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

2
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

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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 WAV-
compatible 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:
1Click 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.

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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

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Krecord 1.1
Other audio applications may work but are not supported.

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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
1In your web browser, navigate to the My CallPilot address.
2On the Welcome page, in Mailbox, type your mailbox number. This is usually
your office telephone extension number.
3In Password, type your CallPilot password.
4Click Login.
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.
Note:
Users of Windows
Server 2003 with
IIS 6.0 can use
Windows 2003 as
a client to log in
and use My CallPilot.

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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.
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.

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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 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
Messages tab
Attachments:
Voice
Tex t

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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.

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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.)
1In 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.
2If 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.
3Use 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.
4Click Disconnect or hang up the telephone when you are finished.
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.
1In your Message List, click any underlined part of the message to open it.
2In the open message, click the Voice icon. The audio player opens.
3If 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.
4Use 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.
Play messages
from computer
or telephone
Play/Re-play Stop Disconnect Call Sender
Embedded Windows
CallPilot Player
Controls on other audio
players vary

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5Click 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 no VBK playback or recording. Users can see their
text and listen to audio messages using the WAV audio format.
Return to
messages
Reply to,
forward, or
delete this
message

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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
1In your Message List, click the Fax icon beside the message, or click any
underlined part of the message that you want to view.
2The 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.
3When 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.
Print Change
page
Rotate
Fit width
Zoom in/out