Nortel CallPilot Desktop Messaging User manual

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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CallPilot Desktop Messaging User Guide
for My CallPilot
Product releases: 4.0
Document release: Standard 1.02
Date: July 2005
Copyright © Nortel Networks Limited. 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.
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:

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*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.

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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.

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Contents
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

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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.

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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.

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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