Nortel Business Communications Manager Personal Call Manager Instructions Manual

							Chapter 1 Personal Call Manager31
B usin ess C om mun ic a tio ns  Ma nag er Pe rs on al C all M ana ger
 
1 Click .
The Dial  dialog box appears.
2 Enter the telephone number you want to dial.
If you have the Search Option set to Fast Search, Personal Call Manager compares the number 
you are entering to the contacts stored in the Address Book. Any contacts that match the 
number you are entering appear in the bottom of the dialog box. To dial one of these contacts, 
click the contact you want to call. The default number appears in the  Phone Number Type list 
box. To choose a different number, from the  Phone Number Type list box select Business, 
Home, or Mobile.
3 Click the  Dial button.
If you want to call a contact in the Address Book and you remember only the contact’s name, enter 
the contact’s name. If you are using Fast Search, any contacts that match the name you are entering 
appear in the bottom of the dialog box. If you are using Slow Search you must click the  Find Now 
button to find the contacts.
For more information about Search Options, refer to  “
Changing the Search preferences” on page 
79.
You can open the Dial dialog box using two other methods:
1 Press the  F3 key.
or
1 Click the Personal Call Manager task tray icon or the  Calls menu, point to  Quick Dials and 
then click  Other. 
						

							32Chapter 1 Personal Call Manager
P0936569 02
 
Redialing a number
Personal Call Manager keeps a list of the last ten telephone numbers you called. The most recent 
call is at the top of the list and the oldest call is at the bottom. When there are ten calls on the list 
and you make another call, the new call is added to the top of the list and the oldest call is deleted. 
If you call a number that is on the list, the number does not appear on the list a second time. The 
number is moved from its previous location to the top of the list.
To redial one of the last ten telephone numbers:
1Click the Personal Call Manager icon on the taskbar or the Calls menu and then point to 
Redial List.
2Click the number you want to redial.
Returning a call
Personal Call Manager keeps a list of the telephone numbers of the last ten people who called you. 
The Callers List shows both the calls you answered and the calls you were unable to answer. You 
can use this list to return the calls.
The calls on the Callers List are numbered from one to ten. Call number one is the most recent call 
and is stored at the top of the list. Call number ten is the oldest call and is stored at the bottom of 
the list. When there are ten calls on the list and you receive another call, the new call is added to 
the top of the list and the oldest call is deleted. If you receive a call from a number that is on the 
list, the number does not appear on the list twice. The number is moved from its previous location 
to the top of the list.
Telephone numbers appear on the Callers List if:
 you subscribe to a Caller ID (CLID) service.
or
 you receive an internal call through Business Communications Manager.
To return a call:
1Click the Personal Call Manager task tray icon or the Calls menu and then point to Callers 
List.
2Click the number of the person you want to call.
Calling from the Quick Dial list
Before you can call a number from the Quick Dial list, you must add the number to the Quick 
Dials. For more information about Quick Dials, refer to “
Quick Dials” on page  77.
To call one of the numbers from the Quick Dial list using the Address Book: 
						

							Chapter 1 Personal Call Manager33
B usin ess C om mun ic a tio ns  Ma nag er  Pe rs on al C all M ana ger
 
1 Click the  Quick Dials  icon in the Tree View portion of the Address Book.
The icons of all the Quick Dials appear in the List View of the Address Book.
2 Drag the icon of the contact  you want to call into the Calls box.
To call one of the numbers from the Quick Dial list using the Personal Call Manager task tray or 
Calls menu:
1 Click the  Personal Call Manager  task tray icon or the Calls menu and then point to  Quick 
Dials .
2 Click the icon of the person you want to call.
Answering a call
Knowing when someone is calling
Personal Call Manager notifies you when there is an incoming call. When someone calls you, the 
You Have a New Call dialog box appears, and the Ringing icon appears in the Calls box, the 
Personal Call Manager task tray menu and the Calls menu. If you subscribe to a Caller ID service, 
or you are receiving an internal call through Business Communications Manager, the name or 
number of the caller appears below the icon and in the You Have a New Call dialog box.
Knowing who is calling
When a call is made or received, an icon appears in the Calls box, Calls menu, and Personal Call 
Manager task tray menu. These icons are given a label to help identify who is on the call. The 
information on the label depends on several factors.
If you subscribe to a Caller ID service, Personal Call Manager compares the received number to 
the numbers stored in the Address Book. If a match is found, the name from the Address Book 
appears with the Active Call icon. If a match is not found, the name sent with the Caller ID 
information appears. If a match is not found and a name is not sent with the Caller ID information, 
the telephone number appears.
If no Caller ID information is available, or you do not subscribe to this service, the word Unknown 
is used as the label.
Internal calls show the name of the contact stored in the Address Book if available. When there is 
no name for the caller in the Address Book, the Business Communications Manager extension 
name appears. 
						

							34Chapter 1 Personal Call Manager
P0936569 02
 
Displaying who is calling from the task tray
When you click the Personal Call Manager icon in the task tray, the current calls appears at the top 
of the menu. If you subscribe to a Caller ID service or you are receiving an internal call through 
Business Communications Manager, the name or number of the caller appears beside the icon. To 
perform a function on one of the current calls, point at the name or number of the caller and a 
menu appears.
Answering a call using the You Have a New Call dialog box
Personal Call Manager displays the You Have a New Call dialog box when you receive a call.
If you subscribe to Caller ID services, information about the caller is displayed in the You Have a 
New Call dialog box. If the caller is one of the contacts in your Address Book, the name, telephone 
number, type of call, department, and Company appear on the dialog box. Also, a small picture 
appears in the dialog box and a voice announce message plays, if you assigned them when you 
added the contact. For more information about adding contacts to the Address Book, refer to 
“
Adding a new contact to the Address Book” on page  54. If the Caller is not one of your contacts, 
the name and/or telephone number and call type appears.
To answer a call using the You Have a New Call dialog box:
1Click the Answer button.
Answering a call from the window
To answer the call:
1Double-click the Ringing icon.
The icon changes to the Active Call icon and the call is answered.
Note: The Cancel button cancels only the You Have a New Call dialog 
box, not the call. If you click the Cancel button, the You Have a New Call 
dialog box closes but the call continues to ring on your telephone. 
						

							Chapter 1 Personal Call Manager35
B usin ess C om mun ic a tio ns  Ma nag erPe rs on al C all M ana ger
 
or
2 Right-click the Ringing icon in the Calls box and then click  Answer.
Answering a call from the task tray or Calls menu
To answer a call:
1Click the Personal Call Manager task tray icon or the  Calls menu and then point to the label of 
the call.
2 Click  Answer .
Accessing the Notes tab
After you have answered the call, you can display the Notes tab of the Address  Properties dialog 
box. Use the Notes tab to record information about the contact, such as recent orders, meeting 
locations, etc. For instructions about adding information to the Notes tab, refer to  “
Note” on page 
60.
To display the Notes tab:
1 Click the icon of the caller.
2 Click .
Putting a call on hold
When a call is put on hold, the icon for the call changes from the Active Call icon to the Held Call 
icon. For information about the various icons, refer to  “
Personal Call Manager task tray menu” on 
page 13 and “Current Calls icons” on page  17.
Putting a call on hold using the window
To put a call on hold:
1Make or answer the call.
2 Right-click the icon of the call in the  Calls box and then click  Hold.
Putting a call on hold using the task tray or Calls menu
To put a call on hold:
1Make or answer the call.
2 Click the  Personal Call Manager  task tray icon or the Calls menu, point to the call you want 
to put on hold and click  Hold. 
						

							36Chapter 1 Personal Call Manager
P0936569 02
 
Answering a held call using the window
To answer a held call:
1Right-click the icon of the call in the Calls box and then click UnHold.
Answering a held call using the task tray or Calls menu
To answer a held call:
1Click the Personal Call Manager task tray icon or the Calls menu and then point to the caller 
you want to talk to.
2Click UnHold.
Multiple calls
Personal Call Manager can control several calls at once. The maximum number of calls is equal to 
the maximum number of lines available. All of the calls currently connected appear on the 
Personal Call Manager task tray menu, the Calls menu, and the window.
Although several calls can be controlled, only one call can be active at any time, except if you have 
a conference. In a conference, you can have two active calls. When you answer a held call, the 
currently active call is automatically put on hold. This allows you to switch between held calls 
simply by answering the caller you want to talk to.
Switching between calls using the window
On the window, the currently connected calls appear in the Calls box. The currently active call 
shows the Active Call icon while the rest of the calls show the Held Call icon.
To switch to a different call:
1Double-click the icon of the caller you want to talk to.
or
2Right-click the icon of the caller you want to talk to and then click UnHold.
Switching between calls using the task tray and Call menus
On the Personal Call Manager task tray menu and the Calls menu, the currently connected calls 
appear at the top of the menu. The currently active call shows the Active Call icon while the rest of 
the calls show the Held Call icon. 
To switch to a different call: 
						

							Chapter 1 Personal Call Manager37
B usin ess C om mun ic a tio ns  Ma nag er Pe rs on al C all M ana ger
 
1 Click the  Personal Call Manager  task tray icon or the Calls menu, point to the caller you 
want to talk to and then click  UnHold.
The caller you point to becomes the active call and the other call is put on hold.
Transferring a call
Personal Call Manager allows you to transfer a call to a different telephone. You can transfer the 
call with an announcement or without. With an announcement, you are calling the person you are 
transferring the call to before  you transfer the call. Use announcements to inform the person who 
the caller is and why they are calling.
Transferring a call without an announcement
When you transfer a call without an announcement, you are transferring without checking if the 
person is available to answer the call. This is also known as a blind transfer.
Transferring a call using the window
To transfer a call:
1 Make or answer the call.
2 Drag the icon of the call to another call icon in the  Calls box or to a contact icon in the 
Address Book.
If you are transferring the call to a contact in the Address Book, the contact must be showing 
in the List View portion of the Address Book. For information about finding a contact, see 
“
Finding a contact in the Address Book” on page  61.
Transferring a call using the right mouse button
You can use the right mouse button and the icons on the window to transfer a call. To trans fer a 
call:
1 Make or answer the call.
2 Right-click the icon in the  Calls box and then point to  Transfer.
A menu of the current  calls appears.
3 Click one of the current calls.
The call is transferred to the person selected.
If the person you want to transfer the call to does not appear on the list of current calls, 
perform steps 4 and 5.
Note:  Transferring your telephone to an external telephone number is not 
supported. 
						

							38Chapter 1 Personal Call Manager
P0936569 02
 
4Click Other.
The Transfer dialog box appears.
5Type the telephone number of the person you want to transfer the call to and click the 
Tr a n s f e r button.
The call is transferred to the number entered.
.
Note: If Fast Search is enabled, Personal Call Manager compares the 
telephone number you are entering to the contacts stored in the Address 
Book. Any contacts that match the numbers you are entering appear in the 
bottom of the dialog box. Click the contact you want and click the 
Transfer button.
Note: If you want to call a contact that is in the Address Book and you 
remember only the contact’s name, type the contact’s name.
Note: If Fast Search is enabled, any contacts that match the name you are 
entering appear in the bottom of the dialog box. Click the contact you 
want and click the Transfer button.
Note: If Slow Search is enabled, you must enter the name and then click 
the Find Now button. Any contacts that match the name you entered 
appear in the bottom of the dialog box. Click the contact you want and 
click the Transfer button. 
						

							Chapter 1 Personal Call Manager39
B usin ess C om mun ic a tio ns  Ma nag er Pe rs on al C all M ana ger
 
Transferring a call using the task tray or Calls menu
To transfer a call:
1 Make or answer the call.
2 Click the  Personal Call Manager  task tray icon or the Calls menu and then point to  Transfer.
A menu of the current  calls appears.
3 Click one of the current calls. 
The call is transferred to the person selected.
If the person you want to transfer the call to does not appear on the list of current calls, 
perform steps 4 and 5.
4 Click  Other .
The  Transfer  dialog box appears.
5 Type the telephone number of the person you want to transfer the call to and click the 
Tr a n s f e r  button.
The call is transferred to the number entered.
Note:  For information about Fast and Slow Search, see  “Changing the 
Search preferences” on page  79 .
Note: If Fast Search is enabled, Personal Call Manager compares the 
telephone number you are entering to the contacts stored in the Address 
Book. Any contacts that match the numbers you are entering appear in the 
bottom of the dialog box. Click the contact you want and click the 
Transfer button.
Note:  If you want to call a contact that is in the Address Book and you 
only remember the contact’s name, type the contact’s name.
 
Note:  If Fast Search is enabled, any contacts that match the name you are 
entering appear in the bottom of the dialog box. Click the contact you 
want and click the Transfer button.
Note:  If Slow Search is enabled, you must enter the name and then click 
the Find Now button. Any contacts that match the name you entered 
appear in the bottom of the dialog box. Click the contact you want and 
click the Transfer button. 
						

							40Chapter 1 Personal Call Manager
P0936569 02
 
Transferring a call using the keyboard
You can use the keyboard and the icons on the window to transfer a call. To transfer a call:
1Make or answer the call.
2Click the icon in the Calls box.
3Press the F4 key.
The Transfer dialog box appears. 
4Enter the telephone number of the person you want to transfer the call to and click the 
Tr a n s f e r button. The call is transferred to the number entered.
Note: For information about Fast and Slow Search, see “Changing the 
Search preferences” on page  79.
Note: If Fast Search is enabled, Personal Call Manager compares the 
telephone number you are entering to the contacts stored in the Address 
Book. Any contacts that match the numbers you are entering appear in the 
bottom of the dialog box. Click the contact you want and click the 
Transfer button.
Note: If you want to call a contact that is in the Address Book and you 
remember only the contact’s name, type the contact’s name.