CallPilotTMDesktop Messaging User Guidefor Microsoft OutlookRelease 2.5

7Welcome to CallPilotCallPilot from Nortel Networks is an advanced business communications system that offers exceptional flexibility for managing you

8Getting startedAbout this guideThis user guide describes how to use CallPilot with your Microsoft Outlook e-mail.The instructions and screen images s

9Logging inWhen 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 Rememb

10Working with your CallPilot messagesWhen you open your e-mail with CallPilot installed, your CallPilot messages appear in the CallPilot Message Stor

11Playing voice messagesWhen you open a voice-only message, the CallPilot Player appears. In mixed voice and fax or text messages, click the Voice ico

12Viewing fax messagesNote: In order to receive faxes, your CallPilot administrator must enable fax capability for your mailbox.To view a fax message

13Composing voice messagesYou can record a voice message from the computer or the telephone, then address and send it the same way as an e-mail messag

14Composing fax and text messagesTo create and send a single fax message To create a fax, your CallPilot mailbox must have the fax capability enabled.

156 Add attachments and options if required. See Adding attachments to messages, page 30, and Setting message options, page 30.7 Click Send Message.To

16 Creating and sending fax batch messagesTo send customized CallPilot fax messages to multiple recipients you can use Microsoft Word's Mail Merg

Business Communications Manager & CallPilot 100/150Updates to theDesktop Messaging User GuidesInternet ClientsPage 7 Call the sender of a messageC

172 Add new columns or subtract existing ones, as required. For new columns, chose a meaningful column header name.3 Add the required data under each

18from My CallPilot or a Desktop Messaging client and a voice prompt will identify the message as Urgent from the CallPilot telephone interface. Messa

19The purpose of this page is to provide a location to map information in the data source to each customized fax document. To signal CallPilot that th

20In this example, the document is customized for each recipient. Data source column headers are inserted into the document using the MS Word Mail Mer

213 Select Merge to Printer and then select the Nortel Fax Batch driver from the Print dialog box that appears.Note: Ensure that MS Word is not set up

22If a problem occurs while transferring the fax, a dialog similar to the following appears:If you select Yes, an attempt is made to resend the fax to

23Using custom fax Cover PagesCallpilot users can choose to include a cover page with their faxes. These are typically designed and managed by the ser

24pages are stored. The default location is: \\Program Files\Nortel Networks\ CallPilot\cvrpages.CallPilot Desktop Messaging Custom formThe CallPilot

25 Nortel Fax Printer Driver formYou can use the Nortel Fax Printer form to send a fax message using either a CallPilot Desktop messaging client (such

26If you choose to send your fax to a specific destination (for example, a fax machine), the Cover page field becomes active and lets you browse for a

Outlook, Lotus Notes, GroupWisePage 7 Call the sender of a messageCall the sender of a message is not supported.Page 7 Access web-based My CallPilot t

27Custom form and the Nortel Fax Printer driver application.Click on Preview to view the current state of the cover page.

28The first time you access this page, CallPilot Desktop Messaging will try to fill in the From section using information from the registry. Desktop M

29Calling the sender of a messageYou can respond to a CallPilot message or an MS Outlook message with a telephone call instead of a recorded message.

30Adding attachments to messagesBefore sending a message, you can attach a voice, fax, or text file to it. Voice files can be .vbk or .wav format for

31Addressing messagesEntries in the Microsoft Outlook Contacts list contain information such as: e-mail addresses, fax numbers, and telephone numbers.

321 In a new CallPilot message, click To… .2 In the Show names list, select CallPilot Address Book, Personal Address Book or Outlook Address Book - Co

33White spaceThe CallPilot Desktop client will attempt to remember changes you make. This should prevent you from repeatedly having to make the same c

34CallPilot are the contact information and e-mail fields.3 You can choose to enter a CallPilot address in the E-mail field or fax/telephone numbers i

35[CALLPILOT:XXXX@ZZZZ]Where:XXXX = Telephone or fax numberZZZZ = CallPilot Server FQDN (server and domain)Examples of valid fax and telephone number

36Personal distribution listsThere are two types of Personal Distribution Lists (PDL) you can use: CallPilot PDL, which can be created using My CallP

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378 Click OK after viewing the list. You can add or delete names for this list at any time.

38Changing your mailbox settingsTo view or change your CallPilot access settingsYour administrator enters the default CallPilot access information for

39Changing mail delivery settingsTo view or change your mail settingsYour administrator enters the default mail settings for you. You can change them

40 Convert voice messages to WAV for non-CallPilot users - Your recorded messages are automatically converted from .vbk to .wav files when you send t

41Changing your address book settingsTo view or change your Address Book settingsYour administrator enters the default Address Book settings for you.

42Changing audio settingsTo change the audio device and volumeYou can play and record your messages from your telephone or your computer. 1 In your e-

436 If you want to download voice messages to your computer before playing them, check Download file... . This option is useful if you are using a mod

44Linking to My CallPilotDesktop Messaging provides links to the web-based resources in My CallPilot. To view or change the URL for My CallPilot, see

45Working offlineTo work offline, you need a computer that has CallPilot installed and configured in the same way as your office computer. You can dow

46Document informationCallPilot Desktop Messaging User Guide for Microsoft Outlook Copyright © 2003, Nortel Networks, All Rights ReservedInformation i

iiCallPilot Desktop Messaging User Guide for Microsoft OutlookProduct releases: 2.5Document release: Standard 1.0Date: October 2003Copyright © 2003, N

iiiNortel Networks, the Nortel Networks logo, the Globemark, and Unified Networks, BNR, CallPilot, DMS, DMS-100, DMS-250, DMS-MTX, DMS-SCP, DPN, Dualm

ivPROMARK and RHOBOT are trademarks of DMI Promark, Inc.QUICKTIME is a trademark of Apple Computer, In.RADISYS is a trademark of Radisys Corporation.R

vContentsWelcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Getting started . . . . . . . . . . . . . . . .

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