TM
C a l l P i l o t
Release 4.0 - Standard 1.05
Desktop Messaging User Guide
for Internet Clients
Updates to the
Desktop Messaging User Guides
Internet Clients
Page 9 Call the sender of a message
Call the sender of a message is not supported.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To
support the Instant Messaging feature, the Contact Sender option must be available.
Page 9 Access web-based My CallPilot to view information and change your feature
settings
My CallPilot is not supported. In its place, access to the web-based Mailbox Manager is
supported. The My CallPilot field is replaced with the URL for Mailbox Manager.
The Internet mail clients supported are:
• Microsoft Outlook 2007
• Microsoft Outlook 2000
• Microsoft Outlook 2002 (XP)
• Microsoft Outlook 2003
• Window Mail (Vista)
Unified Messaging on BCM supports the following Thin Clients:
• Citrix Metaframe Presentation 4.0 Windows 2003 Server (All editions)
• Citrix Metaframe XP on Windows 2000 Server (All editions) and Windows 2003
Server
• Citrix Metaframe Presentation Server 3.0 on Windows 2003 Server
CallPilot Desktop Messaging does not support Outlook and GroupWise on the same
computer.
Page 10 What you need
BCM supported browsers are IE5, IE6, and IE7.
BCM supports Windows Vista Business, Windows Vista Ultimate, and Windows Vista
Enterprise. Both 32-bit and 64-bit versions of Windows Vista are supported.
Page 13 CallPilot Player
The Call the sender button is not available.
Contact Sender is not supported.
Page 38 Addressing messages
The Address Book functionality does not function in the same manner as in GroupWise.
Page 56 Linking to My CallPilot
Linking to My CallPilot is not supported. In its place, access to the web-based Mailbox
Business Communications Manager & CallPilot 100/150
Manager is supported. The My CallPilot field is replaced with the URL for Mailbox Manager.
Outlook, Lotus Notes, GroupWise
Page 9 Contact sender of a message
Call the sender of a message is not supported.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To support the Instant
Messaging feature, the Contact Sender option must be available.
Page 9 Access web-based My CallPilot to view information and change your feature settings
My CallPilot is not supported. In its place, access to the web-based Mailbox Manager is supported. The My
CallPilot field is replaced with the URL for Mailbox Manager.
Page 10 About this guide
The groupware e-mail clients that are supported are:
• Lotus Notes - 6.0, 6.5, 7.0
• Novell GroupWise - 6.5, 7.0, 7.0.1
• Microsoft Outlook - 2000, 2002 (XP), 2003, 2007
Unified Messaging on BCM supports the following Thin Clients:
• Citrix Metaframe Presentation 4.0 Windows 2003 Server (All editions)
• Citrix Metaframe XP on Windows 2000 Server (All editions) and Windows 2003 Server
• Citrix Metaframe Presentation Server 3.0 on Windows 2003 Server
Page 10 What you need
BCM supported browsers are IE5, IE6, and IE7.
BCM supports Windows Vista Business, Windows Vista Ultimate, and Windows Vista Enterprise. Both 32-bit
and 64-bit versions of Windows Vista are supported.
Page 13 (Page 12 Lotus Notes) CallPilot Player
The Call the sender button is not available.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To support the Instant
Messaging feature, the Contact Sender option must be available.
Page 13 (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 18 (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 Using custom fax Cover Pages
Auto Cover Sheet is not supported.
Page 34 (Page 28 Lotus Notes) Calling the sender of a message
Calling the sender of a message is not supported.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To support the Instant
Messaging feature, the Contact Sender option must be available.
Page 35 (Page 29 Lotus Notes) Setting message options
Delivery Receipt is not supported.
Page 38 E-mail addresses versus Fax/Telephone numbers
The CallPilot Desktop client always attempts to find a CallPilot e-mail address or address information from
Frequent Contacts and other Novell Personal Address books. If the e-mail address field is empty, CallPilot scans
the recipient for phone and fax numbers. To send faxes, all other phone number fields must be empty.
Page 45 (Page 34 Lotus Notes and Microsoft Outlook) Personal distribution lists
Distribution Lists (BDL, SDL, PDL) are not supported.
Page 55 Changing audio settings
Admin Restriction of Audio Device is not supported.
Page 56 (Page 40 Lotus Notes and Page 39 Microsoft Outlook) Linking to My CallPilot
My CallPilot is not supported. In its place, access to the web-based Mailbox Manager is supported. The My
CallPilot field is replaced with the URL for Mailbox Manager.
Page 56 Note:
CallPilot Player is actually in reference to the Audio Player. Go to Start>Programs>Nortel>CallPilot>Audio
Player.
Copyright
NN40090-107 02.01
Standard
1-800-4 NORTEL
www.nortel.com
© Nortel Networks Limited August 2008
All rights reserved.
CallPilot Desktop Messaging User Guide
for Internet Clients
Document number: 555-7101-425
Product release: 4.0
Document release: Standard 1.05
Date: October 2006
Copyright © 2006 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:
2
*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.
3
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.
4
Contents
How to get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Logging in to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Working with your CallPilot messages . . . . . . . . . . . . . . . . . . . . .12
Playing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Viewing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Composing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Composing fax and text messages . . . . . . . . . . . . . . . . . . . . . . .16
Creating and sending fax batch messages . . . . . . . . . . . . . . . . .17
Using fax cover pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Addressing messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Message Forwarding Rule feature . . . . . . . . . . . . . . . . . . . . . . . .28
Changing your mailbox settings . . . . . . . . . . . . . . . . . . . . . . . . . .29
Changing audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Using My CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
5
6
How to get Help
This section explains how to get help for Nortel products and services.
Getting Help from the Nortel Web site
The best way to get technical support for Nortel products is from the Nortel Technical
Support Web site:
http://www.nortel.com/support
This site provides quick access to software, documentation, bulletins, and tools to
address issues with Nortel products. More specifically, the site enables you to:
download software, documentation, and product bulletins
search the Technical Support Web site and the Nortel Knowledge Base for
answers to technical issues
sign up for automatic notification of new software and documentation for Nortel
equipment
open and manage technical support cases
Getting Help over the phone from a Nortel Solutions Center
If you don’t find the information you require on the Nortel Technical Support Web site,
and have a Nortel support contract, you can also get help over the phone from a Nortel
Solutions Center.
In North America, call 1-800-4NORTEL (1-800-466-7835).
Outside North America, go to the following Web site to obtain the phone number for
your region:
http://www.nortel.com/callus
Getting Help from a specialist by using an Express Routing Code
To access some Nortel Technical Solutions Centers, you can use an Express Routing
Code (ERC) to quickly route your call to a specialist in your Nortel product or service. To
locate the ERC for your product or service, go to:
http://www.nortel.com/erc
Getting Help through a Nortel distributor or reseller
If you purchased a service contract for your Nortel product from a distributor or
authorized reseller, contact the technical support staff for that distributor or reseller.
7
8
Welcome to CallPilot
CallPilot* from Nortel 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 Internet e-mail client. 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.
Contact 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.
9
Getting started
About this guide
This user guide is an overview of how to use CallPilot with your Internet 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 for each e-mail application.
For further assistance in using CallPilot, refer to the online Help in the CallPilot Player.
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
Outlook Express 6.0, Outlook 2000, 2002XP, 2003 (nternet Mail mode), Netscape
Messenger 6.2, 7.0, 7.1, 7.2, or Qualcomm Eudora Pro Email 6.0 and 6.1
Windows 2000 Professional, or Windows XP Professional
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
Microphone connected to your computer, or a telephone situated near your
computer, for recording voice messages
LAN (Ethernet), ISDN, ADSL, or dial-up modem connection to the CallPilot
server for accessing CallPilot messages
Internet Explorer 6.0; Netscape 6.2, 7.0, 7.1, 7.2; or Mozilla 1.7.x and Mozilla
FireFox 1.0 on RedHat Linux 9 Operating System to access My CallPilot
10
Logging in to CallPilot
When you log in to your e-mail, you can log in to CallPilot at the same time.
1 Open your Internet e-mail. You
see a CallPilot Logon/
Password dialog box similar to
the example shown.
2 If required, type your User
Name/Mailbox Number.
3 In Password, type your
CallPilot password.
4 Click OK.
Note: Do not leave the Remember password box checked on a shared computer.
To change your password the first time you log in
Your administrator can give you a password and tell you to change the password, before
you log in through your Internet e-mail. To do this, log in to CallPilot from the telephone
or log in to My CallPilot on your computer.
After your first login, you can change your password from the CallPilot Player. See To
change your CallPilot password, page 30.
To lo g ou t
When you exit your e-mail application, you automatically log out of 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.
11
Working with your CallPilot messages
When you open your e-mail with CallPilot installed, your CallPilot messages appear in
your Inbox. You can open, move, copy, delete, forward, and reply to CallPilot messages,
and compose new CallPilot messages, in the same way as your e-mail messages.
Your CallPilot messages
To open a message
To open a CallPilot message, double-click anywhere on the message line, then doubleclick the voice or fax icon to open the attachment. See Playing voice messages, page
13, and Viewing fax messages, page 14.
To delete a message
Delete CallPilot messages the same way as your e-mail messages. You can delete a
CallPilot message in your Inbox or in an open message.
Note: Due to a limitation in Netscape Mail, any message you delete will be deleted
permanently.
12
Playing voice messages
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 the setting, or to change the telephone number that CallPilot dials, see
Changing audio settings, page 31. You can also click the Telephone or Computer icon
on the CallPilot Player to change the setting.
To play a voice message
1 Double-click the message in your Inbox, then double-click the Voic e icon
in the open message. The CallPilot Player appears.
2 Listen to the message, using the buttons on the CallPilot Player to play, stop, and
re-play the message, and to go backward and forward. You can adjust the volume
and speed if you are using your computer for playback. You can call the sender
from your telephone.
3 You can print, delete, save, forward, and reply, the same as an e-mail.
4 When you are finished, hang up the telephone if you used the telephone, close
the CallPilot Player, and close the open message.
To save a voice message as a file to use later
1 In an open message, right-click a voice icon, then click Save as...
2 In the File name box, type a name for the file, select a folder to keep the file in,
then click Save.
13
Viewing fax messages
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 Inbox, then double-click the fax attachment.
2 While viewing the fax, you can enlarge or reduce the image, rotate or move, print,
delete, save, forward, and reply to the fax.
3 When you are finished, close the message.
14
Composing voice messages
To compose and send a CallPilot voice message, you record a message and save the
message as a file, then attach the file to a new message and send it. You can also save
the file to send later.
To record a voice message and save the message as a file
1 Open the CallPilot Player, and click the red Record button.
2 Record your message.
If you are recording from the computer, record your message into the
microphone. Click Stop to end the recording. Click Play to review it. To add to the
recording, click Record, speak again, then click Stop.
If you are recording from the telephone, answer when the telephone rings. At the
tone, record your message. Click Stop to end the recording. Click Play to review
it.
Hang up the telephone.
3 On the File menu, click Save As..., and type a name for the file. Save the file as a
.vbk file. Click Save.
Playback slider
Play
Stop
Record
Record from
telephone
Record from
computer
Adjust
volume
Go to start/
Skip back
Go to end/
Skip forward
Adjust
speed
To send a voice message
1 Open a new message form.
2 Add a voice file as an attachment, or type text.
3 Address and send the message the same way as an e-mail.
Note: Insure that rich text format (RTF) format is selected in your email client, if plain
text is selected the message delivery may fail
15
Composing fax and text messages
To create a fax, your CallPilot mailbox must have fax capability, and your computer must
have Desktop Messaging installed. CallPilot recipients of your fax must also have fax
capability to view the fax on their computer. E-mail recipients do not require specific fax
capability. If your recipients access their messages from their telephone, they can view
the fax only by printing it. You can also send your fax to a fax machine.
To create and save a fax file
1 Open the document that you want to fax.The document must be no greater than
8.5 in. (21.5 cm) in width.
2 On the File menu, click Print.
3 From the list of printers, select Nortel Fax, then click Print or OK.
4 In the Compose Fax dialog box, click Save As.
5 Type a name for the file and browse to select a folder to save the file in. Save the
file as a .tif file. Click Save.
6 In Compose Fax, click Exit.
File name
Send fax
options
Cover page
option selection
Save to send
later
View before
sending
Delete before
sending
Change order
of files to be
faxed (if there is
more than one
file)
For information on the use of cover pages in your fax, refer to the Using fax cover pages
section on page 24.
To send a single fax or text message
1 In a new message form, add a fax file as an attachment, or type text. Fax files
must be in .tif format.
2 Address and send the message the same way as an e-mail.
16
Creating and sending fax batch messages
To send customized CallPilot fax messages to multiple recipients you can use Microsoft
Word Mail Merge, and send your print job to the Nortel Fax Batch printer. You must be
familiar with Microsoft Word Mail Merge functionality to use this feature. Consult your
Microsoft Word documentation. Note that the CallPilot Fax Batch feature is only
available to CallPilot Desktop and Web users who install the Nortel Fax Batch Print
Driver.
To use Mail Merge with CallPilot, you need your main document (the file you want to
send to your recipients) and a data source document that contains recipient information
such as names and fax numbers.
Your CallPilot Desktop Messaging installation includes a sample Microsoft Word data
source named Data.doc and a sample Microsoft Word main document named
Sample.doc. Each of these are examined below to explain the batch fax procedure.
Accessing and modifying the example Data source document
The Data.doc file consists of a Microsoft Word table, organized in columns, with one row
for each recipient. The following column headers exist in the sample: ToFax, ToName,
DelReceipt, DelType, ToCompany, and ToPhone. These column headers can be
modified and deleted and new columns can be added. The column header names
serve as tags, which can be inserted into the main document, to customize the fax for
each recipient, or to direct CallPilot how to handle the fax.
1 Go to \Program Files\Nortel\CallPilot\fax directory and open the Data.doc file.
17
2 Add new columns or subtract existing ones, as required. For new columns, chose
a meaningful column header name.
3 Add the required data under each column header. The data source can be
created by any means available to populate a Microsoft Word table, including
importing information from existing files.
If you edit the recipient list using the Mail Merge utility (that is, click Edit in the Data
source section of the Microsoft Mail Merge Helper), the Data Form window opens
and lists all the entries from the data source table. You can add, delete, modify and
search for records in this window. Any column headers that you added or modified
in the data source file automatically appear in this window. Note that the ToF ax text
box is the only mandatory field for CallPilot.
The following parameters and characters are supported in the To Fax text box:
Maximum supported length for the fax phone number is 120 characters.
Numbers 0 through 9 are supported.
Uppercase and lowercase P and the comma is used when a pause is
necessary.
The Pound sign (#) is supported.
Common phone number symbols, such as left and right parentheses and
the dash, are supported.
Spaces are supported.
When placed before a CallPilot mailbox number, to designate the mailbox
address, the M is not case-sensitive.
The other fields are optional and are used to customize the fax or to direct CallPilot
how to handle it. Three specific CallPilot fields and their parameters are:
ToName: This is the fax recipient’s name and can be up to 256 characters in
length.
DelReceipt: You can use this tag to receive a Delivery Receipt in the form of
a CallPilot message in your CallPilot mailbox, when the fax is delivered to
the recipient. If the DelReceipt text box is set to 1, then a delivery receipt is
generated. If DelReceipt is set to 0, a delivery receipt is not generated for
that recipient. If the DelReceipt text box is empty, or the field is not in
Data.doc, then no delivery receipt is generated.
DelType: This text box is used to set a delivery priority for each recipient. If
the DelType text box is set to 0 or is left empty (or if DelType Text Box is not
present in your Data.doc), the message is tagged for Normal delivery. If
DelType is set to 1, then the message is tagged for Economy delivery. If
DelType is set to 2, then the message is tagged for Urgent delivery.
Messages sent to non-CallPilot recipients with the Delivery Type set to
Economy is delivered on a schedule defined by the CallPilot server for
Economy delivery. Note that messages sent to CallPilot mailboxes is not
affected by the Economy designation and is sent as Normal messages.
Transmission of messages tagged as Normal or Urgent is gin immediately.
Urgent messages display the Urgent icon when displayed from My CallPilot
18
or a Desktop Messaging client and a voice prompt identifies the message as
Urgent from the CallPilot telephone interface. Messages sent Urgent are
treated as Normal when they are sent to non-CallPilot addresses.
4 Once the table has been updated, save all changes. You normally supply a
unique name for your data file here, however; for the remainder of these
procedures, the name Data.doc is used.
5 Close the document. The Data.doc file can now be used as a data source by
Microsoft Mail Merge.
Accessing and modifying the example Main document
The Sample.doc file is an example of a Microsoft Word main document.
1 From the \Program Files\Nortel\CallPilot\fax directory, open Sample.doc in
Microsoft Word.
This document contains tagged fields corresponding to those in the example Data.doc
file. You can use this as a template for your own fax or for practice purposes. If you
modify the column header names in Data.doc, you must modify them in your main
document as well.
First page
The first page of the main document is a special page and does not become part of the
final fax. Sample.doc is installed with the first page setup correctly.
The purpose of this page is to provide a location to map information in the data source
19
to each customized fax document. To signal CallPilot that this as a Fax Batch file, and to
prevent this page from becoming part of the fax, two special control codes must be
present on the first page:
$SOJ$ Start of Job, signals the fax driver to start processing, and
can be placed anywhere on the first page.
/zz Start this page, prevents the first page from becoming part of the fax
message, and can be placed anywhere on the first page.
The CallPilot Desktop software retrieves the Fax Number from the first page of the
document. Additionally, CallPilot Desktop software retrieves the Recipient Name, the
Delivery Receipt, and the Delivery Type, if they exist on the first page.
/tp Fax Number, is used to address the message. This text box is
required.
/dr Delivery Receipt, is turned on or off for each recipient. This text
box is optional.
/tn Name of Recipient, is used to identify the record in the Nortel Fax
Batch Status dialog if the fax number is either missing or invalid.
This text box is optional.
/dt Delivery Type, is used to mark messages for Normal, Economy or
Urgent delivery. This text box is optional.
To complete the page, the Fax Number column header (that is, <<ToFax>) must be
inserted after the /tp control using the Mail Merge insert function. Also, the Delivery
Receipt column header (that is, <<DelReceipt>>) can be inserted after the /dr control,
the Name of Recipient text box (that is, <<ToName>>) can be inserted after the /tn
control, and the Delivery Type text box (that is, <<DelType>>) can be inserted after the /
dt control.
Note: all Fax Batch controls are case sensitive.
As an advanced fax addressing feature, users can also modify all data in a single
column, without actually modifying the data source file. For example, if an existing data
source table contains fax numbers for a large number of recipients, but the external
access number 9 is missing, this number can be added to all fax numbers by modifying
the control on the first page of the document as follows:
/tp9<<ToFax>>
In this example, a 9 is added to the beginning of each phone number during fax batch
processing. The data source remains unchanged, and can be used from a different
location that does not require a 9 for external access.
Second page
Once the data source document and the first page of the main document are created,
you can begin to customize your fax.
Note: The page must be equal to, or less than 8.5 inches in width.
20
You can use all of the data source column header tags to customize the document. The
following is an example using the Sample.doc file:
In this example, the document is customized for each recipient. Data source column
headers are inserted into the document using the Microsoft Word Mail Merge utility
Insert function. After the main document is customized, the document is ready to be
merged with the information in the Data.doc file. Consult your Microsoft Word Mail
Merge help for more details on inserting data source text boxes into the document.
Merging data from the Data Source into the Main Document
When you are ready to merge data from the data source file into your main document:
1 Start Mail Merge from the Microsoft Word Too ls menu. Depending on which
version of Microsoft Word you are using, Mail Merge is under different menu
headings.
a. In the Office XP version, select Tools> Letters and Mailings> Mail Merge
Wizard.
b. In Office 2000 select Tools> Mail Merge.
2 Verify that Sample.doc is currently selected as the main document, and that
Data.doc is currently selected as the data source.
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3 Select Merge to Printer and then select the Nortel Fax Batch driver from the
Print dialog box that appears.
Note: Ensure that Microsoft Word is not set up to print pages in reverse order.
4 Click OK in the Print dialog box to initiate the batch fax process.
When the document is merged, data values from the data source file are merged into
the main document at the appropriate tag positions and a separate fax TIF file for each
recipient is created. CallPilot Desktop software addresses and transfers the fax files to
the server. The CallPilot server is responsible for sending the fax to the recipients.
Once the process starts, the Print Status dialog box appears. The page number
increases incrementally as each page is converted to a TIF file. Since the first page is
skipped, this page is not included in the count. For example, if a three-page fax is sent
to ten recipients, the dialog box displays "Printing page 1," "Printing page 2," and
continues up to "Printing page 20." Only 20 pages are printed, because the first page of
each document is skipped.
Problems that occur while creating the fax images, or with the fax addresses, are
displayed in a separate Nortel Fax Batch Status dialog box:
Problems, such as a missing fax address or an unsupported fax address format, are
checked. However, problems such as a wrong fax number is not identified, provided the
number is in a valid format. A wrong fax number, however, results in the sending of a
non-Delivery receipt to the user's CallPilot mailbox by the CallPilot server.
When you click the OK button, the batch process ends, and no faxes are sent. You must
fix the fax addresses, and resubmit the job.
If all faxes and addresses are created properly, a dialog box appears while the faxes are
being addressed and transferred to the CallPilot Server. The Nortel Fax Batch Status
dialog box indicates the status of the batch job. If you press Cancel in this dialog box
before the job is completed, another dialog box appears, asking you to confirm the
cancellation. If you select Yes, all temporary files are deleted, and the process ends.
However, all faxes that are already transferred to the CallPilot server are sent.
If a problem occurs while transferring the fax, a dialog box similar to the following
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appears:
If you select Yes, an attempt is made to resend the fax to the server. If you select No, the
current fax is skipped, and processing begins on the next fax in the list. The skipped fax
is not sent. If you select Cancel, another dialog box appears, asking you to confirm the
cancellation. If you choose Yes, all temporary files are deleted, and the process ends.
Any faxes already transferred to the CallPilot server are sent. If you choose No, the
failure dialog box shown above is displayed again, allowing you to make a different
choice.
A confirmation dialog box appears once all faxes have been submitted to the server.
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Using fax cover pages
Callpilot DM Internet clients can choose to include a cover page with their faxes. The
server administrator typically designs and manages these cover pages. The user simply
chooses the desired style of cover page (if more than one is available).
Cover pages created with these tools include the following information:
From Information: Title Name Department Company
Phone number Fax number
To Information: Title Name Department Company
Phone number Fax number
Number of Pages
Sent Date & Time
A Cover Sheet Memo section
Nortel Fax Printer Driver form
You can use the Nortel Fax Printer form to send a fax message using either a CallPilot
Desktop messaging client (such as Microsoft Outlook Express) or the QuickFax feature.
QuickFax allows you to send a fax directly from the print dialog box. If you choose to
send your fax using a CallPilot Desktop Messaging client, the cover page is available
from the CallPilot Custom form
f you choose to send your fax to a specific destination (for example, a fax machine), the
Cover page text box becomes active and lets you browse for a cover page and select
one from the drop-down list. You can then modify the cover page contents. You can also
choose not to include a cover page by selecting the No cover page option from the Use
fax cover page drop-down list.
Note that you can also include a Subject line here. The Subject line information appears
in the e-mail portion of the fax, but not on the hard copy of the fax.
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Modify and Preview cover page
You can preview the current cover page and modify its contents by clicking the Modify
button in the Nortel Fax Printer driver window.
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Click on Preview to view the current state of the cover page.
The first time you access this page, CallPilot Desktop Messaging attempts to fill in the
From section using information from the registry. Desktop Messaging remembers the
data that you entered into this section, and automatically complete those text boxes the
next time you use this page. Although the From information is automatically populated
from the registry, you can still change it.
In the To section, the Fax text box is always read-only. CallPilot populates the Fax field
using address information from the Fax driver forms. The Name text box is left empty for
you to complete.
CallPilot Desktop Messaging computes the number of pages (including the cover page)
and enters this information in the Pages field.
The Sent field uses the current time and date by default. This field is also editable.
The Memo section is populated from the Memo section of the Modify cover page form.
Note: The maximum length of the Memo text box is 2500 characters. The maximum
length of the other cover page text boxes is 30 characters.
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Addressing messages
To address a message from an Address Book
You can address a CallPilot message from the CallPilot Address Book on the server, or
from the e-mail Address Book on your computer or on the server. Address CallPilot
messages the same way as your e-mail messages.
The CallPilot Address Book on the server is maintained by your organization, and
contains the addresses of the CallPilot users and distribution lists that you are
allowed to use. You cannot edit this list.
If you maintain a personal Address Book of e-mail addresses, you can add
CallPilot addresses to this list.
To add CallPilot addresses to your personal Address Book
If you have an e-mail personal Address Book on your computer, you can add CallPilot
addresses and distribution lists to it. Add CallPilot addresses the same way as e-mail
addresses. You may want to distinguish between CallPilot and e-mail addresses by
adding CallPilot after the recipient’s name.
To address a message manually
You can type an address directly into the To text box of a new message.
Required format for a CallPilot E-mail address
If you choose to enter a CallPilot addresses in the E-mail text box, the address must be
entered in the following format:
XXXXYYYY@ZZZZ
Where:
XXXX = SMTP/VPIM prefix
YYYY = CallPilot Mailbox number
ZZZZ = CallPilot Server FQDN (server and domain)
For example, suppose CallPilot server “na42349” in the domain “us.nortel.com” with
VPIM/SMTP prefix “1952897” contains mailbox “7404”. Then the CallPilot address for
that mailbox would be:
19528977404@na42349.us.nortel.com
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Message Forwarding Rule feature
The Message Forwarding Rule can be configured by the system administrator or by the
My CallPilot user. The Message Forwarding Rule feature enables you to automatically
forward some or all of your CallPilot messages to an address configured by the system
administrator. The user must enable the Message Forwarding Rule. If a message
cannot be delivered the Message Forwarding Rule is disabled. Once the user receives
notice of the undeliverable message, the Message Forwarding Rule, must again be
enabled.
Users receive messages forwarded to CallPilot accounts within their configured
CallPilot e-mail client. The forwarded message are accessible from the CallPilot
Telephone user interface or from the desktop.
Note: In order to enable or disable Message Forwarding Rule from the desktop client
interface you use your account information in the Address Book advanced section
and not an anonymous log on.
Note: If the Exchange 6.5 server is used for outgoing SMTP messages, messages
are not marked as Read when they are opened by the recipient because the Read
Receipt does not get sent back to CallPilot. You should either use Forwarded by
this Service option or turn off Mark original message as Read option when
configuring Message Forwarding Rules.
IMAP Clients
Users can access their IMAP client from a Windows, Macintosh or Linux computer. The
IMAP client can be used to access CallPilot messages directly by connecting to a
CallPilot server or to a third party e-mail server. Forwarded CallPilot messages are
displayed with e-mail icons, and the standard e-mail form associated with their e-mail
client are used to display the message. Windows and Macintosh 9.0, 9.1 users have
the option of installing the CallPilot player and receiving their messages in VBK format.
Note that not all e-mail servers support Read Receipt. Read Receipt is required to
support the "Mark original message as read when Forwarded message is opened by
recipient" selection. So, if the e-mail server does not support Read Receipt, then the
user should choose one of the other options to mark original message as read.
Note also that not all Linux fax viewing applications support viewing multiple pages.
Some popular programs that are pre-installed with Red Hat 9.0 that do not work include
"The Gimp", "gThumb", "Eye of Gnome", "GQView", and "Ghostview."
There are at least three relatively popular Linux utilities that do support viewing multipage faxes. They are:
mgetty-viewfax
Image Magick
The fax viewer component of KDE (aka "KFax")
For the Macintosh, the built in fax viewer for Mac 9.x can only display the first page of a
fax. The built in fax viewer for Mac X can display all pages of the fax.
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Changing your mailbox settings
To view or change your CallPilot access settings
Your administrator enters the default CallPilot access information for you. You can
change these settings if required. Refer to the online Help in the CallPilot Player for
detailed explanation.
1 On the CallPilot Player, select View > Options.
2 Click the General tab to display your current access settings.
Uncheck Remember Password if you are using a shared computer.
3 Make any changes required, then click OK.
When you click on the Advanced button, you see the following dialog box, here you
can change an IMAP port or specify SSL.
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To change your CallPilot password
This is the same password that you use from the telephone.
1 Repeat steps 1 and 2 above,
then click Change Password.
2 In the Old password text box,
type your current password.
3 In the New password text box,
type your new password.
4 In the Retype new text box,
type your new password again.
5 Click OK to save the change.
6 Click OK to exit the General
settings.
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Changing audio settings
To change the audio device and volume
You can play and record your messages from your telephone or your computer.
1 On the CallPilot Player, select View > Options.
2 Click the Audio tab to display the current Audio settings.
3 In Device, click Telephone if you want to play and record your voice messages
from your telephone. Make sure the correct telephone number appears.
Or, click Computer if you want to play and record your voice messages through
your computer’s speakers and microphone.
4 In Vol ume, check the two Vol um e check boxes if you want to coordinate your
CallPilot volume settings with your computer’s speaker and microphone volumes.
5 If you want a reminder to check these settings before playing or recording voice
messages, check Confirm settings...
6 Click OK.
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Using My CallPilot
If the web-based resources of My CallPilot are available for your mailbox, your
administrator provides you with the URL. For more information on My CallPilot, refer to
the My CallPilot User Guide.
To view or change your CallPilot feature settings
1 In My CallPilot, click the CallPilot Features tab.
2 Select any feature and make changes to your setup as required. Any changes
you make to a feature go into effect immediately whether you use CallPilot from
your computer or from your telephone.
To view user information
In My CallPilot, click the Useful Information tab to view online user information
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specific to your mailbox.
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Document information
CallPilot Desktop Messaging User Guide
for Internet Clients
Copyright © 2006 Nortel Networks. All Rights Reserved.
Information is subject to change without notice. Nortel Networks
reserves the right to make changes in design or components as
progress in engineering and manufacturing may warrant.
This user guide is distributed in soft copy only.
Document number: 555-7101-425
Product release: 4.0
Document issue: Standard 1.05
Date: October 2006
To provide feedback or report a problem in this document, go to
www.nortel.com/documentfeedback.
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