Nortel Business Communications Manager Personal Call Manager Instructions Manual

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Finding a contact in the Address Book
The Address Book has a search feature to help you find a contact. You can search for a contact 
using the contact’s name or tele phone number.
The Search feature operates in two different modes: Slow Search and Quick Search. In Slow 
Search mode, you enter the characters you want to find and click the  Find Now button. Personal 
Call Manager searches the Address Book to find the contact. In Quick Search mode, Personal Call 
Manager starts searching through contacts as soon as you type a character.
To change the Search mode used, refer to  “
Changing the Search preferences” on page  79.
Slow  S ear ch
To find a contact:
1 Click the  Tools menu and then click  Find Person.
or 
Click .
The Search dialog box appears.
2 Type the name or telephone number of the contact you want to find.
3 Click the  Find Now  button.
A list of the contacts that match the name or number you entered appears in the Search dialog 
box.
4 Click the last name of the contact you want.
5 Click the  OK button.
The folder containing the contact opens and the selected contact is highlighted. 
						

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Quick Search
To find a contact:
1Click the Tools menu and then click Find Person.
or 
Click .
The Search dialog box appears.
2Enter the first character of the name or telephone number of the contact you want to find.
Personal Call Manager compares the letter or number you entered to the contacts stored in the 
Address Book. Any contacts that match the character you entered appear in the bottom of the 
Search dialog box.
If you have several contacts starting with that character, enter the next character in the name or 
telephone number. Personal Call Manager then displays only the contacts that match both of 
those characters.
3Continue entering characters scroll to find the contact in the Search dialog box.
4Click the last name of the contact you want.
5Click the OK button.
The folder containing the contact opens and the selected contact is highlighted.
Entering names or numbers
If you know only part of the name or telephone number of the contact you want to find, you can 
type the letters or digits you know and the Search feature finds any contacts that match the 
information you enter. 
						

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If the portion of the name or  number you know is at the beginning, type the portion you know and 
click the  Find Now  button. Personal Call Manager finds any contacts that start with the letters or 
digits you enter.
If you remember the contact’s first name, but not last name, type a comma followed by the 
contact’s first name. For example, if you are looking for a contact named Tom, type “,Tom”. All of 
the contacts whose first name is Tom are found.
If the portion you know is not at the start, you can use “wild card” characters at the start of the 
name or number. There are two wild card characters you can use:
? Use the question mark to represent any single character.
* Use the asterisk to represent any characters that precede the characters you entered.
For example, the following names are in the Address Book: Chatterton Jones Mason Smith Stanley Steward Washington 
 If you enter “S” the names found are  Smith,  Stanley and  Steward.
 If you enter “Ste” the only name found is  Stewart.
 If you enter “?a” the names found are  Mason and  Washington.
 If you enter “??a” the names found are  Chatterton and  Stanley.
 If you enter “*a” the names found are  Chatterton,  Mason,  Stanley,  Stewa rd, and  Washington.
Note:  You can also enter a comma (,) as a special character. This special 
character adds a pause between the numbers dialed. 
						

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Editing the properties of a contact
The information stored with a contact can be changed whenever required. A typical example is 
when a contact moves or changes telephone numbers.
To change the properties of a contact using the right mouse button:
1Find the contact in the Address Book.
You can find the contact manually or use the Personal Call Manager Search feature
.
2Right-click the contact and then click Properties.
The Address Properties dialog box appears.
3Click the tab that has the information you want to change and then make the changes.
“
Adding a new contact to the Address Book” on page  54 describes the information that can be 
entered.
To change the properties of a contact using the toolbar:
1Find the contact in the Address Book. 
You can find the contact manually or use the Personal Call Manager Search feature
.
2Click the contact.
3Click .
The Address Properties dialog box appears.
4Move to the tab that has the information you want to change and then make the changes. 
						

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“
Adding a new contact to the Address Book” on page  54 describes the information that can be 
entered.
To change the properties of a contact using the Menu bar:
1 Find the contact in the Address Book. 
You can find the contact manually or use the Personal Call Manager  Search feature
.
2 Click the contact.
3 Click the  File menu and then click  Properties.
The  Address Properties dialog box appears.
4 Click the tab that has the information you want to change and then make the changes.
“
Adding a new contact to the Address Book” on page  54 describes the information that can be 
entered.
Organizing the Address book
As you add contacts to the Address Book, divide the contacts into logical groups. This makes it 
easier for you to find the contacts you enter.
You group the contacts together by adding folders to the Address Book and moving  your contacts 
into the appropriate folders. A simple example is to add two folders, one  named Personal and one 
named Business. All of your business contacts are then stored in the Business folder and all of 
your personal contacts are stored in the Personal folder. For more information, refer to  “
Creating a 
new folder in the Address Book” on page  71.
Copying a contact
When you copy a contact, you create a new contact in the Address Book based on the original 
contact. Personal Call Manager provides two ways to copy a contact: a linked copy and a template 
copy. In the linked copy, all of the information about the contact is copied. In a template copy, all 
of the information about the contact except the contact name is copied. In both methods of 
copying, the original contact remains in the original folder.
D ecid ing wh ic h  co py m eth od  to use
The copy method you choose depends on what you want to do. Refer to the table below to decide 
which copy method to use. 
						

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For information about how to make a linked copy of a contact, refer to “
Copying a contact using 
the linked copy method” on page  66.
For information about how to make a template copy of a contact, refer to “
Copying a contact using 
the template copy method” on page  67.
Copying a contact using the linked copy method
Use this method of copying a contact when you want to create a copy that is linked to the original 
contact. For information about the two different methods of copying a contact, refer to “
Deciding 
which copy method to use” on page  65.
To copy a contact using drag and drop, the contact must be visible in the List View and the folder 
you are copying it to must be visible in the Tree View. To copy a contact:
1Press and hold the Control key on your PC keyboard.
2Drag the contact you want to copy to the new folder.
To copy a contact using the toolbar:
Table 1   Copy Methods
Linked Copy Template Copy
Information 
copiedThe new contact contains the exact same 
information as the original contact.The new contact has a different name 
than the original contact. The other 
contact information is the same.
Changes 
are linkedYe s .
When you change one of the properties 
of the contact, Personal Call Manager 
automatically updates the original contact 
and all of the copies of the contact. No.
When you change one of the properties 
of the contact, the other copies are not 
changed. 
PurposeUse a linked copy when you want to have 
identical copies of a single contact in 
several different folders. You do this to 
make the contact easier to find and 
organize.Use a template copy to create a new 
contact that is similar, but not identical to, 
an existing contact. 
ExampleYou know a person who is your sales 
representative and a member of your 
baseball team. Put the original contact in 
your Business folder and make a linked 
copy of the contact in your Personal 
folder. You can then find contact 
information for this person when you are 
looking for sales representatives or 
baseball players. If this person’s 
telephone number changes, you can 
change either copy of the contact and 
both copies are updated.A new person joins a company you that 
you already have a contact for. The 
address and telephone number of the 
new contact is the same as the existing 
contact, but the name is different. To 
make a contact for the new person, make 
a copy of the existing contact and change 
the name. 
						

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1 Click the contact you want to copy.
2 Click .
3 Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
4 Click .
The contact is copied to the new folder.
To copy a contact using the right mouse button:
1 Right-click the contact you want to copy and then click  Copy.
2 Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
3 Right-click an open area in the folder and t hen click Paste.
The contact is copied to the new folder.
To copy a contact using the Menu bar:
1 Click the contact you want to copy.
2 Click the  Edit menu and then click  Copy.
3 Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
4 Click the  Edit menu and then click  Paste.
The contact is copied to the new folder.
Copying a contact using the template copy method
Use this method of copying a contact when you want to create a new contact that is based on an 
existing contact. All of the contact information except the contact name is copied to the new 
contact. This feature allows you to quickly add contacts that are similar to existing contacts. For 
information about the two different methods of copying a contact, refer to  “
Deciding which copy 
method to use” on page  65.
To copy a contact using the right mouse button:
1 Right-click the contact you want to copy and then click  Copy.
2 Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
3 Right-click one of the contacts in the folder.
The contact click is not affected by the pasting procedure.
4 Click  Paste Special .
You are prompted to enter a name.
5 Type the name of the contact and click the  OK button. 
						

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After the contact is copied into the folder, you can open the contact properties and change any 
properties.
To copy a contact using the Menu bar:
1Click the contact you want to copy.
2Click the Edit menu and then click Copy.
3Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
4Click the Edit menu and then click Paste Special.
You are prompted to enter a name.
5Type the name of the contact and click the OK button.
After the contact is copied into the folder, you can open the contact properties and change any 
properties.
Moving a contact
Contacts can be moved from one folder to another to help organize the Address Book. When you 
move a contact, the contact does not remain in the original folder.
To move a contact using drag and drop, the contact must be visible in the List View and the folder 
you are moving it to must be visible in the Tree View. To move a contact:
1Drag the contact you want to copy to the new folder.
To move a contact using the toolbar:
1Click the contact you want to move.
2Click .
The icon for the contact dims.
3Open the folder you want to move the contact into.
The contents of the folder appear in the List View box.
4Click .
The contact is moved to the new folder.
To move a contact using the right mouse button:
1Right-click the contact you want to move and then click Cut.
The icon for the contact dims.
2Open the folder you want to move the contact into.
The contents of the folder appear in the List View box.
3Right-click an open area in the folder and then click Paste.
The contact is moved to the new folder. 
						

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To move a contact using the Menu bar:
1 Click the contact you want to move.
2 Click the  Edit menu and then click  Cut.
The icon for the contact dims.
3 Open the folder you want to move the contact into.
The contents of the folder appears in the List View box.
4 Click the  Edit menu and then click  Paste.
The contact is moved to the new folder.
Deleting a contact
To delete a contact using the right mouse button:
1 Right-click the contact you want to delete and then click  Delete.
To delete a contact using the Menu bar:
1 Click the contact you want to delete.
2 Click the  Edit menu and then click  Delete.
To delete a contact using the keyboard:
1 Click the contact you want to delete.
2 Press the  Delete key.
Printing Contacts
There are two printing formats you can use to print information about any of the conta cts stored in 
the Address Book. You can print a contact list or c ontact details.
Prin ting  a cont act list
When you print a contact list, the name, company, and tele phone numbers stored in the Address 
Book for the contact are printed. You can print c ontact list information for one or many contacts.
Note: After you use the Cut command (indicated by the contact icon 
dimming), you must use the Paste command to move the contact before 
using the Cut or Copy commands again. If you use the Cut or Copy 
command before pasting the contact, the contact remains in the original 
folder and does not move. 
						

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To print a contact list:
1Click the contacts you want.
1Click the File menu and then click Print Contact List.
or
Click .
2Click the OK button.
To print a contact list for all of the contacts in a folder:
1Click the folder or folders that contain the contacts you want to print.
2Click the File menu and then click Print Contact List.
or
Click .
3Click the OK button.
Print Contact Details
When you print the contact details, all the information in the Address Book for the selected contact 
is printed. You can print contact detail information for one or many contacts.
To print contact details:
1Click the contact or contacts you want.
Note: When printing a contact list, set your page orientation to 
landscape.
Note: Use the Control or Shift keys to select more than one contact.
Note: Use the Control or Shift keys to select more than one folder.
Note: Use the Control or Shift keys to select more than one contact.