Nortel CallPilot Mini User manual

Part No. P0990116 03
CallPilot Mini/150
Desktop Messaging
Quick Reference Guide

Welcome to CallPilot Desktop Messaging 1
Welcome to
CallPilot Desktop Messaging
With CallPilot Desktop Messaging from Nortel Networks you can access your CallPilot
mailbox from your personal computer. You can manage all your voice messages in one
graphical interface. You can still access your mailbox from your telephone at any time.
With CallPilot Desktop Messaging you can:
♦ listen to voice messages
♦ record and send voice messages
♦ forward and reply to voice messages
♦ add message options such as urgent and private
♦ change your CallPilot password
Refer to the online Help available with CallPilot Desktop Messaging for detailed information
not covered in this guide.

2 Welcome to CallPilot Desktop Messaging
Contents
Welcome to CallPilot Desktop Messaging.................................................................1
Logging on.......................................................................................................................................3
Changing your CallPilot password...................................................................................................4
Microsoft Outlook
CallPilot Desktop Messaging for Microsoft Outlook...............................................................................6
Playing a message ..........................................................................................................................7
Recording a message......................................................................................................................8
Forwarding and replying to a message............................................................................................9
Adding attachments .........................................................................................................................9
Addressing a message ..................................................................................................................10
Setting message options ...............................................................................................................11
Deleting a message.......................................................................................................................11
Lotus Notes
CallPilot Desktop Messaging for Lotus Notes .....................................................................................12
Playing a message ........................................................................................................................13
Recording a message....................................................................................................................14
Forwarding and replying to a message..........................................................................................15
Adding attachments .......................................................................................................................15
Addressing a message ..................................................................................................................16
Setting message options ...............................................................................................................17
Deleting a message.......................................................................................................................17
Novell GroupWise
CallPilot Desktop Messaging for Novell GroupWise............................................................................18
Playing a message ........................................................................................................................19
Recording a message....................................................................................................................20
Forwarding and replying to a message..........................................................................................21
Adding attachments .......................................................................................................................21
Addressing a message ..................................................................................................................22
Setting message options ...............................................................................................................23
Deleting a message.......................................................................................................................23
Internet Mail applications
CallPilot Desktop Messaging for Internet Mail applications.................................................................24
Using the CallPilot Player ..............................................................................................................24
Playing a message ........................................................................................................................25
Recording and sending a message ...............................................................................................25
Deleting a message.......................................................................................................................25

Welcome to CallPilot Desktop Messaging 3
Logging on
Use your CallPilot password to log on to Desktop Messaging.
To log on from Microsoft Outlook, Lotus Notes, or
Novell GroupWise
1 Open Microsoft Outlook, Lotus Notes, or Novell
GroupWise.
2 Type your CallPilot password in the Password box.
3 Click the OK button.
To log on from an Internet mail application
1 Open your Internet mail application. The Password
window is similar to the one shown.
2 In the Password box, type your CallPilot password.
3 Click the OK button.
Remote logon
You can log on to your CallPilot mailbox from any computer that has Desktop Messaging installed and
configured in the same way as your office computer. For example, you can use a computer that is set
up for guest access, or your home computer with a dial-up connection to the server.

4 Welcome to CallPilot Desktop Messaging
Changing your CallPilot password
You can change your CallPilot password from Desktop Messaging or from your telephone.
To access CallPilot Password Change from Microsoft Outlook
1In your Inbox, on the Tools menu, click Services.
The Services dialog box appears with the Services tab open.
2 Select CallPilot Desktop Messaging, and click the Properties button.
3 On the General tab click the Change Password button.
To access CallPilot Password Change from Lotus Notes
1In your Inbox, on the Actions menu, click CallPilot Configuration, and then click the General tab.
2Click the Change Password button.
To access CallPilot Password Change from Novell GroupWise
1In your inbox, on the Tools menu, click CallPilot Desktop Messaging, select CallPilot Desktop
Messaging Options, and then click the General tab.
2Click the Change Password button.
To access CallPilot Password Change from Internet mail applications
You must have the CallPilot Player installed on your computer.
1Click the Windows Start button, select Programs, select Nortel Networks CallPilot Desktop
Messaging, and then click CallPilot Player.
2On the Tools menu, click Options, and then select the IMAP Server Configuration tab.
3Click the Change Password button.
To change your password
1 In the Old password box, type your current
password.
2 In the New password box, type your new password.
3 In the Validate password box, type your new
password again.
4 Click the OK button.

Welcome to CallPilot Desktop Messaging 5
Sending a message to an external recipient
CallPilot supports two types of voice files: wav and vbk.
If you want to send messages to external recipients who are not on your CallPilot system, you can
configure CallPilot to use the format that is appropriate for the recipient.
To configure CallPilot to automatically use the format that is appropriate for your recipients
1 On the Tools menu click Services.
The services dialog box opens.
2 In the list select CallPilot Desktop Messaging.
3 Click the Properties button.
The CallPilot dialog box opens with the General tab open.
4 Select the Use CallPilot form check box.
5 Click the OK button.
Now when you send messages to CallPilot and non-CallPilot recipients, CallPilot automatically sends
the message in the format that is appropriate for the recipient.

6 CallPilot Desktop Messaging for Microsoft Outlook
CallPilot Desktop Messaging
for Microsoft Outlook
You can use CallPilot Desktop Messaging with Outlook 98, Outlook 2000 and Outlook XP. When you
open Microsoft Outlook, your CallPilot messages appear in the Inbox under the CallPilot Message
Store. From the Inbox, you can open, move, copy, delete, forward, and reply to messages, and
compose new messages.
The CallPilot indicator in the Windows system tray turns red when you have a new message.
To work offline
To work offline, you need a computer that has Desktop Messaging installed and configured in the
same way as your office computer.
1 Log on to Microsoft Outlook.
2 On the Tools menu, click CallPilot Desktop Messaging, then click Download all CallPilot
Messages.
3 After the messages download, log off.
4 When you log on again, you can choose to work offline. While you work offline, you can review
your messages and record new messages from your computer. CallPilot stores your new
messages in your Outbox and sends them the next time you log on to the CallPilot server.
When you
delete a
message from
your Inbox, it
moves to the
Deleted Items
folder. To
delete
messages
permanently
from your
CallPilot
mailbox, empty
your Deleted
Items folder.
The CallPilot
Message
Store
contains
your
received,
sent, and
deleted
CallPilot
messages
To create a new
message, click
the New CallPilot
Message icon
Paperclip icon shows
that this message has
an attached file
Date and
time
received
New messages
appear in bold
Read receipt shows
that your message was
opened by the recipient
To open a
message, double-
click the message
line
Exclamation mark shows
that this message is
urgent

CallPilot Desktop Messaging for Microsoft Outlook 7
Playing a message
To play a voice message
To open a voice message, double-click the message line. The CallPilot Player appears.
You can choose to play your voice messages from your telephone or your computer by clicking the
Telephone or Computer icon on the CallPilot Player. You can change this selection at any time. If you
select Telephone, the phone rings when you open a message, and the message plays when you
answer. If you select Computer, your messages play through your computer’s speakers or your
headphones.
To change your audio device
1 On the CallPilot Player by click the Telephone or Computer icon.
Or
1 In your Inbox, on the Tools menu, click Services.
2 In the list, select CallPilot Desktop Messaging and click the Properties button.
3 Click the Audio tab, and from the Audio device option select Telephone or Computer and click
the OK button.
To change the telephone number that CallPilot dials to play your voice messages
1 On the Audio tab select Telephone as your audio device, and then change the telephone number.
Click to play
messages from
your computer
Click to play
messages from
your telephone
Play/replay
Stop
Open next
message
Open previous
message
Go to start
of message
Go to end
of message
Delete
message
Status
Position in
messa
g
e
Duration of
message
Adjust volume
Skip back Adjust speed
Reply Reply to all Forward
Skip
forward

8 CallPilot Desktop Messaging for Microsoft Outlook
Recording a message
You can record a voice message from the CallPilot player. The message you record can be a new
message, a reply to a received message, or an introduction to a forwarded message. Before you send
the message, you can add voice message attachments and options.
To record and send a voice message
You create a voice message by opening a new CallPilot message and recording a message from your
computer or your telephone. You can send the message or save it to send later.
1 On the Microsoft Outlook toolbar, click the New CallPilot Message icon.
2 On the CallPilot Player, click the Record button to start recording.
3 If you are recording from the computer, record your message into the microphone. Click Stop to
end the recording.
If you are recording from the telephone, answer when it rings. At the tone, record your message.
Click Stop to end the recording, and then hang up.
4 Click To to open the CallPilot or Personal Address Book, or type the formatted address in the
To field. For addressing information, see “Addressing a message” on page 10.
5 Add attachments and options if required. See “Adding attachments” on page 9 and “Setting
Message options” on page 8.
6 On the toolbar, click the Send Message icon.
To save a newly created voice message as a file
You can record a voice message and save it to use later.
1 In a new CallPilot message, record a message, and on the File menu, click Save as.
2 In the File name box, type a name for the file, select a folder to keep the file in, and then click the
Save button. Save a voice file as a vbk file if all your recipients are CallPilot users. If some
recipients are not CallPilot users, save a voice file as a wav file.
Click the Telephone
icon to open the
CallPilot Player, and
then record your
messa
g
e
Click to record all
messages from
your computer
Click to record all
messages from
your telephone
Click to go to the
CallPilot or Personal
Address Book
Message options:
•Urgent or Normal
Delivery
•Public or Private
•Read receipt
RecordStop
Send message
Click the Attach
File icon to attach
a voice file
Save message
Adjust volume Adjust speed