Nortel CallPilot 2.0 User manual

CallPilot.
TM
Release 2.0
Desktop Messaging User Guide
for Internet Clients

Business Communications Manager & CallPilot 100/150
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 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 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:
<Remote SMTP/VPIM prefix><Remote Mailbox>@LocalCallPilotServer
For example: [email protected]g.com
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.

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

2
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

3
Welcome to 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.

4
Getting started
About this guide
This user guide is an overview of how to use CallPilot with your Internet e-mail.
The instructions and screen images shown in this guide provide general information for
using CallPilot with your e-mail. Specific details may vary for each e-mail application.
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
following requirements:
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 Outlook 2002 SR1 (for IMAP accounts), Netscape Messenger 6.2 and
later, or Qualcomm Eudora Pro Email 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 messages
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 above, to access My CallPilot

5
Logging in to CallPilot
When you log in to your e-mail, you can log in to CallPilot at the same time.
Note: If the Remember password option is available, do not leave the box checked on a
shared computer.
To change your password the first time you log in
Your administrator may give you a password and tell you to change it the first time you
log in through your Internet e-mail. To do this, log in to CallPilot from the telephone or
log in to My CallPilot on your computer.
After your first login, you can change your password from the CallPilot Player. See To
change your CallPilot password, page 12.
To log out
When you exit your e-mail application, you automatically log out from CallPilot.
Remote login
You can log in to your mailbox from any computer that has CallPilot configured in the
same way as your office computer. For example, you can use a computer set up for
guest access, or your home computer with a dial-up connection.
1Open your Internet e-mail. You
see a CallPilot Logon/Password
dialog box similar to the
example shown.
2If required, type your User
Name/Mailbox Number.
3In Password, type your CallPilot
password.
4Click OK.

6
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 compose new CallPilot messages, in the same way as your e-mail messages.
Your CallPilot messages
To open a message
To open a CallPilot message, double-click anywhere on the message line, then double-
click 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.

7
Playing oice messages
To select your telephone or computer to play oice messages
You can choose to play your voice messages from your telephone or your computer. To
change the setting, or to change the telephone number that CallPilot dials, see
Changing audio settings, page 13. You can also click the Telephone or Computer icon
on the CallPilot Player to change the setting.
To play a oice message
1Double-click the message in your Inbox, then double-click the voice icon
in the open message. The CallPilot Player appears.
2Listen to the message, using the buttons on the CallPilot Player 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.
3You can print, delete, save, forward, and reply the same as an e-mail.
4When you are finished, hang up the telephone if you used it, close the CallPilot
Player, and close the open message.
To sa e a oice message as a file to use later
1In an open message, right-click a voice icon, then click Save as... .
2In the File name box, type a name for the file, select a folder to keep the file in,
then click Save.
Play/
Re-play
Stop
Play messages
from telephone
Play messages
from computer
Close
message
Close Player
Status
Disconnect
Call the
sender
Go to start/
Skip back Go to end/ Skip forward Adjust speed
Adjust
volume

8
Viewing fax messages
To view faxes on your computer, you must have Imaging for Windows or other imaging
software installed on your computer. In addition, your CallPilot administrator must
enable fax capability for your mailbox.
To iew a fax message
1Double-click a fax message in your Inbox, then double-click the Fax icon .
2While 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.
3When you are finished, close the message.
Note: If you are using imaging software other than Microsoft Imaging for Windows as
your default viewer, the appearance of the fax message may differ from this one, and
you may not be able to use some of the controls shown here, such as Zoom in and
Zoom out.
Select part of
image
Drag/scroll
image
Change page
views
Go to next or
previous page
Rotate left
Rotate right
Zoom in
Zoom out

9
Composing oice messages
To compose and send a CallPilot voice message, you record a message and save it as
a file, then attach the file to a new message and send it. You can also save the file to
send later.
To record a oice message and sa e it as a file
1Open the CallPilot Player, and click the red Record button.
2Record your message.
If you are recording from the computer, record your message into the
microphone. Click Stop to end the recording. Click Play to review it. To add to the
recording, click Record, speak again, then click Stop.
If you are recording from the telephone, answer when it rings. At the tone, 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.
3On the File menu, click Save As...., and type a name for the file. Save it as a .vbk
file for CallPilot users, or as a .wav file for non-CallPilot users. Click Save.
To send a oice message
1Open a new message form.
2Add a voice file as an attachment, or type text.
3Address and send the message the same way as an e-mail.
Playback slider
Play
Stop
Record
Record from
telephone
Record from
computer Go to start/
Skip back Go to end/ Skip forward Adjust
speed
Adjust
volume

10
Composing fax and text messages
To create a fax, your CallPilot mailbox must have fax capability, and your computer must
have Desktop Messaging installed. CallPilot recipients of your fax must also have fax
capability to view the fax on their computer. E-mail recipients do not require specific fax
capability. 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 sa e a fax file
1Open the document that you want to fax. It must be 8.5 in. (21.5 cm) wide or less.
2On the File menu, click Print.
3From the list of printers, select Nortel Fax, then click Print or OK.
4In the Compose Fax dialog box, click Save As.
5Type a name for the file and browse to select a folder to save it in. Save the file as
a .tif file. Click Save.
6In Compose Fax, click Exit.
To send a fax or text message
1In a new message form, add a fax file as an attachment, or type text. Fax files
must be .tif format.
2Address and send the message the same way as an e-mail.
View before
sending
Delete before
sending
Change order
of files to be
faxed
File name
Send fax
Send as an
attachment
Save to send
later

11
Addressing messages
To address a message from an address book
You can address a CallPilot message from the CallPilot Address Book on the server, 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 you 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, you 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 recipient’s name.
To address a message manually
You can type an address directly into the To field of a new message. Refer to the online
Help in the CallPilot Player for the correct addressing formats.

12
Changing your mailbox settings
To iew or change your CallPilot access settings
Your administrator enters the default CallPilot access information for you. You can
change these settings if required. Refer to the online Help in the CallPilot Player for
detailed explanation.
1On the CallPilot Player, select View > Options.
2Click the General tab to display your current access settings.
Uncheck Remember Password if you are using a shared computer.
3Make any changes required, then click OK.
To change your CallPilot password
This is the same password that you use from the telephone.
1Repeat steps 1 and 2 above,
then click Change Password.
2In Old password, type your
current password.
3In New password, type your
new password.
4In Validate password, type your
new password again.
5Click OK to save the change.
6Click OK to exit the General
settings.

13
Changing audio settings
To change the audio de ice and olume
You can play and record your messages from your telephone or your computer.
1On the CallPilot Player, select View > Options.
2Click the Audio tab to display the current Audio settings.
3In 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 speakers and microphone.
4In Volume, check the two Volume check boxes if you want to coordinate your
CallPilot volume settings with your computer’s speaker and microphone volumes.
5If you want a reminder to check these settings before playing or recording voice
messages, check Confirm settings... .
6Click OK.

14
Using My CallPilot
If the web-based resources of My CallPilot are available for your mailbox, your
administrator will provide you with the URL. For more information on My CallPilot, refer
to the My CallPilot User Guide.
To iew or change your CallPilot feature settings
1In My CallPilot, click the CallPilot Features tab.
2Select 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 iew user information
In My CallPilot, click the Useful Information tab to view onlineuser information specific
to your mailbox.

15
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