Avaya Personal Call Manager User Guide

Part No. P0604633 01

Business Communications Manager

Personal Call Manager User Guide

recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must take full responsibility for their applications of any products specified in this document. The information in this document is proprietary to Nortel Networks NA Inc.

Trademarks

NORTEL NETWORKS is a trademark of Nortel Networks.

P0604633 01

Contents

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Text conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Acronyms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 1

Personal Call Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Using a handsfree telephone with Personal Call Manager . . . . . . . . . . . . . . . . . . . . . 11

About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Installing Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Starting Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Personal Call Manager icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Personal Call Manager task tray icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Personal Call Manager task tray menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Personal Call Manager window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Opening the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Components of the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Closing the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting up Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Defining the line used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Changing the dialing properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Defining long distance numbers in your area code . . . . . . . . . . . . . . . . . . . . . . . . 29

Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Making a call using the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Making a call using the task tray or Calls menu . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Making a call using the toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Redialing a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Menu bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Current Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Status bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

I am dialing from . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

I am in this country . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Area Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Use a calling card for long distance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Disable call waiting by dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

To access outside lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Dial using . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Business Communications Manager Personal Call Manager

4 Contents

Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Putting a call on hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Multiple calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Conferencing a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Returning a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Calling from the Quick Dial list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Knowing when someone is calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Knowing who is calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Displaying who is calling from the task tray . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Answering a call using the You Have a New Call dialog box . . . . . . . . . . . . . . . . . 36

Answering a call from the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Answering a call from the task tray or Calls menu . . . . . . . . . . . . . . . . . . . . . . . . 37

Accessing the Notes tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Putting a call on hold using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Putting a call on hold using the task tray or Calls menu . . . . . . . . . . . . . . . . . . . . 38

Answering a held call using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Answering a held call using the task tray or Calls menu . . . . . . . . . . . . . . . . . . . . 38

Switching between calls using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Switching between calls using the task tray and Call menus . . . . . . . . . . . . . . . . 39

Transferring a call without an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Transferring a call using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Transferring a call using the right mouse button . . . . . . . . . . . . . . . . . . . . . . . 40

Transferring a call using the task tray or Calls menu . . . . . . . . . . . . . . . . . . . 42

Transferring a call using the keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Transferring a call with an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Transferring a call with an announcement using the window . . . . . . . . . . . . . 44

Transferring a call with an announcement using the right mouse button . . . . 44

Transferring a call with an announcement using the task tray or Calls menu . 44

Creating a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Creating a conference using the Conference box . . . . . . . . . . . . . . . . . . . . . . 45

Creating a conference using the Calls box . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Creating a conference using the task tray or Calls menu . . . . . . . . . . . . . . . . 45

Putting conferences call on hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Putting the conference calls on hold using the window . . . . . . . . . . . . . . . . . 46

Putting conference calls on hold using the task tray or Calls menu . . . . . . . . 46

Taking a conference off hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Restoring a held conference using the window . . . . . . . . . . . . . . . . . . . . . . . 46

Restoring a held conference using the task tray or Calls menu . . . . . . . . . . . 46

Splitting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Splitting a conference using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Splitting a conference using the task tray or Calls menu . . . . . . . . . . . . . . . . 47

P0604633 01

Contents 5

Ending a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Ending a conference using the release button . . . . . . . . . . . . . . . . . . . . . . . . 48

Ending a conference using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Ending a conference using the keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Ending a conference using the task tray or Calls menu . . . . . . . . . . . . . . . . . 48

Ending a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Ending a call using the release button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Ending a call using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Ending a call using the task tray or Calls menu . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Ending a call using the keyboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Calling features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Do Not Disturb (DND) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Turning DND on or off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Calls Log Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Viewing the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Viewing the Incoming Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Viewing the Outgoing Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Updating the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Sorting the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Making a call from the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Printing call information from the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Deleting calls from the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Closing the Calls Log Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

The Tree View of the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

The List View portion of the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Adding a new contact to the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Address Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Adding a caller to the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Finding a contact in the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Editing the properties of a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Organizing the Address book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Copying a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Copying a contact using the linked copy method . . . . . . . . . . . . . . . . . . . . . . 69

Copying a contact using the template copy method . . . . . . . . . . . . . . . . . . . . 70

Moving a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Deleting a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Printing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Creating a new folder in the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Business Communications Manager Personal Call Manager

6 Contents

Quick Dials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Displaying the information about Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . 80

Synchronization with the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Accessing Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Personal Call Manager Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Quitting Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Removing Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Copying a folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Moving a folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Renaming a folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Deleting a folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Importing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Exporting Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Adding Quick Dials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Accessing context-sensitive Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Opening the Help contents screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Accessing the Tip of the Day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Turning the Tip of the Day off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Turning the Tip of the Day on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Changing the Search preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Changing the Startup Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Changing the Dialing Rule Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Changing the Caller’s Record Display Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

P0604633 01

Tables

Table 1 You Have a New Call descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Table 2 Copy Methods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Business Communications Manager Personal Call Manager

8 Tables

P0604633 01

Preface

Business Communications Manager Personal Call Manager is a TAPI-based application that provides an easy-to-use interface between your computer and your telephone. You use the telephone to speak with a caller. You can customize your Address Book and your calls. Basic functions that Personal Call Manager performs include making and answering calls, putting calls on hold, transfer calls, and making conference calls.

Before you begin

This guide is intended for users who wish to manage their own calls, and who have Personal Call Manager installed on their PC, which is registered with the Business Communications Manager server. This guide assumes that you have the following background:

• Working knowledge of the Windows operating system

• Some experience with windowing systems or graphical user interfaces (GUIs).

Text conventions

This guide uses the following text conventions:

bold Courier text

italic text Indicates new terms, book titles, and variables in command syntax

bold text indicates dialog boxes, buttons and menu options separator ( > ) Shows menu paths.

Indicates command names and options and text that you need to enter. Example: Use the Example: Enter

descriptions. Where a variable is two or more words, the words are connected by an underscore.

Example: If the command syntax is

show at <valid_route>, valid_route is one

variable and you substitute one value for it.

Example: Protocols > IP i dentifi es the IP o ption on th e Protocol s menu.

dinfo command.

show ip {alerts|routes}.

Business Communications Manager Personal Call Manager

10 Preface

Acronyms

This guide uses the following acronyms:

API Application Programming Interf ace CLID Calling Line Identification CTE Computer Telephony Engine CTI Computer Telephony Integration DND Do Not Disturb ERC Express Routing Code IP Internet Protocol O/S operating system PCM Personal Call Manager PIN Personal Identifica tion Number TAPI Telephony Application Programming Interface TSP TAPI Service Provider URL Uniform Resource Locator

P0604633 01

Chapter 1 Personal Call Manager

Business Communications Manager Personal Call Manager is a Telephony Application Programming Interface (TAPI)-based application that provides an easy to use computer interface for your telephone.

With Personal Call Manager you can:

• make calls

• redial telephone numbers

•return calls

•answer calls

• put calls on and off hold

• manage multiple calls

• transfer calls

• conference calls

• activate and de-activate Do Not Disturb

• call forward your telephone

Personal Call Manager also has an Address Book that allows you to store the names, addresses, and telephone numbers of your contacts on your computer where they are easy to find and use.

Using a handsfree telephone with Personal Call Manager

Personal Call Manager is a tool designed to accompany your telephone. It provides tools to make processing calls easier, but you must still use your telephone to speak with the caller. For this reason, we recommend that you use a te le phone eq uipped wi th hands free . When us ing a ha ndsfre e telephone, you can perform all of the Personal Call Manager functions without picking up the telephone handset.

About this guide

Personal Call Manager provides several ways to perform each task. Although this document describes all of the pos sib le method s, you only need to use one of the methods to per fo rm the tas k.

Business Communications Manager Personal Call Manager

12 Chapter 1 Personal Call Manager

Installing Personal Call Manager

Personal Call Manager must be installed on your computer before you can use it. The files required to inst all Per son al Call Manager are on th e Bus ine ss Communications Manager ba se unit.

To install Personal Call Manager:

1 Exit any Windows programs that are running. 2 On the Unified Manager front page, click on Install Client. The Client Install Application

page appears.

3 Click on Personal Call Manager. The Personal Call Manager page appears. 4 Click on Install Personal Call Manager. A file download window appears. 5 Select Save this program to disk and click OK. The SaveAs dialog appears. 6 Choose a location to save this file to. Click Save. The file begins downloading. 7 When the file is finished downloading, double-click on it. The install application begins. 8 Follow the on-screen instructions.

Note: The installation files for Personal Call Manager are no t deleted by th e installation

wizard. These files are stored in a folder named

C:\Program Files\Nortel Networks\ClientInstall\Personnal Call Manager.

You can delete the installation files as they are not needed by Personal Call Manager.

Starting Personal Call Manager

You can start Personal Call Manager from the shortcut icon on the desktop or from the Windows Start button.

To start Personal Call Manager from the shortcut icon:

1 Double-click .

To start Personal Call Manager using the Start button:

1 Click the Start button, point to Programs, point to Personal Call Manager and then click

Personal Call Manager.

The Personal Call Mana ger i ntrod uction sc reen appear s bri efly. The Personal Call Manag er icon is added to the task tray and task bar, and the Personal Call Manager window appears.

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Note: When you install Personal Call Manager, the shortcut icon is installed by default.

Personal Call Manager icons

When Personal Call Manager st arts up, two icons are added to the scr een : the taskbar icon and the task tray icon. These two icons have different tasks. The taskbar icon opens the Personal Call Manager window. The task tray icon gives you access to Personal Call Manager functions when you are using another program. The diagram below shows where these icons are located.

Chapter 1 Personal Call Manager 13

Taskbar icon

Task tray icon

Personal Call Manager task tray icon

The Personal Call Manager icon appears on the right side of the task tray.

When you move the mouse pointer over the Personal Call Manager icon, the number of current calls is displayed. The number displayed includes the active call, conference calls and calls on hold.

When you right-click the Person al Cal l Manager i con, a menu a ppears that allows you to exit from Personal Call Manager, set Personal Call Manager options, or open the Personal Call Manager window. The Personal Call Manager window provides access to additional features such as the Address Book.

When you click the Personal Call Manager icon, the task tray menu appears. From the task tray menu you can perform most basi c cal l fun ctions , such as maki ng and ans wering call s, put ting calls on hold, transferring calls and conferencing calls.

Personal Call Manager task tray menu

The Personal Call Manager t ask tra y menu is divi ded int o two main sect ions. The lower por tion of the menu contains the following call control options:

• Callers List - a list of the telephone numbers of the last ten calls

• Redial List - a list of the last ten telephone numbers you dialed

• Quick Dials - a group of telephone numbers you want quick access to

• Transfer - allows you to transfer the active call to another telephone

• Manual Dial - allows you t o call someone by entering their telephone number on the

computer keyboard

• DND - turns the Do Not Disturb feature on or off

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The upper portion of the menu contains the current calls. Each of these calls has an icon beside it to indicate the status of the call. If there are currently no calls, the upper portion of the menu does not appear.

Active Call Appears beside the call you are currently on.

Held Call Appears beside calls that are on hold. Any call that is not

active is on hold.

Conference Call Appears beside the two calls that you are connected to when

you are on a conference call.

Held Conference Appears beside conference calls that are on hold.

Ringing Appears beside calls that are ringing.

Personal Call Manager window

From the Personal Cal l Manager window you can pe rf orm all of the functi ons of t he Personal Call Manager task tray icon as well as access the Address Book, the Help files and Personal Call Manager setup.

Opening the window

When you start Personal Call Manager, the window appears. If you do not want the window to appear when you start Personal Call Manager, refer to “Changing the Startup Option” on page 84 When you change this option, the window is minimized to an icon on the taskbar when you start Personal Call Manager. You can also minimize the window at anytime by clicking the minimize button in the top right corner of the window.

To maximize the window:

• click the Personal Call Manager icon in the taskbar or

• right-cli ck the Person al Call Manag er icon in the t ask tray and cl ick Open.

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Chapter 1 Personal Call Manager 15

Components of the window

The Personal Call Manager window shows the following:

• the Menu bar

• the toolbar

• the address book

• the curre nt calls

• the status bar

All of these components, except the Menu bar, can be turned on or off to suit your needs.

Menu Bar Toolbar

Address Book

Current Calls

Status Bar

Tree View List ViewCalls box Conference box

Menu bar

The Menu bar shows the menus available from the window. From these menus you can access all of the features available from Personal Call Manager. The Menu bar is always visible on the window.

One of the menus on the Menu bar is the Calls menu. The items on the Calls menu are identical to the items on t he Personal Call Manager task tray menu.

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Toolbar

The toolbar contains several buttons that provide quick and easy access to Personal Call Manager functions.

Displaying the toolbar

To display the toolbar:

1 Click the View menu and then click Toolbar.

The toolbar toggles between being displayed and not being displayed. When the toolbar is set to be displayed, 4 appears beside the Toolbar menu item in the View menu.

Using the toolbar

The toolbar buttons provide access to commonly used features.

Up One Lev el Exits from the current direc tory and mo ves one level up in the contact

tree.

New Folder Adds a new folder to the Address Book.

New Contact Adds a new contact to the Address Book.

Cut Copies the selected fol der or cont act onto the clipboard and de letes it.

Copy Copies the selected folder or contact onto the clipboard.

Paste Copies the folder or contact stored on the clipboard to the selected

Properties Displays the Address Properties dialog box if a contact is selected or

Print Prints information about the currently selected contact.

Large Icons Displays the folders and contacts in the Address Book in large icons.

Small Icons Displays the folders and contacts in the Address Book in small icons.

List Displays the folders and contacts in the Address Book in small icons

Detail Displays the f olders and co ntacts in the Addres s Book in a report view

Find Perso n Displays the Search dialog box. The Search dialog box is used to fin d

Calls Log Displays the Calls Log Window. This window shows all of the calls

About Displays a dialog box containing information about the Personal Call

folder.

the Folder Property dialog box if a folder is selected.

If a folde r is selec ted, p rints information about al l of t he co nta cts in the folder.

organized in v ertical colum ns.

format. In this format the icon, first name, last name, telephone numbers, and email information of the contact appears.

a particular contact within the Address Book.

made or received while Personal Call Manager was operating.

Manager software such as the software version.

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Chapter 1 Personal Call Manager 17

Address Book

The Address Book is a list of all the contacts stored in Personal Call Manager. The Address Book consists of two parts:

• the Tree View which shows the structure of your folders

• the List View which shows the folders and contacts stored in the currently selected folder

For more information about the Address Book, refer to “Address Book” on page 55

Displaying the Address Book

To display the Address Book:

1 Click the View menu and then click Only Address Book to display only the Address Book.

1 Click the View menu and then click Both Address Book and Calls to display both the

Address Book and the Current Calls. The symbol • appears beside the current selection.

Current Calls

The Current Calls section of the screen shows which calls are active. The Current Calls section consists of two parts:

• the Calls box which shows the calls that are currently on your telephone

• the Conference box which shows the conference calls that are currently on your telephone.

Displaying the Current Calls

To display the Current Calls:

1 Click the View menu and then click Only Calls to display only the Current Calls.

1 Click the View menu and then click Both Address Book and Calls to display both the

Address Book and the Current Calls. The symbol • appears beside the current selection.

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Current Calls icons

There are se veral icons t hat are used in the Current C alls section. Each icon is used to represent a call. The icons also show the status of the calls.

Active Call Appears beside the call you are on.

Held Call Appears beside calls that are on hold. Any call that is not

Conference Call Appears beside the two calls that you are connected to when

Held Conference Appears beside conference calls that are on hold.

Ringing Appears beside the calls that are ringing.

active is on hold.

you are on a conference call.

Current Calls Too lbar

Above the Calls box and the Conference box are toolbars that you use to control the calls or change how the calls are displayed.

Manual Dial Displays the Dial dialog box. This dialog box allows you to call

Release Hangs up the selected call. If only there is only one call, that call is

Properties Displays the Notes tab of the Address Properties dialog box for the

Large Icons Displays the current calls or conference calls in large icons.

someone who is not in the Address Book.

automatically selected.

selected call. If the selected call is not in the Address book, a message appears asking if you want to add this caller.

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Small Icons Displays the current calls or conference calls in small icons.

List Displays the current calls or conference calls in small icons

organized in v ertical colum ns.

Detail Displays the current calls or conference calls in a report view format.

In this format the icon, caller’s name, telephone number and call duration appears. The duration is a running count of how many minutes the call has been connected.

Chapter 1 Personal Call Manager 19

Status bar

The Status bar is at the bottom of the screen and provides four information message areas:

• Help messages – Sh ows a h elp mes sage, if a vai labl e, for the area the mouse po int er is poi nting on. For example, if the pointer is on one of the buttons on the toolbar, the message describes what the button does.

• Line used – Identifies which telephone line is being used by Personal Call Manager.

• DND – The acronym DND appears if the Do Not Distur b (DND) fea ture is turned on for your telephone.

• Call Forward – Indicates if Call Forward is activated, and to which number your telephone is call forwarded.

Help messages Line used DND Call Forward

Displaying the Status bar

To display the Status bar:

1 Click the View menu and then click Status Ba r .

The Status bar toggles between being displayed and not being displayed. When the Status bar is set to be displayed, 4 appears beside the Status Bar menu item.

Closing the window

T o cl ose the wind ow, click the minimize button in the top ri ght cor ner of t he windo w. The window is minimized to an icon on the taskbar.

When you close the window, call control features are still available from the Personal Call Manager icon in the task tray.

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Setting up Personal Call Manager

Before you can use Personal Call Manager you must choose the TAPI line that will be used and define the dialing proper ti es.

Defining the line used

If there are several lines avail able, y ou can choo se which line Pe rsonal Call Mana ger uses to make calls. To choose a line:

1 Click the Tools menu and then click Dial Using.

The Choose a TAPI Line dialog box appears.

2 Click the TAPI Line list box. 3 Click the line Personal Call Manager uses. 4 Click the Address list box. 5 Click the address for the line you chose. 6 Click the OK button.

Note: When using the Business Communications Manager TSP, the name of the TAPI

line is the same as the extension name for your telephone.

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Chapter 1 Personal Call Manager 21

Changing the dialing properties

Note: The following description and screen are samples. The screen you see displayed

will contain similar informati on but the presen tation may v ary dependi ng on the ver sion of the Windows operating system you are using. Refer to the Windows documentation that came with your system f or further specification s.

You use the Dialing Properties to define where you are situated and what is required to dial from this location. To access dialing properties:

1 Click the Tools menu and then click Dialing Properties.

The Dialing Properties dialog box appears.

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From the Dialing Properties dialog box you can control these options:

• the location you are dialing from (I am dialing from)

• the country you are in (I am in this country)

• the area code you are dialing from (Area Code)

• if you are using a calling card (Use a calling card for long distance)

• the number used to disable Call Waiting (Disable call waiting by dialing)

• access to lines (To access an outside lines)

• the type of dialing system (Dial using)

I am dialing from

Use the I am dialing from list box to save different sets of dialing properties. You can use I am dialing from when you have a computer (such as a laptop) that you use at different locations. You can save the settings for the different locations under different names in the I am dialing from list box. You can then quickly change to the new settings when you switch locations.

For example, you can ha ve a laptop computer that you use at both the nor th and south locations. If the north and south locati ons have different dialing requirements (suc h as ca ll wait ing in the north but not in the south ), you can s et up t wo dif f erent sets of d iali ng pro per ties in t he I am dia ling from list box. Then, when you switch locations, you can change the dialing properties by changing the name that appears in the I am dialing from list box.

Creating a new location

When you create a new location, you are creating the name that is used to access the new set of dialing properties. After you create the location, any changes made to Dialing Properties dialog box are saved with this name.

To create a new location:

1 Click the New button.

A dialog box appears confirming that a new location was created.

2 Select the text in the I am dialing from list box. 3 Type the name of the new location. 4 Change the other parameters on the Dialing Properties dialog box to match the dialing

properties required for this location. These fields are described later in this section.

5 Click the Apply button to store the changes with the new location.

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Chapter 1 Personal Call Manager 23

Selecting a location

When you select a location, all of the dialing properties are changed to the settings that are stored for that location.

To select a location:

1 Click the button in the I am dialing from list box.

A list of locations appears.

2 Click the location you are currently at.

The dialing properties are changed to the setting stored for this location.

Deleting a location

When you no longer need a location, you can delete it from the list of locations.

To delete a location:

1 Click the button in the I am dialing from list box.

The list of locations appears.

2 Click the location you want to delete. 3 Click the Remove button.

A confirm deletion dialog box appears.

4 Click the Yes button.

I am in this country

This field defines the country of the you are currently in.

To select a country:

1 Click the I am in this country list box. 2 Scroll through the list of countries. 3 Click the country you are in.

Note: You can scroll quickly t hr ough t he list of countries by t yping the first few lett er s of

the country’s name. As you type, the list finds the country that matches the letters you type.

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Area Code

The Area Code box defines the area code you are currently in. Personal Call Manager uses the number in this field to determine if a call is a local call (to the sa me area code ) or a long distance call.

To enter an area code: 1 Select the characters in the Area Code box and type the area code. In some locations, the area code must al ways be adde d when dial ing a tel ephone nu mber. To make

Personal Call Manager include the area code, select the I always have to dial the area code before the phone number check box.

Dialing Rules

In some locations, calls within the same area code are considered long distance calls. These calls require the country code and area code (e.g. 1-403) to be added to the front of the telephone number before they are dialed.

The Dialing Rules feature allows you to define the prefixes (e.g. 222 calls in your area code.

To set the prefixes that are long distance: 1 Click the Dialing Rules button.

The Dialing Rules dialog box appears.

-xxxx) that are long distance

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Chapter 1 Personal Call Manager 25

To add a prefix that is considered long distance

1 Click the New button located in the top half of the dialog box.

The New Area Code and Prefix dialog box appears.

2 Type the prefix and click the OK button.

To delete a prefix that is considered long distance

1 Click the prefix you want to delete. 2 Click the Remove button.

To add a prefix that is considered local

1 Click the New button located in the bottom half of the dialog box.

The New Area Code and Prefix dialog box appears.

2 Type the prefix and click the OK button.

To delete a prefix that is considered local

1 Click the prefix you want to delete. 2 Click the Remove button.

Use a calling card for long distance

Select this check box if you want to use a calling card for long distance telephone numbers. The Calling Card button lets you define which calling card you are using.

To use a calling card:

1 Select the Use calling car d for long distance check box.

If you have previously set up a calling card, the settings for that calling card are used. If you have not set up a calling card, refer to “Setting up a calling card”.

To stop using a calling card:

1 Clear the Use calling card for long distance check box.

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Setting up a calling card

You must set up the calling card parameters before you can use a calling card. To set up a calling card:

1 Click the Calling Card button.

The Calling Card dialog box appears.

2 Click the list box at the top of the dialog box. 3 Scroll through the list to find the calling card you are using and then click the calling card.

Note: If the callin g card you are us ing is not on thi s list, re fer to “Addin g a cust om cal ling

card” on page 26.

4 In the Calling Card Phone Number box, type the calling card telephone number. 5 In the PIN number box, type the calling card PIN number. 6 Click the OK button.

Adding a custom calling card

The dialing parameters for some calling cards are already configured in Personal Call Manager and appear in the list of calling cards. If the calling card you are using is not on the list of cards, you must set up how to use your calling card.

To add a custom calling card: 1 Click the Calling Card button.

The Calling Card dialog box appears.

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Chapter 1 Personal Call Manager 27

2 Click the New button.

The Create New Calling Card dialog box appears.

3 Type the name of the calling card and click the OK button.

A message appears informing you that you must set up the dialing rules for the new calling card.

4 Click the OK button. 5 In the Calling Card Phone Number box, type the calling card number. 6 In the PIN number box, type your calling card PIN number. 7 Click the Long Distance Usage button.

A second Calling Card dialog box appears.

8 Click the first Dial list box and then click the first set of numbers that must be dialed. 9 Click the next Dial list box and then click the next set of numbers to be dialed.

Repeat step 9 until you have completed all of the steps needed to make a call using your calling card.

Note: Refer to the documentation that came with your calling card for the sequence of steps that are required with your card.

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10 When all of the required steps are added, click the OK button. 11 Click the International Usage button. 12 Repeat steps 8 to 11 to add the step s required to make an international cal l. 13 Click the OK button to return to the Dialing Pr oper ti es dialog box.

Disable call waiting by dialing

If call waiting is availab le for the curre nt location, use this field to define the numbers requi r ed to disable call waiting. Your telephony application uses these numbers to disable call waiting when required.

To enter the numbers required to disable call waiting:

1 Select the Disable call waiting by dialing check box.

2 From the Disable call waiting by dialing list box select the appropriate disable call waiting

code. If the appropriate code does not appear in the list, type the disable call waiting code in the list box.

To identify that call waiting is not used, clear the Disable call waiting by d ialing check box.

To access outside lines

There are two boxes for accessing outside lines. The first box is for the digits required to access local numbers and the second box is for the digits required to access long distance lines. These access numbers are required if you are using a line pool or call routing to make calls. These numbers are the same numbers you dial if you are making an outside call from your telephone.

If you do not dial an extra number (e.g. 9) when making a call from your telephone, leave these boxes blank.

To change the outside line access numbers:

1 In the for long distance box, type the number required to access an outside line for a long

distance call.

2 In the for local box, type the number required to access an outside line for a local call.

Dial using

Use these options to choose tone dialing signals or pulse dialing signals when making a call. To select pulse dialing, click the Pulse dial option. To select tone dialing, click the To ne dial option.

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Chapter 1 Personal Call Manager 29

Defining long distance numbers in your area code

The Toll Prefixes feature allows you to define the prefixes (e.g. 222 calls in your area code.

To define toll prefixes:

1 Click the Tools menu and then click Toll Prefixes.

The Toll Prefixes dialog box appears.

-xxxx) that are long distance

2 From the list of prefixes in the Local phone numbers select the prefix that requires an area

code added.

3 Click the Add-> button. 4 Repeat steps 3 and 4 for each prefix that requires an area code added.

Note: If you add a prefix to the Dial fi rst list that do es not require an area co de, remove it

by clicking the prefix and clicking the <-Remove button.

5 When you have finished moving all of the prefixes that require an area code, click the OK

button. The Toll Prefixes dialog box closes.

The Toll Prefixes feature is available only if the country you choose in the Dialing Properties dialog box has a country code of 1. For more information about dialing properties, refer to

“Changing the dialing properties” on page 21

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