Nortel 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 engineering and manuf[...]

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

4 PR OMARK and RHOBO T a re trademarks of D MI Promark, Inc. QUICKTIME is a tr a demark of Apple Computer , In. RADISYS is a trademark of Radisys Cor poration. ROLM is a trademark of Siemens ROLM Communications Inc. SLR4, SLR5, and T ANDBERG are trademar ks of T andbe rg Data ASA. SONY is a trademar k of Sony Cor poration. SYBASE is a tr ademar k o[...]

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 t el products and ser vices. Getting Help from the Nortel W eb site The best wa y to get technical suppor t f or Nor t el products is from the Nor tel T echnical Suppor t W eb site: http://www .nor tel.com/suppor t This site provides quic k access to soft w are, documentation, b ull[...]

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9 W elcome to My CallPilot My CallPilot * from Nortel is a web- based business communications system that of fers exceptional fle x ibility for managing your messaging needs. Y ou can w ork with My CallPilot from any computer that has Internet access and a web bro wser configured fo r My CallPilot. Here are some of the many w ays you can use My Cal[...]

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 or mation f or using My CallPilot through a w eb client. S pecific details can vary , depending on your computer operating system and the features a v ailable f[...]

11  Mozilla 1.7x browser  A udacity 1.2.x, Gnome Sound recorder 2. x, a n d Krecord 1.1 au d io a pp l ic a t io n s P eriphe ral har dware and software  Video displa y and monitor with 8-bit (256 -color) 800 x 600 capability (1024 x 768 16-bit color preferred)  Nor t el F ax Dr iver and CallPilot Desktop Messaging to create fax es  [...]

12 Th e Windows downloadable CallPilot Player The Macintosh do wnloadable CallPilo t Pla yer with Quic kTime 4.0 The Macintosh downloadab le CallPi lot Player with Quic kTime 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 ma y wor 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 y our web bro wser for easy access . T o log in to My CallPilot 1 In your we b browser , navigate to the My CallPilot address. 2 On the W el come page, in Mailbo x, type your mailbox n umber . This is usually your office telephone e x tension num[...]

15 To l o g o u t T o log out from My CallPilot, c lic k L ogout on any My CallPilot page. Logging in to en vironments with multiple CallPilot serv ers My CallPilot has enhanced suppor t f or envir onments that hav e multiple CallPilot ser vers . If this applies to your situation, a drop-down men u containing multiple CallPilot ser vers appears in [...]

16 CallPilot Messages tab T o access y our CallPilot messages, clic k the CallPilot Messages tab . Y ou c a n a cc e ss v oice messages and view f a x es, delete, f orward, and repl y to me ssages, and compose new messages. Y our Mess age List T o check for ne w messa ges T o see ne w messages, clic k Refre sh . New messages appear in Bold. Y ou ca[...]

17 T o delete a message T o delete a CallPilot message, select the message and click Delete or Delete Now . If y ou clic k Delete , the message is per manently deleted when you log out. If y ou click Delete Now , all selected messages are per manently delete d immediately . T o select your telephon e or computer to play and record v oice messa ges [...]

18 Playing v oice messages Bef ore playing v oice messages, see T o sel ect your telephone or compu ter to play and record v oice messages , on page 17. T o play a vo ice message the quick way (W indo ws only) Use the embed ded CallPilo t Pla yer , if a vailab le, to pla y your v oice messages quic kly . (The pla yer appears in y our Message List i[...]

19 5 Click the Disconnect (Windo ws) or Hang Up (Mac) button, or hang up th e telephone when you are finished. Click Message List to retur n to your messages. Note for Linu x users: Linux users can vie w and pla y (through any W A V play er) their CallPilot messages in the Mozilla browser . Howe v er , there is no VBK pla yback or recording. U sers[...]

20 V ie wing fax messages T o vie w 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 ax es. In additi on, your CallPilot admin istrator must enab le f ax capability f or your mailbo x in order for y o[...]

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 o f v oice, f ax, or text. T o record v oice messages, use the embedded 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 abov e) The system administrator has control ov er the di[...]

23 T o record and send a ne w voice message 1 In your Message List, click Compose . A new message page opens. 2 Click To … (or Addr ess Book) to choose an address from the CallPil ot Address Book, or click Special A ddresses . See Addressing messages , on page 33. 3 Add a subject description in the Subject te xt bo x. 4 In the embedded or downloa[...]

24 Note: In the Macintosh Cal lPilot Pla yer windo w (QuickTime v ersion 5.0, shown below), there is no Stop b utton. When you clic k the Record b utton, recor ding begi ns and the Recor d button then becomes the Pa us e b utton. 6  If you are recording from the computer , record your message into the microphone. Clic k Pa u s e to pause the rec[...]

25 Composing fax and te xt messages Y our CallPilot recipients must ha v e f ax capabilit y to view y our f ax on their computer . If y our recipients access their messages from their telephone, they can vie w the fax only by pr inting it. Y ou can also send your f ax to a f ax mach ine. T o create and sav e a fax f ile T o create a f ax file, your[...]

26 Compose Fax dialog bo x - Macintosh version 5 T ype a name for the file , and browse to select a folder to sa ve the file in. Sa ve the file as a TIF file. Clic k Save . Note: If you chose to include a Subject line, the inf or mation in that te xt box is displa yed in the e-mail por tion of the f ax. The Su bject line is not displa yed on a hard[...]

27 Calling the sender of a message Y ou can respond to a message with a teleph one call instead of a recorded me ssage. My CallPilot includes a Call Sender button t hat appears in both the Message List and Open Message views . Clicking the Call Sender b utto n calls the sender of the currently selected message, regardless of whether or not the mess[...]

28 ser v er . Selecting an Address Book entr y and clic king Director y Call extracts the entr y's phone number . This phone number is then display ed in the Call Address Bo ok entr y dialog box. Note: The above dialog bo x appears if CallPilot Play er is n ot instal led on the cli ent computer .[...]

29 Clicking on Call User causes y o ur telset to ring . When you ans wer the call, My CallPilot calls the specified phon e number . Note that the Restr iction P er mission List define d in CallPilot Manager is no t check ed bef o re attempting to dial the digits. If the phone number is rejected b y CallPilot or the s witch, no error dial og bo x ap[...]

30 F o rwarding and replying to messages Y ou can forw ard 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 me ssage, click Forward, Reply , or Reply All . 2 On the new message page, com[...]

31 Adding attachments to messages Bef ore sending a message, y ou 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 ien ts . My CallPilo t automatically conv e r ts VBK files to W A V files when sending to n on - C al l P i lo t us e r s. F a[...]

32 Setting message options Bef ore sending a message, y ou can set options f or handling and deliv er y . T o set message options 1 On a new message pa ge, select Priority , Sensitivity , and Receipt options, as required.  Fo r Priority , select Low , High , or leav e the setting as Normal .  Fo r Sensitivity , select Private , or leav e the [...]

33 Addressing messages Y ou can address a CallPilot message in two wa ys:  Y ou can select a name from the CallPilot A ddress Book that is maintained b y your organization on the server . The Address Book contains the addresses of the CallPilot users and share d dist r ibution lists that you can use. Y ou cannot edit this list.  Y ou can manu[...]

34 4 Click To . Searching External E-mail Ad dress Book s (LD AP databases) The LD AP te xt bo xes y ou can specify f o r your e-mail account (ref er to Setting up links to your e-mail accounts, on page 53) allow My CallPilot to search e xter nal LD AP databases, which in tur n allows y ou to sear ch f or an e-mail address in your cor porate Addres[...]

35 CallPilot Features tab Clic k the CallPilot F eatures tab to change the settings f or your CallPilot f eatures a nd 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 v erification from My CallPilo t. Selecting the Greetings link loads the Greetings page. F rom this page, y ou can record, pla y , delete, and impor t v oice greetings and personal verification. The Greeting page also shows the g r eeting [...]

37 1 Click the Edit b u tton to activate a specific greet ing. When acti v ated, th e gr eeti ng te xt is shown in a bold italic f ont. 2 Y ou can then use the e mbedded aud io pla yer to pla y the greeting, record a new greeting, or add to the greeting. Y ou can record a greeting using y our telset. 3 Press the Sa ve Greeti ng b u tton to make the[...]

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 f ollows: 1 Record a voice greeting or pe rsonal verifi cation using the Cal lPilot Play er . T o use the telset, you m u st log into the CallPilot ser v er . 2 Sa v e the recording as a W A V fi le. 3 P[...]

39 computer pla y bac k is av ailable if only your te lset is used. Since the pla yer shares the same credentials with My CallPilot, no login to the CallPilot ser ver is necessar y . The only requirement is that you do not close the bro wser window while working with a greeting, or the recording could be lost. Once you are done with the greeting, y[...]

40 correctly identify y ou when lea ving a voice message .[...]

41 Setting up message notif ication CallPilot can notify you of ne w messages w hen you are a wa y from the office. Y our administrator defines whether these devices and ser vices are av ailable to y ou:  Remote T e xt Notification to a wireless e-mai l de vice. See Appendix A: Remote T e xt Notificati on f or Microsoft Outlook and BlackBerr y D[...]

42 Setting Up Message F orwarding Clic king the Message Forwarding Rule link loads the Messa ge Forwarding Rule page. This page prov ides the interface to:  Create a r ule  Delete an e xisting rule  Edit an e xisti ng rule  Enable or disab le a r ule A r ule must be enab led to be active . A new rule is enabled b y def ault. A maximum o[...]

43 The suppor ted "Messa ges to f orward" options are:  All Messages (def ault selectio n)  V oice Messages  F ax/T ext 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 Conv er t v oice to W A V -PCM and 'Ope[...]

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

45 CallPilot mailbo x es can be e xpressed as f ollows: LOCAL: <local VPIM prefix><mailbox>@<l ocal FQDN> Open VPIM: VPIM=<VPIM shortcut>< mailbox>/<remote FQDN>@<loca l FQDN> Remote Mailbox: <remote location VPIM prefix><mailbox>@<local F QDN> If a CallPilot address type other than a Call[...]

46 The or iginal CallPilot message is mar ked as read when the forw arded message is opened by the recipient. The f eature makes use of the read receipt capability of the e-mail ser v er to whom the message was f orwarded. When the read receipt is receiv e d by CallPilot, the original message is mar ked as read. Note: When the message is op ened by[...]

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 distr ibution lists , and enter a number and name to identify each list. Each personal di stribution list can contain up to 200 entr ies. A personal distribution list can contain an y[...]

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 pre vents y ou from using some pass words if they are too shor t or too simple, or if you ha ve us[...]

49 Changing your telephone options T o assign a custom operato r number for callers Y ou can offer y our 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 z ero if the y wish to speak to this person in your absence . The custom op erator number is the number y our [...]

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 . How ev er , the mailbo x subscr iber can see these MW I DNs in the T elephone Options section, and can enable or disab le them ind[...]

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 acco unts , on page 53. Y ou can specify one of these e-mail accounts f or telephone access so that you can chec k for ne w e-ma il messages while logged in to CallPilot from y our telephone. Y ou can hav e the te [...]

52 Changing fax printing options If your CallPilot mailbo x has f ax messaging capability , you can receive a f ax message in y our mailbox and print the f ax at a selected fax n umber . Set options for def ault f ax number , A uto pr inting, and print cov er page on the F ax Pr inting page. T o change the defaul t printer Y ou must set a def ault [...]

53 Setting up links to y our e-mail accounts Y ou can set up links in CallPilot so that y ou can chec k y our e-mail for ne w messages. Y ou can also forw ard 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 y our telephone . See Setting up telephone acces[...]

54 pass word in My CallPilot as well. T o configure an e xternal e-mail server My CallPilot suppor ts v ar ious settings when configur ing an external e-mail ser v er . 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&[...]

55 1 On the Mailbo x Links page, clic k Confi gure New Mailbox Link . The Configure New Mailbo x Link page opens. 2 Select your e-mail ser v er fro m the drop-down list. T o get thi s name, look in the account settings of your e-mail application, or ask y our administrator . 3 T ype a name f or th is account to displa y on the tab . 4 T ype the nam[...]

56 13 In the Director y ser vice (LD AP) bloc k, check the This server requir es a user name and passwor d logon bo x. 14 T ype your mailbo x u ser name (th e User ID of your e-mail account). 15 T ype the passw ord for this e-mail account. 16 Re-type the passw o rd for this e-mail account to verify it. 17 Click Sa ve . These settings allow My CallP[...]

57 Setting messaging preferences T o change Message List columns Y ou can ch an g e th e c ol um n s i n y our Me ss ag e Li st . The Attachments option must be in the Displa yed Columns list to see the embedded pla yer (Windows only) in y our Message List. T o add a signature T ype or paste your signature and other information, then clic k the che[...]

58 T o change en vironment settings Change any of these My CallPilot settings to y o ur preferences . Note: The Remov e De letable items on Logout check bo x applies to both regula r e-mail messages as well a s messages you access when using e-mail by Phone. This check bo x must be selected to enable the remo v al of messages that y ou ha ve delete[...]

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, y o u can check y our 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 mailbo x es. One of these accounts can be set up for ac cess from y our tele[...]

61 Useful Information tab Clic k the Useful Inf or mation tab to:  View status and details about your mailbo x.  View online user guid es.  Print onl ine user guide files on your laser prin ter .[...]

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 y our mailbo x.  If your administrator has enab led SSL enc r yption, y ou can use the Secure Log in f eature f or greater security . See T o log in using secure login , o n page 14.  When yo[...]

63 Appendix A: Remote T ext Notif ication for Microsoft Outlook and BlackBerry De vices Remote te xt 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 mailbo x. Y ou can set up notification to any e-mail ser ver that suppor ts SMTP . These include most [...]

64 Getting started with remo te te xt notification Requirements  Y ou need a BlackBerr y de vice. Ensure that e-mail ser vice on y o ur BlackBerry de vice is wor king.  Microsoft Outlook must be installed. Cu rre ntly , BlackBerr y Desktop Manager only works with Microsoft Outlook. Consult your BlackBerry documentati on f or inf or mation abo[...]

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 Ou tlook to rou te CallPilot n oti[...]

66 5 In the Rule de scri ption box, clic k Specific W ords . The Search T e xt dialog bo x appears. 6 In the Add ne w bo x, type CallPilot Notification . 7 Click Ad d . The text “CallPilot Notification” is added to the Search list box. 8 Click OK . The search te xt “C allPilot Notifica tion” appears in the r ule descr iption. 9 Click Ne xt [...]

67 13 Click Fini sh . The fini shed r ule 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 f olde r f or notification messages, and if y ou already configured BlackBerry Desktop Manager to f o rward messages in y our Outlook inbo x, y ou can skip th[...]

69 Automatically remo ving notif ication messages This section e x plains how to configure Outl ook to remo ve messages automatically from the CallPilot Notifications holding f older using the AutoArchiv e f eature. If y ou do not want Outlook to delete notification messages automatically , you can man ually delete them from the f older . Y ou must[...]

70 3 Select the Clean out items o lder than check bo x. 4 Set the time to 1 da y . 5 Select P ermanently delete old i tems . 6 Click OK . T o acti v ate AutoArchiv e 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 h i v e . The A utoArchive dialog box appears . 4 Check the A utoArchive e very… box and[...]

71 Document information CallPilot Desktop Messaging User Guide for My CallPilot Copy r ight © Nor tel Networks Limited 2005. All ri ghts reser ved. Inf or mation 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 ma y warrant. This user guid[...]

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