Nortel Business Communications Manager Personal Call Manager Instructions Manual

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2 Click .
or
Click the  Edit menu and then click  Print.
Deleting calls from the Calls Log
To delete a call from the Calls Log:
1Select the call you want to delete.
2 Click .
or
1 Click the  Edit menu and then click  Delete.
Closing the Calls Log Window
To close the Calls Log Window:
1Click the  File menu and then click  Exit.
You can also close the Calls Log Window by clicking the  Close Window button in the upper right 
corner of the window.
Address Book
The Address Book is the portion of Personal Call Manager where you store telephone numbers and 
addresses of the people and businesses you deal with. Each entry in the Address Book is called a 
contact. A contact is normally the telephone number of a person or business, but it can be any 
number you want to keep track of or store in Personal Call Manager. 
						

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The Tree View of the Address Book
When you view the Address Book, the left side shows the tree structure of the Address Book. The 
tree structure shows how the folders are organized. It also lets you select the folder you want to 
view. A sample tree view appears below.
The contacts are stored in two main areas: 
 Quick Dials – Contacts added to the Quick Dials section appear on the Calls menu and the 
Personal Call Manager task tray menu. You can add contacts to the Quick Dials section, but 
not folders.
 My Contacts – Contacts added to the My Contacts section do not appear in the Calls or 
Personal Call Manager task tray menu, but can easily be accessed from the Address Book. In 
the My Contacts section, you can add contacts and folders. 
Folders are added to help organize the contacts. By grouping the contacts into smaller groups of 
similar contacts, the contacts are easier to view on the screen and easier to find and access.
You can change which folders appear by clicking certain portions of the Tree View. Clicking a box 
with “+” in it expands the folder and shows the folder’s contents. Clicking a box with “-” in it 
collapses the folder and hides the folder’s contents. Double-click a folder to open or close the 
folder. When a folder is open, the contents of the folder appear in the List view portion of the 
Address Book.
The List View portion of the Address Book
On the right side of the screen is the List View of the Address Book. The List View shows the 
contacts and folders stored in the folder selected in the Tree View. 
						

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The List View of the Address Book can be viewed in four different formats: large icons, small 
icons, list, and detail.
Displa ying  th e A ddre ss Bo ok in large icons
If you select large icons, each contact appears with the last name of the contact below the icon. 
To view in large icons:
Click .
or
Click the  View menu and then click  Large Icon.
Displa yin g  the  Ad dress Boo k in small ico ns
If you select small icons, the contacts appear horizontally with the last name of each contact on the 
right of the icon.
To view in small icons:
Click .
or
Click the  View menu and then click  Small Icon.
Displa yin g  the  Ad dress Boo k in list view
If you select list view, the contacts appear vertically with the last name of each contact on the right 
of the icon. 
To view in list view:
Click .
or
Click the  View menu and then click  List.
Displa ying  th e A ddre ss Bo ok in details vie w
If you select details view, the last name, first name, telephone numbers you can call and Email 
Address and Email type are shown for each contact.
To view in details view:
Click .
or
Click the  View menu and then click  Detail. 
						

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Contacts
A contact is any entry in the Address Book. A contact can be a person, business, or any number or 
address you want stored in Personal Call Manager.
Adding a new contact to the Address Book
You add contacts using the Address Properties dialog box. 
To add a contact using the toolbar:
1Click .
The Address Properties dialog box appears.
2Enter the address information for this contact.
For descriptions of the address fields, refer to “
Address Properties dialog box” on page  55.
3Click the OK button.
The contact is added to the folder shown in the List View of the Address Book.
To add a contact using the right mouse button:
1Right-click in an open area in the List view portion of the Address Book.
2Point to New and then click Contact.
The Address Properties dialog box appears.
3Type the address information for this contact.
For descriptions of the address fields, refer to “
Address Properties dialog box” on page  55.
4Click the OK button.
The contact is added to the folder shown in the List View of the Address Book.
Note: If a contact with the same name is in the Address Book, a message 
appears asking if you want to make a duplicate. If you want to make a 
duplicate of a contact, use the copy method described in “Copying a 
contact” on page  65.
Note: If a contact with the same name is in the Address Book, a message 
appears asking if you want to make a duplicate. If you want to make a 
duplicate of a contact, use the copy method described in “Copying a 
contact” on page  65. 
						

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To  a dd  a c ont act u sin g t he  Menu b ar:
1 Click the  File menu, point to  New and then click  Contact.
The Address Properties dialog box appears.
2 Type the address information for this contact.
For descriptions of the address fields, refer to  “
Address Properties dialog box” on page  55.
3 Click the  OK button.
The contact is added to the folder shown in the List View of the Address Book.
Address Properties dialog box
The Address Properties dialog box has four tabs. Use each tab to enter different types of contact 
information.
 Business  - Use this tab to enter the name, address, and telephone number of the contact.
 EMail Address  - Use this tab to enter the e-mail address and type.
 Settings  - Use this tab to enter the default telephone number.
 Note  - Use this tab to enter any other information about the contact.
Note:  If a contact with the same name is in the Address Book, a message 
appears asking if you want to make a duplicate. If you want to make a 
duplicate of a contact, use the copy method described in  “Copying a 
contact” on page  65 . 
						

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Business
Use the Business tab to enter the name, address, and telephone number of a contact. 
The first information you enter is the contact’s name. The contact’s name is divided into the first 
name and the last name. Both the first name and the last name must be entered before a contact can 
be added to the Address Book. The last name is used as the label for the contact in the Address 
Book. The first name is used as the label in the Calls box when you are on a call to the contact. 
When you search for a contact, you can search using the first name or the last name.
After you enter the name you can enter the contact’s address. There are five different boxes for the 
address: Address, City, State, Zip code, and Country.
After entering the address, you can enter the Title, Company, Department, Office, and Assistant of 
the contact.
The final information to enter is the contact’s telephone numbers. The Phone number box has a list 
box that allows you to enter four different telephone numbers. You can enter the Business, Home, 
Mobile, and Fax telephone numbers for the contact. Either the Business, Home, or Mobile 
telephone number can be dialed from the task tray or the Personal Call Manager window. 
						

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E- Ma il Ad dress
The E-Mail Address tab has two boxes: E-mail address and E-mail type.
E-mail address specifies where the contact’s E-mail account is. E-mail type specifies which type of 
E-mail service the contact uses. 
						

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Settings
Use the Settings tab to select the dialing default used for the contact and the picture displayed and 
voice announcement heard when this contact calls you.
For the default telephone number dialed, you can choose Business, Home, or Mobile. The settings 
you specify define the telephone number automatically used for this contact only. Other contacts 
are not affected by the defaults you choose for this contact. You can choose to override these 
settings when making a call by selecting any other telephone number defined for the contact in the 
Address Book.
You can select a voice announcement to play when you receive a call from this contact. This voice 
announcement allows you to identify who is calling without having to look at the computer screen 
or telephone display.
To add or change the voice announcement for this contact:
1Record the voice announcement message you want to play when this contact calls and save it 
in a .WAV file format. The message is typically the contact’s name, but can be any.WAV file.
2Click  beside the Voice Announce File Path field.
Note: You can record the voice announcement using the Sound Recorder 
accessory included with Windows 95 or any other sound editing 
application. 
						

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3 Move to the folder where the voice announcement file is stored.
4 Double-click the voice announcement file you want to use.
If you decide you no longer want a voice announcement for this  contact, you can remove the voice 
announcement from the contact. 
To remove the voice announcement:
1 Click  beside the  Voice Announce File Path  field.
The voice announcement no longer plays for this contact.
You can select a bitmap image that displays on the You Have a New Call dialog box when you 
receive a call from this contact. The image gives you a visual reminder of who\
 the caller is. The 
image is typically a bitmap picture (.BMP file) of the contact, but can be any .BMP file that 
reminds you of the contact.
To add or change the bitmap image:
1 Create or find the image you want to display when this contact calls. You can create this file 
with any graphics application that saves the image as a .BMP file.
2 Click  beside the  Image File Path field.
3 Move to the folder where the image file is stored.
4 Double-click the image file you want to use.
If you decide you no longer want Personal Call Manager to display an image when this contact 
calls, you can remove the image file from the contact. 
To remove the image file:
1 Click  beside the  Image File Path field.
The image file no longer appears for this contact.
Note:  The .WAV file you delete from the contact is not deleted from the 
computer hard drive and can be used again later.
Note:  The .BMP file you delete from the contact is not deleted from the 
computer hard drive and can be used again later. 
						

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Note
Use the Note tab to record miscellaneous information about the contact. You can enter significant 
dates, recent orders, meeting locations or any information you want handy when you call the 
contact.
Adding a caller to the Address Book
When you receive a call, you can add the caller to your Address Book. You must open the Personal 
Call Manager window before you add a caller.
To add a caller:
1Click the caller’s icon in the Calls box.
2Click .
A dialog box appears asking you if you want to create a new contact.
3Click the Ye s button.
The Address Properties dialog box appears.
4Enter the address information for this contact.
For descriptions of the address fields refer to “
Address Properties dialog box” on page  55.
5Click the OK button.
The contact is added to the folder shown in the List View of the Address Book.
Note: If you subscribe to Caller ID service, the telephone number, and 
name if available, are automatically entered into the dialog box.