Nortel CallPilot Desktop Messaging - Manual

10 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 oper...

11 „ 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...

14 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 ...

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 multip...

16 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 To check for new messages To see new messages, click Refresh . New messages...

17 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 comput...

18 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 app...

19 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. Note for Linux users: Linux users can view and play (through any WAV player) their CallPilot messages in the Mozilla browser. However, there is ...

20 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 y...

22 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 a...

23 To record and send a new voice message 1 In your Message List, click Compose . A new message page opens. 2 Click To… (or Address Book) to choose an address from the CallPilot Address Book, or click Special Addresses . See Addressing messages , on page 33. 3 Add a subject description in the Subjec...

24 Note: In the Macintosh CallPilot Player window (QuickTime version 5.0, shown below), there is no Stop button. When you click the Record button, recording begins and the Record button then becomes the Pause button. 6 If you are recording from the computer, record your message into the microphone. ...

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. To create and save a fax fi...

26 Compose Fax dialog box - Macintosh version 5 Type a name for the file, and browse to select a folder to save the file in. Save the file as a TIF file. Click Save . 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. The Sub...

27 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 mes...

30 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 1 In an open message, click Forward, Reply , or R...

31 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-Call...

32 Setting message options Before sending a message, you can set options for handling and delivery. To set message options 1 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 , s...

33 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 ca...

34 4 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 ...

35 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 use. Click any title to open its...

36 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 Gr...

37 1 Click the Edit button to activate a specific greeting. When activated, the greeting text is shown in a bold italic font. 2 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. 3 Press the Sav...

38 Recording a greeting Record a greeting using CallPilot stand-alone player or any other media applications that support WAV-PCM format as follows: 1 Record a voice greeting or personal verification using the CallPilot Player. To use the telset, you must log into the CallPilot server. 2 Save the re...

41 Setting up message notification CallPilot can notify you of new messages when you are away from the office. Your administrator defines whether these devices and services are available to you: „ Remote Text Notification to a wireless e-mail device. See Appendix A: Remote Text Notification for Micr...

42 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 enab...

47 Managing personal distribution lists A distribution list saves you time when you send messages to the same group of addresses. You can create up to 99 personal distribution lists, and enter a number and name to identify each list. Each personal distribution list can contain up to 200 entries. A p...

48 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 ...

49 Changing your telephone options To assign a custom operator number for callers You can offer your callers the option of leaving a message or speaking to one of your assistants or colleagues. In your greeting, tell callers to press zero if they wish to speak to this person in your absence. The cus...

50 To enable or disable Message Waiting Indicator Dialing Numbers 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,...

51 Setting up telephone access to e-mail To set up access to your e-mail accounts from CallPilot, see Setting up links to your e- mail accounts , on page 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 f...

52 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 p...

53 Setting up links to your e-mail accounts You can set up links in CallPilot so that you can check your e-mail for new messages. You can also forward and reply to messages, and send new e-mails. You can define up to five e-mail accounts. One of these accounts can be set up for access from your tele...

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 corr...

56 13 In the Directory service (LDAP) block, check the This server requires a user name and password logon box. 14 Type your mailbox user name (the User ID of your e-mail account). 15 Type the password for this e-mail account. 16 Re-type the password for this e-mail account to verify it. 17 Click Sa...

57 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 info...

58 To change environment settings Change any of these My CallPilot settings to your preferences. Note: The Remove Deletable items on Logout check box applies to both regular e-mail messages as well as messages you access when using e-mail by Phone. This check box must be selected to enable the remov...

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

60 E-mail tab While you are logged in to My CallPilot, you can check your e-mail messages. You can forward and reply, and send new e-mails. See Setting up links to your e-mail accounts , on page 53. You can access up to five IMAP e-mail accounts, or other CallPilot mailboxes. One of these accounts c...

61 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.

62 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 secu...

63 Appendix A: Remote Text Notification for Microsoft Outlook and BlackBerry Devices Remote text notification can be configured to send a message to your SMTP e-mail account when a new voice, fax, or text message arrives in your CallPilot mailbox. You can set up notification to any e-mail server tha...

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 docum...

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: 1 Create an Outlook folder for the notification messages. 2 Conf...

67 13 Click Finish . The finished rule is shown below: 14 Click OK to close the Rules Wizard.

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...

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 de...

70 3 Select the Clean out items older than check box. 4 Set the time to 1 day. 5 Select Permanently delete old items . 6 Click OK . To activate AutoArchive 1 In Outlook, choose Tools > Options . 2 Click the Other tab. 3 Click AutoArchive . The AutoArchive dialog box appears. 4 Check the AutoArchi...

71 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 ma...