C a l l P i l o t
TM
Release 4.0 - Standard 1.06
Desktop Messaging User Guide
for Microsoft Outlook
Business Communications Manager & CallPilot 100/150
Updates to the
Desktop Messaging User Guides
Internet Clients
Page 9 Call the sender of a message
Call the sender of a message is not supported.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To
support the Instant Messaging feature, the Contact Sender option must be available.
Page 9 Access web-based My CallPilot to view information and change your feature
settings
My CallPilot is not supported. In its place, access to the web-based Mailbox Manager is
supported. The My CallPilot field is replaced with the URL for Mailbox Manager.
The Internet mail clients supported are:
• Microsoft Outlook 2007
• Microsoft Outlook 2000
• Microsoft Outlook 2002 (XP)
• Microsoft Outlook 2003
• Window Mail (Vista)
Unified Messaging on BCM50 Release 3 supports the following Thin Clients:
• Citrix Metaframe Presentation 4.0 Windows 2003 Server (All editions)
• Citrix Metaframe XP on Windows 2000 Server (All editions) and Windows 2003
Server
• Citrix Metaframe Presentation Server 3.0 on Windows 2003 Server
CallPilot Desktop Messaging does not support Outlook and GroupWise on the same
computer.
Page 10 What you need
BCM-supported browsers are IE5, IE6, and IE7.
Page 13 CallPilot Player
The Call the sender button is not available.
Contact Sender is not supported.
Page 38 Addressing messages
The Address Book functionality does not function in the same manner as in GroupWise.
Page 56 Linking to My CallPilot
Linking to My CallPilot is not supported. In its place, access to the web-based Mailbox
Manager is supported. The My CallPilot field is replaced with the URL for Mailbox Manager.
Outlook, Lotus Notes, GroupWise
Page 9 Contact sender of a message
Call the sender of a message is not supported.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To support the Instant
Messaging feature, the Contact Sender option must be available.
Page 9 Access web-based My CallPilot to view information and change your feature settings
My CallPilot is not supported. In its place, access to the web-based Mailbox Manager is supported. The My
CallPilot field is replaced with the URL for Mailbox Manager.
Page 10 About this guide
The groupware e-mail clients that are supported are:
• Lotus Notes - 6.0, 6.5, 7.0
• Novell GroupWise - 6.5, 7.0, 7.0.1
• Microsoft Outlook - 2000, 2002 (XP), 2003, 2007
Unified Messaging on BCM50 Release 3 supports the following Thin Clients:
• Citrix Metaframe Presentation 4.0 Windows 2003 Server (All editions)
• Citrix Metaframe XP on Windows 2000 Server (All editions) and Windows 2003 Server
• Citrix Metaframe Presentation Server 3.0 on Windows 2003 Server
Page 13 (Page 12 Lotus Notes) CallPilot Player
The Call the sender button is not available.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To support the Instant
Messaging feature, the Contact Sender option must be available.
Page 13 (Page 12 Lotus Notes) To play a message from your telephone
If your telephone is call forwarded to voicemail, cancel this feature before you access your messages from
CallPilot Player.
Page 18 (Page15 Lotus Notes) Composing fax and text messages
On the Compose Fax dialog box you can use the Subject field to add additional information to the fax cover page
(for example, the name of the recipient) when you send a fax directly to a fax machine. The maximum length you
can enter in the Subject field is 80 characters.
Page 27 Using custom fax Cover Pages
Auto Cover Sheet is not supported.
Page 34 (Page 28 Lotus Notes) Calling the sender of a message
Calling the sender of a message is not supported.
Contact Sender is not supported. This does not apply to the Instant Messaging feature. To support the Instant
Messaging feature, the Contact Sender option must be available.
Page 35 (Page 29 Lotus Notes) Setting message options
Delivery Receipt is not supported.
NN40090-107 01.01
1-800-4 NORTEL
www.nortel.com
Copyright
© Nortel Networks Limited August 2007
All rights reserved.
Page 38 E-mail addresses versus Fax/Telephone numbers
The CallPilot Desktop client always attempts to find a CallPilot e-mail address or address information from
Frequent Contacts and other Novell Personal Address books. If the e-mail address field is empty, CallPilot scans
the recipient for phone and fax numbers. To send faxes, all other phone number fields must be empty.
Page 45 (Page 34 Lotus Notes and Microsoft Outlook) Personal distribution lists
Distribution Lists (BDL, SDL, PDL) are not supported.
Page 55 Changing audio settings
Admin Restriction of Audio Device is not supported.
Page 56 (Page 40 Lotus Notes and Page 39 Microsoft Outlook) Linking to My CallPilot
My CallPilot is not supported. In its place, access to the web-based Mailbox Manager is supported. The My
CallPilot field is replaced with the URL for Mailbox Manager.
Page 56 Note:
CallPilot Player is actually in reference to the Audio Player. Go to Start>Programs>Nortel>CallPilot>Audio
Player.
NN40090-107 01.01
1-800-4 NORTEL
www.nortel.com
Copyright
© Nortel Networks Limited August 2007
All rights reserved.
2
CallPilot Desktop Messaging User Guide
for Microsoft Outlook
Document number: 555-7101-422
Product release: 4.0
Document release: Standard 1.06
Date: October 2006
Copyright © 2006 Nortel Networks. All Rights Reserved.
Information is subject to change without notice. Nortel Networks reserves the right to make
changes in design or components as progress in engineering and manufacturing may
warrant.
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:
3
*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, Meridian1, 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 tradema
rk 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.
4
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 i
s 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.
5
Contents
How to get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Logging in . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Working with your CallPilot messages . . . . . . . . . . . . . . . . . . . . .12
Playing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Viewing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Composing voice messages . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Composing fax and text messages . . . . . . . . . . . . . . . . . . . . . . .18
Creating and sending fax batch messages . . . . . . . . . . . . . . . . .20
Using custom fax Cover Pages . . . . . . . . . . . . . . . . . . . . . . . . . .27
Initiating a call using Call Directory . . . . . . . . . . . . . . . . . . . . . . .32
Contacting the sender of a message . . . . . . . . . . . . . . . . . . . . . .34
Adding attachments to me
ssages . . . . . . . . . . . . . . . . . . . . . . . .35
Setting message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Forwarding and replying to messages . . . . . . . . . . . . . . . . . . . . .36
Message Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Addressing messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Personal Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Changing your mailbox settings . . . . . . . . . . . . . . . . . . . . . . . . . .50
Changing mail delivery settings . . . . . . . . . . . . . . . . . . . . . . . . . .51
Changing your Address Book settings . . . . . . . . . . . . . . . . . . . . .53
Changing audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Linking to My CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Working offline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
6
7
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 (1-800-466-7835).
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.
8
9
Welcome to CallPilot
CallPilot
*
from Nortel is an advanced business communications system
that offers exceptional flexibility for managing your messaging needs.
You can work with CallPilot from your telephone or your computer.
Desktop Messaging gives you access to your CallPilot mailbox through
your Microsoft Outlook e-mail. Here are some of the many ways you can
use CallPilot with your e-mail:
Listen to voice messages.
View and print fax messages.
Record and send voice messages.
Create and send fax messages, including batch faxes.
Forward and reply to voice and fax messages.
Contact the sender of a message.
Add message options such as urgent and private.
Add voice, fax, or text file attachments to messages.
Start an Instant Messaging session from a message.
Create personal distribution lists.
Change your CallPilot password.
Access web-based My CallPilot to view user information
and change your feature settings.
Some features mentioned in this guide may not be available for your
CallPilot mailbox. For details, refer to the Feature availability topic in the
Desktop Messaging online Help, or ask your administrator.
10
Getting started
About this guide
This user guide describes how to use CallPilot with your Microsoft Outlook e-mail.
The instructions and screen images shown in this guide provide general information for
using CallPilot with your e-mail. Specific details can vary depending on your computer
operating system, the version of Outlook you are using, and the features available for
your CallPilot mailbox.
For further assistance in using CallPilot, refer to the Desktop Messaging online Help.
What you need
Before you start to use CallPilot, your administrator ensures that your e-mail account is
correctly configured for CallPilot. Your computer must be set up according to the
following requirements:
CallPilot Player to play and record voice messages
Nortel Fax Driver to create faxes
Microsoft Outlook 2000, Microsoft Outlook 2002 (XP), or Microsoft Outlook 2003
Windows 2000 Professional or Windows XP Professional
Monitor with 256-color 800 x 600 capability
15 Mbytes of free disk space to install software
Sound card and speakers for playing voice messages on your computer
Microphone connected to your computer, or a telephone situated near your
computer, for recording voice messages
LAN (Ethernet), ISDN, ADSL, or dial-up modem connection to the CallPilot
server for accessing CallPilot messages
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 to access My CallPilot
11
Logging in
When you log in to your e-mail, you can log in to CallPilot at the same time.
To log in from Microsoft Outlook
Note: Do not leave the Remember password box checked on a shared computer.
To log out
When you exit Microsoft Outlook, you automatically log out from CallPilot.
Remote login
You can log in to your mailbox from any computer that has CallPilot installed and
configured in the same way as your office computer. For example, you can use a
computer set up for guest access , or your home computer with a dial-up connection to
the server.
1 Open your Microsoft Outlook
e-mail. The CallPilot Logon
dialog box appears.
2 In Mailbox, type or select your
mailbox number.
3 In Password, type your
CallPilot password.
4 Check Remember password if
you want CallPilot to log in
automatically.
5 Click OK.
12
Working with your CallPilot messages
When you open your e-mail with CallPilot installed, your CallPilot messages appear in
the CallPilot Message Store. The Mess age Store contains folders for your CallPilot
Inbox, Outbox, Sent Items, and Deleted Items.
Your CallPilot Inbox
To check for new messages
The CallPilot message waiting indicator in the notification area of your taskbar
turns red when you have a new message. To turn the indicator on or off, see
Changing mail delivery settings, page 51. New messages appear in bold.
To open a message
To open a CallPilot message, double-click anywhere on the message line. See Playing
voice messages, page 13, and Viewing fax messages, page 15.
To delete a message
To delete a CallPilot message in your Inbox, click on the message to select it,
then click the Delete icon on the toolbar. You can also click the Delete icon in an
open CallPilot message. The deleted message moves to the Deleted Items
folder. When you log out, or click Exit from Outlook, your CallPilot messages in
the Deleted Items folder are immediately deleted without confirmation.
To organize your messages
To o r ganize your messages, you can create new CallPilot folders in the CallPilot
Message Store, and move your messages to these folders. You can access these
message when you log in by telephone or through My CallPilot.
CallPilot
Message
Store
Urgent
message
Attached files
voice, fax,
text
New
message
Message
was opened
by the
recipient
Message
was received
Call
Directory
Contact
sender
Compose
new
message
13
Playing voice messages
When you open a voice-only message, the CallPilot Player appears. In mixed
voice, fax, or text messages, click the Voice icon to open the CallPilot Player.
To select your telephone or computer to play voice messages
You can choose to play your voice messages from your telephone or your computer. To
change from one to the other, or to change the telephone number that CallPilot dials,
see Changing audio settings, page 55. You can also click the Telephone or Computer
icon on the CallPilot Player to change the setting.
To play a message from your telephone
1 To p l ay a voice message when your telephone is selected for playback, double-
click the message in your CallPilot Inbox, and answer your telephone when the
telephone rings.
2 Use the buttons on the CallPilot Player to play or stop the message, go backward
and forward, and contact the sender.
3 When you are finished, hang up, and close the message.
To play a message from your computer
1 To p l ay a voice message when your computer is selected for playback, double-
click the message in your CallPilot Inbox. The message plays through your
computer speakers or your headphones.
2 Use the buttons on the CallPilot Player to play or stop the message, go backward
and forward, adjust the volume and speed, and contact the sender.
14
3 When you are finished, close the message.
Address
Position in
message
Play/
Replay
Stop
Record
Message
Play messages
from telephone
Play messages
from computer
Close
message
Status
Disconnect
Contact the
Sender
Go to start/
Skip back
Go to end/
Skip forward
Adjust
speed
Adjust
volume
15
Viewing fax messages
Note: In order to receive faxes, your CallPilot administrator must enable fax
capability for your mailbox.
To view a fax message
1 Double-click a fax message in your CallPilot Inbox. When you open a fax-only
message, the fax image appears right away. In mixed voice, fax or text
messages, click the Fax icon to view the fax.
2 While viewing the fax, you can enlarge or reduce the image, rotate or move the
fax, print the fax, delete the fax, save the fax, add a voice annotation to the saved
file, forward the fax, and reply to the fax.
3 When you are finished, close the message.
Print
Delete
message
Select part of
image
Drag/scroll
image
Close
message
Open
next or
previous
message
Forward
Reply to All
Reply
Change page
views
Go to next or
previous page
Rotate left
Rotate right
Zoom in
Zoom out
16
Composing voice messages
You can record a voice message from the computer or the telephone, then address and
send the voice message, the same way as an e-mail message.
To record and send a voice message
1 In your CallPilot Inbox, click the New CallPilot Message icon .
2 On the new message form, click the Telephone icon in the toolbar to open the
CallPilot Player, if the CallPilot Player is not already open.
3 On the CallPilot Player, click the red Record button to start recording.
4 If you are recording from the computer, record your message into the
microphone. Click Stop to end the recording. Click Play to review it. To add to the
recording, click Record, speak again, then click Stop.
If you are recording from the telephone, answer when the telephone rings. At
the tone, record your message. Click Stop to end the recording. Click Play to
review it.
5 Click To… to address from the CallPilot, e-mail, or any Address
Book. See
Addressing messages, page 38. Or type a formatted address in the To... text box.
6 Add attachments and options if required. See Adding attachments to messages,
page 35, and Setting message options, page 35.
7 On the toolbar, click the Send Message icon.
Note: Insure that rich text format (RTF) format is selected in your e-mail client, if
plain text is selected the message delivery may fail.
To save a newly created voice message as a file
1 On a new message form, 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 in which to keep the
file, then click Save. Save voice files as .vbk files. Note: CallPilot automatically
Send message
Save message
Address
message
Set options
Playback slider
Play
Stop
Record from
telephone
Record from
computer
Attach file
Telephone icon
opens CallPilot
Player
Record
Adjust speed
Go to end/ Go to start/
Adjust volume
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