Avaya Business Communications Manager - Personal Call Manager User guide

Avaya Business Communications Manager

Document Status: Standard

Document Number: NN40010-104

Document Version: 06.0

2

Date: May 2010

Personal Call Manager User Guide

Notices

While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing,

Avaya assumes no liability for any errors. Avaya reserves the right to make changes and corrections to the information in this document

without the obligation to notify any person or organization of such changes.

Documentation disclaimer

Avaya shall not be responsible for any modifications, additions, or deletions to the original published version of this documentation

unless such modifications, additions, or deletions were performed by Avaya. End User agree to indemnify and hold harmless Avaya,

Avaya’s agents, servants and employees against all claims, lawsuits, demands and judgments arising out of, or in connection with,

subsequent modifications, additions or deletions to this documentation, to the extent made by End User.

Link disclaimer

Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation(s) provided by

Avaya. Avaya is not responsible for the accuracy of any information, statement or content provided on these sites and does not

necessarily endorse the products, services, or information described or offered within them. Avaya does not guarantee that these links will

work all the time and has no control over the availability of the linked pages.

Warranty

Avaya provides a limited warranty on this product. Refer to your sales agreement to establish the terms of the limited warranty. In

addition, Avaya’s standard warranty language, as well as information regarding support for this product, while under warranty, is

available to Avaya customers and other parties through the Avaya Support Web site: http://www.avaya.com/support

Please note that if you acquired the product from an authorized reseller, the warranty is provided to you by said reseller and not by Avaya.

Licenses

THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE, HTTP://SUPPORT.AVAYA.COM/LICENSEINFO/

ARE APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR INSTALLS AVAYA SOFTWARE, PURCHASED FROM

AVAYA INC., ANY AVAYA AFFILIATE, OR AN AUTHORIZED AVAYA RESELLER (AS APPLICABLE) UNDER A

COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER. UNLESS OTHERWISE AGREED TO

BY AVAYA IN WRITING, AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE

OTHER THAN AVAYA, AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER, AND AVAYA RESERVES THE

RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A

LICENSE. BY INSTALLING, DOWNLOADING OR USING THE SOFTWARE, OR AUTHORIZING OTHERS TO DO SO, YOU,

ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING, DOWNLOADING OR USING THE

SOFTWARE (HEREINAFTER REFERRED TO INTERCHANGEABLY AS "YOU" AND "END USER"), AGREE TO THESE

TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC. OR THE

APPLICABLE AVAYA AFFILIATE ("AVAYA").

Copyright

Except where expressly stated otherwise, no use should be made of the Documentation(s) and Product(s) provided by Avaya. All content

in this documentation(s) and the product(s) provided by Avaya including the selection, arrangement and design of the content is owned

either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating

to the protection of databases. You may not modify, copy, reproduce, republish, upload, post, transmit or distribute in any way any

content, in whole or in part, including any code and software. Unauthorized reproduction, transmission, dissemination, storage, and or

use without the express written consent of Avaya can be a criminal, as well as a civil offense under the applicable law.

Third Party Components

Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements

("Third Party Components"), which may contain terms that expand or limit rights to use certain portions of the Product ("Third Party

Terms"). Information regarding distributed Linux OS source code (for those Products that have distributed the Linux OS source code),

and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to them is available on the

Avaya Support Web site: http://support.avaya.com/Copyright.

Trademarks

The trademarks, logos and service marks ("Marks") displayed in this site, the documentation(s) and product(s) provided by Avaya are the

registered or unregistered Marks of Avaya, its affiliates, or other third parties. Users are not permitted to use such Marks without prior

written consent from Avaya or such third party which may own the Mark. Nothing contained in this site, the documentation(s) and

product(s) should be construed as granting, by implication, estoppel, or otherwise, any license or right in and to the Marks without the

express written permission of Avaya or the applicable third party. Avaya is a registered trademark of Avaya Inc. All non-Avaya

trademarks are the property of their respective owners.

Downloading documents

For the most current versions of documentation, see the Avaya Support. Web site: http://www.avaya.com/support

Contact Avaya Support

Avaya provides a telephone number for you to use to report problems or to ask questions about your product. The support telephone

number is 1-800-242-2121 in the United States. For additional support telephone numbers, see the Avaya Web site: http://

www.avaya.com/support

Task list 3

Personal Call Manager User Guide

Task list

To install Personal Call Manager on Avaya BCM system running

Avaya BCM 4.0, Avaya BCM 5.0, Avaya BCM 6.0, BCM50 2.0 or BCM50 3.0 ............18

To start Personal Call Manager from the shortcut icon .................................................19

To start Personal Call Manager using the Start button..................................................19

To display the toolbar ....................................................................................................23

To display the Address Book.........................................................................................24

To display the Current Calls ..........................................................................................24

To display the Status bar...............................................................................................26

To choose a line ............................................................................................................27

To access dialing properties..........................................................................................28

To create a new location ...............................................................................................30

To select a location........................................................................................................31

To delete a location .......................................................................................................31

To select a country ........................................................................................................31

To enter an area code ...................................................................................................32

To set the prefixes that are long distance......................................................................33

To add a prefix that is considered long distance ...........................................................33

To delete a prefix that is considered long distance .......................................................34

To add a prefix that is considered local .........................................................................34

To delete a prefix that is considered local .....................................................................34

To stop using a calling card ...........................................................................................34

To set up a calling card .................................................................................................34

To add a custom calling card.........................................................................................36

To enter the numbers required to disable call waiting: ..................................................36

To change the outside line access numbers .................................................................37

To define toll prefixes ....................................................................................................37

To make a call using the right mouse button:................................................................39

To make a call using the drag-and-drop feature............................................................39

To call the prime telephone number using the Address Book .......................................39

To place a call ...............................................................................................................40

To place a call using the toolbar....................................................................................41

To redial one of the last ten telephone numbers ...........................................................42

To return a call...............................................................................................................42

To call a number from the Quick Dial list using the Address Book ................................43

To call a number from the Quick Dial list using the PCM task tray or Calls menu ........43

To answer a call using the You Have a New Call dialog box ........................................45

To answer the call from the window ..............................................................................45

To answer a call from the task tray or Calls menu ........................................................45

To display the Notes tab ...............................................................................................46

To put a call on hold using the window..........................................................................46

To put a call on hold using the task tray or Calls menu.................................................46

To answer a held call using the window ........................................................................46

To answer a held call using the task tray or Calls menu ...............................................46

To switch to a different call ............................................................................................47

To transfer a call using the window ...............................................................................48

To transfer a call using the right mouse button .............................................................48

To transfer a call using the task tray or Calls menu ......................................................50

To transfer a call using the keyboard ............................................................................51

4 Task list

NN40010-104NN40010-104

To transfer a call with an announcement using the window ..........................................51

To transfer a call with an announcement using the right mouse button ........................52

To transfer a call with an announcement using the task tray or Calls menu .................52

To create a conference call using the Conference pane ...............................................53

To create a conference call using the Calls pane..........................................................54

To create a conference call using the task tray or Calls menu......................................54

To put the conference calls on hold using the window ..................................................55

To put conference calls on hold using the task tray or Calls menu ...............................55

To restore a held conference call using the window......................................................55

To restore a held conference call using the task tray or Calls menu .............................55

To split a conference call using the window ..................................................................56

To split a conference call using the icons in the window ...............................................56

To split a conference call using the task tray or Calls menu .........................................56

To end a conference call using the release button........................................................57

To end a conference call using the window...................................................................57

To end a conference call using the keyboard................................................................57

To end a conference call using the task tray or Calls menu..........................................57

To end a call using the release button...........................................................................58

To end a call using the window .....................................................................................58

To end a call using the task tray or Calls menu.............................................................58

To end a call using the keyboard...................................................................................58

To turn DND on or off ....................................................................................................59

To call forward your telephone ......................................................................................59

To view the Calls Log ....................................................................................................60

To view the Incoming Calls............................................................................................61

To view the Outgoing Calls............................................................................................61

To update the Calls Log ................................................................................................62

To make a call from the Calls log ..................................................................................62

To print the Calls Log information..................................................................................63

To delete a call from the Calls Log...............................................................................63

To close the Calls Log Window ....................................................................................63

To view the Address Book in large icons.......................................................................64

To view in the Address Book in small icons ..................................................................65

To view in List View .......................................................................................................65

To view in Details View..................................................................................................65

To add a contact using the toolbar ................................................................................66

To add a contact using the right mouse button .............................................................66

To add a contact using the Menu bar ............................................................................66

To add or change the voice announcement for this contact ..........................................69

To add or change the bitmap image..............................................................................70

To remove the image file ...............................................................................................70

To add a caller...............................................................................................................71

To find a contact ............................................................................................................72

To find a contact ............................................................................................................74

To change the properties of a contact using the right mouse button.............................75

To change the properties of a contact using the toolbar ...............................................76

To change the properties of a contact using the Menu bar ...........................................77

To copy a contact using drag-and-drop.........................................................................78

To copy a contact using the toolbar...............................................................................79

To copy a contact using the right mouse button............................................................79

To copy a contact using the Menu bar ..........................................................................79

To copy a contact using the right mouse button............................................................80

Task list 5

Personal Call Manager User Guide

To copy a contact using the Menu bar ..........................................................................80

To move a contact using drag-and-drop........................................................................80

To move a contact using the toolbar .............................................................................81

To move a contact using the right mouse button...........................................................81

To move a contact using the Menu bar .........................................................................81

To delete a contact using the right mouse button..........................................................82

To delete a contact using the Menu bar ........................................................................82

To delete a contact using the keyboard.........................................................................82

To print a contact list .....................................................................................................82

To print a contact list for all of the contacts in a folder ..................................................83

To print contact details ..................................................................................................83

To create a new folder using the right mouse button ....................................................83

To create a new folder using the toolbar .......................................................................84

To create a new folder using the Menu bar ...................................................................84

To copy a folder.............................................................................................................85

To copy a folder using the right mouse button ..............................................................85

To copy a folder using the toolbar .................................................................................85

To copy a folder using the Menu bar .............................................................................85

To move a folder............................................................................................................86

To move a folder using the toolbar ................................................................................86

To move a folder using the right mouse button .............................................................86

To move a folder using the Menu bar ............................................................................86

To change the name of a folder using the right mouse button ......................................87

To change the name of a folder using the toolbar .........................................................87

To change the name of a folder using the Menu bar.....................................................87

To delete a folder using the right mouse button ............................................................87

To delete a folder using the Menu bar...........................................................................88

To import addresses......................................................................................................88

To export contacts .........................................................................................................90

To access the About Personal Call Manager window ................................................91

To access the Help window ...........................................................................................92

To display the Tip of the Day window ..........................................................................92

To turn the off Tip of the Day.........................................................................................93

To turn the on Tip of the Day.........................................................................................93

To change the Search mode from the Menu bar ...........................................................94

To change the Search mode from the task tray ............................................................94

To change the Startup Option from the Menu bar .........................................................94

To change the Startup Option from the task tray...........................................................95

To change the Dialing Rule Setting from the Menu bar.................................................95

To change the Dialing Rule Setting from the task tray ..................................................96

To change Caller’s Record Display Setting from the Menu bar.....................................96

To change the Dialing Rule Setting from the task tray ..................................................97

To quit Personal Call Manager using the task tray ........................................................97

To quit Personal Call Manager using the window .........................................................98

To remove the Personal Call Manager software ...........................................................98

6 Task list

NN40010-104NN40010-104

7

Personal Call Manager User Guide

Contents

Task list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Customer service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Chapter 1

Getting started with Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . 13

About Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Acronyms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Symbols and text conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Related publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Chapter 2

Personal Call Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Before you start . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Using a handsfree telephone with Personal Call Manager . . . . . . . . . . . . . . . . . . . . . 18

Installing Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Starting Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Personal Call Manager icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Personal Call Manager task tray icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Personal Call Manager task tray menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Personal Call Manager window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Opening the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Components of the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Current Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Status bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Closing the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Setting up Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Defining the line used . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Changing the dialing properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Location name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Country/region . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Setting up a calling card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Adding a custom calling card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Defining long distance numbers in your area code . . . . . . . . . . . . . . . . . . . . . . . . 37

Placing a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Placing a call using the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Placing a call using the task tray or Calls menu . . . . . . . . . . . . . . . . . . . . . . . . . . 40

8 Contents

NN40010-104NN40010-104

Placing a call using the toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Redialing a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Returning a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Calling from the Quick Dial list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Knowing when someone is calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Knowing who is calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Answering a call using the You Have a New Call dialog box . . . . . . . . . . . . . . . . . . . 44

Accessing the Notes tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Putting a call on hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Multiple calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Switching between calls using the window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Switching between calls using the task tray and Call menus . . . . . . . . . . . . . . . . 47

Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Transferring a call without an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Transferring a call with an announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Conference calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Creating a conference call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Putting conference calls on hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Taking a conference call off hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Splitting a conference call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Ending a conference call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Ending a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Calling features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Do Not Disturb (DND) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Calls Log window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Updating the Calls log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Sorting the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Making a call from the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Printing call information from the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Deleting calls from the Calls Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Closing the Calls Log Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

The Tree View of the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

List View portion of the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Address Properties dialog box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Adding a caller to the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Finding a contact in the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Slow Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Organizing the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Contents 9

Personal Call Manager User Guide

Copying a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Printing Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Quick Dials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Adding Quick Dials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Displaying the information about Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . 91

Synchronization with the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Accessing Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Accessing context-sensitive Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Opening the Help contents window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Accessing the Tip of the Day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Personal Call Manager preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Changing the Search preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Changing the Startup Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Changing the Dialing Rule Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Changing the Caller’s Record Display Setting . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Quitting Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Removing Personal Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

10 Contents

NN40010-104NN40010-104

11

Personal Call Manager User Guide

Customer service

Visit the Avaya Web site to access the complete range of services and support that Avaya

provides. Go to www.avaya.com or go to one of the pages listed in the following sections.

Navigation

• “Getting technical documentation” on page 11

• “Getting product training” on page 11

• “Getting help from a distributor or reseller” on page 11

• “Getting technical support from the Avaya Web site” on page 11

Getting technical documentation

To download and print selected technical publications and release notes directly from the Internet,

go to www.avaya.com/support.

Getting product training

Ongoing product training is available. For more information or to register, you can access the Web

site at www.avaya.com/support. From this Web site, you can locate the Training contacts link on

the left-hand navigation pane.

Getting help from a distributor or reseller

If you purchased a service contract for your Avaya product from a distributor or authorized

reseller, contact the technical support staff for that distributor or reseller for assistance.

Getting technical support from the Avaya Web site

The easiest and most effective way to get technical support for Avaya products is from the Avaya

Technical Support Web site at www.avaya.com/support.

12 Customer service

NN40010-104NN40010-104

13

Personal Call Manager User Guide

Chapter 1

Getting started with Personal Call Manager

This section contains information on the following topics:

• “About Personal Call Manager” on page 13

• “Audience” on page 13

• “Acronyms” on page 14

• “Symbols and text conventions” on page 15

• “Related publications” on page 16

About Personal Call Manager

Avaya Business Communications Manager (Avaya BCM) 6.0 Personal Call Manager is a

Telephony Application Programming Interface (TAPI)-based application that provides an

easy-to-use interface between your computer and your telephone. You can use the telephone to

speak with a caller. You can customize your Address Book and your calls. Basic functions that

Personal Call Manager performs include:

• making and answering calls

• putting calls on hold

• transferring calls

• making conference calls

Audience

This guide is intended for users who want to manage their own calls and who have Personal Call

Manager installed on their PC. Your PC must be registered with the Avaya BCM server. This

guide assumes that you have the following background:

• working knowledge of the Windows operating system

• some experience with windows-based systems or graphical user interfaces (GUI)

14 Chapter 1 Getting started with Personal Call Manager

NN40010-104NN40010-104

Acronyms

This guide uses the following acronyms:

API Application Programming Interface

CLID Calling Line Identification

CTE Computer Telephony Engine

CTI Computer Telephony Integration

DND Do Not Disturb

ERC Express Routing Code

IP Internet Protocol

O/S Operating System

PCM Personal Call Manager

PIN Personal Identification Number

TAPI Telephony Application Programming Interface

TSP TAPI Service Provider

URL Uniform Resource Locator

Chapter 1 Getting started with Personal Call Manager 15

Personal Call Manager User Guide

Symbols and text conventions

These symbols are used to highlight critical information for the [Product Name (short)] system:

Caution: Alerts you to conditions where you can damage the equipment.

Danger: Alerts you to conditions where you can get an electrical shock.

Warning: Alerts you to conditions where you can cause the system to fail or work

improperly.

Note: A Note alerts you to important information.

Tip: Alerts you to additional information that can help you perform a task.

!

Security note: Indicates a point of system security where a default should be changed,

or where the administrator needs to make a decision about the level of security required

for the system.

Warning: Alerts you to ground yourself with an antistatic grounding

strap before performing the maintenance procedure.

Warning: Alerts you to remove the [Product Name (short)] main unit

and expansion unit power cords from the ac outlet before performing any

maintenance procedure.

16 Chapter 1 Getting started with Personal Call Manager

NN40010-104NN40010-104

These conventions and symbols are used to represent the Business Series Terminal display and

dialpad.

These text conventions are used in this guide to indicate the information described:

Related publications

Related publications are listed below. To locate specific information, you can refer to the

Master Index of your product documentation suite.

LAN CTE Configuration Guide (NN40010-601)

Convention Example Used for

Word in a special font (shown in

the top line of the display)

ïïïïï

Command line prompts on display telephones.

Underlined word in capital letters

(shown in the bottom line of a two

line display telephone)

ïïïï

Display button option. Available on Enterprise Edge

7310 and 7324 telephones

. Press the button directly

below the option on the display to proceed.

Dialpad buttons Buttons you press on the dialpad to select a

particular option.

Convention Description

bold Courier

text

Indicates command names and options and text that you need to enter.

Example: Use the

info command.

Example: Enter

show ip {alerts|routes}.

italic text Indicates book titles

plain Courier

text

Indicates command syntax and system output (for example, prompts

and system messages).

Example:

Set Trap Monitor Filters

FEATURE

HOLD

RELEASE

Indicates that you press the button with the coordinating icon on

whichever set you are using.

separator ( > ) Shows menu paths.

Example: Protocols > IP identifies the IP option on the Protocols

menu.

17

Personal Call Manager User Guide

Chapter 2

Personal Call Manager

Avaya Business Communications Manager (Avaya BCM) Personal Call Manager is a TAPI-based

application that provides an easy-to-use computer interface for your telephone.

With Personal Call Manager you can:

• make calls

• redial telephone numbers

• return calls

• answer calls

• put calls on and take calls off hold

• manage multiple calls

• transfer calls

• conference calls

• activate and de-activate Do Not Disturb

• forward calls

Personal Call Manager also has an address book that enables you to store the names, addresses,

and telephone numbers of your contacts on your computer, where they are easy to find and use.

Before you start

You must install the Local Area Network Computer Telephony Engine (LAN CTE) client on your

computer before you can use Personal Call Manager. Your system administrator must configure

the Avaya BCM to provide access for your computer and you must have a LAN CTE seat license

to run Personal Call Manager. Refer to LAN CTE Configuration Guide (NN40010-601) for

instructions on how to install the LAN CTE client.

Personal Call Manager is supported on the following platforms:

• Windows 7 Business, Ultimate, and Enterprise 32-bit

• Windows Vista (including SP2) Business, Ultimate, and Enterprise SP2 32-bit

• Windows XP (including SP3)

• Windows Server 2008 Standard and Enterprise SP2

Note: Personal Call Manager provides several ways to perform each task. Although this

document describes all of the possible methods, you only need to use one of the methods

to perform the task.

18 Chapter 2 Personal Call Manager

NN40010-104NN40010-104

Using a handsfree telephone with Personal Call Manager

Personal Call Manager is a tool designed to accompany your telephone. Personal Call Manager

provides tools to make processing calls easier, but you must still use your telephone to speak with

the caller. It is recommended that you use a telephone equipped with a handsfree function. When

you use a handsfree telephone, you can perform all of the Personal Call Manager functions without

lifting the telephone handset.

Installing Personal Call Manager

Personal Call Manager must be installed on your computer before you can use it. The files

required to install Personal Call Manager are on the Avaya BCM base unit. Use one of the

following installation procedures for the appropriate Avaya BCM version you are running.

Personal Call Manager has the same functionality on the following platforms:

• BCM200/400 running Avaya BCM 4.0

• BCM50 2.0

• BCM50 3.0

• BCM450 1.0

• BCM50 or BCM450 running Avaya BCM 5.0

• BCM50 or BCM450 running Avaya BCM 6.0

To install Personal Call Manager on Avaya BCM system running

Avaya BCM 4.0, Avaya BCM 5.0, Avaya BCM 6.0, BCM50 2.0 or

BCM50 3.0

1 Exit any Windows programs that are running.

2 Start a browser session, and connect to the Avaya BCM web page.

To access the Avaya BCM web page, enter http://<bcmip>, where <bcmip> is the IP address

of your Avaya BCM.

The Avaya BCM Login dialog box appears.

3 Enter your username and password, and click OK.

The Welcome to Avaya BCM page appears.

4 Click User Applications.

The User Applications page appears.

5 Click Personal Call Manager.

The Personal Call Manager download page appears.

6 Click Download Personal Call Manager.

The File Download dialog box appears.

7 Click Save and save the application to the location from which you want to install it.

Chapter 2 Personal Call Manager 19

Personal Call Manager User Guide

8 After the application downloads, double-click the application to launch the installation.

9 Follow the instructions in the installation wizard.

10 Restart your computer after the installation is complete.

If you do not restart your computer, you cannot assign a TAPI line or define the dialing

properties for that line.

After a reboot, you can only select the lines that the administrator configured for you. If you

reboot before the administrator configuration is complete, you will have to reboot to see the

configured lines.

Starting Personal Call Manager

You can start Personal Call Manager from the shortcut icon on the desktop, or from the Windows

Start button.

To start Personal Call Manager from the shortcut icon

1 Double-click on the Personal Call Manager shortcut icon .

To start Personal Call Manager using the Start button

1 Click the Start button,

2 Follow the Programs > Avaya >Personal Call Manager > Personal Call Manager menu

path.

The Personal Call Manager introduction window appears briefly. The Personal Call Manager icon

is added to the task tray and task bar, and the Personal Call Manager window opens.

Note: The installation files for Personal Call Manager are not deleted by the installation

wizard. These files are stored in a folder named

C:\Program Files\Avaya\ClientInstall\Personnal Call Manager.

You can delete the installation files; they are not needed by Personal Call Manager.

Note: When you install Personal Call Manager, the shortcut icon is installed by default.

20 Chapter 2 Personal Call Manager

NN40010-104NN40010-104

Personal Call Manager icons

When Personal Call Manager starts up, two icons are added to the screen: the taskbar icon and the

task tray icon. These two icons have different tasks. The taskbar icon opens the Personal Call

Manager window. The task tray icon gives you access to Personal Call Manager functions when

you are using another program. The following figure shows where these icons are located.

Personal Call Manager task tray icon

The Personal Call Manager icon appears on the right side of the task tray.

When you move the mouse pointer over the Personal Call Manager icon, the number of current

calls is displayed. The number displayed includes active calls, conference calls, and calls on hold.

When you right-click on the Personal Call Manager icon, a menu appears. Use this menu to exit

Personal Call Manager, set Personal Call Manager options, or open the Personal Call Manager

window. The Personal Call Manager window provides access to additional features, such as the

Address Book.

When you click on the Personal Call Manager icon, the task tray menu, appears. From the task tray

menu you can perform most basic call functions, such as making and answering calls, putting calls

on hold, transferring calls, and conferencing calls.

Personal Call Manager task tray menu

The Personal Call Manager task tray menu is divided into two main sections. The lower portion of

the menu contains the following call control options:

• Callers List: lists the telephone numbers of the last ten incoming calls

• Redial List: lists the telephone numbers of the last ten outgoing calls you dialed

• Quick Dials: lists telephone numbers to which you want quick access

• Transfer: allows you to transfer the active call to another telephone

• Manual Dial: allows you to call someone by entering their telephone number on the computer

keyboard

• DND: turns on or off the Do Not Disturb feature

Taskbar icon

Task tray icon

Page is loading ...

Avaya Business Communications Manager - Personal Call Manager User guide

Related papers

Other documents