Nortel Call Pilot Mini 150 Desktop Messaging Instructions Manual

							 
CallPilot Desktop Messaging for Microsoft Outlook      9 
 
 
 
Forwarding and replying to a message 
You can forward a voice message and record an introduction to send with it. You can also record a 
reply to the sender of a message, or to the sender and all the recipients of a message. 
To forward or reply  to a message 
1 In an open message, click the Forward, 
Reply, or Reply to all icon. 
2 Follow the steps for recording a message in 
“Recording a message” on page 8. 
3 Address the message the same way that you 
address a new message. See “Addressing a 
message” on page 10. If you are replying to a 
message, your reply is addressed 
automatically. 
You can change the subject line before you send 
the message. 
Note: Do not use the right -click menu to forward a 
Desktop Messaging message. To forward a message, 
either: 
• open the message and forward it from the CallPilot 
window 
or 
• select the message in the Outlook Inbox and forward 
it from the Outlook toolbar. 
 
    
 
 
 
Adding attachments 
Before you send a message, you can attach a voice file to it. You can send either vbk or wav files to 
CallPilot recipients. Voice files that you send to recipients who do not use CallPilot must be wav files. 
For more information see “Sending a message to an external recipient” on page 5. 
To attach a file to a message 
1 In a new CallPilot message, click the Attach 
File icon. 
2 Browse for the name of the voice file that you 
want to attach, or type the name of the file in 
the File name box. The files you attach must 
be in wav or vbk format. 
3 Click the Open button to attach the file and 
return to the new CallPilot message. 
 
 
 
 
  
						

							 
10      CallPilot Desktop Messaging for Microsoft Outlook 
 
Addressing a message 
The CallPilot Address Book contains the names and addresses of everyone on your local CallPilot 
server. You cannot edit this list. To use the CallPilot Address Book, download it to your computer. 
To download the CallPilot Address Book 
1 In your Inbox, on the Tools menu, select Services. 
2 On the Services tab, select CallPilot Desktop Messaging. 
3 Click the Properties button, and then click the Address Book tab. 
4 Click the Download now button. To refresh the list on a regular basis, select the Remind me 
check box and enter the number of days between reminders. 
5 Click the OK button to return to your Inbox. 
To add CallPilot addresses to your Personal Address Book 
You can add CallPilot addresses to the list of e-mail addresses in your Personal Address Book. You 
can distinguish between CallPilot and e-mail addresses by adding “CallPilot” after the recipient’s name. 
To add an address to your Personal Address 
Book 
1 Double-click a name in the CallPilot Address 
Book. 
2 In Properties, click Add to Personal Address 
Book. 
 
To create an address and add it to your 
Personal Address Book 
1 On the Tools menu, select Address Book. 
2 On the File menu, click New Entry. Select 
CallPilot Address, select Put this entry  in the 
Personal Address Book, and then click OK.  
3 Click the CallPilot - General tab and select the
appropriate address type from the CallPilot 
address type list box. Enter the required 
address details. Refer to the online Help for the
correct addressing formats.  
4 Click the OK button. 
 
 
To address a message from your CallPilot or Personal Address Book  
1 In a new CallPilot message, click the To button. 
2 From the Show names list select CallPilot Address Book or Personal Address Book. 
3 Select the name of the recipient. 
4 Click To ->. You can select one or more addresses and click To -> after each one. 
5 Click the OK button to return to the new CallPilot message. 
To address a message manually 
You can type an address directly into the To field of a new message. Enclose the address in square 
brackets. Refer to the online Help for the correct addressing formats.  
						

							 
CallPilot Desktop Messaging for Microsoft Outlook      11 
 
 
Setting message options 
In a new CallPilot message, you can set priority, sensitivity, and acknowledgment options. 
To set Delivery priority for a message 
Select Urgent, or leave the setting as Normal. The 
Economy option is the same as the Normal setting. 
To set Sensitivity for a message 
Select Private, or leave the setting as Public.  
The recipient can forward messages that you send 
as Private. Also, recipients in non-CallPilot systems 
may not be informed of Private settings. In your 
message, tell the recipient that the message is 
Private. 
To request a Read receipt 
Select Read receipt to request acknowledgment 
that the recipient opened the message. Delivery 
receipt is not supported. 
 
 
  
 
 
Deleting a message 
W hen you delete a message in Microsoft Outlook, the message moves to the Deleted Items folder. 
Outlook permanently deletes these messages from your CallPilot mailbox when you exit Outlook. The 
messages are deleted immediately when you exit. 
  
						

							 
12      CallPilot Desktop Messaging for Lotus Notes  
 
CallPilot Desktop Messaging for Lotus Notes 
W hen you open Lotus Notes and log on to CallPilot Desktop Messaging, you are i n the Workspace at 
Office window. 
To open your CallPilot Inbox, click the Mail icon, click Folders and Views, and then click CallPilot 
Desktop Messaging. Your Inbox contains your received, sent, draft, and deleted CallPilot messages. 
From the Inbox, you can open, move, copy, delete, forward, and reply to messages, and compose new 
messages. 
The CallPilot indicator in the W indows system tray turns red when you have a new message. 
 
 
 
  
 
 
 
 
 
 
  
 
 
 
 
 
  
 
To work offline 
See the instructions in the online Help for configuring Desktop Messaging so that you can work offline. 
To retrieve your messages before you work offline 
1 Log on to Lotus Notes, open your Inbox, and on the Actions menu, click Download All 
Messages. 
W hen you want to work offline, log off and restart Lotus Notes in Island mode. You can then review you
r
messages and record new messages from your computer. Lotus Notes stores the messages you send 
in Island mode and sends them the next time you connect to the CallPilot server. You can log on to 
CallPilot from Island mode. 
 
Subject shows 
sender’s phone 
number 
Exclamation mark 
shows that this 
message is 
Urgent Read receipt shows 
that your message was 
opened by the recipient 
Downloads all 
CallPilot messages 
Sleuth icon 
shows that this 
message is 
Private  Moves a 
message to 
the Trash  To create a new 
message click New 
CallPilot Message Star icon 
indicates a new 
message
 
To open a 
message, double-
click the message 
line
 
To open your  
Inbox, click  
Folders and Views, then 
CallPilot Desktop Messaging
 
To open Desktop 
Messaging, double-click the 
Mail icon in the Workspace 
at Office window
  
						

							 
CallPilot Desktop Messaging for Lotus Notes      13 
 
 
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 computer or your telephone by clicking the 
Telephone or Computer icon in 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 Lotus Notes, on the Actions menu, click CallPilot Configuration. 
2 Click the Audio tab, and select Telephone or Computer. 
 
To change the telephone number that CallPilot dials to play  your voice messages 
1 On the Audio tab make sure that Telephone is selected as your audio device, then change the 
telephone number. 
 
 
Click to play all 
messages from 
your computer 
Click to play all 
messages from 
your telephone  Adjust volume 
Play/replay 
Stop 
Skip forward 
Forward 
Go to start  
of message 
Go to end  
of message Skip back 
Position in 
message 
Duration of 
message 
Move 
message to 
Trash 
Reply  
Reply to All  
Adjust speed  
						

							 
14      CallPilot Desktop Messaging for Lotus Notes  
 
 
Recording a message 
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 In the CallPilot Desktop Messaging Inbox, 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 it when it rings. At the tone, record your message. 
Click Stop to end the recording, and then hang up. 
4 Click To to open your personal Address Book, or type the formatted address in the To field.  
For addressing information, see “Addressing messages” on page 16. 
5 Add attachments and options if required. See “Adding attachments “ on page 15 and “Setting 
message options“ on page 17. 
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 as a file to use later. 
1 In a new CallPilot message, record a message. 
2 On the File menu, click Save as. 
3 In the File name box, type a name for the file, select a folder to keep the file in, then click Save. 
Save a voice file as a vbk file if your recipients are CallPilot users. Save the file as a wav file if 
some of your recipients do not use CallPilot. 
 
Click the Telephone 
icon to open the 
CallPilot Player, 
and then record 
your message 
Message options: 
• Urgent or Normal 
   Delivery  
• Public or Private  
• Read receipt 
Send Message 
Save  
Click to record all 
messages from 
your computer 
Click to record all 
messages from 
your telephone 
Stop 
Click the Attach 
File icon to 
attach a voice 
file 
Adjust speed 
Record/Stop 
Opens the Personal 
Address Book. You 
must use CallPilot 
addresses, not 
e-mail addresses. 
Adjust volume  
						

							 
CallPilot Desktop Messaging for Lotus Notes      15 
 
 
Forwarding and replying to a message 
You can forward a voice message and record an introduction to send with it. You can also record a 
reply to the sender of a message, or to the sender and all the recipients of a message. 
 
To forward or reply  to a message 
4 In an open message, click the Forward, 
Reply, or Reply to all icon. 
5 Follow the steps for recording a message on 
page 14. 
6 Address the message the same way that you 
address a new message. Refer to “Addressing 
a message” on page 16. If you are replying to 
a message, your reply is addressed 
automatically. 
You can change the subject line before you send 
the message. 
Note: Do not use the rig ht-click menu to forward a 
Desktop Messaging message. To forward a message, 
either: 
• open the message and forward it from the CallPilot 
window 
or 
• select the message in the Inbox and forward it 
from the toolbar. 
 
   
 
Adding attachments 
Before you send a message, you can attach a voice file to it. You can send either vbk or wav files to 
CallPilot recipients. Voice files that you send to recipients who do not use CallPilot must be wav files. 
For more information see “Sending a message to an external recipient” on page 5. 
To attach a file to a message 
1 In a new CallPilot message, click the Attach 
File icon. 
2 Browse for the file you want to attach or type 
the name of the voice file in the File name box. 
The files you attach must be in wav or vbk 
format.  
3 Click the Open button to attach the file and 
return to the new CallPilot message. 
 
 
 
 
  
						

							 
16      CallPilot Desktop Messaging for Lotus Notes  
 
 
Addressing a message 
To address a message manually 
You can type an address directly into the To box of a new message. Enclose the address in quotation 
marks. Refer to the online Help for the correct addressing formats. 
 You can download the names and addresses of any CallPilot users on your Lotus Notes server to your 
personal Address Book. After you download this list, you can add to it or edit it. 
To download CallPilot addresses to your personal Address Book 
1 For automatic download, in your Inbox, on the Actions menu, click CallPilot Configuration, and 
then click the Address Book tab. 
2 Select Download address book at logon, then click the OK button. 
Or 
1 For manual download, in your Inbox, on the Actions menu, click CallPilot Configuration, then 
click the Address Book tab. Make sure the Download Address Book at logon box is not checked. 
2 In the Workspace at Office window, double-click the Address Book icon. 
3 In your personal Address Book, in the left pane, click People (CallPilot). 
4 On the Actions menu, click Download CallPilot Address Book. 
 
To add names to your personal Address Book 
You can create a CallPilot address manually and 
add it to your personal Address Book. 
1 Double-click the Address Book icon in the 
W orkspace at Office window.  
2 Select People (CallPilot), and then click the 
Add Person button. 
3 Enter at least a Last Name and First Name. 
4 Click the arrow beside CallPilot Address to 
open the CallPilot Address Assistant. Select 
the appropriate address type. 
 
5 In the Address dialog box, enter the required details. Refer to the online Help for the correct 
addressing formats.  
6 Click Add Address to Personal Address Book, and then click the OK button. 
7 In Person (CallPilot), click the Save button, then click the Close button. 
 
To address a message from the address book 
1 In a new CallPilot message, click To and select either the CallPilot address list on your Lotus Note
s
server, or, in your personal Address Book, select People or Groups (CallPilot). 
2 From the Name list, select the name of the recipient. 
Click To ->. To select one or more addresses, click To -> after each one. 
3 Click the OK button to return to the new CallPilot message. 
  
						

							 
CallPilot Desktop Messaging for Lotus Notes      17 
 
 
Setting message options 
In a new CallPilot message, you can set priority, sensitivity, and acknowledgment options. 
To set Delivery priority for a message 
Select Urgent, or leave the setting as Normal. The 
Economy option is the same as the Normal setting. 
To set Sensitivity for a message 
Select Private, or leave the setting as Public. 
Be aware that messages you send marked Private 
can be forwarded by the recipient. Also, recipients 
in non-CallPilot systems may not be informed of 
Private settings. In your message, tell the recipient 
that the message is Private. 
To request a Read receipt 
Select Read receipt to request acknowledgment 
that the recipient received the message. Delivery 
receipt is not supported. 
 
  
Configuring Lotus Notes to automatically check for messages 
To make sure that your Lotus Notes messages are current, you can configure Lotus Notes to 
automatically check for messages. 
To configure Lotus Notes to automatically check for messages 
1 On the File menu click Preferences and then click User Preferences. 
2 Click Mail and News Settings. 
3 At the Receiving option select Check for new mail every __ minutes, and enter a number for ho
w
often you want Lotus Notes to check for new messages. 
For more information about configuring Lotus Notes, refer to your Lotus Notes documentation. 
 
Deleting a message 
W hen you delete a message in Lotus Notes, the message moves to the Trash folder. To permanently 
delete these messages, select Actions and click Empty Trash. 
To delete a message while it is open, click the Empty Trash icon on the toolbar of the open message to 
delete the message. The message is permanently deleted, and does not move to the Trash folder. 
 
   
						

							 
18      CallPilot Desktop Messaging for Novell GroupWise   
 
CallPilot Desktop Messaging 
for Novell GroupWise 
 W hen you open Novell GroupW ise, your CallPilot messages appear in the CallPilot Desktop Messaging 
folder. You can open, move, copy, delete, forward, and reply to messages, and compose new 
messages. 
The CallPilot indicator in the W indows 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 Novell GroupWise. 
2 On the Tools menu click CallPilot Desktop Messaging. 
3 Click Download all CallPilot Messages. You can now work offline, review your messages and 
record new messages from your computer. CallPilot stores your new messages and sends them 
the next time you log on to the CallPilot server. 
 
The CallPilot 
Desktop Messaging 
folder contains your 
CallPilot messages 
Subject shows the
sender’s phone 
number. 
A Read receipt 
shows that the 
recipient opened 
your message.  You can move a 
message to a new 
folder that you create 
inside your CallPilot 
folder.
 
Date and time 
received 
Red icon means 
that this message 
is urgent
 
New messages 
appear in bold To open a message, 
double-click the 
message line
 
To create a new 
message, click 
the New CallPilot 
Message icon