Avaya CallPilot 2.5 Unified Messaging User Guide
TM
CallPilot
Release 2.5
Desktop Messaging User Guide
for Microsoft Outlook
Updates to the
Desktop Messaging User Guides
Internet Clients
Page 7 Call the sender of a message
Call the sender of a message is not supported.
Page 7 Access web-based My CallPilot to view user information and change your
feature settings
My CallPilot is not supported.
Page 8 About this guide
The Internet mail clients that are supported are:
• Microsoft Outlook 2000 (Internet mail mode)
• Microsoft Outlook 2002 (XP) (Internet mail mode)
• Microsoft Outlook 2003 (Internet mail mode)
• Microsoft Outlook Express - 5.x and 6.x
• Netscape Messenger (Netscape Communicator) - 6.2x
• Netscape Mail - 7.0x
• Qualcomm Eudora Pro - 6.1.2
Citrix (Terminal server) functionality is supported.
Page 11 CallPilot Player
The Call the sender button is not available.
Page 11 To select your telephone or computer to play voice messages
If your telephone is call forwarded to voicemail, cancel this feature before you access your
messages from CallPilot Player.
Page 29 Linking to My CallPilot
Linking to My CallPilot is not supported.
About forwarding Desktop Messaging messages
Do not use the right-click menu to forward a Desktop Messaging message. To forward a
message, either:
• open the message and forward it from the CallPilot window
or
• for Outlook, select the message in the Outlook Inbox and forward it from the Outlook
toolbar.
Business Communications Manager & CallPilot 100/150
Outlook, Lotus Notes, GroupWise
Page 7 Call the sender of a message
Call the sender of a message is not supported.
Page 7 Access web-based My CallPilot to view user information and change your feature settings
My CallPilot is not supported.
Page 8 About this guide
The groupware e-mail clients that are supported are:
• Lotus Notes - 5.x and 6.x
• GroupWise - 6.x
• Microsoft Outlook 2000, 2002 (XP), and 2003
Citrix (Terminal server) functionality is supported.
Page 11 (Page 12 Lotus Notes) CallPilot Player
The Call the sender button is not available.
Page 11 (Page 12 Lotus Notes) To play a message from your telephone
If your telephone is call forwarded to voicemail, cancel this feature before you access your messages from
CallPilot Player.
Page 14 (Page15 Lotus Notes) Composing fax and text messages
On the Compose Fax dialog box you can use the Subject field to add additional information to the fax cover page
(for example, the name of the recipient) when you send a fax directly to a fax machine. The maximum length you
can enter in the Subject field is 80 characters.
Page 27 (Page 28 Lotus Notes) Calling the sender of a message
Calling the sender of a message is not supported.
Page 28 (Page 29 Lotus Notes) Setting message options
Delivery Receipt is not supported.
Page 31 (Page 34 Lotus Notes and Microsoft Outlook) Personal distribution lists
Personal Distribution lists are not supported.
Page 37 (Page 40 Lotus Notes and Page 39 Microsoft Outlook) Linking to My CallPilot
Linking to My CallPilot is not supported.
Copyright
umadd N0027223 04.00
1-800-4 NORTEL
www.nortel.com
© Nortel Networks Limited 2005
All rights reserved.
i
CallPilot Desktop Messaging User Guide
for Microsoft Outlook
Product releases: 2.5
Document release: Standard 1.0
Date: October 2003
Copyright © 2003, Nortel Networks Nortel Networks, All Rights Reserved
Information is subject to change without notice. Nortel Networks reserves the right to make
changes in design or components as progress in engineering and manufacturing may
warrant.
The process of transmitting data and call messaging between CallPilot and its servers,
switches or system is proprietary to Nortel Networks. Any other use of the data and the
transmission process is a violation of the user license unless specifically authorized in
writing by Nortel Networks prior to such use. Violations of the license by alternative usage of
any portion of this process or the related hardware constitutes grounds for an immediate
termination of the license and Nortel Networks reserves the right to seek all allowable
remedies for such breach.
Nortel Networks and third-party trademarks appear on the following pages:
ii
Nortel Networks, the Nortel Networks logo, the Globemark, and Unified Networks, BNR,
CallPilot, DMS, DMS-100, DMS-250, DMS-MTX, DMS-SCP, DPN, Dualmode, Helmsman,
IVR, MAP, Meridian, Meridian 1, Meridian Link, Meridian Mail, Norstar, SL-1, SL-100,
Succession, Supernode, Symposium, Telesis, and Unity are trademarks of Nortel Networks.
3COM is a trademark of 3Com Corporation.
ACCENT is a trademark of Accent Software International Ltd.
ADOBE is a trademark of Adobe Systems Incorporated.
AMDEK is a trademark of Amdek Corporation.
AT&T is a trademark of American Telephone and Telegraph Corporation.
ATLAS is a trademark of Quantum Corporation.
ATRIA is a trademark of Pure Atria Corporation.
BLACKBERRY is a trademark of Research in Motion Limited.
CASEWARE is a trademark of Caseware International, Inc.
CONTINUUS is a trademark of Continuus Software Corporation.
CRYSTAL REPORTS is a trademark of Seagate Software Inc.
DEFINITY is a trademark of Avaya Inc.
DIALOGIC, INTEL and VOICEBRIDGE are trademarks of Intel Corporation.
DIVX is a trademark of DivXNetworks, Inc.
EUDORA and QUALCOMM are trademarks of Qualcomm, Inc.
eTrust and InoculateIT are trademarks of Computer Associates Think Inc.
DIRECTX, EXCHANGE.NET, FRONTPAGE, INTERNET EXPLORER, LINKEXCHANGE,
MICROSOFT, MICROSOFT EXCHANGE SERVER, MS-DOS, NETMEETING, OUTLOOK,
POWERPOINT, VISUAL STUDIO, WINDOWS, WINDOWS MEDIA, and WINDOWS NT are
trademarks of Microsoft Corporation.
GROUPWISE and NOVELL are trademarks of Novell Inc.
HITACHI is a trademark of Hitachi Limited.
LOGITECH is a trademark of Logitech, Inc.
LUCENT is a trademark of Lucent Technologies, Inc.
MATRA is a trademark of Matra Hachette.
MCAFFEE and NETSHIELD are trademarks of McAfee Associates, Inc.
MYLEX is a trademark of Mylex Corporation.
NET2PHONE is a trademark of Net2Phone, Inc.
NETOPIA is a trademark of Netopia, Inc.
NETSCAPE COMMUNICATOR is a trademark of Netscape Communications Corporation.
NOTES is a trademark of Lotus Development Corporation.
NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation.
POWERQUEST is a trademark of PowerQuest Corporation.
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PROMARK and RHOBOT are trademarks of DMI Promark, Inc.
QUICKTIME is a trademark of Apple Computer, In.
RADISYS is a trademark of Radisys Corporation.
ROLM is a trademark of Siemens ROLM Communications Inc.
SLR4, SLR5, and TANDBERG are trademarks of Tandberg Data ASA.
SONY is a trademark of Sony Corporation.
SYBASE is a trademark of Sybase, Inc.
TEAC is a trademark of TEAC Corporation.
UNIX is a trademark of X/Open Company Limited.
US ROBOTICS, the US ROBOTICS logo, and SPORTSTER are trademarks of US
Robotics.
WINAMP is a trademark of Nullsoft, Inc.
WINRUNNER is a trademark of Mercury Interactive Corporation.
WINZIP is a trademark of Nico Mark Computing, Inc.
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Contents
Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Logging in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Working with your CallPilot messages . . . . . . . . . . . . . . . . . . . . .10
Playing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Viewing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Composing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Composing fax and text messages . . . . . . . . . . . . . . . . . . . . . . .14
Creating and sending fax batch messages . . . . . . . . . . . . . . . . .15
Using custom fax Cover Pages . . . . . . . . . . . . . . . . . . . . . . . . . .22
Calling the sender of a message . . . . . . . . . . . . . . . . . . . . . . . . .27
Forwarding and replying to messages . . . . . . . . . . . . . . . . . . . . .27
Adding attachments to messages . . . . . . . . . . . . . . . . . . . . . . . .28
Setting message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Addressing messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Personal distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Changing your mailbox settings . . . . . . . . . . . . . . . . . . . . . . . . . .35
Changing mail delivery settings . . . . . . . . . . . . . . . . . . . . . . . . . .36
Changing your address book settings . . . . . . . . . . . . . . . . . . . . .37
Changing audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Linking to My CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Working offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
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Welcome to CallPilot
CallPilot from Nortel Networks is an advanced business communications
system that offers exceptional flexibility for managing your messaging
needs.
You can work with CallPilot from your telephone or your computer.
Desktop Messaging gives you access to your CallPilot mailbox through
your Microsoft Outlook e-mail. Here are some of the many ways you can
use CallPilot with your e-mail:
Listen to voice messages.
View and print fax messages.
Record and send voice messages.
Create and send fax messages, including batch faxes.
Forward and reply to voice and fax messages.
Call the sender of a message.
Add message options such as urgent and private.
Add voice, fax, or text file attachments to messages.
Create personal distribution lists.
Change your CallPilot password.
Access web-based My CallPilot to view user information
and change your feature settings.
Some features mentioned in this guide may not be available for your
CallPilot mailbox. For details, refer to the Feature availability topic in the
Desktop Messaging online Help, or ask your administrator.
7
Getting started
About this guide
This user guide describes how to use CallPilot with your Microsoft Outlook e-mail.
The instructions and screen images shown in this guide provide general information for
using CallPilot with your e-mail. Specific details may vary depending on your
computer’s operating system, the version of Outlook you are using, and the features
available for your CallPilot mailbox.
For further assistance in using CallPilot, refer to the Desktop Messaging online Help.
What you need
Before you start to use CallPilot, your administrator ensures that your e-mail account is
correctly configured for CallPilot. Your computer must be set up according to the
following requirements:
CallPilot Player to play and record voice messages
Nortel Fax Driver to create faxes
Microsoft Outlook 98 or 2000 (SR-2) in corporate mode, or Microsoft Outlook
2002 (SR-2) groupware e-mail clients
Windows 98 SE, Windows 2000 Professional, or Windows XP
Monitor with 256-color 800 x 600 capability
15 Mbytes of free disk space to install software
Sound card and speakers for playing voice messages on your computer
A microphone connected to your computer, or a telephone situated near your
computer, for recording voice messages
A LAN (Ethernet), ISDN, ADSL, or dial-up modem connection to the CallPilot
server for accessing CallPilot messages
Internet Explorer 5.x and 6.x, or Netscape 6.2x and above, to access My CallPilot
8
Logging in
When you log in to your e-mail, you can log in to CallPilot at the same time.
To log in from Microsoft Outlook
1 Open your Microsoft Outlook
e-mail. The CallPilot Logon
dialog box appears.
2 In Mailbox, type or select your
mailbox number.
3 In Password, type your CallPilot
password.
4 Check Remember password if
you want CallPilot to log in
automatically.
5 Click OK.
Note: Do not leave the Remember password box checked on a shared computer.
To log out
When you exit Microsoft Outlook, you automatically log out from CallPilot.
Remote login
You can log in to your mailbox from any computer that has CallPilot installed and
configured in the same way as your office computer. For example, you can use a
computer set up for guest access, or your home computer with a dial-up connection to
the server.
9
Working with your CallPilot messages
When you open your e-mail with CallPilot installed, your CallPilot messages appear in
the CallPilot Message Store. The Message Store contains folders for your CallPilot
Inbox, Outbox, Sent Items, and Deleted Items.
Your CallPilot Inbox
CallPilot
Message Store
New message
Urgent
message
Attached files
voice, fax, text
To check for new messages
The CallPilot message waiting indicator on your screen turns red when you have
a new message. To turn the indicator on or off, see Changing mail delivery
settings, page 39. New messages appear in bold.
To open a message
To open a CallPilot message, double-click anywhere on the message line. See Playing
voice messages, page 11, and Viewing fax messages, page 12.
To delete a message
To delete a CallPilot message in your Inbox, click on the message to select it,
then click the Delete icon on the toolbar. You can also click the Delete icon in an
open CallPilot message. The deleted message moves to the Deleted Items
folder. When you log out or click Exit from Outlook, your CallPilot messages in the
Deleted Items folder are immediately deleted without confirmation.
To organize your messages
To organize your messages, you can create new CallPilot folders in the CallPilot
Message Store, and move or copy your messages to these folders. You can access
these message when you log in by telephone or through My CallPilot.
Call the sender
Compose new
message
Message was
opened by the
recipient
Message was
received
10
Playing voice messages
When you open a voice-only message, the CallPilot Player appears. In mixed
voice and fax or text messages, click the Voice icon to open the CallPilot Player.
To select your telephone or computer to play voice messages
You can choose to play your voice messages from your telephone or your computer. To
change from one to the other, or to change the telephone number that CallPilot dials,
see Changing audio settings, page 42. You can also click the Telephone or Computer
icon on the CallPilot Player to change the setting.
To play a message from your telephone
1 To play a voice message when your telephone is selected for playback, double-
click the message in your CallPilot Inbox and answer your telephone when it rings.
2 Use the buttons on the CallPilot Player to play or stop the message, go backward
and forward, and call the sender.
3 When you are finished, hang up and close the message.
To play a message from your computer
1 To play a voice message when your computer is selected for playback, double-
click the message in your CallPilot Inbox. The message plays through your
computer’s speakers or your headphones.
2 Use the buttons on the CallPilot Player to play or stop the message, go backward
and forward, adjust the volume and speed, and call the sender.
3 When you are finished, close the message.
Position in
message
Play/
Re-play
Stop
Play messages
from telephone
Play messages
from computer
Adjust
volume
Go to start/
Skip back
Go to end/
Skip forward
Adjust
speed
Close
message
Open
next or
previous
message
Forward
Reply to All
Reply
Delete
message
Status
Disconnect
Call the
sender
11
Viewing fax messages
Note: In order to receive faxes, your CallPilot administrator must enable fax
capability for your mailbox.
To view a fax message
1 Double-click a fax message in your CallPilot Inbox. When you open a fax-only
message, the fax image appears right away. In mixed voice and fax or text
messages, click the Fax icon to view the fax.
2 While viewing the fax, you can enlarge or reduce the image, rotate or move it,
print it, delete it, save it, add a voice annotation to the saved file, forward it and
reply to it.
3 When you are finished, close the message.
Print
Delete
message
Select part of
image
Drag/scroll
image
Close
message
Open
next or
previous
message
Forward
Reply to All
Reply
Change page
views
Go to next or
previous page
Rotate left
Rotate right
Zoom in
Zoom out
12
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