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Nortel Callpilot Desktop Messaging Quick Reference Guide

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    							CallPilot Desktop Messaging for Lotus Notes      7
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    To download CallPilot addresses to your personal Address Book
    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.
    1 
    For automatic download, in your Inbox, on the Actions menu, click CallPilot Configuration, then
    click the Address Book tab.
    2 
    Check Download address book at logon, then click OK.
    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 
    Double-click the Address Book icon in the Workspace at Office window.
    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
    Workspace at Office window.
    2 
    Select People (CallPilot), 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, then click OK.
    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
    Notes server, or, in your personal Address Book, select People or Groups (CallPilot).
    2 
    In the Name list, select the name of the recipient.
    To select a group, check the View by groups box, then select a group name.
    3 
    Click To ->. You can select one or more addresses, clicking To -> after each one.
    4 
    Click OK 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 quotation
    marks. Refer to the online Help for the correct addressing formats. 
    						
    							8      CallPilot Desktop Messaging for Lotus Notes
    	
    
    
    
    
    
    You can create a distribution list for a group of recipients to whom you frequently send messages. After
    you create a list, it appears in your personal Address Book in Groups (CallPilot).
    You create a CallPilot group in the same way that you create a Lotus Notes group. The difference is
    that the CallPilot group must contain only CallPilot addresses, not e-mail addresses.
    To create a CallPilot group
    1 Double-click the Address Book icon in the
    Workspace at Office window.
    2 Select Groups (CallPilot), then click the Add
    Group button.
    3 Enter a Group Name and Description, then
    click the arrow beside Members.
    4 In your personal Address Book, place a check
    mark beside each name that you want to add
    to the group. Click OK to exit the list.
    5 Click the Save button, then the Close button.
    You can edit or delete the list in Groups (CallPilot).
    (	
    	
    
    	
    
    
    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.
    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 or Delivery receipt
    Check Read receipt to request acknowledgment
    that your recipient opened the message. Check
    Delivery receipt to request acknowledgment that
    your recipient received the message. 
    						
    							CallPilot Desktop Messaging for Novell GroupWise      1
    
    	
    
    	
    
    
    
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    When you open Novell GroupWise, 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 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. Log in to Novell GroupWise and, on the Tools menu, click CallPilot
    Desktop Messaging, then click Download all CallPilot Messages. You can then work offline, reviewing
    your messages and recording new messages from your computer. CallPilot stores your new messages
    and sends them the next time you log in to the CallPilot server.
    To open a message,
    double-click the
    message line
    The CallPilot
    Desktop Messaging
    folder contains your
    CallPilot messages
    To create a new
    message, click
    the New CallPilot
    Message icon
    Subject shows
    sender’s phone
    number, and if the
    message is voice,
    fax, or text. Voice
    messages show
    duration; fax
    messages show
    ID and page count.
    Red icon shows
    that this message
    is urgent
    A Delivery report
    shows that your
    message was
    received. A Read
    receipt shows that
    your message was
    opened by the
    recipient. You can move a
    message to a new
    folder that you create
    inside your CallPilot
    folder.
    Date and time
    received
    New messages
    appear in bold 
    						
    							2      CallPilot Desktop Messaging for Novell GroupWise
    	!	
    
    	
    
    	
    
    To play a voice message
    To open a voice message, double-click the message line. When you open a voice-only message, the
    CallPilot Player appears right away. In mixed voice and fax or text messages, click the Voice icon to
    open the CallPilot Player.
    You can choose to play your voice messages from your telephone or your computer 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 default audio device and telephone number
    You can change your default audio device on the CallPilot Player by clicking the Telephone or
    Computer icon. Or, in your Inbox, on the Tools menu, click CallPilot Desktop Messaging, click CallPilot
    Desktop Messaging Options, click the Audio tab, and select Telephone or Computer.
    To change the default telephone number that CallPilot dials to play your voice messages, make sure
    that Telephone is selected as your audio device on the Audio tab, then change the telephone number.
    Click to play all
    messages from
    your computer
    Click to play all
    messages from
    your telephone
    Adjust volume
    Play/replayStop
    Skip forward
    Close
    message
    Go to start
    of message
    Go to end
    of message
    Delete entire
    message
    Skip back
    Status
    Position in
    message
    Duration of
    message
    Adjust speed
    Open next
    message
    Open previous
    message
    Reply
    Forward 
    						
    							CallPilot Desktop Messaging for Novell GroupWise      3
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    #	$
    To view a fax message
    To view faxes in Desktop Messaging, you must have Imaging for Windows installed on your PC. In
    addition, your CallPilot administrator must enable fax capability for your mailbox.
    To open a fax message, double-click the message line. When you open a fax-only message, the fax
    image appears right away. In mixed voice and fax or text messages, click the Fax icon to view the fax.
    While viewing the fax, you can enlarge or reduce the image, rotate it, move it, save it, add a voice
    annotation to the saved file, forward and reply to it, and print it.
    Zoom in
    Zoom out
    Rotate left
    Rotate right
    Change page
    viewsDrag/scroll
    image
    Select part
    of image
    Close
    message
    Reply
    Open next
    message
    Open previous
    message
    Print
    Go to next or
    previous page
    Delete entire
    message
    Forward 
    						
    							4      CallPilot Desktop Messaging for Novell GroupWise
    
    
    	
    
    	
    
    You can compose a message that is any combination of voice, fax, or text. A composed message can
    be a new message, a reply to a received message, or an introduction to a forwarded message. Before
    you send a message, you can add 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 In the Novell GroupWise toolbar, click the New CallPilot Message icon.
    2 In the new message window, click the Telephone icon in the toolbar to open the CallPilot Player.
    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.
    If you are recording from the telephone, answer when it rings. At the tone, record your message.
    Click Stop to end the recording, then hang up.
    5 Click To… to open the Address Book, or type the formatted address in the To field. For addressing
    information, see page 7.
    6 Add attachments and options if required. See pages 6 and 8.
    7 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, 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, then click Save.
    Save voice files as .vbk files if your recipients are all CallPilot users, or save them as .wav files if
    some recipients are non-CallPilot users.
    Click to record all
    messages from
    your computer
    Click to record all
    messages from
    your telephone
    Click to go to the
    Address Book
    Message options:
     Urgent or Normal
       Delivery
     Public or Private
     Read or Delivery
       acknowledgment
       requestClick the Telephone
    icon to open the
    CallPilot Player,
    then record your
    messa
    ge
    RecordStop
    Send message
    Click the Attach
    File icon to
    attach a voice,
    fax, or text file
    Save message
    Adjust volumeAdjust speed
    Click the text icon
    to create a text
    message 
    						
    							CallPilot Desktop Messaging for Novell GroupWise      5
    
    
    	
    
    	
    
    #	$
    To create and send a fax message
    To send a fax, your CallPilot mailbox must have fax capability. The recipients of your fax must also
    have fax capability to view the fax on their computer. If your recipients access their messages from their
    telephone, they can view the fax only by printing it. You can send your fax to a fax machine.
    1 
    Open the document that you want to fax. It must be 8.5 inches (21.5 cm) wide or less.
    2 
    On the File menu, click Print.
    3 
    From the list of printers, select Nortel Fax, then click Print or OK.
    4 
    The Compose Fax dialog box displays. Before sending the fax, you can add more documents,
    including a cover page, by repeating steps 1 to 3. You can also view the fax, and save it as a file.
    5 
    Select a Send option. To send your fax to a fax machine, enter the number(s), then click Send.
    To send your fax to a CallPilot or e-mail recipient, select Send using... , then click Send.
    6 
    If you selected Send using…, a new message
    window opens, displaying your fax. Click To… to
    open the Address Book, or type the formatted
    address in the To field. For addressing
    information, see page 7.
    7 
    Add a voice or text attachment and message
    options, if required. See pages 6 and 8.
    8 
    Click the Send Message icon.
    To create and send a text message
    To create a text message, open a new CallPilot message and type or paste plain text into it, then click
    the Send Message icon. To save a text message as a file, click Save As on the File menu, and save it
    as a .txt file.
    View the selected
    image
    Delete the
    selected image
    Change the
    order of files in
    the fax list
    Save the fax as
    a .tif type f file if
    you want to send
    it later
    File format and
    title of your file
    Select this option
    to send the fax to
    a fax machine
    Select this option
    to send the fax to
    a mailbox
    Click Send after
    selecting the
    appropriate
    Send option 
    						
    							6      CallPilot Desktop Messaging for Novell GroupWise
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    You can forward a message, and compose an introduction to send with it. You can also compose a
    reply to the sender of a message, or to the sender and all recipients of a message.
    To forward or reply to a message
    1 In an open message, click the Forward or
    Reply icon.
    2 Follow the steps for composing a message.
    See page 4.
    3 Address a forwarded message the same way
    as a new message. Replies are addressed
    automatically.
    You can change the subject line before sending the
    message.
    &
    	
    
    
    	
    
    	
    
    Before sending a message, you can attach a voice, fax, or text file to it. Voice files can be .vbk or .wav
    format for CallPilot recipients, but must be .wav format for non-CallPilot recipients. Fax files must be .tif
    type f format. Text files must be .txt format.
    To attach a file to a message
    1 In a new CallPilot message, click the Attach
    File icon.
    2 In the Open File box, select or type the name
    of the file that you want to attach.
    3 Click Open to attach the file and return to the
    new CallPilot message.
    Attach File 
    						
    							CallPilot Desktop Messaging for Novell GroupWise      7
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    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
    may want to distinguish between CallPilot and e-mail addresses by adding CallPilot after the recipient’s
    name. You can also add distribution list names to your personal Address Book.
    You can add a CallPilot address to your personal
    Address Book by copying it.
    1 
    In the CallPilot Address Book, select and
    right-click a name.
    2 
    Click Copy to… .
    3 
    In Copy Names Between Address Books,
    select the name of your personal Address
    Book, then click OK.
    You can also create an address manually and add
    it to your personal Address Book.
    1 
    On the Tools menu, select Address Book.
    2 
    Select your personal Address Book, then click
    the Add button.
    3 
    In New Entry, select Person and click OK.
    4 
    In CallPilot - General, select the appropriate
    address type from the drop-down list. Then
    enter the required address details. Refer to the
    online Help for the correct addressing formats.
    Click OK.
    To address a message from your address book
    1 
    In a new CallPilot message, click To… .
    2 
    Select CallPilot Address Book or your personal Address Book.
    3 
    Select the name of the recipient or distribution list.
    4 
    Click Add ->. You can select one or more addresses, clicking Add -> after each one.
    5 
    Click OK 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. Refer to the online Help for the
    correct addressing formats. 
    						
    							8      CallPilot Desktop Messaging for Novell GroupWise
    	
    	
    
    
    
    
    
    
    You can create a Desktop Messaging personal distribution list for a group of recipients to whom you
    frequently send messages. After you create a list, it appears in your personal Address Book. You simply
    select the list when you address a message. You cannot access these lists from your telephone.
    You create a CallPilot personal distribution list in the same way that you create a Novell GroupW ise
    personal distribution list.
    To create a personal distribution list
    1 On the Tools menu, select Address Book.
    2 Select CallPilot Address Book or your personal
    Address Book.
    3 Select names, clicking To -> after each one.
    4 Click Save Group.
    5 In Save as Group, type a name for the list,
    then click OK.
    You can add or delete names for this group. Click
    Information, then Edit Group.
    (	
    	
    
    	
    
    
    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.
    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 or Delivery receipt
    Check Read receipt to request acknowledgment
    that your recipient opened the message. Check
    Delivery receipt to request acknowledgment that
    your recipient received the message. 
    						
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