Avaya CallPilot 4.0 Unified Messaging User's Guide

C a l l P i l o tTM Release 4.0 - Standard 1.06Desktop Messaging User Guidefor Microsoft Outlook

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7How to get HelpThis section explains how to get help for Nortel products and services.Getting Help from the Nortel Web siteThe best way to get techni

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9Welcome to CallPilotCallPilot* from Nortel is an advanced business communications system that offers exceptional flexibility for managing your messag

10Getting startedAbout this guideThis user guide describes how to use CallPilot with your Microsoft Outlook e-mail.The instructions and screen images

11Logging 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 Remem

12Working with your CallPilot messagesWhen you open your e-mail with CallPilot installed, your CallPilot messages appear in the CallPilot Message Stor

13Playing voice messagesWhen you open a voice-only message, the CallPilot Player appears. In mixed voice, fax, or text messages, click the Voice icon

143 When you are finished, close the message.AddressPosition inmessagePlay/ReplayStopRecordMessagePlay messagesfrom telephonePlay messagesfrom compute

15Viewing fax messagesNote: In order to receive faxes, your CallPilot administrator must enable fax capability for your mailbox.To view a fax message

Business Communications Manager & CallPilot 100/150Updates to theDesktop Messaging User GuidesInternet ClientsPage 9 Call the sender of a messageC

16Composing voice messagesYou can record a voice message from the computer or the telephone, then address and send the voice message, the same way as

17converts .vbk files to .wav files, when sending to non-CallPilot users. See Changing mail delivery settings, page 51.

18Composing fax and text messagesTo create and send a single fax message To c reate a fax, your CallPilot mailbox must have the fax capability enabled

19To create and send a text messageTo c reate a text message:1 Open a new CallPilot message form.2 Click the Text icon in the toolbar. 3 Ty p e o r p

20 Creating and sending fax batch messagesTo send customized CallPilot fax messages to multiple recipients, you can use Microsoft Word Mail Merge, an

212 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

22client and a voice prompt identifies the message as Urgent from the CallPilot telephone interface. Messages sent Urgent are treated as Normal when

23The 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

24following is an example using the Sample.doc file:In this example, the document is customized for each recipient. Data source column headers are ins

254 Click OK in the Print dialog box to initiate the batch fax process.When the document is merged, data values from the data source file are merged i

Outlook, Lotus Notes, GroupWisePage 9 Contact sender of a messageCall the sender of a message is not supported.Contact Sender is not supported. This d

26appears:If you select Yes, an attempt is made to resend the fax to the server. If you select No, the current fax is skipped, and processing begins o

27Using custom fax Cover PagesCallPilot users can choose to include a cover page with their faxes. The server administrator typically designs and mana

28CallPilot Desktop Messaging Custom formThe Custom Fax Forward form of CallPilot Desktop Messaging contains a menu item named Cover page, which cont

29 Nortel Fax Printer Driver formYou can use the Nortel Fax Printer form to send a fax message, using either a CallPilot Desktop Messaging client (suc

30If you choose to send your fax to a specific destination (for example, a fax machine), the Cover page text box becomes active, and allows you to bro

31The first time you access this page, CallPilot Desktop Messaging attempts to fill in the From section using information from the registry. Desktop M

32Initiating a call using Call DirectoryThe Call Directory feature allows you to call any person listed in any Address Book available to Microsoft Ou

33 Mobile OtherContact VerificationWhen CallPilot has extracted all valid telephone numbers, you are prompted to select and validate the telephone n

34Contacting the sender of a messageYou can respond to a CallPilot mess age or an Microsoft Outlook message with a telephone call instead of a recorde

35Adding attachments to messagesBefore sending a message, you can attach one or more voice, fax, or text files to it. Voice files can be .vbk or .wav

Page 38 E-mail addresses versus Fax/Telephone numbersThe CallPilot Desktop client always attempts to find a CallPilot e-mail address or address inform

36Forwarding and replying to messagesYou can forward a message, and append an introduction to it. You can also compose a reply to the sender of a mess

37Message Forwarding Rule The Message Forwarding Rule can be configured by the system administrator or by the My CallPilot user. The Message Forwardi

38Addressing messagesTo address a message from an Address Book You can address a CallPilot message from the Address Book on the server, or you can se

39CallPilot or Microsoft Exchange Server address cannot be found, the Desktop client determines the message data type (voice, TIF, or text), and takes

40To address a message manuallyYou can type an address directly into the To text box of a new message. Enclose the address in square brackets. Refer t

41the name of the sender. To do this, use the feature Resolving Addresses. To activate Resolving Addresses functionality in CallPilot Desktop Messagin

42To add a sender to your Outlook Contacts If the sender is not in your Outlook Contacts, the display name appears as Unknown. You can add a sender

432 Select Add to Contacts... to add the sender to your Outlook Contacts. The contact window box appears.3 Insert the name of the sender.4 Select Sav

44Where:XXXX = VPIM network shortcutYYYY = CallPilot Mailbox numberZZZZ = CallPilot Server FQDN (server and domain)For example, suppose CallPilot serv

45Personal Distribution ListsThere are two types of Personal Distribution Lists (PDL) you can use: CallPilot PDL, which can be created using My CallP

46Instant MessagingThe Instant Messaging feature allows you to start an Instant Messaging (IM) session through Microsoft Windows> MSN Messenger and

47that is not installed on your PC.Using Instant Messaging from the CallPilot FormYou can initiate an instant messaging session through the CallPilot

48Using Instant Messaging from Microsoft OutlookYou can initiate an Instant Messaging session by selecting a message and choosing the Contact Sender m

49Multimedia PC Client Conversation window, is displayed. This window provides the interface for sending and receiving instant messages.If the Sign In

50Changing your mailbox settingsTo view or change your CallPilot access settings1 In your e-mail Inbox, on the Tools menu, click Services (or E-mail a

51Changing mail delivery settingsTo view or change your mail settings1 In your e-mail Inbox, on the Tools menu, click Services (or E-mail accounts if

52 Enable Message Forwarding Rule - enables the forwarding of messages as defined by the CallPilot Administrator. If the Message Forwarding Rule feat

53Changing your Address Book settingsTo view or change your Address Book settingsYour administrator enters the default Address Book settings for you.

541 Select the Address Book tab as described previously.2 Click Download now. The server Address Book downloads to your computer.3 Select Use local

55Changing audio settingsTo change the audio device and volumeYou can play and record your messages from your telephone or your computer. 1 In your e-

2CallPilot Desktop Messaging User Guide for Microsoft OutlookDocument number: 555-7101-422Product release: 4.0Document release: Standard 1.06Date: Oc

56Linking to My CallPilotDesktop Messaging provides links to the web-based resources in My CallPilot. To view or change the URL for My CallPilot, see

57specific to your mailbox.

58Working offlineTo work offline, you require a computer that has CallPilot installed and configured in the same way as your office computer. You can

59Document informationCallPilot Desktop Messaging User Guide for Microsoft Outlook Copyright © 2006 Nortel Networks. All Rights Reserved.Information i

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3*Nortel Networks, the Nortel Networks logo, the Globemark, and Unified Networks, BNR, CallPilot, DMS, DMS-100, DMS-250, DMS-MTX, DMS-SCP, DPN, Dualmo

4PROMARK and RHOBOT are trademarks of DMI Promark, Inc.QUICKTIME is a trademark of Apple Computer, In.RADISYS is a trademark of Radisys Corporation.RO

5ContentsHow to get Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Welcome to CallPilot . . . . . . . . . . . .