Nortel Networks CallPilot Desktop Messaging User Manual

C a l l P i l o t

Release 4.0 - Standard 1.02

Desktop Messaging User Guide

for My CallPilot

CallPilot Desktop Messaging User Guide for My CallPilot

Product releases: 4.0 Document release: Standard 1.02 Date: July 2005

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:

*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.

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.

How to get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Welcome to My CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Logging in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

CallPilot Messages tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Playing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Viewing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Composing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Composing fax and text messages . . . . . . . . . . . . . . . . . . . . . . .25

Calling the sender of a message . . . . . . . . . . . . . . . . . . . . . . . . .27

Forwarding and replying to messages . . . . . . . . . . . . . . . . . . . . .30

Adding attachments to messages . . . . . . . . . . . . . . . . . . . . . . . .31

Setting message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Addressing messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

CallPilot Features tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Setting up message notification . . . . . . . . . . . . . . . . . . . . . . . . . .41

Setting Up Message Forwarding . . . . . . . . . . . . . . . . . . . . . . . . .42

Managing personal distribution lists . . . . . . . . . . . . . . . . . . . . . . .47

Changing your CallPilot password . . . . . . . . . . . . . . . . . . . . . . . .48

Changing your telephone options . . . . . . . . . . . . . . . . . . . . . . . .49

Setting up telephone access to e-mail . . . . . . . . . . . . . . . . . . . . .51

Changing fax printing options . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Setting up links to your e-mail accounts . . . . . . . . . . . . . . . . . . .53

Setting messaging preferences . . . . . . . . . . . . . . . . . . . . . . . . . .57

Choosing a home page for My CallPilot . . . . . . . . . . . . . . . . . . . .59

E-mail tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Useful Information tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Protecting the security of your mailbox . . . . . . . . . . . . . . . . . . . .62

Appendix A: Remote Text Notification for Microsoft Outlook and

BlackBerry Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71

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 (1-800-466-7865).

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.

Welcome to My CallPilot

My CallPilot* from Nortel is a web-based business communications system that offers exceptional flexibility for managing your messaging needs.

You can work with My CallPilot from any computer that has Internet access and a web browser configured for My CallPilot. Here are some of the many ways you can use My CallPilot:

 Enable record, edit, and delete greetings.

 Configure the Message Forwarding Rule.

 Configure e-mail-by-phone.

 Configure mailbox link.

 View useful information about your mailbox.

 Receive, forward, reply to, and send voice messages, faxes,

and e-mails.

 Change the setup of your mailbox features.

 Change your CallPilot password.

 Create personal distribution lists.

 Set up remote notification to a telephone or pager.

 Set up text message notification for a wireless e-mail device.

See Appendix A for details.

Some features mentioned in this guide are options. For details, refer to the Feature availability topic in the CallPilot Player online Help, or ask your administrator.

NOTE: The screen images of dialog boxes shown in this guide are those displayed when operating My CallPilot in the Windows environment, unless otherwise specified. Users of the Macintosh or Linux environments may see altered versions of these dialog boxes, depending on specific feature and functionality support.

Getting started

About this guide

This user guide describes how to use the web-based resources of My CallPilot. The instructions and screen images shown in this guide provide general information for using My CallPilot through a web client. Specific details can vary, depending on your computer operating system and the features available for your CallPilot mailbox.

For further assistance, refer to the My CallPilot online Help.

What you need

You can access My CallPilot from any computer with Internet access and a web browser configured for My CallPilot. Before you start to use My CallPilot, ensure that the computer you are using is set up according to the following requirements:

Windows-based hardware and software

 Windows 2000 Professional, or Windows XP Professional  Windows Server 2003 Standard with IIS 6.0  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

 Sound card and speakers for playing voice messages on your computer  A microphone connected to your computer, or a telephone situated near your

computer, for recording voice messages

Macintosh-based hardware and software

 PowerPC G3 processor or newer (PowerPC G4 preferred)  Mac OS X, 9.0 or 9.1(preferred)  RedHat Linux 9 Operating System

Note: The Mac My CallPilot Web Client software is not designed for compatibility with Mac OS X. Although this version of the CallPilot application can run in OS 9.0 and 9.1 Compatibility mode, the CallPilot application may crash or behave erratically.

 Internet Explorer 5.1  QuickTime version 4.0  AppleScript version 1.3  TCP/IP network connection of at least 56 Kbit/s  MacOS-supported sound output device (speakers)  MacOS-supported sound input device (microphones)

Note: The type of microphone to use depends on the type of Macintosh the user has, and a microphone designed for a Windows-based PC often does not work. Some older PowerPC Macs require a PlainTalk microphone, or similar. The system administrator should verify that the user has a working microphone and speaker setup before installing My CallPilot.

Linux-based software

 Red Hat Linux 9

 Mozilla 1.7x browser  Audacity 1.2.x, Gnome Sound recorder 2.x, and Krecord 1.1 audio applications

Peripheral hardware and software

 Video display and monitor with 8-bit (256-color) 800 x 600 capability (1024 x 768

16-bit color preferred)

 Nortel Fax Driver and CallPilot Desktop Messaging to create faxes  CallPilot Player to play and record voice messages. An embedded version of the

CallPilot Player (shown in this guide) may appear in your inbox and voice messages. (For required settings, see Setting messaging preferences, on page

57.) Some Windows-based systems and all Macintosh systems do not display the embedded player. If not, you are be prompted to download the CallPilot Player. If you are on a Windows-based platform and are only playing messages, not recording, you can use the Microsoft Windows Media Player, or another WAVcompatible media player. These players do not function in exactly the same way as the CallPilot Player described in this guide.

 LAN (Ethernet), ISDN, ADSL, or dial-up modem connection to the CallPilot

server for accessing CallPilot messages

To download audio players

You need an audio player to play and record voice messages. The first time you log in to My CallPilot, My CallPilot checks to see that an audio player is installed. If one is not installed, you are prompted to download the CallPilot Player. Follow the instructions to start the download and installation process. If you need to re-install a player at a later time:

1 Click Downloads on the CallPilot Features main page.

Select the CallPilot Player or other audio player from the list. The various

downloadable players are shown below.

The Windows downloadable CallPilot Player

The Macintosh downloadable CallPilot Player with QuickTime 4.0

The Macintosh downloadable CallPilot Player with QuickTime 5.0

For the Linux environment, the following record and playback applications are supported:

Audacity 1.2.x

Gnome Sound Recorder 2.x

Krecord 1.1

Other audio applications may work but are not supported.

Logging in

Your administrator provides you with the URL for My CallPilot. Bookmark this address in your web browser for easy access.

To log in to My CallPilot

1 In your web browser, navigate to the My CallPilot address. 2 On the Welcome page, in Mailbox, type your mailbox number. This is usually

your office telephone extension number.

3 In Password, type your CallPilot password. 4 Click Login.

Note:

Users of Windows Server 2003 with IIS 6.0 can use Windows 2003 as a client to log in and use My CallPilot.

To change to another server

If you have a mailbox on another CallPilot server, you can log in to that server from My CallPilot. Click Configure, type the server details, then click OK. When you log in again from the same computer, CallPilot accesses the new server. To change back to your default server, click Configure, then click Restore Default.

To change to another language

If language buttons are available on your My CallPilot log in page, you can click one to change from your default language to another language.

To log in using secure login

If the Enable Secure Login link is available on your login page, click the Enable Secure Login to enable SSL encryption. The Login Securely button appears. Bookmark the

link for future log in.

To log in remotely

You can log in to My CallPilot from any computer that has Internet access and supported browser configuration. You can use the pre-installed audio player for voice messages, or you can download the CallPilot Player for full feature capability.

Do not check the Remember Password box on a shared computer.

The Login Securely link appears if SSL encryption is enabled.

To lo g ou t

To log out from My CallPilot, click Logout on any My CallPilot page.

Logging in to environments with multiple CallPilot servers

My CallPilot has enhanced support for environments that have multiple CallPilot servers. If this applies to your situation, a drop-down menu containing multiple CallPilot servers appears in the Log in page.

Selecting a server from this list allows you to select (and log in to) your CallPilot server without needing to know any of your server-specific settings (beyond your mailbox and password).

This feature is implemented as simple text-based file (cpserverlist) that an administrator can create using the My CallPilot Administration Utility.

CallPilot Messages tab

To access your CallPilot messages, click the CallPilot Messages tab. You can access voice messages and view faxes, delete, forward, and reply to messages, and compose new messages.

Your Message List

Messages tab

Attachments:

Voi ce

Te xt

To check for new messages

To see new messages, click Refresh. New messages appear in Bold.

You can sort your mailbox message list through the Read/Unread, Priority, and Subject columns, as well as the From and Received columns.

The messages are sorted by simply clicking on the column headings.

Note: Only the messages currently displayed are sorted, which may not be the entire message list.

To open a message

To open a CallPilot message, click the voice, fax, or text icon in the Attachments column beside the message, or click any underlined part of the message line. See Playing voice messages, on page 18, and Viewing fax messages, on page 20.

To select a message

To select a CallPilot message, check the box at the far left of the message line. When a message is selected, you can delete, forward, or reply to it.

Use the embedded CallPilot Player, if available, to play and record voice messages

To delete a message

To delete a CallPilot message, select the message and click Delete or Delete Now. If you click Delete, the message is permanently deleted when you log out. If you click Delete Now, all selected messages are permanently deleted immediately.

To select your telephone or computer to play and record voice messages

You can choose to play and record voice messages through your telephone or your computer. Click the Telephone or Computer icon in the embedded or downloaded CallPilot Player. (To record and play messages using the telephone, you must have a properly configured firewall, or no firewall between you and the web server.)

See Setting messaging preferences, on page 57, to change the audio setting and the number that CallPilot dials for playing and recording messages.

Playing voice messages

Before playing voice messages, see To select your telephone or computer to play and record voice messages, on page 17.

To play a voice message the quick way (Windows only)

Use the embedded CallPilot Player, if available, to play your voice messages quickly. (The player appears in your Message List if the Attachments column appears, and if you select VBK as your audio setting. See Setting messaging preferences, on page 57. Note that the player can also play WAV format audio files.)

1 In your Message List, click the Voice (Play) icon in the Attachments column.

When the audio controller window appears (Windows version shown below), press the Play button if playing does not start automatically.

Embedded Windows CallPilot Player

Controls on other audio players vary

2 If you selected Computer for playback, the audio player plays your message

from your computer’s speakers. If you selected Telephone for playback, your telephone rings and plays the message when you answer.

3 Use the player buttons to stop, re-play, or call the sender. The slider control on

the player permits positioning within a recording. Note that the volume level and the play rate (speed) cannot be adjusted when using the embedded player.

4 Click Disconnect or hang up the telephone when you are finished.

Play/Re-play Stop Disconnect Call Sender

Play messages from computer or telephone

To play a voice message in a mixed voice, fax, or text message

In a mixed voice, fax, or text message, open the message to select each part.

1 In your Message List, click any underlined part of the message to open it. 2 In the open message, click the Voi ce icon. The audio player opens. 3 If you selected Computer for playback, the audio player plays your message

from your computer’s speakers. If you selected Telephone for playback, your telephone rings and plays the message when you answer.

4 Use the player buttons to stop/pause, re-play, or call the sender (Windows only).

Other controls on the player also permit absolute positioning within a recording, volume level adjustment, altering the play rate (speed), and disconnecting (hanging up).

Note: On the Macintosh CallPilot Player, there is no Stop button. When you click the Play button, play begins and the Play button then becomes the Pause button. In addition, the audio control commands can be accessed through the Audio menu of the Macintosh CallPilot Player.

5 Click the Disconnect (Windows) or Hang Up (Mac) button, or hang up the

telephone when you are finished. Click Message List to return to your messages.

Return to

messages

Reply to,

forward, or

delete this

message

Note for Linux users:

Linux users can view and play (through any WAV player) their CallPilot messages in the Mozilla browser. However, there is no VBK playback or recording. Users can see their text and listen to audio messages using the WAV audio format.

Viewing fax messages

To view faxes on your computer, you must have ImageMaker or other imaging software installed on your Windows-based computer. For Macintosh users, the CallPilot Player application is used to view faxes. In addition, your CallPilot administrator must enable fax capability for your mailbox in order for you to receive faxes.

To view a fax message

1 In your Message List, click the Fax icon beside the message, or click any

underlined part of the message that you want to view.

2 The image may display right away, or if the Open/Save dialog box appears,

select Open to display the image. The fax can then be scaled to its normal (printed page) size, to an enlarged view that still fits on typical displays, to a maximum size where every pixel is visible, or to a view where a fax page is made to fit the current window size. The fax document may also be rotated to 90, 180, or 270 (-90) degrees.

3 When you have finished, close the fax image to return to your messages.

Note: If you use Windows imaging software other than ImageMaker or if you work on a Macintosh, the appearance of the fax message may differ from the one shown. In addition, some of the controls seen here, such as Zoom in and Zoom out, may not be available.

Change page

Rotate

Fit width

Zoom in/out

In the Macintosh CallPilot Player, the control commands are accessed through the Fax menu.

Note: Nortel Player is not provided for Macintosh OS X.

Composing voice messages

You can compose a message that is any combination of voice, fax, or text. To record voice messages, use the embedded or the downloaded CallPilot Player.

Allow User to send voice messages to non-CallPilot recipients

(for CallPilot server release 3.0 and above)

The system administrator has control over the distribution of CallPilot voice messages outside of the organization. Allow user to send voice message to non-CallPilot recipients - if the system administrator leaves this option unchecked, the user is unable to save or forward audio attachments or voice messages to non-CallPilot recipients.

Note: If the user attempts to forward a voice message to a non-CallPilot recipient using Microsoft Outlook, standard e-mail form, the operation appears to have functioned properly. The recipient of the message only receives the VBK header. The audio data is not sent, and the message cannot be played.

If Allow user to send voice messages to non-CallPilot recipients is unselected (not checked) you are not able to forward voice messages to non-CallPilot addresses. However, you are still able to forward voice message to CallPilot addresses.

Note: If Allow user to send voice messages to non-CallPilot recipients is unselected (not checked) the user is not blocked from forwarding voice messages to an external e-mail account if they are using Internet IMAP clients (Outlook Express, Eudora, or Netscape Messenger).

+ 50 hidden pages