of a contact using the toolbar ceeeceeeeeeeetteeeeeeeeeeeees 76 To change the properties of a contact using the Menu bar ce eeeeeeeeeeeeteeeeees TI Tocopy a Contact using Cag sses ea RA ae 78 Te COny a CONTACT USING the TODIO Ahi caiicacioniassikihakasaaah tesa iniecaiaaneeunbidasaienborasmunceea ideo 79 To copy a contact using the right mouse DUItON cceeeeeeee cette eeeeeeeeeeeeeeeeeeeeeeeeeeee 79 Te Copy a
52. e Field 5 Mobile Phone Field 6 Company z Field 7 Department i Help Evport 2 Click to enter the name of the text file The Save as dialog box appears 3 Move to the folder to which you want to store the text file In the File name box type the file name Click Save The Export address into text file dialog box appears with the path and file name in the Destination Text File field 6 From the Field 1 drop down list select the information you want to appear in the first field of the text file for example Last Name 7 Repeat step 6 until all of the fields show the information you want For any field in which you do not want information click None Note Only one type of information can appear in each box 8 Click Export NN40010 104 Chapter 2 Personal CallManager 91 All the contacts in the Address Book are saved to a comma delimited text file Quick Dials The Address Book is divided into two mains sections My Contacts and Quick Dials The My Contacts section stores your contacts The Quick Dials section used stores contacts that you use frequently or need to access quickly The contacts you add to the Quick Dials section are added automatically to the Quick Dials menu You can access the Quick Dials menu from the Calls menu or the Personal Call Manager task tray menu Adding Quick Dials To add a Quick Dial add the contact to the Quick Dials section of the
53. e Calls menu the Personal Call Manager task tray menu the toolbar or the Address Book When you place a call the Ringing icon appears in the Calls box the Personal Call Manager task tray menu and the Calls menu When the call is answered the icon changes to the Active Call icon Both the Ringing and the Active icons use a label to identify the call If you make a call using the Address Book the name in the Address Book is used as the label for the call If you manually dial the telephone number Personal Call Manager compares the number dialed to the numbers stored in the Address Book If a match is found the name from the Address Book is used as the label If no match is found the number dialed is used as the label NN40010 104 Chapter 2 Personal CallManager 39 Placing a call using the Address Book Before you can call a number from the Address Book you must add the number to the Address Book For more information about adding numbers to the Address Book refer to Adding a new contact to the Address Book on page 66 To make a call using the right mouse button Look in the Address Book to find the icon of the person you want to call Right click on the icon Select Dial A O N Click the telephone number you want to dial for the person for example the contact s business number To make a call using the drag and drop feature 1 Look in the Address Book to find the icon of the person you want to call 2 U
54. e dialing rules are used Changing the Search preferences The Search feature operates in one of two different modes Slow Search and Quick Search In Slow Search mode you type the characters you want to find and click the Find Now button Personal Call Manager searches through the Address Book to find the contact In Quick Search mode Personal Call Manager starts searching through the contacts as soon as you type a character Note If you plan on using the Quick Search mode your computer must have a Pentium gt processor or better If you use a slower processor Fast Search is slower Personal Call Manager User Guide 94 Chapter 2 Personal Call Manager To change the Search mode from the Menu bar 1 Select the Tools menu and then click Options The Options dialog box appears Preference x Options m Search Option Startup Option oF Slow Search PCM main window stay open C Fast Search need Pentium CPU PCM main window minimized r Dialing Rule Setting V Use Rules defined in the Dialing Property Dialog r Caller s Record Display Option I Auto display contact s notes page upon answering the call Cancel Help 2 Select the Search Option you want to use To change the Search mode from the task tray Right click the Personal Call Manager task tray icon 2 Click Options The Options dialog box appears 3 Select the Search Option you want to use C
55. e entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button B Note If Slow Search is enabled you must enter the name and then click the Find Now button Any contacts that match the name you entered appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note For information about Fast and Slow Search see Changing the Search preferences on page 93 Transferring a call with an announcement When you transfer a call with an announcement you call the person to whom you transfer the call before you complete the transfer Calling the person first allows you to check if the person is available and to provide that person with information about the call To transfer a call with an announcement using the window 1 Make or answer the call 2 Put the call on HOLD Personal Call Manager User Guide 52 Chapter 2 Personal Call Manager 3 Call the person to whom you are transferring the call 4 5 Provide the person with any pertinent information about the call Drag the icon of the call you are transferring to the Active Call icon To transfer a call with an announcement using the right mouse button a A WO N 6 Make or answer the call Put the call on HOLD Call the person to whom you are transferring the call Provide the person with any pertinent information about the call Right click the icon in
56. e is on hold Conference Call Appears beside the two calls to which you are connected when you are on a conference call Held Conference Appears beside conference calls that are on hold Ringing 2 akaga Appears beside calls that are ringing Current Calls Toolbar Above the Calls box and the Conference box are toolbars that you use to control the calls or change how the calls are displayed The Status bar is at the bottom of the window and provides four information message areas Manual Dial Displays the Dial dialog box This dialog box allows you to call the number of someone not found in the Address Book cys Release Hangs up the selected call If only there is only one call that call is dak selected automatically Properties Displays the Notes tab of the Address Properties dialog box for the selected call If the selected call is not in the Address Book a message appears asking if you want to add this caller Q R Large Icons Displays the current calls or conference calls in large icons r Small Icons Displays the current calls or conference calls in small icons o BTeT List Displays the current calls or conference calls in small icons uz organized in vertical columns Detail Displays the current calls or conference calls in a report view format In this format the icon the callers name telephone number and call duration appears The duration is
57. e menu and then click Print Contact List or Click 3 Click OK Print Contact Details When you print the contact details all the information in the Address Book for the selected contact is printed You can print contact detail information for one or many contacts To print contact details 1 Click the contact or contacts you want Note Use the Control or Shift keys to select more than one contact 2 Select the File menu and then click Print Contact Detail Folders Folders can be added only to the My Contacts section and the folders in the My Contacts section You cannot add folders to the Quick Dials section For more information on refer to Quick Dials on page 91 Creating a new folder in the Address Book To create a new folder using the right mouse button 1 Click a folder in the Tree View of the Address Book The contents of the selected folder appear in the List View The new folder is added to this folder Right click an open area in the List View Point to New and then click Folder The Create New Folder dialog box appears Personal Call Manager User Guide 84 Chapter 2 Personal Call Manager 4 Type the name of the new folder and click OK The new folder is added to the selected folder When naming the new folder you must use a name that does not exist already in the selected folder To create a new folder using the toolbar 1 Click a folder in the Tree View of the Address
58. e two calls change to the Conference icon Continue to point to the calls you want to add to the conference 9 Click Conference until all the callers participating in the conference call are added Each icon changes to a Conference icon in the Conference pane Note In a conference call you connect yourself and two or more other callers into a single call With BCMSO Release 1 0 a conference call can extend only to include yourself and two other callers NN40010 104 Chapter 2 Personal CallManager 55 Putting conference calls on hold When you put a conference call on hold all calls are put on hold Callers cannot speak with you but callers can speak with each other To put the conference calls on hold using the window 1 Right click one of the calls in the Conference box 2 Click HoldConf The calls are put on hold and the icons change to Held Conference icons To put conference calls on hold using the task tray or Calls menu 1 Click the Personal Call Manager task tray icon or select the Calls menu Select one of the calls in the conference Click Hold Conf The calls are put on hold and the icons change to Held Conference icons Taking a conference call off hold There are two ways to take a conference call off hold To restore a held conference call using the window 1 Right click one of the calls in the Conference box 2 Click UnHoldConf The calls in the conference become active and the icons chan
59. eaccossciiccseuceessaee 11 Chapter 1 Getting started with Personal Call Manager 000ee00es 13 About Personal Call Manager lt ic4 lt tede oeees tos heeds oobi a eee Heads eeess 13 ee e so pare Cent RROD Ree RoE ee dh SOR REAME ERS EREdeS aE TTT 13 Eee SEREA E E E T EA EOE TOFT 14 Symbols atid text conventions oos hee ea ed dk deen Rea ee RA AA A 15 Related publications 2 cec eseire bec eee eed t Eee Ei SEES eRe eee Ee eee 16 Chapter 2 Personal Call Manager 20 00 ce eee ee eee eee eee eee 17 Boe VON Se irene Ea bere eed oA Ww eela enna eRe dad ees 17 Using a handsfree telephone with Personal Call Manager 000 18 Installing Personal Call Manager 2 2c20 es0008h ce berseeeteebetavenss 18 Starting Personal Call Manager 0c c eee eee eae 19 Personal Call Manager GONS creci cccsceeebeeee et eeibbetnteave thoes eoees 20 Personal Call Manager task tray icon 0 0000 e eee eee 20 Personal Call Manager task tray menu 000 0c ee ee 20 Personal Call Manager window 200 cece eee eee ae 21 Opning te WINGO Sco ek Saar ape hh eee Smee dee eee 21 Components of the Window 000 22 ae BOG 264 04 2503409444 493 992 090040865 088054 EEE RON 4a SERS ERS 24 CUTS OAE asin racrateseedeeeeks Gnesi enseeeesedeeeeaesuaeeee canes 24 SAS el cee ke eee hee seabed gee tetw E anges S44e4 cee eee 25 CAGSING ING WIROOW 2 sos Sel Loh eee ee See ade aS ind oem 26 Setting up Persona
60. ect the appropriate disable call waiting code If the appropriate code does not appear in the list type the disable call waiting code in the drop down list To identify that call waiting is not used clear the Disable call waiting dial check box NN40010 104 Chapter 2 Personal Call Manager 37 Accessing outside lines There are two boxes for accessing outside lines The first box is for the digits required to access local numbers and the second box is for the digits required to access long distance lines These access numbers are required if you use a line pool or call routing to place calls These numbers are the same numbers you dial when you make an outside call from your telephone If you do not dial an extra number for example 9 when placing a call from your telephone leave these boxes blank To change the outside line access numbers 1 Inthe for long distance box type the number required to access an outside line for a long distance call 2 Inthe for local box type the number required to access an outside line for a local call Choosing Dial using Use these options to choose tone dialing signals or pulse dialing signals when making a call To select pulse dialing click the Pulse dial option To select tone dialing click the Tone dial option Defining long distance numbers in your area code In some locations calls within the same area code are considered long distance calls These calls require the countr
61. ed as the label for the contact in the Address Book The first name is used as the label in the Calls box when you are on a call to the contact When you search for a contact you can search using the first name or the last name Address 2421 37 Ave N E 4 Personal Call Manager User Guide 68 Chapter 2 Personal Call Manager After you enter the name you can enter the contact address There are five different boxes for the address Address City State Zip code and Country After entering the address you can enter the Title Company Department Office and Assistant of the contact The final information to enter is the contact telephone numbers The Phone number box has a drop down list that enables you to enter four different telephone numbers You can enter the Business Home Mobile and Fax telephone numbers for the contact The Business Home or Mobile telephone number can be dialed from the task tray or the Personal Call Manager window E mail Address The E mail Address tab has two boxes E mail address and E mail type Munro Donna Address Properties x Business EMail Address Settings Notes E mail address E mail type Cancel Help E mail address specifies the location of the contact E mail account E mail type specifies the type of E mail service used by the contact NN40010 104 Chapter 2 Personal CallManager 69 Settings Use the Settings tab to select the dialing
62. ee e awe x 62 Printing call information from the Calls Log 0000c ee eee eee 63 Deleting calls trom the Calls Log wowed eek bbe e eked Ove eka we 63 Closing the Calls Log WINndOW adcciarka bent easeen ade s bea Kanes eae eA 63 AOSS BOOK crassi re V4 1 BASS SRG EEG SOAs SRR ISS COE RAT RAGS 64 The Tree View of the Address Book 000 cc eee ee eee 64 List View portion of the Address Book 0 0 c cece ee es 64 COE pana d ea cg 86S HS ROR HEEL Heat eEEes CUSSE RHEE She Cae de 65 Address Properties dialog DOK asceedo 20 bee bwaeadd be ew Seer ORS ete ees 67 Adding a caller to the Address Book 0 0 e eee ee eee 71 Finding a contact in the Address Book aana aana 72 SON Sete erkan be r AAE EOR TOREEN NCARO NAE T2 Organizing the Address Book cc caccccsceesereeiueseaawac nad easeeees ry NN40010 104 Contents 9 ERVIN COMIN eriari er soe eeesenterds neers pened if Prin CONICS 4 cip Skee Lede wane Teed LO aR Rn baad ee BR A 82 Pete cans arara toate Saeed amp eE Ea Sine A O A NE aoe 83 Quick DAE 2082 22 d cisnendrentstteisSeitisee tages habs tacea nae naedagohe 91 Adding Quick Dials cree cceciavsecheetiavsaeeeeninderaareaesenegceats 91 Displaying the information about Personal Call Manager 00 91 Synchronization with the telephone 000 cece eee 92 eere o la e scare EA we AE EN T E ge ch EEEE E 92 Accessing context sensitive Help 0
63. eeeeeeeeeeeetees 34 Te Gad amp Preto that 1S considered local dismi a a coset ioveanse 34 To delete a prefix that is considered local cccccceeeeeeceeneeeeeeeeeeeeeeeeeeeeeaaaeeeeeeeeeeteees 34 Tost p using a calling ORI os ss ceue cs cdsacetenvceczateedtodedseapneseadaddaniedautaseiatiavaiacsesdaeartaclassenise 34 TU sea MN AU oe tease E E E tact T E A E subir aces nae 34 TO GOd 4 CUSTOM CANNING CO cs cessctssosesseccaatentstacanuvasiacememvesreenermerncacas Wwavsaceeeuvanstedaesenauens 36 To enter the numbers required to disable call waiting eeeeeceeeeeeneeeeeeeesneeeeeeeeaes 36 To change the outside line ACCESS numbers sisi cccisessiccssseeunssceneessscavivenecedeneeneneneneensese 37 TO doine CO Ne Sa cressa ar AR EENEN a TAERA ONE 37 To make a call using the right mouse DUION eset ccediresiccistsassccce ne ts cerwemrsccnseucereteceneensce 39 To make a call using the drag and drop feature eeeeeeeeseseeeeserresesirreserirrrserrrnrserrrnnne 39 To call the prime telephone number using the Address BOOK 22 eeeeeeeeeeeeees 39 pegele caie U E E A tery T vet ree bey feet creme S reer rh meres t en cerry IPE TE reer rr reese teeter 40 T place a Call using the TOGIB OR vrccsctccceressteressaseccceswreyictunsmas ct eegemescaceamessdeauneiucceomurnsc 41 To redial one of the last ten telephone numbers ccccsecceeeeeeeeceeeeeeeceeeeeeteeneeteeneaes 42 To retur al lhc asc ce cess edi stseacacer
64. eeeeeeseaes 56 To end a conference call using the release DUtION cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 57 To end a conference call using the WINDOW ss cies ccsissacascsanssnebernsccassbiawdanaatendentcaceensadannegs 57 To end a conference call using the keyboard sssssssrssssrsrrssernnnessrnnnesennnnessnnnnassnnnnns 57 To end a conference call using the task tray or Calls Menu seeeeeeeeeeeeeereeeeeen 57 Te end a call using the release DURON ios ssssscesseccaisiiesssessesnstenciaess sanevsaessseeniiennaasenssastine 58 Toend a Gea WINN Te AGW snssiinekn omen pian sana tiene sccucpiatiacaehin 58 To end a call using the task tray or Calls menu ssseseseesssesssressrressresrerserersrrnssrensenns 58 To enda cal using the iy UG ca Ge saesce cs tatesac stata dacee iehataiaea i mania 58 Tonm DND mOr OI ucine saris ae ie mee 59 To call forward your telephon sissmisssosissisiiasin issnin diia 59 Te view the alle CO oirnn i e A ee end 60 Tee ive he OUTING SNS aca eta icdeaatuaenctes oes ahpaas eaten alaade sania tnanetiuasaeieie 61 Toview the Ouigomno CoE ciinei osiki KKN T RTE DATEER EAE 61 TO Update the Cale LOG eaa teaseneagadecinpnadtenciaavdestean 62 Tomake acalmie Calle Og iriiri tassa E a N EAE 62 Te enint thie Calls Log Ito mi ation sisrineiriinnia a RR 63 To delete a call from the Calls LOG iss cores cnensomnevnanscoentuncensnoreore resent taranonaeteanesansecneases 63 Te Ghose tie Calls L g WIJO sscercissiccs
65. er the folder and all the contacts and folders contained in the folder are deleted To delete a folder using the right mouse button 1 Right click the folder you want to delete 2 Click Delete 3 Click OK to confirm deleting the folder and its contents Personal Call Manager User Guide 88 Chapter 2 Personal Call Manager To delete a folder using the Menu bar Click the folder you want to delete Select the Edit menu Click Delete bk OO N a Click OK to confirm deleting the folder and its contents Importing Contacts If you have a list of contacts in another application you can save your list of contacts as a text file and then import those contacts into Personal Call Manager To import addresses 1 Open the application that contains your existing contact list and save the list as a comma delimited text file Make a note of the order of the information fields in the existing file Note Refer to the documentation that came with the application for instructions on how to save the contact list as a comma delimited text file 2 Open the Personal Call Manager window 3 Select the File menu and then click Import Address The Import address from text file dialog box appears NN40010 104 Chapter 2 Personal CallManager 89 Import address from text file Ed Source Text File m Fields Assignment Last Name 7 First Name Business 7 Home Ph x Mobile Ph Company 7 Depar
66. ersonal Call Manager also has an address book that enables you to store the names addresses and telephone numbers of your contacts on your computer where they are easy to find and use Note Personal Call Manager provides several ways to perform each task Although this gt document describes all of the possible methods you only need to use one of the methods to perform the task Before you start You must install the Local Area Network Computer Telephony Engine LAN CTE client on your computer before you can use Personal Call Manager Your system administrator must configure the Avaya BCM to provide access for your computer and you must have a LAN CTE seat license to run Personal Call Manager Refer to LAN CTE Configuration Guide NN40010 601 for instructions on how to install the LAN CTE client Personal Call Manager is supported on the following platforms e Windows 7 Business Ultimate and Enterprise 32 bit e Windows Vista including SP2 Business Ultimate and Enterprise SP2 32 bit e Windows XP including SP3 e Windows Server 2008 Standard and Enterprise SP2 Personal Call Manager User Guide 18 Chapter 2 Personal Call Manager Using a handsfree telephone with Personal Call Manager Personal Call Manager is a tool designed to accompany your telephone Personal Call Manager provides tools to make processing calls easier but you must still use your telephone to speak with the caller It is recommended that you use a
67. f you select large icons each contact appears with the last name of the contact below the icon To view the Address Book in large icons 1 Click _ or 1 Click the View menu 2 Click Large Icon NN40010 104 Chapter 2 Personal CallManager 65 Viewing the Address Book in small icons If you select small icons the contacts appear horizontally with the last name of each contact on the right of the icon To view in the Address Book in small icons 1 Click or 1 Click the View menu 2 Click Small Icon Viewing the Address Book in List View If you select List View the contacts appear vertically with the last name of each contact on the right of the icon To view in List View 1 Click or 1 Click the View menu 2 Click List Viewing the Address Book in Details View If you select Details View the last name first name telephone numbers you can call and E mail Address and E mail type are shown for each contact To view in Details View or Click the View menu 2 Click Detail Contacts A contact is any entry in the Address Book A contact can be a person business or any number or address you want stored in Personal Call Manager Personal Call Manager User Guide 66 Chapter 2 Personal Call Manager Adding a new contact to the Address Book You can add contacts to the Address Book using the Address Properties dialog box To add a contact using the toolbar 1 Click fice
68. for that line You must restart your computer after you install Personal Call Manager If you do not restart your computer you cannot assign a TAPI line or define the dialing properties for that line Defining the line used If there are several lines available you can choose which line Personal Call Manager uses to make calls NN40010 104 Chapter 2 Personal CallManager 27 To choose a line 1 Click the Tools menu 2 Click Dial Using The Choose a TAPI Line dialog box appears Choose a TAPI Line Ea m Connect Using TAPI Line Ena Configure Line Address L250 z ome Click the TAPI Line drop down list Select the line Personal Call Manager uses Click the Address drop down list Select the address for the line you chose Click OK N Oo oF Ff W Note When using the Avaya BCM TSP the name of the TAPI line is the same as the extension name for your telephone Changing the dialing properties Note The following description and windows are samples The window you see displayed can contain similar information but the presentation can vary depending on the version of the Windows operating system you are using Refer to the Windows documentation that came with your system for further specifications Use the dialing properties to define where you are located and what information is required to dial from your location Personal Call Manager User Guide 28 Chapter 2
69. g information such as the outside line access code To change the Dialing Rule Setting from the Menu bar 1 Select the Tools menu 2 Click Options The Options dialog box appears Personal Call Manager User Guide 96 Chapter 2 Personal Call Manager Preference x Options r Search Option Startup Option Slow Search PCM main window stay open C Fast Search need Pentium CPU PCM main window minimized m Dialing Rule Setting JV Use Rules defined in the Dialing Property Dialog m Caller s Record Display Option T Auto display contact s notes page upon answering the call 3 Click the Use Rules defined in the Dialing Property Dialog check box to change the setting To change the Dialing Rule Setting from the task tray Right click the Personal Call Manager task tray icon 2 Click Options The Options dialog box appears 3 Click the Use Rules defined in the Dialing Property Dialog check box to change the setting Changing the Caller s Record Display Setting When the Caller s Record Display Setting is on Personal Call Manager compares the incoming telephone number with the entries in the Address Book If a match is found the Notes tab of the Address Properties dialog box appears showing the information for the caller If a match is not found a message appears asking if you want to add the caller to the Address Book Personal Call Manager receives the incoming telephone nu
70. ge to Conference icons To restore a held conference call using the task tray or Calls menu 1 Click the Personal Call Manager task tray icon or the Calls menu Point to one of the calls in the conference Click UnHoldConf The calls in the conference become active and the icons change to Conference icons Personal Call Manager User Guide 56 Chapter 2 Personal Call Manager Splitting a conference call When you split a conference call the conference call ends but the calls remain connected to you One of the callers becomes the active call and the other caller is put on hold Note You cannot split a conference call that connects more than two other callers to you gt You must disconnect additional calls from the conference before you can split a three way conference call To split a conference call using the window Note If the conference call contains more than three callers you and two other callers additional callers must drop from the conference call before you can split the three way conference e Drag one of the icons from the Conference box The call of the icon you remove from the Conference box becomes the active call and the other call is put on hold The icons for both calls move to the Calls box To split a conference call using the icons in the window Note If the conference call contains more than three callers you and two other callers additional callers must drop from the confe
71. hanging the Startup Option The Startup Option determines if the window is open or minimized when you start Personal Call Manager To change the Startup Option from the Menu bar 1 Select the Tools menu 2 Click Options The Options dialog box appears NN40010 104 Chapter 2 Personal CallManager 95 Preference x Options m Search Option Startup Option PCM main window stay open C Fast Search need Pentium CPU PCM main window minimized m Dialing Rule Setting IV Use Rules defined in the Dialing Property Dialog r Callers Record Display Option T Auto display contact s notes page upon answering the call Cancel Help 3 Select the Startup Option you want to use To change the Startup Option from the task tray Right click the Personal Call Manager task tray icon 2 Click Options The Options dialog box appears 3 Select the Startup Option you want to use Changing the Dialing Rule Setting The Dialing Rule Setting determines if the dialing properties entered in the Dialing Properties dialog box are used This feature is enabled by default When the Dialing Rule Setting is enabled Personal Call Manager uses dialing properties such as the local area code and the outside line access code when making a call When the Dialing Rule Setting is disabled Personal Call Manager does not use the dialing properties and you must enter manually any additional dialin
72. he Phone Number Type drop down list select Business Home or Mobile Click Dial If you want to call a contact in the Address Book and you remember only the contact name enter the contact name If you are using Fast Search any contacts that match the name you enter appear in the bottom of the dialog box If you are using Slow Search you must click the Find Now button to find the contacts For more information about Search Options refer to Changing the Search preferences on page 93 You can open the Dial dialog box using two other methods Press the F3 key or Click the Personal Call Manager task tray icon or the Calls menu point to Quick Dials and then click Other Personal Call Manager User Guide 42 Chapter 2 Personal Call Manager Redialing a number Personal Call Manager keeps a list of the last ten telephone numbers you called The most recent call is at the top of the list and the oldest call is at the bottom When there are ten calls on the list and you make another call the new call is added to the top of the list and the oldest call is deleted If you call a number that is on the list the number does not appear on the list a second time The number is moved from its previous location to the top of the list To redial one of the last ten telephone numbers 1 Click the Personal Call Manager icon on the taskbar or the Calls menu 2 Click Redial List 3 Select the number you want to redial Return
73. he name and then click the Find Now button Any contacts that match the name you entered appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note For information about Fast and Slow Search see Changing the Search preferences on page 93 Personal Call Manager User Guide 50 Chapter 2 Personal Call Manager To transfer a call using the task tray or Calls menu Make or answer the call Click the Personal Call Manager task tray icon or the Calls menu Point to Transfer A menu of the current calls appears 4 Click one of the current calls The call is transferred to the person selected 5 If the person to whom you want to speak does not appear on the list of current calls repeat steps 4 and 5 6 Click Other The Transfer dialog box appears 7 Type the telephone number of the person to whom you want to speak and click Transfer The call is transferred to the number you entered Note If Fast Search is enabled Personal Call Manager compares the telephone number gt you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If you want to call a contact that is in the Address Book and you only remember the contact name type the contact name B Note If Fast Search is enabled a
74. iacceerimadsdeadbeadadnesnpede cceedaasioeesteie 84 To create a new folder using the Menu Dal ccccceeeeeeeeeeeeeneeeeeeeeeeeeeteeeeeenneaeeneeees 84 TOEP a l annan a a E 85 To copy a folder using the right MOUSE DUON i susiisisiissnisidie eni nae 85 Tocopy atolder using the Toca ls carasiecinssassasendscusceseiydas iaaa 85 Te copy a folder using the Menu Dar ressasiar henna 85 Toma il 6 aaa 86 To move a folder using the toolbar sissies a 86 To move a folder using the right mouse button ssssrssrisnsnsresnrnursrnnnnnnaninsssnnnnnnnasnnaaannna 86 To move a folder using the Meny DOM scsccissea cess tinaesesisnutessiesaasiesrtenedscertinesivertemaiiextvns 86 To change the name of a folder using the right mouse button sssseeseseeeeeeeeeeeesernn 87 To change the name of a folder using the toolbar ssssssssssrsessrsrressrrnnessnnnnnnsnnnnessnnna 87 To change the name of a folder using the Menu bar sssesessssesessrressrrnressrnnnensrrnnessnnna 87 To delete a folder using the right mouse button sseessssesssrrrsssrrrrsnsernnnssnnnnnnrenannesnnnna 87 Te delete a folder using the Menu DAL sscciscntssccceteags iececpasssackibeasacmieprad saceurnaasscautpenteceenss 88 Tompon aae E ea rane dd a er eaenise eee 88 TOPON COM 0 oe Pee ee ee reer A 90 To access the About Personal Call Manager window cccccseseseeeeeeeeeeeeeeees 91 Ba he HeD ANNOIN as cess rea se capac esas S 92 To display the Tip of the Day Wind
75. ing a call Personal Call Manager keeps a list of the telephone numbers of the last ten people who called you The Callers List shows both the calls you answered and the calls you were unable to answer You can use this list to return the calls The calls on the Callers List are numbered from one to ten Call number one is the most recent call and is stored at the top of the list Call number ten is the oldest call and is stored at the bottom of the list When there are ten calls on the list and you receive another call the new call is added to the top of the list and the oldest call is deleted If you receive a call from a number that is on the list the number does not appear on the list twice The number is moved from its previous location to the top of the list Telephone numbers appear on the Callers List if e you subscribe to a Caller ID CLID service or e you receive an internal call through Avaya BCM To return a call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to Callers List 3 Select the number of the person you want to call Calling from the Quick Dial list Before you can call a number from the Quick Dial list you must add the number to Quick Dials For more information about Quick Dials refer to Quick Dials on page 91 NN40010 104 Chapter 2 Personal CallManager 43 To call a number from the Quick Dial list using the Address Book 1 Click the Quick Dials icon i
76. irst few letters of the country s name As you type the list finds the country that matches the letters you type Area Code The Area Code field defines the area code for your current location Personal Call Manager uses the number in this tab to determine if a call is local within the same area code or long distance To enter an area code 1 Click the Tools menu 2 Click Dialing Properties The Dialing Rules dialog box appears Select a location Click Edit In the Area Code field enter the area code In some locations the area code always must be added when dialing a telephone number Dialing Rules In some locations calls within the same area code are considered long distance calls These calls require the country code and area code for example 1 403 to be added to the front of the telephone number before they are dialed Use the Dialing Rules feature to define the prefixes for example 222 xxxx that are long distance calls in your area code NN40010 104 Chapter 2 Personal CallManager 33 To set the prefixes that are long distance Click the Tools menu 2 Click Dialing Properties The Dialing Rules dialog box appears Select a location Click Edit Complete the Dialing Rules fields New Location General Area Code Rules Calling Card we Location name Specify the location from which you will be dialing Country region Area code Canada Dialing rules When dialing from
77. l Right click the icon in the Calls box Point to Transfer A menu of the current calls appears Click one of the current calls The call is transferred to the person selected If the person to whom you want to transfer the call does not appear on the list of current calls repeat steps 4 and 5 Click Other The Transfer dialog box appears NN40010 104 Chapter 2 Personal CallManager 49 Enter Phone Number or Name Last Name First Name 3429 Find Now Phone Number Type Help Cancel Business Ph Extension Home Phon Mobile Phon Em Johnson Donna 3429 7 Type the telephone number of the person to whom you want to transfer the call and click the Transfer button The call is transferred to the number entered Note If Fast Search is enabled Personal Call Manager compares the telephone number you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If you want to call a contact that is in the Address Book and you remember only the contact name type the contact name B Note If Fast Search is enabled any contacts that match the name you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button Note If Slow Search is enabled you must enter t
78. l Call Manager 0 0c eect eee 26 Deining WE lne USCH soc cctacccaeceeeh soars oOeh os saadi eta esas Ea He 26 Changing the dialing properties 0 c ccc ee 27 LOCAION NAME 2005 sake teed Leste see seen on eee eden eee o dae ee ees 30 COUN OGIN fied sacepigade Rien ede heer T A LE OEE Pelee keke 31 Seting UP a calling card oc cccc cde kere ceedRe ease PoRwE REE R MRR DERE 34 Adding a custom Calling Card icsacccavedt eee swede aeee tase enneee canes 35 Defining long distance numbers in your area code 0200000 eee 37 are E Ee EETA N E T ETE EE TE OET ES 38 Placing a call using the Address Book 00 00 eee eee eee 39 Placing a call using the task tray or Calls menu 0 00 cee ene 40 Personal Call Manager User Guide 8 Contents Piaciiga call Wang ie TOODA side aw cs Gee e Rese heeds Seether onus 41 Redang ANUMIDE 9 4oeteti lt dais abeu anak da R SH RRS S 42 POU cect as ctu a ccree a a a Sw aed ae ene eens 42 Calling trom the Quick Dial list 246 0ccbisecceeieeeeeieeea been ames 42 an n E e so occe se sewseiw sees Ve ddey SAR ESER ISSA RRA SE SEE CERES 43 Knowing when someone is CallING 01 05 csecaveuledves es saa ed eee eae ciea 43 Knowing whe 18 Callin a csnd cristae beet RS e Hee EHEE dee E ERED ERE 43 Answering a call using the You Have a New Call dialog box 0 44 Accessing the Notes tab sxciwseeewes ed ewes ee beeas eR ee nen es eke ea eae d 45 PURINA CMO
79. low Search see Changing the Search preferences on page 93 Note Call forwarding your telephone to an external telephone number is not supported Calls Log window The Calls Log consists of two parts the Incoming Calls Log and the Outgoing Calls Log The Incoming Calls Log shows all of the calls received on your telephone The Outgoing Calls Log shows all of the calls you place from your telephone Calls placed or received while Personal Call Manager is not active do not appear The Calls Log shows the name and telephone number of the caller if available The Calls Log also shows the date and time the call is placed the length of the call To view the Calls Log J 1 Click Er A or 1 Click the Tools menu 2 Click Show Call Log Window NN40010 104 Chapter 2 Personal Call Manager 61 The Calls Log window appears with either the Incoming Calls showing or the Outgoing Calls showing Incoming Calls Log Window File Edit View le xal S Name L Phoneho Date Tine Durstontntesee Munro Donna 3429 11 07 98 11 55 Companion Phone 3429 11 07 98 11 54 Unknown 11 06 98 03 40 RAVINDER DAR 8141 11 06 98 03 02 MAUREEN 8010 11 06 98 02 16 Companion Phone 3429 11 06 98 01 57 Companion Phone 3429 11 06 98 01 55 Companion Phone 3429 11 06 98 01 09 Companion Phone 3429 11 06 98 01 08 MAUREEN 8010 11 06 98 01 06 Companion Phone 3429 11 06 98 12 51 SECURITY
80. m you want to speak Click UnHold The caller to whom you point to becomes the active call and the other call is put on hold Transferring a call Personal Call Manager enables you to transfer a call to a different telephone You can transfer the call with or without an announcement With an announcement you call the person to whom you transfer the call before you complete the transfer Use announcements to inform the person who the caller is and why they are calling Personal Call Manager User Guide 48 Chapter 2 Personal Call Manager You can use the right mouse button and the icons in the window to transfer a call or you can use the keyboard and the icons Note Transferring your telephone to an external telephone number is not supported Transferring a call without an announcement When you transfer a call without an announcement you transfer without checking if the person is available to answer the call This also is known as a blind transfer To transfer a call using the window Make or answer the call Drag the icon of the call to another call icon in the Calls box or to a contact icon in the Address Book If you transfer the call to a contact in the Address Book the contact must show in the List View portion of the Address Book For information about finding a contact see Finding a contact in the Address Book on page 72 To transfer a call using the right mouse button 1 Make or answer the cal
81. mber only if e You subscribe to a Caller ID CLID service or e You are receiving an internal call through Avaya BCM To change Caller s Record Display Setting from the Menu bar 1 Click the Tools menu 2 Click Options NN40010 104 Chapter 2 Personal CallManager 97 The Options dialog box appears Options m Search Option Startup Option Slow Search PCM main window stay open C Fast Search need Pentium CPU PCM main window minimized r Dialing Rule Setting JV Use Rules defined in the Dialing Property Dialog r Caller s Record Display Option I Auto display contact s notes page upon answering the call Cancel Help 3 Click the Auto display contact s notes page upon answering the call check box to change the setting To change the Dialing Rule Setting from the task tray Right click the Personal Call Manager task tray icon 2 Click Options The Options dialog box appears 3 Click the Auto display contact s notes page upon answering the call check box to change the setting Quitting Personal Call Manager You can quit Personal Call Manager from the task tray or the window To quit Personal Call Manager using the task tray 1 Right click the Personal Call Manager task tray icon 2 Click Exit Personal Call Manager User Guide 98 Chapter 2 Personal Call Manager To quit Personal Call Manager using the window 1 Select the File menu 2 Click Exit
82. n appears If a match is not found and a name is not sent with the Caller ID information the telephone number appears If no Caller ID information is available or you do not subscribe to this service the word Unknown is used as the label Internal calls show the name of the contact stored in the Address Book When there is no name for the caller in the Address Book the Avaya BCM extension name appears Personal Call Manager User Guide 44 Chapter 2 Personal Call Manager Displaying who is calling from the task tray When you click the Personal Call Manager icon in the task tray the current call appears at the top of the menu If you subscribe to a Caller ID service or you are receiving an internal call through Avaya BCM the name or number of the caller appears beside the icon To perform a function on one of the current calls point at the name or number of the caller and a menu appears Answering a call using the You Have a New Call dialog box Personal Call Manager displays the You Have a New Call dialog box when you receive a call You Have a New Call Ed From Munro Donna 3429 0 CO Type DiectCal ti iti S Dept Documentation Company as i Cancel If you subscribe to Caller ID services information about the caller appears in the You Have a New Call dialog box Table 1 You Have a New Call descriptions Heading Description From If the caller is one of the contacts in your
83. n the Tree View portion of the Address Book The icons of all the Quick Dials appear in the List View of the Address Book 2 Drag the icon of the contact you want to call into the Calls box To call a number from the Quick Dial list using the PCM task tray or Calls menu 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to Quick Dials 3 Click the icon of the person you want to call Answering a Call Knowing when someone is calling Personal Call Manager notifies you when there is an incoming call When someone calls you the You Have a New Call dialog box appears and the Ringing icon appears in the Calls box the Personal Call Manager task tray menu and the Calls menu If you subscribe to a Caller ID service or you receive an internal call through Avaya BCM the name or number of the caller appears both below the icon and in the You Have a New Call dialog box Knowing who is calling When a call is made or received an icon appears in the Calls box Calls menu and Personal Call Manager task tray menu These icons are given a label to help identify who is on the call The information on the label depends on several factors If you subscribe to a Caller ID service Personal Call Manager compares the received number to the numbers stored in the Address Book If a match is found the name from the Address Book appears with the Active Call icon If a match is not found the name sent with the Caller ID informatio
84. ning Alerts you to conditions where you can cause the system to fail or work improperly A A Note A Note alerts you to important information B Tip Alerts you to additional information that can help you perform a task Security note Indicates a point of system security where a default should be changed or where the administrator needs to make a decision about the level of security required for the system Warning Alerts you to ground yourself with an antistatic grounding ey strap before performing the maintenance procedure P Warning Alerts you to remove the Product Name short main unit as and expansion unit power cords from the ac outlet before performing any maintenance procedure Personal Call Manager User Guide 16 Chapter 1 Getting started with Personal Call Manager These conventions and symbols are used to represent the Business Series Terminal display and dialpad Convention Example Used for Word in a special font shown in Witt the top line of the display Command line prompts on display telephones Underlined word in capital letters iii shown in the bottom line of a two line display telephone Display button option Available on Enterprise Edge 7310 and 7324 telephones Press the button directly below the option on the display to proceed Dialpad buttons Buttons you press on the dialpad to select a particular option
85. ntact in your Address Book appears in this box If the caller is not one of your contacts this box is empty Company Ifthe caller is one of the contacts in your Address Book the Company name you assign to this contact in your Address Book appears in this box If the caller is not one of your contacts this box is empty Also if the caller is one of the contacts in your Address Book and you assign a picture or voice announce message to the contact a small picture appears in the dialog box and a voice announce message plays For more information about adding contacts to the Address Book refer to Adding anew contact to the Address Book on page 66 To answer a call using the You Have a New Call dialog box 1 Click Answer Note The Cancel button cancels only the You Have a New Call dialog box not the call If you click the Cancel button the You Have a New Call dialog box closes but the call continues to ring on your telephone To answer the call from the window 1 Double click the Ringing icon The icon changes to the Active Call icon and the call is answered or Right click the Ringing icon in the Calls box Click Answer To answer a call from the task tray or Calls menu 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the label of the call 3 Click Answer Accessing the Notes tab After you have answered the call you can display the Notes tab of the Address Prope
86. ny contacts that match the name you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button B Note If Slow Search is enabled you must enter the name and then click the Find Now button Any contacts that match the name you entered appear in the bottom of the dialog box Click the contact you want and click the Transfer button B Note For information about Fast and Slow Search see Changing the Search preferences on page 93 NN40010 104 Chapter 2 Personal CallManager 51 To transfer a call using the keyboard You can use the keyboard and the icons on the window to transfer a call 1 Make or answer the call 2 Click the icon in the Calls box 3 Press the F4 key The Transfer dialog box appears 4 Enter the telephone number of the person to whom you want to speak and click Transfer The call is transferred to the number entered Note If Fast Search is enabled Personal Call Manager compares the telephone number you are entering to the contacts stored in the Address Book Any contacts that match the numbers you are entering appear in the bottom of the dialog box Click the contact you want and click the Transfer button B Note If you want to call a contact that is in the Address Book and you only remember the contact name type the contact name B Note If Fast Search is enabled any contacts that match the name you ar
87. older using the right mouse button 1 Right click the folder you want to copy and then click Copy 2 Open the folder to which you want to copy the folder The contents of the folder appear in the List View box 3 Right click an open area in the List View box and then click Paste To copy a folder using the toolbar 1 Click the folder you want to copy Click B Open the folder to which you want to copy the folder The contents of the folder appear in the List View box 4 Click BI To copy a folder using the Menu bar Click the folder you want to copy Click the Edit menu and then click Copy Open the folder to which you want to copy the folder The contents of the folder appear in the List View box 4 Click the Edit menu and then click Paste Moving a folder Folders can be moved from one enclosing folder to another When you move a folder you move the folder and all of the contacts and folders that the top folder contains To move a folder using drag and drop the folder must be visible in the List View box and the folder you are moving it to must be visible in the Tree View Personal Call Manager User Guide 86 Chapter 2 Personal Call Manager To move a folder 1 Drag the folder you are moving to the folder you want it moved to To move a folder using the toolbar 1 Click the folder you want to move Click W Open the folder to which you want to move the folder The contents of the folder appear
88. on joins a company for which you representative and a member of your baseball already have a contact The address and team Put the original contact in your Business telephone number of the new contact is the same folder and make a linked copy of the contact in as the existing contact but the name is different your Personal folder You then can find contact To make a contact for the new person make a information for this person when you are looking copy of the existing contact and change the for sales representatives or baseball players lf name this person s telephone number changes you can change either copy of the contact and both copies Example _ are updated For information about how to make a linked copy of a contact refer to Copying a contact using the linked copy method on page 78 For information about how to make a template copy of a contact refer to Copying a contact using the template copy method on page 79 Copying a contact using the linked copy method Use this method of copying a contact when you want to create a copy that is linked to the original contact For information about the two different methods of copying a contact refer to Deciding which copy method to use on page 78 To copy a contact using drag and drop the contact must be visible in the List View and the folder you are copying it to must be visible in the Tree View To copy a contact using drag and drop 1 Press and hold
89. ored on the clipboard to the selected folder Properties Displays the Address Properties dialog box if a contact is selected or the Folder Property dialog box if a folder is selected E Print Prints information about the currently selected contact If a folder is selected prints information about all of the contacts in the folder Do Large Icons Displays the folders and contacts in the Address Book in large icons a Small Icons Displays the folders and contacts in the Address Book in small icons EZET List Displays the folders and contacts in the Address Book in small icons organized in vertical columns Detail Displays the folders and contacts in the Address Book in a report view format In this format the icon first name last name telephone numbers and e mail information of the contact appear Find Person Displays the Search dialog box The Search dialog box is used to find a particular contact within the Address Book Calls Log Displays the Calls Log Window This window shows all of the calls placed or received while Personal Call Manager was operating ENEN About Displays a dialog box containing information about the Personal Call Manager software such as the software version Personal Call Manager User Guide 24 Chapter 2 Personal Call Manager Address Book The Address Book is a list of all the contacts stored in Personal Call Manager The Address Book consists of two parts e
90. ot move Personal Call Manager User Guide 82 Chapter 2 Personal Call Manager Deleting a contact To delete a contact using the right mouse button 1 Right click on the contact you want to delete 2 Click Delete To delete a contact using the Menu bar 1 Click the contact you want to delete 2 Click the Edit menu 3 Click Delete To delete a contact using the keyboard 1 Click the contact you want to delete 2 Press the Delete key Printing Contacts There are two printing formats you can use to print information about any of the contacts stored in the Address Book You can print a contact list or contact details Printing a contact list When you print a contact list the name company and telephone numbers stored in the Address Book for the contact are printed You can print contact list information for one or many contacts Note When printing a contact list set your page orientation to Landscape To print a contact list 1 Click the contacts you want Note Use the Control or Shift keys to select more than one contact 2 Select the File menu and then click Print Contact List or Click 3 Click OK NN40010 104 Chapter 2 Personal CallManager 83 To print a contact list for all of the contacts in a folder 1 Click the folder or folders that contain the contacts you want to print Note Use the Control or Shift keys to select more than one folder 2 Click the Fil
91. ow cccceeeeeeeeeeeeeeenaeeeeeeeeeeeeeeesecennaeeneeees 92 Tomie on Tipo he D Picconia cece ead Gane 93 Twm ihe on TPO De Day cesur 93 To change the Search mode from the Menu Dal cccccceeesseeeeesseeeeeeesesstseeessesneeeess 94 To change the Search mode from the task tray csccesssceeeeseeeeeeeeeeeeaeeseeaeeeenaeeeeeaeees 94 To change the Startup Option from the Menu bar cccccesscecsseteeeeesseteeeessenneeeeeees 94 To change the Startup Option from the task tray cccccecceeeeesseeeeeeeeeeeeeeseeeeseaeeeseaeees 95 To change the Dialing Rule Setting from the Menu bat c ccccccessceesesetteeesseseneeees 95 To change the Dialing Rule Setting from the task tray esseeseeeseeserererssrersrrnserrrsee 96 To change Callers Record Display Setting from the Menu bar 96 To change the Dialing Rule Setting from the task tray eeseeseesseeseeeeserserersrrrsereesee 97 To quit Personal Call Manager using the task tray cccccceecsceeeeeeeeseneeeteeeeeeeneeeeteaeees 97 To quit Personal Call Manager using the WINdoOW cccecsceeceseeeseteeeteeeeeeseeeeeeaeees 98 To remove the Personal Call Manager software ccccessseceeeeeeeeeeeeeaeeseeaeeeeeaeees 98 Personal Call Manager User Guide 6 Task list NN40010 104 Contents TASK igh ecirar ipe wees ce ccew ee esiend dedaceaias dccuweseuescees 3 CuUsStomier SErViCE 26 ec ese sce ca ecsdc
92. ox on page 67 5 Click OK The contact is added to the folder shown in the List View of the Address Book Note If you subscribe to Caller ID service the telephone number and name if available gt are entered automatically into the dialog box Finding a contact in the Address Book The Address Book has a search feature to help you find a contact You can search for a contact using the contact name or telephone number The Search feature operates in two different modes Slow Search and Quick Search In Slow Search mode you enter the characters you want to find and click the Find Now button Personal Call Manager searches the Address Book to find the contact In Quick Search mode Personal Call Manager starts searching through contacts as soon as you type a character To change the Search mode used refer to Changing the Search preferences on page 93 NN40010 104 Chapter 2 Personal CallManager 73 Slow Search To find a contact Click the Tools menu 2 Click Find Person or Click l The Search dialog box appears Enter Phone Number or Name Last Name First Name 3429 T Phone Number Type Help Cancel Business Ph Extension Home Phon Mobile Phon En Johnson Donna 3429 Type the name or telephone number of the contact you want to find Click the Find Now button A list of the contacts that match the name or number you entered appears in the Search dialog box
93. pport Getting product training Ongoing product training is available For more information or to register you can access the Web site at www avaya com support From this Web site you can locate the Training contacts link on the left hand navigation pane Getting help from a distributor or reseller If you purchased a service contract for your Avaya product from a distributor or authorized reseller contact the technical support staff for that distributor or reseller for assistance Getting technical support from the Avaya Web site The easiest and most effective way to get technical support for Avaya products is from the Avaya Technical Support Web site at www avaya com support Personal Call Manager User Guide 12 Customer service NN40010 104 13 Chapter 1 Getting started with Personal Call Manager This section contains information on the following topics About Personal Call Manager on page 13 Audience on page 13 Acronyms on page 14 Symbols and text conventions on page 15 Related publications on page 16 About Personal Call Manager Avaya Business Communications Manager Avaya BCM 6 0 Personal Call Manager is a Telephony Application Programming Interface TAPI based application that provides an easy to use interface between your computer and your telephone You can use the telephone to speak with a caller You can customize your Address Book and your calls Basic function
94. rce code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to them is available on the Avaya Support Web site http support avaya com Copyright Trademarks The trademarks logos and service marks Marks displayed in this site the documentation s and product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the documentation s and product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Downloading documents For the most current versions of documentation see the Avaya Support Web site http www avaya com support Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support Task list 3 Task list To install Personal Call Manager on Avaya BCM system running Avaya BCM 4
95. rence call before you can split the three way conference 1 Right click one of the icons in the Conference box 2 Click Split Conf The caller you select becomes the active call while the other caller is put on hold The icons for both calls move to the Calls box To split a conference call using the task tray or Calls menu Note If the conference call contains more than three callers you and two other callers additional callers must drop from the conference call before you can split the three way conference 1 Click the Personal Call Manager task tray icon or the Calls menu Point to the icon of one of the callers in the conference Click Split Conf The caller you select becomes the active call and the other caller is put on hold NN40010 104 Chapter 2 Personal CallManager 57 Ending a conference call When you disconnect yourself from a conference call the remaining callers can to continue to speak to each other by using two or more of your telephone lines Even though you have disconnected yourself from the conference call the call does not end until the last internal caller disconnects from the call To end a three way conference call and disconnect both the callers split the conference call and end each of the calls To end a conference call using the release button 1 Click the icon of one of the conference calls in the Conference box 2 Inthe Conference box click T To end a conference call u
96. rties dialog box Use the Notes tab to record information about the contact such as recent orders meeting locations and so on For instructions about adding information to the Notes tab refer to Notes on page 71 Personal Call Manager User Guide 46 Chapter 2 Personal Call Manager To display the Notes tab Click the icon of the caller 2 Click r or 1 Right click on the icon of the caller 2 From the pop up menu select Properties Putting a call on hold When a call is put on hold the icon for the call changes from the Active Call icon to the Held Call icon For information about the various icons refer to Personal Call Manager task tray menu on page 20 and Current Calls icons on page 25 To put a call on hold using the window 1 Make or answer the call 2 Right click the icon of the call in the Calls box 3 Click Hold To put a call on hold using the task tray or Calls menu Make or answer the call Click the Personal Call Manager task tray icon or the Calls menu Point to the call you want to put on hold Click Hold A OO N To answer a held call using the window 1 Right click on the icon of the call in the Calls box 2 Click UnHold To answer a held call using the task tray or Calls menu 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the caller with whom you want to speak 3 Click UnHold NN40010 104 Chapter 2 Personal CallManager 47
97. s panel to the Conference panel until all the callers participating in the conference call are added The first two icons change to a Conference icon in the Conference panel When you add a third and subsequent calls to a conference call all the calls collapse into a single line with the name Conference followed by a number The number assigned to the Conference line is generated by the system Note In a conference call you connect yourself and two or more other callers into a single call With BCMSO Release 1 0 a conference call can extend only to include yourself and two other callers Note In the Conference pane you can do the following e Drag a call icon onto another call icon and the two calls are conferenced together e Drag a call icon onto a conference call icon and the call is added to the conference call e Drag acall icon into the white space of the conference pane A pop up menu appears allowing you to add the call to an existing conference call or to create a new conference call When you drag a call icon into a white space that contains only one other call icon that is not already part of a conference call the two calls are automatically conferenced together The pop up menu does not appear Personal Call Manager User Guide 54 Chapter 2 Personal Call Manager To create a conference call using the Calls pane Make or answer the calls you want to connect in a conference call Right click the icon
98. s that Personal Call Manager performs include making and answering calls putting calls on hold transferring calls making conference calls Audience This guide is intended for users who want to manage their own calls and who have Personal Call Manager installed on their PC Your PC must be registered with the Avaya BCM server This guide assumes that you have the following background working knowledge of the Windows operating system some experience with windows based systems or graphical user interfaces GUI Personal Call Manager User Guide 14 Chapter 1 Getting started with Personal Call Manager Acronyms This guide uses the following acronyms API CLID CTE CTI DND ERC IP O S PCM PIN TAPI TSP URL Application Programming Interface Calling Line Identification Computer Telephony Engine Computer Telephony Integration Do Not Disturb Express Routing Code Internet Protocol Operating System Personal Call Manager Personal Identification Number Telephony Application Programming Interface TAPI Service Provider Uniform Resource Locator NN40010 104 Chapter 1 Getting started with Personal Call Manager 15 Symbols and text conventions These symbols are used to highlight critical information for the Product Name short system S Caution Alerts you to conditions where you can damage the equipment Danger Alerts you to conditions where you can get an electrical shock War
99. s you know and the Search feature finds any contacts that match the information you enter NN40010 104 Chapter 2 Personal CallManager 75 If the portion of the name or number you know is at the beginning type the portion you know and click the Find Now button Personal Call Manager finds any contacts that start with the letters or digits you enter If you remember the contact first name but not last name type a comma followed by the contact first name For example if you are looking for a contact named Tom type Tom All of the contacts whose first name is Tom are found If the portion you know is not at the start you can use wild card characters at the start of the name or number There are two wild card characters you can use e Use the question mark to represent any single character e Use the asterisk to represent any characters that precede the characters you entered For example the following names are in the Address Book Chatterton Jones Mason Smith Stanley Steward Washington e If you enter S the names found are Smith Stanley and Steward e Ifyou enter Ste the only name found is Stewart e Ifyou enter a the names found are Mason and Washington e Ifyou enter a the names found are Chatterton and Stanley e If you enter a the names found are Chatterton Mason Stanley Steward and Washington Note You can also enter a comma as a special character This
100. se the right mouse button to drag the icon into the Calls panel 3 Click the telephone number you want to dial for example the contact s business number To call the prime telephone number using the Address Book 1 Look in the Address Book to find the icon of the person you want to call 2 Make the call by double clicking on the icon or dragging the icon to the Calls panel Note When you add a contact you define one of the telephone numbers as the prime number Personal Call Manager User Guide 40 Chapter 2 Personal Call Manager Placing a call using the task tray or Calls menu To place a call 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Click Manual Dial The Dial dialog box appears Enter Phone Number or Name Last Name First Name 3429 Find Now Phone Number Type Help Cancel Business Ph Extension Home Phon Mobile Phon Er Johnson Donna 3429 3 Type the telephone number you want to dial If you have the Search Option set to Fast Search Personal Call Manager compares the number you enter to the contacts stored in the Address Book Any contacts that match the numbers you enter appear in the bottom of the dialog box To dial one of these contacts click the contact you want to call The default number appears in the Phone Number Type drop down list To choose a different number from the Phone Number Type drop down list select Business Home or
101. sing the window 1 Right click one of the icons in the Conference box 2 Click Release Conf The conference call ends To end a conference call using the keyboard 1 Click one of the icons in the Conference box 2 Press the Delete key on your keyboard The conference call ends Note When you use the keyboard to end a call ensure you click one of the icons in the Conference box before you press the Delete key If you do not and a contact in the Address Book is highlighted the contact is deleted To retrieve a contact that is deleted accidentally click the Edit menu and then click Undo To end a conference call using the task tray or Calls menu Click the Personal Call Manager task tray icon or Calls menu Point to the icon of one of the calls in the conference call Click Release Conf The conference call ends Personal Call Manager User Guide 58 Chapter 2 Personal Call Manager Ending a call To end a Call using the release button 1 Click the icon of the call in the Calls box Note If there is only one call in the Calls box you do not need to select the call EE 2 Inthe Calls box click dm To end a call using the window 1 Right click the icon of the call in the Calls box 2 Click Release To end a call using the task tray or Calls menu 1 Click the Personal Call Manager task tray icon or the Calls menu 2 Point to the call you want to disconnect 3 Click Release To end a c
102. special character adds a gt pause between the numbers dialed Editing the properties of a contact The information stored with a contact can be changed whenever required A typical example is when a contact moves or changes telephone numbers To change the properties of a contact using the right mouse button 1 Find the contact in the Address Book You can find the contact manually or use the Personal Call Manager Search feature 2 Right click the contact Personal Call Manager User Guide 76 Chapter 2 Personal Call Manager 3 Click Properties The Address Properties dialog box appears Johnson Donna Addiess Properties Ea Business EMail Address Settings Note Name Last ohnson First Dorna Address 2421 37 Ave N E a f Cits Calas OOOO O C Zip code TESz 0 C Titig Production Manager Compans Department Documertation Office ATA Assistant Rogar Munro Phone number Ext Country Canada Busness 2429 4 Click the tab that has the information you want to change and then make the changes Adding a new contact to the Address Book on page 66 describes the information that can be entered To change the properties of a contact using the toolbar 1 Find the contact in the Address Book You can find the contact manually or use the Personal Call Manager Search feature Select the contact The Address Properties dialog box appears 4
103. telephone to another telephone Calling Line Identification CLID A service provided by the telephone company that enables you to see the caller s telephone number and in some cases the caller s name If you subscribe to this service Personal Call Manager then shows you the caller s name or telephone number on the computer screen Contact A contact is any entry in the Address Book A contact can be a person business or any number or address you want stored in Personal Call Manager Dialing properties The dialing properties define where you are located and what is required to dial from this location Do Not Disturb A feature that stops calls from ringing at your telephone The You Have a New Call dialog box still appears Business Communications Manager TSP The application that provides Personal Call Manager with access to the TAPI functions Extension name The name used to identify your telephone on the Business Communications Manager system Handsfree A feature you can use to make calls without using the telephone handset Icon A graphic symbol used to represent an object such a contact or call or a task such as manual dialing in Personal Call Manager Personal Call Manager User Guide 100 Glossary List View The portion of the Address Book that shows the contacts and folders stored in the selected folder Menu bar The menu bar shows the menus available from the main window PC
104. the Calls box and point to Transfer A menu of the current calls appears Click the icon of the person you are transferring To transfer a call with an announcement using the task tray or Calls menu ao a A Q N Make or answer the call Put the call on HOLD Call the person to whom you are transferring the call Give the person any pertinent information about the call Click the Personal Call Manager task tray icon or the Calls menu Point to the Transfer menu item A menu of the current calls appears Click the icon of the person you are transferring the first call you made or answered NN40010 104 Chapter 2 Personal Call Manager 53 Conference calls In a conference call you connect yourself and two or more other callers into a single call Note that with BCMS0 Release 1 0 a conference call can extend only to include yourself and two other callers Creating a conference call To create a conference call you must have two or more available lines one for each caller These lines can be external lines or internal lines To create a conference call using the Conference pane 1 Make or answer the calls you want to connect in a conference call Drag the icon of the first call from the Calls panel to the Conference panel Drag the icon of the second call from the Calls panel to the Conference panel The icons for the two calls change to Conference icons 4 Continue to drag the icons for the calls from the Call
105. the application to the location from which you want to install it NN40010 104 Chapter 2 Personal CallManager 19 8 After the application downloads double click the application to launch the installation 9 Follow the instructions in the installation wizard 10 Restart your computer after the installation is complete If you do not restart your computer you cannot assign a TAPI line or define the dialing properties for that line After a reboot you can only select the lines that the administrator configured for you If you reboot before the administrator configuration is complete you will have to reboot to see the configured lines Note The installation files for Personal Call Manager are not deleted by the installation wizard These files are stored in a folder named C Program Files Avaya ClientInstall Personnal Call Manager You can delete the installation files they are not needed by Personal Call Manager Starting Personal Call Manager You can start Personal Call Manager from the shortcut icon on the desktop or from the Windows Start button To start Personal Call Manager from the shortcut icon 1 Double click on the Personal Call Manager shortcut icon ie To start Personal Call Manager using the Start button 1 Click the Start button 2 Follow the Programs gt Avaya gt Personal Call Manager gt Personal Call Manager menu path The Personal Call Manager introduction window appears briefly The Person
106. tment 7 Import Help 4 Click to choose the file you want to import The Open dialog box appears Move to the folder that contains the file you want to import Double click the file you want to import The Import address from text file dialog box appears with the path and file name in the Source Text File field 7 Click the drop down list of one of the information fields for example Last Name and then click the text that corresponds to that information field for example the last name of the contact 8 Repeat step 7 for each of the information fields Choose None if the information for the field is not in the file you are importing 9 Click Import The contacts from the text file are added to your Address Book You now can move the new contacts into their folders Exporting Contacts You can save all of the contacts in your Address Book into a comma delimited text file You can use this file in other applications For example you can add your contacts to a customer database or use the contacts to create a mailing list Personal Call Manager User Guide 90 Chapter 2 Personal Call Manager To export contacts 1 Select the File menu and click Export Address The Export address into a text file dialog box appears Export address into text file Eg Destination Text File rm Fields Assignment Field 1 Last Name 7 Field 2 First Name a Fisld3 Business Phone z Field Home Phon
107. w 64 Address of contact 68 Answering a call Call Answer dialog box 44 held call 46 when is someone calling 43 who is calling 43 Blind transfer 48 Buttons About 23 Copy 23 Cut 23 Detail 23 25 Find Person 23 Large Icons 23 25 List 23 23 Manual Dial 25 New Contact 23 New Folder 23 Paste 23 Small Icons 23 25 toolbar 23 Up One Level 23 C Call Answer dialog box 44 Call duration 25 Call Forward 26 59 Call Waiting 36 Calling last callers 42 last calls 42 prime telephone number 39 Quick Dials 42 redialing 42 returning 42 Calling card 34 Calling Line Identification service 42 43 96 Calls displaying the number of 20 ending 58 switching between several calls 47 Calls menu 22 Closing the window 26 Conference creating 54 ending 57 hold 55 splitting 56 Conference Callicon 21 25 Contact adding 66 address 68 changing 75 copying 77 79 cutting 81 default telephone number 69 deleting 82 e mail address 68 finding 50 51 60 72 moving 80 name 67 pasting 79 81 telephone number 68 Copying contact 77 folders 84 Current Calls box 22 displaying 24 D Dialing properties 27 Do Not Disturb DND 25 59 Duration call 25 E E Mail Address 68 Exiting Personal Call Manager 97 Personal Call Manager User Guide 102 Index F Finding acontact 72 entering aname or number 74 using wild cards 74 Folders adding 83 copying 84 cutting 86 deleting 87 moving 85
108. y code and area code for example 1 403 to be added in front of the telephone number before they can be dialed The Toll Prefixes feature enables you to define the prefixes for example 222 xxxx that are long distance calls in your area code To define toll prefixes 1 Select the Tools menu 2 Click Toll Prefixes The Toll Prefixes dialog box appears Personal Call Manager User Guide 38 Chapter 2 Personal Call Manager Toll Prefixes Ed If any of these numbers require you to dial 1 403 first F Cancel move them to the list on the right Local phone numbers Dial 1 403 first Add All gt 207 ha lt Remove AI 3 From the list of prefixes in the Local phone numbers select the prefix that requires an area code added Click Add gt Repeat steps 3 and 4 for each prefix that requires an area code added Note If you add a prefix to the Dial first list that does not require an area code remove it Es by clicking the prefix and clicking the lt Remove button 6 When you have finished moving all of the prefixes that require an area code click OK The Toll Prefixes dialog box closes The Toll Prefixes feature is available only if the country you choose in the Dialing Properties dialog box has a country code of 1 For more information about dialing properties refer to Changing the dialing properties on page 27 Placing a call Using Personal Call Manager you can place a call using th
109. you to select the folder you want to view The contacts are stored in two main areas e Quick Dials Contacts added to the Quick Dials section appear on the Calls menu and the Personal Call Manager task tray menu You can add contacts to the Quick Dials section but not folders e My Contacts Contacts added to the My Contacts section do not appear in the Calls or Personal Call Manager task tray menu but can easily be accessed from the Address Book In the My Contacts section you can add contacts and folders Folders are added to help organize the contacts By grouping the contacts into smaller groups of similar contacts the contacts are easier to view on the window and easier to find and access You can change which folders appear by clicking certain portions of the Tree View Clicking a box expands the folder and shows the folder contents Clicking a box collapses the folder and hides the folder contents Double click a folder to open or close the folder When a folder is open the contents of the folder appear in the List view portion of the Address Book List View portion of the Address Book On the right side of the screen is the List View of the Address Book The List View shows the contacts and folders stored in the folder selected in the Tree View The List View of the Address Book can be viewed in four different formats large icons small icons list and detail Viewing the Address Book in large icons I

Avaya Business Communications Manager - Personal Call Manager User Guide

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