Nortel CallPilot Desktop Messaging User Manual
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Nortel CallPilot Desktop Messaging User Manual

Nortel CallPilot Desktop Messaging User Manual

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C a l l P i l o t
TM
Release 4.0 - Standard 1.02
Desktop Messaging User Guide
for My CallPilot

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Summary of Contents for Nortel CallPilot Desktop Messaging

  • Page 1 C a l l P i l o t Release 4.0 - Standard 1.02 Desktop Messaging User Guide for My CallPilot...
  • Page 2 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.
  • Page 3 *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.
  • Page 4 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.

  • Page 5: Table Of Contents

    Changing your CallPilot password ......48 Changing your telephone options ......49 Setting up telephone access to e-mail .

  • Page 7: How To Get Help

    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.

  • Page 9: Welcome To My Callpilot

    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.

  • Page 10: Getting Started

    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)
  • Page 11 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.
  • Page 12 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...
  • Page 13 Krecord 1.1 Other audio applications may work but are not supported.

  • Page 14: Logging In

    To log in to My CallPilot In your web browser, navigate to the My CallPilot address. On the Welcome page, in Mailbox, type your mailbox number. This is usually your office telephone extension number. In Password, type your CallPilot password. Click Login.
  • Page 15 To log out 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.

  • Page 16: Callpilot Messages Tab

    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: Voice Text To check for new messages To see new messages, click Refresh.
  • Page 17 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.

  • Page 18: Playing Voice 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.
  • Page 19 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.

  • Page 20: Viewing Fax Messages

    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.
  • Page 21 In the Macintosh CallPilot Player, the control commands are accessed through the Fax menu. Note: Nortel Player is not provided for Macintosh OS X.

  • Page 22: Composing Voice Messages

    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.
  • Page 23 Add a subject description in the Subject text box. In the embedded or downloaded Windows CallPilot Player, select the Telephone or Computer icon. If you are using a Macintosh, select either Use Telephone or Use Macintosh from the CallPilot Player’s Audio menu.
  • Page 24 Click Play to review it. To add to the recording, click Record, speak again, then click Stop. Click Save Audio. If you are recording from the telephone, answer when the telephone rings. At the tone, record your message into the handset. Click Pause to pause the recording.

  • Page 25: Composing Fax And Text Messages

    Your CallPilot recipients must have fax capability to view your fax on their computer. 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.
  • Page 26 Compose Fax dialog box - Macintosh version 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. Note: If you chose to include a Subject line, the information in that text box is displayed in the e-mail portion of the fax.

  • Page 27: Calling The Sender Of A Message

    Calling the sender of a message You can respond to a message with a telephone call instead of a recorded message. My CallPilot includes a Call Sender button that appears in both the Message List and Open Message views. Clicking the Call Sender button calls the sender of the currently selected message, regardless of whether or not the message contains an audio attachment.
  • Page 28 server. Selecting an Address Book entry and clicking Directory Call extracts the entry's phone number. This phone number is then displayed in the Call Address Book entry dialog box. Note: The above dialog box appears if CallPilot Player is not installed on the client computer.
  • Page 29 Clicking on Call User causes your telset to ring. When you answer the call, My CallPilot calls the specified phone number. Note that the Restriction Permission List defined in CallPilot Manager is not checked before attempting to dial the digits. If the phone number is rejected by CallPilot or the switch, no error dialog box appears.

  • Page 30: Forwarding And Replying To Messages

    Forwarding and replying to messages You can forward a message, and compose an introduction to send with it. You can also compose a reply to the sender of a message, or to the sender and all recipients of a message. To forward or reply to a message In an open message, click Forward, Reply, or Reply All.

  • Page 31: Adding Attachments To Messages

    Adding attachments to messages Before sending a message, you can attach one or more voice, fax, or text files to it. Voice files can be either VBK or WAV format for both Windows and Macintosh CallPilot recipients. My CallPilot automatically converts VBK files to WAV files when sending to non-CallPilot users.

  • Page 32: Setting Message Options

    Setting message options Before sending a message, you can set options for handling and delivery. To set message options On a new message page, select Priority, Sensitivity, and Receipt options, as required. For Priority, select Low, High, or leave the setting as Normal. For Sensitivity, select Private, or leave the setting as Public.

  • Page 33: Addressing Messages

    Addressing messages You can address a CallPilot message in two ways: You can select a name from the CallPilot Address Book that is maintained by your organization on the server. The Address Book contains the addresses of the CallPilot users and shared distribution lists that you can use. You cannot edit this list.
  • Page 34 Click To. Searching External E-mail Address Books (LDAP databases) The LDAP text boxes you can specify for your e-mail account (refer to Setting up links to your e-mail accounts, on page 53) allow My CallPilot to search external LDAP databases, which in turn allows you to search for an e-mail address in your corporate Address Book.

  • Page 35: Callpilot Features Tab

    CallPilot Features tab Click the CallPilot Features tab to change the settings for your CallPilot features and telephone options, and to set preferences for web-based access. The main CallPilot Features page displays only the features that are available for you to...

  • Page 36: Greetings

    Greetings The Voice Greetings feature allows you to record and manage your voice greetings and personal verification from My CallPilot. Selecting the Greetings link loads the Greetings page. From this page, you can record, play, delete, and import voice greetings and personal verification. The Greeting page also shows the greeting status (recorded/not recorded) and allows you to assign expiry dates to a temporary greeting.
  • Page 37 Click the Edit button to activate a specific greeting. When activated, the greeting text is shown in a bold italic font. You can then use the embedded audio player to play the greeting, record a new greeting, or add to the greeting. You can record a greeting using your telset. Press the Save Greeting button to make the changes permanent.
  • Page 38 Recording a greeting Record a greeting using CallPilot stand-alone player or any other media applications that support WAV-PCM format as follows: Record a voice greeting or personal verification using the CallPilot Player. To use the telset, you must log into the CallPilot server. Save the recording as a WAV file.
  • Page 39 computer playback is available if only your telset is used. Since the player shares the same credentials with My CallPilot, no login to the CallPilot server is necessary. The only requirement is that you do not close the browser window while working with a greeting, or the recording could be lost.
  • Page 40 correctly identify you when leaving a voice message.

  • Page 41: Setting Up Message Notification

    Remote Notification to a telephone or pager. This type of remote notification can be set up and turned on or off from your telephone as well. You can set up two time periods for notification, and choose whether you want to be notified of all messages or urgent messages only.

  • Page 42: Setting Up Message Forwarding

    Setting Up Message Forwarding Clicking the Message Forwarding Rule link loads the Message Forwarding Rule page. This page provides the interface to: Create a rule Delete an existing rule Edit an existing rule Enable or disable a rule A rule must be enabled to be active. A new rule is enabled by default. A maximum of one rule per CallPilot mailbox is supported.
  • Page 43 The supported "Messages to forward" options are: All Messages (default selection) Voice Messages Fax/Text Messages The recipient can be either an E-mail (default) or CallPilot address. All Message Forwarding Rule options are supported for e-mail addresses. The options Convert voice to WAV-PCM and 'Opened by recipient' are not supported for CallPilot addresses. Also, the WAV PCM selection is grayed if Fax/Text Messages is selected.
  • Page 44 You can also create and address manually using the address creation dialogs. PDLS, SDLs, BDLs, telephone numbers and fax addresses are not accepted. Users wishing to forward CallPilot messages to a telephone number should use the CallPilot Remote Notification feature. Users wishing to forward incoming fax messages to a fax number should use the CallPilot Fax Printing feature.
  • Page 45 CallPilot mailboxes can be expressed as follows: LOCAL: <local VPIM prefix><mailbox>@<local FQDN> Open VPIM: VPIM=<VPIM shortcut><mailbox>/<remote FQDN>@<local FQDN> Remote Mailbox: <remote location VPIM prefix><mailbox>@<local FQDN> If a CallPilot address type other than a CallPilot mailbox or an Open VPIM address is entered, a warning dialog box is displayed when Save is selected from the Configure Message Forwarding Rule page.
  • Page 46 Player does need to be installed on the client, you are able to play CallPilot messages over both the telephone and computer speakers, speed up or slow down playback speed, and have a link to My CallPilot. Additionally, the VBK file is three to five times smaller than the same message transcoded to WAV, so the download time and network bandwidth requirements are lower.

  • Page 47: Managing Personal Distribution Lists

    You can create personal distribution lists in My CallPilot or on your telephone. These lists are stored for you in the CallPilot Address Book on the CallPilot server. You can access these lists from My CallPilot, Desktop Messaging, and your telephone.

  • Page 48: Changing Your Callpilot Password

    Changing your CallPilot password Your CallPilot password is the same password that you use to log in to CallPilot from the telephone. CallPilot requires that you change your password on a regular schedule set by your administrator. CallPilot prevents you from using some passwords if they are too short or too simple, or if you have used the same one recently.

  • Page 49: Changing Your Telephone Options

    Your administrator defines secure numbers for Autologin, such as your office or home telephone. When Autologin is turned on, you access your mailbox by dialing the CallPilot access number or pressing the message key at one of your defined Autologin numbers.
  • Page 50 Message Waiting Indicator Dialing Numbers (MWI DN) are assigned by the administrator. The mailbox subscriber is not allowed to change the numbers. However, the mailbox subscriber can see these MWI DNs in the Telephone Options section, and can enable or disable them individually. Only non-empty MWI DNs are displayed.

  • Page 51: Setting Up Telephone Access To E-Mail

    53. You can specify one of these e-mail accounts for telephone access so that you can check for new e-mail messages while logged in to CallPilot from your telephone. You can have the text content of any new e-mail messages read to you over the telephone.

  • Page 52: Changing Fax Printing Options

    Changing fax printing options If your CallPilot mailbox has fax messaging capability, you can receive a fax message in your mailbox and print the fax at a selected fax number. Set options for default fax number, Auto printing, and print cover page on the Fax Printing page. To change the default printer You must set a default fax number.

  • Page 53: Setting Up Links To Your E-Mail Accounts

    You can define up to five e-mail accounts. One of these accounts can be set up for access from your telephone. See Setting up telephone access to e-mail, on page 51. The selected account shows a check mark under Enabled for E-Mail By Phone.
  • Page 54 password in My CallPilot as well. To configure an external e-mail server My CallPilot supports various settings when configuring an external e-mail server. Some of these settings are configured in CallPilot Manager, while others are specified in My CallPilot. This allows My CallPilot to work correctly in situations where the user's corporate IMAP, SMTP and LDAP servers are on different hosts.
  • Page 55 On the Mailbox Links page, click Configure New Mailbox Link. The Configure New Mailbox Link page opens. Select your e-mail server from the drop-down list. To get this name, look in the account settings of your e-mail application, or ask your administrator. Type a name for this account to display on the tab.
  • Page 56 In the Directory service (LDAP) block, check the This server requires a user name and password logon box. Type your mailbox user name (the User ID of your e-mail account). Type the password for this e-mail account. Re-type the password for this e-mail account to verify it. Click Save.

  • Page 57: Setting Messaging Preferences

    Setting messaging preferences To change Message List columns You can change the columns in your Message List. The Attachments option must be in the Displayed Columns list to see the embedded player (Windows only) in your Message List. To add a signature Type or paste your signature and other information, then click the check box if you want this signature added automatically to outgoing text messages.
  • Page 58 CallPilot Player application on the Macintosh. The defaults are: Macintosh audio device, all settings checked. Note: You may see the Audio Device section "grayed out." This happens if the Mailbox class is set to restrict you to a specific device (telephone or PC/Mac).

  • Page 59: Choosing A Home Page For My Callpilot

    Choosing a home page for My CallPilot Choose the page that you want to display automatically when you log in to My CallPilot.

  • Page 60: E-Mail Tab

    53. You can access up to five IMAP e-mail accounts, or other CallPilot mailboxes. One of these accounts can be set up for access from your telephone. See Setting up telephone access to e-mail, on page 51. You can also set up access to a second CallPilot mailbox, which can be on another server.

  • Page 61: Useful Information Tab

    Useful Information tab Click the Useful Information tab to: View status and details about your mailbox. View online user guides. Print online user guide files on your laser printer.

  • Page 62: Protecting The Security Of Your Mailbox

    Protecting the security of your mailbox Because My CallPilot is a web-based product, it is important to take precautions to protect the security of your mailbox. If your administrator has enabled SSL encryption, you can use the Secure Login feature for greater security. See To log in using secure login, on page 14. When you have finished using My CallPilot, make sure that you log out.

  • Page 63: Appendix A: Remote Text Notification For Microsoft Outlook And Blackberry Devices

    PDAs like the Research In Motion Blackberry. To set up My CallPilot for remote telephone or pager notification, see Setting up message notification, on page 41. This section describes how to set up remote text notification for Microsoft Outlook and BlackBerry devices.
  • Page 64 Getting started with remote text notification Requirements You need a BlackBerry device. Ensure that e-mail service on your BlackBerry device is working. Microsoft Outlook must be installed. Currently, BlackBerry Desktop Manager only works with Microsoft Outlook. Consult your BlackBerry documentation for information about other e-mail clients.
  • Page 65 Creating a notification holding folder You can create a holding folder for your CallPilot e-mail notification messages so that they are stored separately from your other messages. To store messages in the folder, follow these steps: Create an Outlook folder for the notification messages. Configure Outlook to route CallPilot notification e-mail messages to the folder using the Rules Wizard.
  • Page 66 In the Rule description box, click Specific Words. The Search Text dialog box appears. In the Add new box, type CallPilot Notification. Click Add. The text “CallPilot Notification” is added to the Search list box. Click OK. The search text “CallPilot Notification” appears in the rule description. Click Next.
  • Page 67 Click Finish. The finished rule is shown below: Click OK to close the Rules Wizard.
  • Page 68 Configuring BlackBerry Desktop Manager This section explains how to configure BlackBerry Desktop Manager to redirect your e-mail notification messages. If you did not create a holding folder for notification messages, and if you already configured BlackBerry Desktop Manager to forward messages in your Outlook inbox, you can skip this section.
  • Page 69 Automatically removing notification messages This section explains how to configure Outlook to remove messages automatically from the CallPilot Notifications holding folder using the AutoArchive feature. If you do not want Outlook to delete notification messages automatically, you can manually delete them from the folder.
  • Page 70 Select the Clean out items older than check box. Set the time to 1 day. Select Permanently delete old items. Click OK. To activate AutoArchive In Outlook, choose Tools > Options. Click the Other tab. Click AutoArchive. The AutoArchive dialog box appears. Check the AutoArchive every…...

  • Page 71: Document Information

    Document information CallPilot Desktop Messaging User Guide for My CallPilot Copyright © Nortel Networks Limited 2005. 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.

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Callpilot 4.0

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