Nortel CallPilot 2.0 User Manual

CallPilot.

TM

Release 2.0

Desktop Messaging User Guide

for Internet Clients

Updates to the
Desktop Messaging User Guides

Internet Clients

Page 3 Call the sender of a message

Call the sender of a message is not supported.

Page 4 About this guide

The internet mail clients that are supported are:

• Microsoft Outlook 98 (Corporate Mode)

• Microsoft Outlook 2000

• Microsoft Outlook 2002 (XP)

• Lotus Notes - 5.x and 6.x

• GroupWise - 6.x

Unified Messaging on Business Communications Manager also supports:

• Microsoft Outlook Express - 5.x

• Microsoft Outlook Express - 6.x

• Microsoft Outlook 98 (Internet Mail Mode)

• Microsoft Outlook 2000 (Internet Mail Mode)

• Microsoft Outlook 2002 (XP) (Internet Mail Mode)

• Netscape Messenger (Netscape Communicator) - 4.7x

• Netscape Messenger (Netscape Communicator) - 6.2x

• Netscape Messenger (Netscape Communicator) - 7.0x

• Qualcomm Eudora Pro - 5.x

Page 3

settings

My CallPilot is not supported.

Page 6 CallPilot Player

The Call the sender button is not available.

Page 10 Linking to My CallPilot

Linking to My CallPilot is not supported.

Page 11 Addressing messages

When you address messages from internet mail clients the open VPIM messaging format
described in the online help is not supported. To address messages to remote sites use the
format:

Access web-based My CallPilot to view user information and change your feature

<Remote SMTP/VPIM prefix><Remote Mailbox>@LocalCallPilotServer
For example: [e-mail]

Where 1416555 is the VPIM prefix of the remote site, 7171 is the mailbox on the remote site,
and CallPilot.MyOrg.com is the FQDN of the local CallPilot.

Business Communications Manager & CallPilot 100/150

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.

About viewing faxes

Imaging for Windows, which can be used as a fax viewer, is installed by default on Windows 95B, Windows 98,
Windows NT, and Windows 2000 operating systems. But if you use Windows XP, Imaging for Windows is not
included unless you have installed it. Ask your system administrator whether you have Imaging for Windows
installed on your system.

If you use a Windows XP system and you do not have Imaging for Windows installed, you can view faxes in the
default Windows XP fax viewer by double-clicking the fax. You can create one fax image at a time by using the
fax driver.

Outlook, Lotus Notes, Groupwise

Page 3 Call the sender of a message

Call the sender of a message is not supported.

Page 3

Access web-based My CallPilot to view user information and change your feature settings

My CallPilot is not supported.

Page 6 CallPilot Player

The Call the sender button is not available.

Page 10 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 11 Calling the sender of a message

Calling the sender of a message is not supported.

Page 12 Setting message options

Delivery Receipt is not supported.

Page 14 Personal distribution lists

Group Lists are the equivalent of Personal Distribution Lists. Group Lists can be created by the system
administrator only. Group Lists appear in the server address book with the letters "GL" after the group list name
and cannot be created from the telephone.

Page 19 Linking to My CallPilot

Linking to My CallPilot is not supported.

1-800-4 NORTEL

www.nortelnetworks.com

Printed in Canada

18 September 2003

Contents

Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Logging in to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Working with your CallPilot messages . . . . . . . . . . . . . . . . . . . . . .6

Playing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Viewing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Composing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Composing fax and text messages . . . . . . . . . . . . . . . . . . . . . . .10

Addressing messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Changing your mailbox settings . . . . . . . . . . . . . . . . . . . . . . . . . .12

Changing audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Using My CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

2

Welcome t o 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 Internet 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.
 Forward and reply to voice and fax messages.
 Call the sender of a message.
 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 CallPilot Player online Help, or ask your administrator.

3

Getting started

About this guide

This user guide is an overview of how to use CallPilot with your Internet e-mail.
The instruction s and scre en im ages sho wn i n th is guid e p rov ide g ener al i nformatio n f or

using CallPi lo t with your e-mail. Sp eci f ic d etails may va ry f or each e-mail applicati on .
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
follo w i ng re qu irements:

 CallPilot Player to play and record voice messages
 Microsoft Imaging for Windows or other imaging software to view faxes
 Nortel Fax Driver to create faxes
 Outlook Express 5.x and 6.x, Outlook 98 and 2000 SR2 (in Internet Mail mode),

Microsoft O u tlo ok 2 00 2 SR1 (for IMAP accounts), Netscape Messenger 6.2 and
later, or Qualcomm Eudor a Pro Em ai l 5 .x

 Windows 95 B, Windows 98 SE, Windows 2000 Professional, Windows XP, or

Windows NT4 SP6a

 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 mess ages

 A LAN (Ethernet) connection to the CallPilot server
 ISDN, ADSL, or dial-up modem connection for accessing CallPilot messages
 Internet Explorer 5.x and 6.x; or Netscape 6.2x and abov e , to acc ess My Call Pilot

4

Logging in to CallPilot

When yo u l og i n t o your e-mail, you c an l og in to Ca ll Pil ot at the same time.

1 Open your Internet e-mail. You

see a CallPilot Lo gon/Password
dialog box similar to the
example shown.

2 If required, type your User

Name/Mailbox Number.

3 In Pass wo rd, type y our Call Pilot

password.

4 Click OK.

Note: If the Remember password option is available, do not leave the box checked on a
shared c om pu te r.

To change your password the first time you log in

Your ad m in ist r at or may give you a password and tell you to c ha nge i t t he fi rs t time you
log in throu gh your Internet e-mail. To do th is, log in to CallPil ot f rom t he telephone or
log in to M y Cal lPilot on your computer.

After your first login, you can change your password from the CallPilot Play er. See To
change your CallPilot password, page 1 2.

To log out

When yo u exit your e-mai l application, you a uto m ati c al ly l og out from CallPilot .

Remote login

You can lo g in to y our ma ilbox from any comput er that ha s CallPi lot co nfigu red in the
same way as your off ic e c o mp ut er. For example, yo u c a n u s e a c om p ute r s et u p for
guest acce s s , or your home computer with a dial-up con ne ct io n.

5

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 compos e new CallPilot me ss ages, in the same way as y ou r e - m ai l me ss a ges.

Your CallPilot messages

To open a message

To open a Ca llPil ot me ssa ge , dou b le-c lic k a n ywh ere on the m ess age l ine , th en do ub le­click the voice or fax icon to open the attachment. See Playing voice messages, page
7, and Viewing fax messages, page 8.

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.

6

Playing voice messages

To select your telephone or computer to play voice messages

You ca n cho ose to play your voi ce m essag es f ro m y ou r tele phon e or y o ur co mput er. To
change the sett ing, or to chan ge the tel epho ne nu mber that CallP il ot dial s, see
Changing audio settings, pa ge 13. You can also c li ck the Telephone o r Co mp uter icon
on the CallPi lo t P layer to change t he s ett in g.

To play a voice message

1 Double-click the message in your Inbox, then double-click the voice icon

in the open message. The CallPilot Player appears.

2 Listen to the message , usi ng the b ut tons on the Ca llPilo t Pla y er to play , stop, and

re-play the message, and 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 it, close the CallPilot

Player, and close the open message.

Close
message

Play/

Re-play

Stop

Play messages

from telephone

Play messages

from computer

Adjust

volume

Go to start/
Skip back

Go to end/
Skip forwa rd

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.

Close Player

Status
Disconnect
Call the

sender

Adjust
speed

7

Viewing fax messages

To view faxes on your computer, you must have Imaging for Windows or othe r i m ag in g
software i ns ta ll ed on your computer. In addition, your CallPilot admini s tr ator must
enable fax capability for your mailb ox.

To view a fax message

1 Double-click a fax message in your Inbox, then double-click the Fax icon .
2 While viewing the fax, you can enlarge or reduce the image, rotate or move it,

print it, delete it, save it, forward it, and reply to it.

3 When you are finished, close the message.

Select part of

image

Drag/scroll

image

Change page
views

Go to next or
previous page

Rotate left
Rotate right

Zoom in
Zoom out

Note: If yo u a re us in g im ag in g software other tha n M i cro s oft Im a gi ng for Windows as
your default view er, the appear ance of the fax m es s age m ay differ f r om t hi s on e , and
you may not be able to use some of the controls shown here, such as Zoom in and
Zoom out.

8

Composing voice messages

To compose a nd se nd a Cal lPilo t v o ice me ssag e , y ou recor d a mes sag e and s a v e it as
a file, th en attach the file to a new message and se nd it. You can also save the file t o
send later.

To record a voice message and save it 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 . Clic k Sto p to end the reco rding. Clic k Play to review it. To add to the
recording, click Record, speak again, then click Stop.

 If you are recording f rom the teleph one, ans w er when it rings. At the ton e, record

your message. Click Stop to end the recording. Click Play to review it.
To add to the recording or re-record it, move the playback slider to the desired
position, click Record, speak again, then click Stop. Hang up the telephone.

3 On the File menu , c lick Save As .. .., and ty pe a nam e for the file. Sa ve it as a .vbk

file for CallPilot users, or as a .wav file for non-CallPilot users. Click Save.

Playback slider

Play

Stop

Record

Record from

telephone

Record from

computer

volume

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.

Adjust

Go to start/
Skip back

Go to end/
Skip forward

Adjust
speed

9

Composing fax and text messages

To create a f ax, you r Call Pilot m ailbo x must ha ve f ax ca pabili ty, and y our comput er mu st
have Desktop Messaging installed. CallPilot recipients of your fax must also have fax
capability to vie w th e f ax on their c ompu ter. E-mail recipients do not req uire s pecifi c f ax
capability. If y our rec ipie nts acce ss the ir messa ges f rom the ir tele phone , the y can vi e w
the fax o nl y by printing it. You can also send y ou r fax to a fax m achine.

To create and save a fax file

1 Open the document that yo u w ant to f ax. It m ust be 8.5 in. (21.5 cm) wide or less .
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 fi le and brows e to select a f olde r to sav e it in. Sa v e the file as

a .tif file. Click Save.

6 In Compose Fax, click Exit.

File name

Send fax

Send as an

attachment

Save to send

later

To send a fax or text message

1 In a new message form, add a fax file as an attachment, or type text. Fax files

must be .tif format.

2 Address and send the message the same way as an e-mail.

View before
sending

Delete before
sending

Change order
of files to be
faxed

10

Addressing messages

To address a message from an address book

You can a ddr ess a C all Pilot mess age from the Ca llPi lot Ad dress Book on th e serv er, 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 y o u 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 , y ou 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 recipie nt’ s na m e .

To address a message manually

You can ty pe an addre ss di rectl y in to the To field of a new mes sage . Re f e r to the onlin e
Help in the CallPilot Player for the correct addressing formats.

11

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 thes e s ett in gs i f re qu ired. Refer to the on li ne Help in the CallPilot Player for
detailed e xp lana tio n.

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.

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 Old password, type your

current password.

3 In New password, type your

new password.

4 In Validate password, type your

new password again.

5 Click OK to save the change.
6 Click OK to exit the General

settings.

12

Changing audio settings

To change the audio device and volume

You ca n pl ay 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 sp eakers and microphone.

4 In Volume, check the two Volume check boxes if you want to coordinate your

CallPilot volume settings with y our computer’s speake r a nd mi crophone volumes.

5 If you want a reminder to check these settings before play ing or recording voice

messages, check Confirm settings... .

6 Click OK.

13

Using My CallPilot

If the web-based resour ce s of My CallPi lot are a v ail ab le f o r yo ur mail bo x , y our
administr ator will provide y o u w ith t he U RL. For more information on My C a ll Pi lo t, r efer
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, clic k the Useful Inf ormation tab to vi e w o nl in e us er in f orm at io n s p ec ifi c
to your ma il box.

14

Document information

CallPilot Desktop Messaging
User Guide
for Internet Clients

Copyright © 2002 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.

Product release: 2.0
Document issue: Standard 1.0
Date: September 2002

15