Nortel Networks CallPilot Desktop Messaging manual

C a l l P i l o t TM Release 4.0 - Standard 1.02 Desktop Messaging User Guide for My CallPilot[...]

2 CallPilot Desktop Messaging User Guide for My CallPilot Product releases: 4.0 Document release: S tandard 1.02 Date: July 2005 Copyright © Nortel Networks Li mited. All rights reserved. Information is subject to change without notice. Nortel Networks reserves the right to make changes in design or components as progress in engine ering and manuf[...]

3 *Nor tel Networ ks, the Nor tel Networks logo , the Globemark, and Uni fied Networks, BNR, CallPilot, DMS, DMS-100, DM S-250, DMS-MTX, DMS-SCP , DPN, Dualmode, Helmsman, IVR, MAP , Meridian, Mer idian 1, Meridian Li nk, Meridian Mail, Norstar , SL-1, SL-100, Succession, Super node, Symposium, T elesis, an d Unity are trademarks of Nor tel Network[...]

4 PROMARK and RHOBO T are trademarks of DMI Pro mark, Inc. QUICKTIME is a tr ademar k of Apple Computer , In. RADISYS is a trademark of Radisys Cor poration. ROLM is a tr ademar k of Siemens ROLM Communications Inc. SLR4, SLR5, and T ANDBERG are tradema rks of T andbe rg Data ASA. SONY is a trademark of Sony Corporation . SYBASE is a trademark of S[...]

5 Contents How to get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Welcome to My CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Logging in . . . . . . . . . . . . . . . . . . . . . . .[...]

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7 Ho w to get Help This section e xplains how to get help f or Nor tel products and ser vices. Getting Help from the Nortel W eb site The best wa y to get technical suppor t for Nort el products is from the Nor tel T echnical Suppor t Web site: http://www .nor tel.com/suppor t This site provides quic k access to soft ware , documentation, bulletins[...]

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9 W elcome to My CallPilot My CallPilot * from Nortel is a web-bas ed business communications system that offers e xceptional flex ibility for managing your messaging needs. Y ou can wo rk with My CallPilot from any computer that has Internet access and a web bro wser conf igured for My CallPilot. Here are some of the many w ays you can use My Call[...]

10 Getting started About this guide This user guide describes how to use the web-based resources of My CallPilot. The instructions and screen images shown in th is guide provide general inf ormation for using My CallPilot through a web client. S pecific details can v ar y , depending on your computer operating system and the features a vailab le fo[...]

11  Mozilla 1.7x browser  A udacity 1.2.x, Gnome Sound recorder 2. x, a n d Krecord 1.1 aud io ap pl ic at io ns P eripheral hardware and software  Video display and monitor with 8-bit (256-color) 800 x 600 capability (1024 x 768 16-bit color preferred)  Nor tel F ax Driver and CallPilot Desktop Messaging to create f axes  CallPilot [...]

12 The Windows downloadable CallPilot Pl ay er The Macintosh do wnloadable CallPilot Pla yer with Quic kTime 4.0 The Macintosh downloadable CallPi lot Pla yer with QuickTime 5.0 F or the Linux environment, the f ollowing record and pla yback applications are suppor ted: A udacity 1.2.x Gnome Sound Recorder 2.x[...]

13 Krecord 1.1 Other audio applications may w or k but are not suppor ted.[...]

14 Logging in Y our administrator provides y ou with the URL for My CallPilot. Bookmark this address in your w eb browser f or easy access. T o log in to My CallPilot 1 In your web browser , navigate to the My CallPilot address. 2 On the W elcome page, in Mailbox, type y our ma ilbo x number . This is usually your office telephone extension number [...]

15 To l o g o u t T o log out from My CallPilot, c lic k Logout on any My CallPilot page. Logging in to environments with multi ple CallPilot servers My CallPilot has enhanced suppor t for envir onments that ha ve multiple CallPilot ser vers . If this applies to your situation, a drop-down menu containing multiple CallPilot ser vers appears in the [...]

16 CallPilot Messages tab T o access your CallPilot messages, clic k the CallPilot Messages tab . Y ou ca n ac ce ss voice messages and view f ax es, delete, forw ard, and reply to messages, and compose new messages. Y our Message List T o check for new messages T o see new messages, clic k Refresh . Ne w messages appear in Bold . Y ou can sort you[...]

17 T o delete a message T o delete a CallPilot message, select the message and click Delete or Delete Now . If you clic k Delete , the message is perma nently deleted when you log out. If y ou click Delete Now , all selected messages are per m anently deleted immediately . T o select your telephone or compute r to play and record v oice messages Y [...]

18 Playing v oice messages Bef ore playing v oice messages, see T o select your telephone or computer to play and record vo ice messages , on page 17. T o play a voice message the quick way (W indo ws only) Use the embedded CallPilot Pla yer , if a va ilable, to play y our v oice messages quickly . (The pla yer appears in y our Message List if the [...]

19 5 Click the Disconnect (Windows) or Hang Up (Mac) b utton, or hang up the telephone when you are finished. Click Message List to retur n to your messages. Note for Linux user s: Linux users can vie w and play (through an y W A V play er) their CallPilot messages in the Mozilla browser . How ev er , there is no VBK playbac k or recording. Users c[...]

20 V iewing f ax messages T o view f axes on your computer , y ou must hav e ImageMaker or other imaging softw are installed on y our Windows-based computer . F o r Macintosh users, the CallPilot Pla yer application is used to view f axes . In additi on, your CallPilot admin istrator m ust enable f ax capability for your mailbo x in order for y ou [...]

21 In the Macintosh CallPilot Play er , the c ontrol commands are accessed through the F ax menu. Note: Nor tel Pla yer is not provided f or Macintosh OS X.[...]

22 Composing v oice messages Y ou can compose a message that is any combination of voice , fax, or te xt. T o record voice messages , use the embed ded or the downloaded CallPilot Play er . Allo w User to send voice message s to non-CallPilot recipients (for CallPilot serv er release 3.0 and above) The system administrator has control ov er th e di[...]

23 T o record and send a new v oice message 1 In your Message List, click Compose . A new message page opens. 2 Click To … (o r Address Book) to choose an address from the CallPilot Address Book, or click Special Ad dresse s . See Addressing messages , on page 33. 3 Add a subject description in the Subject te xt bo x. 4 In the embedded or d ownlo[...]

24 Note: In the Macintosh CallPilo t Pla yer window (Quic kTime version 5.0, sho wn below), there is no Stop b utton. When you clic k the Record b utton, recordin g begins and the Recor d button th en becomes the Pa u s e button. 6  If you are recording from the computer , record y our message into the microphone. Click Pau s e to pause the reco[...]

25 Composing fax and te xt messages Y our CallPilot recipients must ha ve f ax capabilit y to view your f ax on their computer . If your recipients access their messages from their telephone, the y can view the f ax only by printing it. Y ou can also send your f ax to a fax machine . T o create and sav e a fax f ile T o create a fax file , your Cal[...]

26 Compose Fax dialog bo x - Macintosh version 5 T ype a name for the file, and bro wse to select a folder to sav e the file in. Sav e the file as a TIF file. Clic k Save . Note: If you chose to include a Subject line, the inf or mation in that text bo x is displa yed in the e-mail portion of the fax. The Subject line is not displa yed on a hard co[...]

27 Calling the sender of a message Y ou can respond to a message with a telephone call instead of a recorded me ssage. My CallPilot includes a Call Sende r button t hat appears in both the Message List and Open Message views. Clic king the Call Sender button calls the sender of the currently selected message, regardless of whether or not the messag[...]

28 server . Selecting an Address Book entr y and clic king Directory Call extracts the entr y's phone number . This phone number is then displa yed in the Call Address Book entry dialog box. Note: The above dialog box appears if CallPilot Play er is not installed on the client computer .[...]

29 Clicking on Call User causes your telset to r ing. When you answ er the call, My CallPilot calls the specified phone number . Note that the Restricti on P ermissio n List defined in CallPilot Manager is not che ck ed bef ore attempting to di al the digits. If the phone number is rejected b y CallPilot or the switch, no error dialog box appears. [...]

30 Forw arding and replying to messages Y ou can f orward a message, and compose an in troduction to send with it. Y ou can also compose a reply to the sender of a message , or to the sender and all recipients of a message. T o forward or reply to a message 1 In an open messa ge, click Forward, Reply , or Reply All . 2 On the new message pa ge, com[...]

31 Adding attachments to messages Bef ore sending a message, you can attach one or more voice, f ax, or te xt files to it. V oice files can be either VBK or W A V f or m at f or both Windows and Macintosh CallPilot re cip ient s. My CallPilot automatically conv er ts VBK files to WA V files when sending to n on -C al lP il o t us er s. F ax files m[...]

32 Setting message options Bef ore sending a message, y ou can set options for handling and delivery . T o set message options 1 On a new message page, select Priority , Sensitivity , and Rec eipt options, as required.  Fo r Priority , select Low , High , or lea ve the setting as Normal .  Fo r Sensitivity , select Private , or lea ve the set[...]

33 Addressing messages Y ou can address a CallPilot message in two ways:  Y ou can select a name from the CallPilot A ddress Book that is mainta ined by y our organization on the server . The Address Book contains the addresses of the CallPilot users and shared dist rib ution lists that y ou can use . Y ou cannot edit this list.  Y ou can man[...]

34 4 Click To . Searching External E-mail Ad dress Books (LD AP databases) The LD AP text bo x es you can specify f o r your e-mail account (refer to Setting up links to your e-mail accounts, on page 53) allow My CallPilot to search e xter nal LDAP databases, which in tur n allows y ou to sear ch f or an e-mail address in your cor porate Address Bo[...]

35 CallPilot Features tab Click the CallPilot F eatures tab to change the settings f or your CallPilot f eatures and telephone options, and to set preferences f or web-based access. The main CallPilot F eatures page displa ys only the features that are a vailab le for y ou to use. Clic k any title to open its settings page.[...]

36 Greetings The V oice Greetings f eature allows y ou to record and manage your v oice greetings and personal verification from My CallPilot. Selecting the Greetings link loads the Greetings page. F rom this page, you can record, pla y , delete, and impor t voice greetings and personal v er ification. The Greeting page also shows the greeting stat[...]

37 1 Click the Edit b utton to activate a specific greet ing. When activ ated, th e greetin g te xt is shown in a bold italic font. 2 Y ou can then use the e mbedded audio player to pla y the greeting, record a new greeting, or add to the greeting. Y ou can record a g reeting using your telset. 3 Press the Save Gr eeting button to mak e the changes[...]

38 Recording a greeting Record a greeting using CallPilot stand-alone play er or any other media applications that suppor t W A V -PCM f or mat as follo ws: 1 Record a voice greeting or perso nal verification using the CallPilot Player . T o use the telset, you must log into the CallPilot server . 2 Sav e the recording as a W A V fi le. 3 Press the[...]

39 computer playbac k is av ailable if only your te lset is used. Since t he play er shares the same credentials with My CallPilot, no login to the CallPilot ser ver is necessary . The only requirement is that you do not close the browser window while working with a greeting, or the recording could be lost. Once you are done with the greeting, you [...]

40 correctly identify you when leaving a v oice message.[...]

41 Setting up message notif ication CallPilot can notify you of ne w messages w hen you are aw a y from the office. Y our administrator defines whether these devices and services are availab le to you:  Remote T ext Notification to a wireless e-mail de vice. See Appendix A: R emote T ext Notificati on f or Microsoft Outlook and BlackBerry Device[...]

42 Setting Up Message Fo rwarding Clicking the Messa ge Forwarding Rule link loads the Message Forwarding Rule page. This page provides the interf ace to:  Create a rule  Delete an e xisting rule  Edit an existing rule  Enable or disab le a r ule A rule must be enabled to be active. A ne w r ule is enabled b y default. A maximum of one [...]

43 The suppor ted "Messages to forw ard" options are:  All Messages (def ault selection)  V oice Messages  F ax/T e xt Messages The recipient can be either an E-mail ( default) or CallPilot address. All Message F orwarding Rule options are suppor ted fo r e-mail addresses. The options Con ver t voice to W A V -PCM and 'Opene[...]

44 The user can also select the CallPilot hyper te xt link to select or enter a CallPilot address. The CallPilot Address Book dialog box is displa yed when the CallPilot link is selected: Y ou can also create and address manually using the address creation dialogs. PDLS, SDLs, BDLs , telephone numbers and fax addre sses are not accepted. Users wish[...]

45 CallPilot mailbo xes can be expressed as f ollow s: LOCAL: <local VPIM prefix><mai lbox>@<local FQDN> Open VPIM: VPIM=<VPIM shortcut>< mailbox>/<remote FQDN>@<local FQDN> Remote Mailbox: <remote location VPIM prefix><mai lbox>@<local FQDN> If a CallPilot address type other than a CallPi[...]

46 The original CallPilot message is marked as read when the forwarded message is opened by the recipient. The f eature makes use of the read receipt capability of the e-mail server to whom the message was f orwarded. When the read receipt is received b y CallPilot, the ori ginal message is marked as read. Note: When the message is opened by the re[...]

47 Managing personal distrib ution lists A distribution list sa ves y ou time when you send messages to the same group of addresses. Y ou can create up to 99 personal distribution lists, and enter a number and name to identify each list. Each personal di str ibution list can contain up to 200 entries. A personal distribution list can contain an y a[...]

48 Changing your CallPilot password Y our CallPilot pass word is the same pass word that you use to log in to CallPilot from the telephone. CallPilot requires that y ou change your pass word on a regular schedule set by y our administrator . CallPilot prev ents you from using some pass words if they are too shor t or too simple, or if you ha ve use[...]

49 Changing your telephone options T o assign a cu stom operator number for callers Y ou can off er your callers the option of le aving a message or speaking to one of your assistants or colleagues. In y our greeting, tell callers to press zero if they wish to speak to this person in your absence. The custom op erator number is the n umber your cal[...]

50 T o enable or disable Message W aiting Indicator Dialing Numbers Message W aiting Indicator Dialing Nu mbers (MWI DN) are assigned by the administrator . The mailbo x subscriber is not allowed to change the numbers. Ho we ver , the mailbox subscr iber can see these MW I DNs in the T elephone Options section, and can enable or disab le them indiv[...]

51 Setting up telephone access to e-mail T o set up access to your e-mail accounts from CallPilot, see Setting up links to your e- mail accounts , on page 53. Y ou can specify one of these e-mail accounts for telephone access so that you can check f or ne w e-ma il messa ges while logged in to CallPilot from your telephone . Y ou can hav e the text[...]

52 Changing fax printing options If your CallPilot mailbo x has f ax messaging capability , you can receiv e a f ax message in your mailbo x and print the fax at a selected fax n umber . Set options for def ault fax number , A uto printing, and print cov er page on the F ax Printing page. T o change the default printer Y ou must set a def ault fax [...]

53 Setting up links to y our e-mail accounts Y ou can set up links in CallPilot so that you can chec k your e-mail f or new messages. Y ou can also f orward and reply to messages, and send new e-mails. Y ou can define up to five e-mail accounts. One of these accounts can be set up f or access from your telephone. See Setting up telephone access to [...]

54 passw ord in My CallPilot as well. T o configure an e xternal e-mail server My CallPilot suppor ts various settings when configur ing an e xter nal e-mail ser ver . Some of these settings ar e configured in CallPilot Manager , while others are specified in My CallPilot. This a llo ws My CallPilot to work correctl y in situations where the user&a[...]

55 1 On the Mailbox Links page, click Configure New Mailbox Link . The Configure New Mailbo x Link page opens. 2 Select your e-mail server from the drop-down list. T o get this name, look in the account settings of your e-mail application, or ask your administrator . 3 T ype a name for this account to displa y on the tab. 4 T ype the n ame of the f[...]

56 13 In the Directory ser vice (LD AP) b lock, check the This ser ver requires a user name and password logon bo x. 14 T ype your mailbox user name (the User ID of your e-mail accoun t). 15 T ype the pass word f or this e-mail account. 16 Re-type the password f or this e-mail account to verify it. 17 Click Save . These settings allow My CallPilot [...]

57 Setting messaging preferences T o change Message List columns Y ou c an ch ang e t he col um ns in y o ur Mes sa ge Lis t. The Attachments option must be in the Display ed Columns list to see the embedded player (Windows only) in your Message List. T o add a signature T ype or paste your signature and other inf or mation, then click the chec k b[...]

58 T o change en vironment settings Change any of these My CallPilot settings to your pref erences. Note: The Remove Deletab le items on Logout check box applies to both regular e-mail messages as well as messag es you access when using e-mail by Phone. This check bo x must be selected to enable the removal of messages that y ou hav e deleted when [...]

59 Choosing a home page for My CallPilot Choose the page that you want to displa y automatically when you log in to My CallPilot.[...]

60 E-mail tab While you are logged in to My CallPilot, yo u can chec k your e-mail messages. Y ou can f orward and reply , and send new e-mails . See Setting up links to your e-mail accounts , on page 53. Y ou can access up to five IMAP e-mail accounts, or other CallPilot mailbox es. One of these accounts can be set up for ac cess from y our teleph[...]

61 Useful Information tab Click the Useful Information tab to:  View status and details about your mailbo x.  View online user guides.  Print online use r guide files on your laser printer .[...]

62 Protecting the secur ity of your mailbox Because My CallPilot is a web-based product, it is impor tant to take precautions to protect the security of your mailbox.  If your administrator has enab led SSL enc r yption, you can use the Secure Login f eature f or greater security . See T o log in usin g secure login , on page 14.  When you ha[...]

63 Appendix A: Remote T ext Notif ication for Microsoft Outlook and BlackBerry De vices Remote text notification can be configur ed to send a message to your SMTP e-mail account when a new v oice, f ax, or text me ssage arrives in y our CallPilot mailbox. Y ou can set up notification to any e-mail ser ver that suppor ts SMTP . These include most e-[...]

64 Getting started with remo te te xt notification Requirements  Y ou need a BlackBerry device . Ensure that e-mail ser vice on your BlackBerry de vice is working.  Microsoft Outlook must be installed. Cu rrentl y , Bla ckBerry Desktop Mana ger only works with Microsoft Outlook. Consult your BlackBerry documentation for information about othe[...]

65 Creating a notif ication holding folder Y ou can create a holding folder f or your Ca llPilot e-mail notification messages so that they are stored separ ately from your other messages. T o store messages in the f older , f ollow these steps: 1 Create an Outlook folder f or the notification messages. 2 Configure Outl ook to route CallPil ot notif[...]

66 5 In the Rule descr iption box, click Specific W ords . The Searc h T e xt dialog bo x appears. 6 In the Add new bo x, type CallPilot Notification . 7 Click Add . The te xt “CallPilot Noti fication” is added to the Search list box. 8 Click OK . The search te xt “CallPilot Notifica ti on” appears in the rule description. 9 Click Next . 10[...]

67 13 Click Finish . The finished rule is shown below: 14 Click OK to close the Rules Wizard.[...]

68 Conf iguring BlackBerry Desktop Manager This section e xplains how to configure Bl ac kBerr y Desktop Manager to redirect your e-mail notification messages. If you did not create a holding folder f or notification messages, and if you already configured BlackBerry Desktop Manager to fo rward messages in y our Outlook inbox, you can skip this sec[...]

69 Automatically removing notif ication messages This section explains ho w to configure Outl ook to remov e messages automatically from the CallPilot Notifications holding f older using the A utoArchive f eature . If you do not want Outlook to delete notification messages automatically , you can manually delete them from the folder . Y ou must per[...]

70 3 Select the Clean out items older than chec k bo x. 4 Set the time to 1 da y . 5 Select P ermanently delete old items . 6 Click OK . T o activ ate AutoArchi ve 1 In Outlook, choose To o l s > O p t i o n s . 2 Click the Other tab . 3 Click Aut o A rc hi v e . The AutoArchiv e dialog box appears. 4 Check the A utoArchive e very… box and set[...]

71 Document information CallPilot Desktop Messaging User Guide for My CallPilot Copyright © Nor tel Networks Limited 2005. All rights reser ved. Information is subject to change without notice. Nor tel Networks reser ves the right to make changes in design or components as progress in engineering and manufacturing may w arrant. This user guide is [...]

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