Nortel Business Communications Manager Personal Call Manager Instructions Manual

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B usine ss Co mmu nic at ions  M ana ger  P ers o n al  Ca ll  M an ager
 
Chapter 1
Personal Call Manager
Business Communications Manager Personal Call Manager is a Telephony Application 
Programming Interface (TAPI)-based application that provides an easy to use computer interface 
for your telephone.
With Personal Call Manager you can:
 make calls
 redial telephone numbers
 return calls
answer calls
 put calls on and off hold
 manage multiple calls
 transfer calls
 conference calls
 activate and de-activate Do Not Disturb
 call forward your telephone
Personal Call Manager also has an Address Book that allows you to store the names, addresses, 
and telephone numbers of your contacts on your computer where they are easy to find and use.
Using a handsfree telephone with Personal Call Manager
Personal Call Manager is a tool designed to accompany your telephone. It provides tools to make 
processing calls easier, but you must still use your telephone to speak with the caller. For this 
reason, we recommend that you use a telephone equipped with handsfree. When using a handsfree 
telephone, you can perform all of the Personal Call Manager functions without picking up the 
telephone handset.
About this guide
Personal Call Manager provides several ways to perform each task. Although this document 
describes all of the possible methods, you only need to use one of the methods to perform the task.
Installing Personal Call Manager
Personal Call Manager must be installed on your computer before you can use it. The files required 
to install Personal Call Manager are on the Business Communications Manager base unit.
To install Personal Call Manager:
1 Exit any Windows programs that are running. 
						

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2On the Unified Manager front page, click on Install Client. The Client Install Application 
page appears. 
3Click on Personal Call Manager. The Personal Call Manager page appears.
4Click on Install Personal Call Manager. A file download window appears.
5Select Save this program to disk and click OK. The SaveAs dialog appears.
6Choose a location to save this file to. Click Save. The file begins downloading.
7When the file is finished downloading, double-click on it. The install application begins.
8Follow the on-screen instructions. 
Starting Personal Call Manager
You can start Personal Call Manager from the shortcut icon on the desktop or from the Windows 
Start button.
To start Personal Call Manager from the shortcut icon:
1Double-click .
To start Personal Call Manager using the Start button:
1Click the Start button, point to Programs, point to Personal Call Manager and then click 
Personal Call Manager.
The Personal Call Manager introduction screen appears briefly. The Personal Call Manager icon is 
added to the task tray and task bar, and the Personal Call Manager window appears.
Personal Call Manager icons
When Personal Call Manager starts up, two icons are added to the screen: the taskbar icon and the 
task tray icon. These two icons have different tasks. The taskbar icon opens the Personal Call 
Manager window. The task tray icon gives you access to Personal Call Manager functions when 
you are using another program. The diagram below shows where these icons are located.
Note: When you install Personal Call Manager, the shortcut icon is 
installed by default. 
Taskbar icon
Ta s k  t r a y  i c o n 
						

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Personal Call Manager task tray icon
The Personal Call Manager icon   appears on the right side of the task tray.
When you move the mouse pointer over the Personal Call Manager icon, the number of current 
calls is displayed. The number displayed includes the active call, conference calls and calls on 
hold.
When you right-click the Personal Call Manager icon, a menu appears that allows you to exit from 
Personal Call Manager, set Personal Call Manager options, or open the Personal Call Manager 
window. The Personal Call Manager window provides access to additional features such as the 
Address Book.
When you click the Personal Call Manager icon, the task tray menu appears. From the task tray 
menu you can perform most basic call functions, such as making and answering calls, putting calls 
on hold, transferring calls and conferencing calls.
Personal Call Manager task tray menu
The Personal Call Manager task tray menu is divided into two main sections. The lower portion of 
the menu contains the following call control options:
 Callers List  - a list of the telephone numbers of the last ten calls
 Redial List  - a list of the last ten telephone numbers you dialed
 Quick Dials  - a group of telephone numbers you want quick access to
 Tr a n s f e r  - allows you to transfer the active call to another telephone
 Manual Dial  - allows you to call someone by entering their telephone number on the 
computer keyboard
 DND  - turns the Do Not Disturb feature on or off
The upper portion of the menu contains  the current calls. Each of these calls has an icon beside it 
to indicate the status of the call. If there are currently no calls, the upper portion of the menu does 
not appear.
Active Call Appears beside the call you are currently on.
Held Call Appears beside calls that are on hold. Any call that is not  active is on hold.
Conference Call Appears beside the two calls that you are connected to when  you are on a conference call.
Held Conference Appears beside conference calls that are on hold.
Ringing Appears beside calls that are ringing. 
						

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Personal Call Manager window
From the Personal Call Manager window you can perform all of the functions of the Personal Call 
Manager task tray icon as well as access the Address Book, the Help files and Personal Call 
Manager setup.
Opening the window
When you start Personal Call Manager, the window appears. If you do not want the window to 
appear when you start Personal Call Manager, refer to “
Changing the Startup Option” on page  80. 
When you change this option, the window is minimized to an icon on the taskbar when you start 
Personal Call Manager. You can also minimize the window at anytime by clicking the minimize 
button in the top right corner of the window.
To maximize the window:
 click the Personal Call Manager icon in the taskbar
or
 right-click the Personal Call Manager icon in the task tray and click Open.
Components of the window
The Personal Call Manager window shows the following:
 the Menu bar
 the toolbar 
 the address book
 the current calls
 the status bar
All of these components, except the Menu bar, can be turned on or off to suit your needs. 
						

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Menu bar
The Menu bar shows the menus available from the window. From these menus you can access all 
of the features available from Personal Call Manager. The Menu bar is always visible on the 
window.
One of the menus on the Menu bar is the Calls menu. The items on the Calls menu are identical to 
the items on the Personal Call Manager task tray menu.
Toolbar
The toolbar contains several buttons that provide quick and easy access to Personal Call Manager 
functions.
D is pl ayin g th e toolba r
To display the toolbar:
1 Click the  View menu and then click  Toolbar.
The toolbar toggles between being displayed and not being displayed. When the toolbar is set 
to be displayed,  ✔ appears beside the  To o l b a r menu item in the  View menu.
Menu Bar
To o l b a r
Address Book
Current Calls
Status Bar
Tree View List View Calls box Conference box 
						

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Using the toolbar
The toolbar buttons provide access to commonly used features. 
Address Book
The Address Book is a list of all the contacts stored in Personal Call Manager. The Address Book 
consists of two parts: 
 the Tree View which shows the structure of your folders
 the List View which shows the folders and contacts stored in the currently selected folder
For more information about the Address Book, refer to “
Address Book” on page  51.
Displaying the Address Book
To display the Address Book:
1Click the View menu and then click Only Address Book to display only the Address Book. 
or
Up One Level Exits from the current directory and moves one level up in the contact 
tree.
New Folder Adds a new folder to the Address Book.
New Contact Adds a new contact to the Address Book.
Cut Copies the selected folder or contact onto the clipboard and deletes it. 
Copy Copies the selected folder or contact onto the clipboard. 
Paste Copies the folder or contact stored on the clipboard to the selected 
folder.
Properties Displays the Address Properties dialog box if a contact is selected or 
the Folder Property dialog box if a folder is selected.
Print Prints information about the currently selected contact. 
If a folder is selected, prints information about all of the contacts in the 
folder.
Large Icons Displays the folders and contacts in the Address Book in large icons. 
Small Icons Displays the folders and contacts in the Address Book in small icons.
List Displays the folders and contacts in the Address Book in small icons 
organized in vertical columns.
Detail Displays the folders and contacts in the Address Book in a report view 
format. In this format the icon, first name, last name, telephone 
numbers, and email information of the contact appears.
Find Person Displays the Search dialog box. The Search dialog box is used to find 
a particular contact within the Address Book.
Calls Log Displays the Calls Log Window. This window shows all of the calls 
made or received while Personal Call Manager was operating.
About Displays a dialog box containing information about the Personal Call 
Manager software such as the software version. 
						

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1 Click the  View menu and then click  Both Address Book and Calls  to display both the 
Address Book and the Current Calls.
The symbol  appears beside the current selection.
Current Calls
The Current Calls section of the screen shows which calls are active. The Current Calls section 
consists of two parts:
 the Calls box which shows the calls that are currently on your telephone
 the Conference box which shows the conference calls that are currently on your telephone.
Disp la yin g the  Cur re nt  Ca lls
To display the Current Calls:
1 Click the  View menu and then click  Only Calls to display only the Current Calls. 
or
1 Click the  View menu and then click  Both Address Book and Calls  to display both the 
Address Book and the Current Calls.
The symbol  appears beside the current selection.
Cu rrent Ca lls icons
There are several icons that are used in the Current Calls section. Each icon is used to represent a 
call. The icons also show the status of the calls.
Current Ca lls Too lb ar
Above the Calls box and the Conference box are toolbars that you use to control the calls or 
change how the calls are displayed. 
Active Call Appears beside the call you are on.
Held Call Appears beside calls that are on hold. Any call that is not 
active is on hold.
Conference Call Appears beside the two calls that you are connected to when  you are on a conference call.
Held Conference Appears beside conference calls that are on hold.
Ringing Appears beside the calls that are ringing.
Manual Dial Displays the Dial dialog box. This dialog box allows you to call  someone who is not in the Address Book.
Release Hangs up the selected call. If only there is only one call, that call is  automatically selected. 
						

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Status bar
The Status bar is at the bottom of the screen and provides four information message areas:
 Help messages – Shows a help message, if available, for the area the mouse pointer is pointing 
on. For example, if the pointer is on one of the buttons on the toolbar, the message describes 
what the button does.
 Line used – Identifies which telephone line is being used by Personal Call Manager. 
 DND – The acronym DND appears if the Do Not Disturb (DND) feature is turned on for your 
telephone.
 Call Forward – Indicates if Call Forward is activated, and to which number your telephone is 
call forwarded.
Displaying the Status bar
To display the Status bar:
1Click the View menu and then click Status Bar.
The Status bar toggles between being displayed and not being displayed. When the Status bar 
is set to be displayed, ✔ appears beside the Status Bar menu item.
Closing the window
To close the window, click the minimize button in the top right corner of the window. The window 
is minimized to an icon on the taskbar. 
When you close the window, call control features are still available from the Personal Call 
Manager icon in the task tray.
Properties Displays the Notes tab of the Address Properties dialog box for the 
selected call. If the selected call is not in the Address book, a 
message appears asking if you want to add this caller.
Large Icons Displays the current calls or conference calls in large icons. 
Small Icons Displays the current calls or conference calls in small icons.
List Displays the current calls or conference calls in small icons 
organized in vertical columns.
Detail Displays the current calls or conference calls in a report view format. 
In this format the icon, caller’s name, telephone number and call 
duration appears. The duration is a running count of how many 
minutes the call has been connected.
Help messages Line used DND Call Forward 
						

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Setting up Personal Call Manager
Before you can use Personal Call Manager you must choose the TAPI line that will be used and 
define the dialing properties.
Defining the line used
If there are several lines available, you can choose which line Personal Call Manager uses to make 
calls. To choose a line:
1 Click the  Tools menu and then click  Dial Using.
The Choose a TAPI Line dialog box appears.
2 Click the  TA P I  L i n e  list box.
3 Click the line Personal Call Manager uses.
4 Click the  Address list box.
5 Click the address for the line you chose.
6 Click the  OK button.
Changing the dialing properties
Note:  When using the Business Communications Manager TSP, the 
name of the TAPI line is the same as the extension name for your 
telephone.
Note:  The following description and  screen are samples. The screen you 
see displayed will contain similar information but the presentation may 
vary depending on the version of the Windows operating system you are 
using. Refer to the Windows documentation that came with your system 
for further specifications. 
						

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You use the Dialing Properties to define where you are situated and what is required to dial from 
this location. To access dialing properties:
1Click the Tools menu and then click Dialing Properties.
The Dialing Properties dialog box appears.
From the Dialing Properties dialog box you can control these options:
 the location you are dialing from (I am dialing from)
 the country you are in (I am in this country)
 the area code you are dialing from (Area Code)
 if you are using a calling card (Use a calling card for long distance)
 the number used to disable Call Waiting (Disable call waiting by dialing)
 access to lines (To access an outside lines)
 the type of dialing system (Dial using)