Nortel Business Communications Manager Personal Call Manager Instructions Manual

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2 Click the  File menu and then click  Print Contact Detail .
Folders
Folders can be added only to the My C ontacts section and the folders in the My Contacts secti on. 
You cannot add folders to the Quick Dials section. For more information on, refer to  “Quick Dials” 
on page  77 .
Creating a new folder in the Address Book
To create a new folder using the right mouse button:
1Click a folder in the Tree View of the Address Book.
The contents of the selected folder appear in the List View. The new folder is added to this 
folder.
2 Right-click an open area in the List View.
3 Point to  New and then click  Folder.
The Create New Folder dialog box appears.
4 Type the name of the new folder and then click the  OK button.
The new folder is added to the selected folder.
When naming the new folder, you must use a name that does not already exist in the selected 
folder. 
To create a new folder using the toolbar:
1 Click a folder in the Tree View of the Address Book. The contents of the selected folder appear 
in the List View. The new folder is added to this folder.
2 Click .
The Create New Folde r dialog box appears.
3 Type the name of the new folder and then click the  OK button.
The new folder is added to the selected folder.
When naming the new folder, you must use a name that does not already exist in the selected 
folder. 
To create a new folder using the Menu bar:
1 Click a folder in the Tree View of the Address Book. The contents of the selected folder appear 
in the List View. The new folder is added to this folder.
2 Click the  File menu, point to  New and then click  Folder.
The Create New Folder dialog box appears.
3 Type the name of the new folder and then click the  OK button.
The new folder is added to the selected folder. 
						

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When naming the new folder, you must use a name that does not already exist in the selected 
folder. 
Copying a folder
When you copy a folder, the folder and all of the contacts and folders contained in the folder are 
copied to the new folder.
To copy a folder using drag and drop, the folder must be visible in the List View and the folder you 
are moving it to must be visible in the Tree View. To copy a folder:
1Press and hold the Control key on your PC keyboard.
2Drag the folder you want to copy to the folder you want it copied to.
The folder must be in the List View box to use the right mouse button. To copy a folder using the 
right mouse button:
1Right-click the folder you want to copy and then click Copy.
2Open the folder you want to copy the folder to.
The contents of the folder appear in the List View box.
3Right-click an open area in the List View box and then click Paste.
To copy a folder using the toolbar:
1Click the folder you want to copy.
2Click .
3Open the folder you want to copy the folder to.
The contents of the folder appear in the List View box.
4Click .
To copy a folder using the Menu bar:
1Click the folder you want to copy.
2Click the Edit menu and then click Copy.
3Open the folder you want to copy the folder to.
The contents of the folder appear in the List View box.
4Click the Edit menu and then click Paste.
Moving a folder
Folders can be moved from one enclosing folder to another. When you move a folder, you move 
the folder and all of the contacts and folders that it contains. 
						

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To move a folder using drag and drop, the folder 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 folder:
1 Drag the folder you are moving to the folder you want it moved to.
To move a folder using the toolbar:
1 Click the folder you want to move.
2 Click .
3 Open the folder you want to move the folder to.
The contents of the folder appear in the List View box.
4 Click .
The folder must be in the List View box to use the right mouse button. To move a folder using the 
right mouse button:
1 Right-click the folder you want to move and then click  Cut.
2 Open the folder you want to move the folder to.
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.
To move a folder using the Menu bar:
1 Click the folder you want to move.
2 Click the  Edit menu and then click  Cut.
3 Open the folder you want to move the folder to.
The contents of the folder appear in the List View box.
4 Click the  Edit menu and then click  Paste.
Renaming a folder
To change the name of a folder using the right mouse button:
1Right-click the folder you want to rename and then click  Properties.
The Folder Property  dialog box appears. 
						

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2Type the new name of the folder and then click the OK button.
To change the name of a folder using the toolbar:
1Click the folder you want to rename.
2Click .
The Folder Property dialog box appears.
3Type the new name of the folder and then click the OK button.
To change the name of a folder using the Menu bar:
1Click the folder you want to rename.
2Click the File menu and then click Properties.
The Folder Property dialog box appears.
3Type the new name of the folder and then click the OK button.
Deleting a folder
When you delete a folder, the folder and all the contacts and folders contained in the folder are 
deleted.
To delete a folder using the right mouse button:
1Right-click the folder you want to delete and then click Delete.
2Click the OK button to confirm deleting the folder and its contents.
To delete a folder using the Menu bar:
1Click the folder you want to delete.
2Click the Edit menu and then click Delete.
3Click the OK button to confirm deleting the folder and its contents. 
						

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Importing Contacts
If you have a list of contacts in another application, you can save your list of contacts as a text file 
and then import those contacts into Personal Call Manager.
To import addresses:
1 Open the application that contains your existing contact list and save the list as a comma 
delimited text file. Make a note of the order of the information fields in the existing file.
2 Open the Personal Call Manager window.
3 Click the  File menu and then click  Import Address.
The Import address from text fil e dialog box appears.
4 Click   to choose the file you want to import.
The Open dialog box appears.
5 Move to the folder that contains the file you want to import.
6 Double-click the file you want to import.
The Import address from text file dialog box appears with the path and file name in the Source 
Text File field.
Note:  Refer to the documentation that came with the application for 
instructions on how to save the contact list as a comma delimited text file. 
						

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7Click the Last Name list box and then click the text field number that contains the last name 
information.
8Repeat step 7 for each of the information fields. Choose None if the information for the field is 
not in the file you are importing.
9Click the Import button.
The contacts from the text file are added to your Address Book. You can now move the new 
contacts into their folders.
Exporting Contacts
You can save all of the contacts in your Address Book into a comma delimited text file. You can 
use this file in other applications. For example, you can add your contacts to a customer database 
or use the contacts to create a mailing list.
To export contacts:
1Click the File menu and then click Export Address.
The Export address into a text file dialog box appears.
2Click   to enter the name of the text file.
The Save as dialog box appears.
Note: The text field number is determined by the order the information is 
in when you save the file in step 1. 
						

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3 Move to the folder you want to store the text file in.
4 In the  File name  box type the file name.
5 Click the  Save button.
The Export address into text file dialog box appears with the path and file name in the 
Destination Text File field.
6 In the  Field 1  list box select the information you want to appear in the first field of the text file 
(e.g. Last Name).
Repeat step 6 until all of the  fields show the information you want. For any field you do not 
want information in, click  None.
7 Click the  Export button.
All the contacts in the Address Book are saved to a comma delimited text file.
Quick Dials
The Address Book is divided into two mains sections: My Contacts and Quick Dials. The 
My Contacts section stores your contacts. The Quick Dials section used stores contacts that you 
use frequently or need to access quickly.
The contacts you add to the Quick Dials section are automatically added to the  Quick Dials menu. 
You can access the Quick Dials menu from the Calls menu or the Personal Call Manager task tray 
menu.
Adding Quick Dials
To add a Quick Dial, add the contact to the Quick Dials section of the Address Book. Any of the 
methods described earlier to add a contact can be used to add Quick Dials.
Displaying the information about Personal Call Manager
The About Personal Call Manager  window shows the version number of the Personal Call 
Manager software you are using. 
To access the About Personal Call Manager window:
1 Click the  Help menu and then click  About PCM.
or
1 Click .
Note:  Only one type of information can appear in each box. 
						

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Synchronization with the telephone
Common call control operations can be performed on either the telephone or on Personal Call 
Manager. For example, to end a call you can press the Rls (Release) key on the telephone or click 
Release in Personal Call Manager.
Any telephone programming you use to customize your telephone is not synchronized. For 
example, the personal speed dials programmed on the telephone are not automatically copied into 
Personal Call Manager.
Accessing Help
Accessing context-sensitive Help
You can access context-sensitive Help by pressing the F1 key. The Help information that appears is 
about the currently active window, dialog box or menu item.
Opening the Help contents screen
You can access Help from the Menu bar. To access the Help window:
1Click the Help menu and then click Help topics.
The main Help window gives you access to all of the help information.
Use the Contents tab to view the Help topics. To go to one of the topics, double-click the topic.
Use the Index tab to view an alphabetically sorted list of Help topics. The topics on the Index tab 
are more detailed than the topics on the Contents tab. To go to a topic, click the topic.
Use Find tab to enter a word or topic you need help information about. The Find feature searches 
through the Help information and displays information about the word or topic you enter.
Accessing the Tip of the Day
The Tip of the Day window shows helpful information about how to use Personal Call Manager.
To display the Tip of the Day window:
1Click the Help menu and then click Tip of the Day.
Turning the Tip of the Day off
The Tip of the Day window appears when you start Personal Call Manager. 
To turn the Tip of the Day off: 
						

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1 Click the  Help menu and then click  Tip of the Day.
2 Clear the  Show Tips at Startup  check box.
When the Show Tips at Startup check box is empty, the Tip of the Day window does not appear 
when you start Personal Call Manager.
Turning the Tip of the Day on
To turn the Tip of the Day on:
1 Click the  Help menu and then click  Tip of the Day.
2 Select the  Show Tips at Startup  check box.
When the Show Tips at Startup check box contains a check mark, the Tip of the Day window 
appears when you start Personal Call Manager.
Personal Call Manager Preferences
Personal Call Manager preferences determine how the Address Book is searched, how Personal 
Call Manager appears when you start it up, and whether the dialing rules are used.
Changing the Search preferences
The Search feature operates in one of two different modes: Slow Search and Quick Search. In Slow 
Search mode, you type the characters you want to find and click the  Find Now button. Personal 
Call Manager searches through the Address Book to find the contact. In Quick Search mode, 
Personal Call Manager starts searching through the contacts as soon as you type a character.
To change the Search mode from the Menu bar:
Note:  If you plan on using the Quick Search mode, your  computer must 
have a Pentium processor or better. If you use a slower processor, Fast 
Search is slower. 
						

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1Click the Tools menu and then click Options.
The Options dialog box appears.
2Click the Search Option you want to use.
To change the Search mode from the task tray:
1Right-click the Personal Call Manager task tray icon and then click Options.
The Options dialog box appears.
2Click the Search Option you want to use.
Changing the Startup Option
The Startup Option determines if the window is open or minimized when you start Personal Call 
Manager.
To change the Startup Option from the Menu bar: