Nortel Call Pilot Mini 150 Desktop Messaging Instructions Manual

							 
 
 
 
 
 
 
 
Part No. P0990116 03  
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
CallPilot Mini/150 
 
Desktop Messaging 
Quick Reference Guide  
						

							 
Welcome to CallPilot Desktop Messaging                                                      1 
 
 
 
Welcome to  
CallPilot Desktop Messaging 
With CallPilot Desktop Messaging from Nortel Networks you can access your CallPilot 
mailbox from your personal computer. You can manage all your voice messages in one 
graphical interface. You can still access your mailbox from your telephone at any time. 
 
With CallPilot Desktop Messaging you can: 
♦ listen to voice messages 
♦ record and send voice messages 
♦ forward and reply to voice messages 
♦ add message options such as urgent and private 
♦ change your CallPilot password 
 
Refer to the online Help available with CallPilot Desktop Messaging for detailed information 
not covered in this guide. 
 
 
 
 
 
  
						

							 
2                                                                              Welcome to CallPilot Desktop Messaging 
 
 
Contents 
 
Welcome to CallPilot Desktop Messaging.................................................................1 
Logging on .......................................................................................................................................3 
Changing your CallPilot password ...................................................................................................4 
Microsoft Outlook 
CallPilot Desktop Messaging for Microsoft Outlook...............................................................................6 
Playing a message ..........................................................................................................................7 
Recording a message ......................................................................................................................8 
Forwarding and replying to a message ............................................................................................9 
Adding attachments .........................................................................................................................9 
Addressing a message ..................................................................................................................10 
Setting message options ...............................................................................................................11 
Deleting a message .......................................................................................................................11 
Lotus Notes 
CallPilot Desktop Messaging for Lotus Notes .....................................................................................12 
Playing a message ........................................................................................................................13 
Recording a message ....................................................................................................................14 
Forwarding and replying to a message ..........................................................................................15 
Adding attachments .......................................................................................................................15 
Addressing a message ..................................................................................................................16 
Setting message options ...............................................................................................................17 
Deleting a message .......................................................................................................................17 
Novell GroupWise 
CallPilot Desktop Messaging for Novell GroupWise............................................................................18 
Playing a message ........................................................................................................................19 
Recording a message ....................................................................................................................20 
Forwarding and replying to a message ..........................................................................................21 
Adding attachments .......................................................................................................................21 
Addressing a message ..................................................................................................................22 
Setting message options ...............................................................................................................23 
Deleting a message .......................................................................................................................23 
Internet Mail applications 
CallPilot Desktop Messaging for Internet Mail applications .................................................................24 
Using the CallPilot Player ..............................................................................................................24 
Playing a message ........................................................................................................................25 
Recording and sending a message ...............................................................................................25 
Deleting a message .......................................................................................................................25 
 
  
						

							 
Welcome to CallPilot Desktop Messaging                                                      3 
 
 
Logging on 
Use your CallPilot password to log on to Desktop Messaging. 
 
To log on from Microsoft Outlook, Lotus Notes, or 
Novell GroupWise 
1 Open Microsoft Outlook, Lotus Notes, or Novell 
GroupW ise. 
2 Type your CallPilot password in the Password box. 
3 Click the OK button. 
 
     
 
To log on from an Internet mail application  
1 Open your Internet mail application. The Password 
window is similar to the one shown. 
2 In the Password box, type your CallPilot password. 
3 Click the OK button. 
 
     
 
Remote logon 
You can log on to your CallPilot mailbox from any computer that has Desktop Messaging installed and 
configured in the same way as your office computer. For example, you can use a computer that is set 
up for guest access, or your home computer with a dial-up connection to the server.  
						

							 
4                                                                              Welcome to CallPilot Desktop Messaging 
 
 
Changing your CallPilot password 
You can change your CallPilot password from Desktop Messaging or from your telephone. 
To access CallPilot Password Change from Microsoft Outlook 
1  In your Inbox, on the Tools menu, click Services. 
The Services dialog box appears with the Services tab open. 
2     Select CallPilot Desktop Messaging, and click the Properties button. 
3     On the General tab click the Change Password button. 
 
To access CallPilot Password Change from Lotus Notes 
1  In your Inbox, on the Actions menu, click CallPilot Configuration, and then click the General tab. 
2 Click the Change Password button. 
 
To access CallPilot Password Change from Novell GroupWise 
1  In your inbox, on the Tools menu, click CallPilot Desktop Messaging, select CallPilot Desktop 
Messaging Options, and then click the General tab. 
2 Click the Change Password button. 
 
To access CallPilot Password Change from Internet mail applications 
You must have the CallPilot Player installed on your computer. 
1 Click the W indows Start button, select Programs, select Nortel Networks CallPilot Desktop 
Messaging, and then click CallPilot Player. 
2 On the Tools menu, click Options, and then select the IMAP Server Configuration tab. 
3 Click the Change Password button. 
 
To change your password 
1 In the Old password box, type your current 
password. 
2 In the New password box, type your new password. 
3 In the Validate password box, type your new 
password again. 
4 Click the OK button.  
    
  
						

							 
Welcome to CallPilot Desktop Messaging                                                      5 
 
 
Sending a message to an external recipient 
CallPilot supports two types of voice files: wav and vbk. 
If you want to send messages to external recipients who are not on your CallPilot system, you can 
configure CallPilot to use the format that is appropriate for the recipient.  
 
To configure CallPilot to automatically  use the format that is appropriate for your recipients 
1 On the Tools menu click Services. 
The services dialog box opens. 
2 In the list select CallPilot Desktop Messaging. 
3 Click the Properties button. 
The CallPilot dialog box opens with the General tab open. 
4 Select the Use CallPilot form check box. 
5 Click the OK button. 
 
Now when you send messages to CallPilot and non-CallPilot recipients, CallPilot automatically sends 
the message in the format that is appropriate for the recipient. 
 
 
 
  
						

							 
6      CallPilot Desktop Messaging for Microsoft Outlook 
 
CallPilot Desktop Messaging 
for Microsoft Outlook 
 You can use CallPilot Desktop Messaging with Outlook 98, Outlook 2000 and Outlook XP . When you 
open Microsoft Outlook, your CallPilot messages appear in the Inbox under the CallPilot Message 
Store. From the Inbox, you can open, move, copy, delete, forward, and reply to messages, and 
compose new messages. 
The CallPilot indicator in the W indows system tray turns red when you have a new message. 
 
 
 
    
 
 
 
To work offline 
To work offline, you need a computer that has Desktop Messaging installed and configured in the 
same way as your office computer. 
1 Log on to Microsoft Outlook. 
2 On the Tools menu, click CallPilot Desktop Messaging, then click Download all CallPilot 
Messages. 
3 After the messages download, log off. 
4 W hen you log on again, you can choose to work offline.  While you work offline, you can review 
your messages and record new messages from your computer. CallPilot stores your new 
messages in your Outbox and sends them the next time you log on to the CallPilot server. 
 
When you 
delete a 
message from 
your Inbox, it 
moves to the 
Deleted Items
 folder. To 
delete 
messages 
permanently 
from your 
CallPilot 
mailbox, empty 
your Deleted 
Items folder. 
The CallPilot 
Message 
Store 
contains 
your 
received, 
sent, and 
deleted 
CallPilot 
messages To create a new 
message, click 
the New CallPilot 
Message icon  
Paperclip icon shows 
that this message has 
an attached file Date and 
time 
received  New messages 
appear in bold 
Read receipt shows 
that your message was 
opened by the recipient To open a 
message, double-
click the message 
line 
Exclamation mark shows 
that this message is 
urgent  
						

							 
CallPilot Desktop Messaging for Microsoft Outlook      7 
 
Playing a message 
To play  a voice message 
To open a voice message, double-click the message line. The CallPilot Player appears. 
You can choose to play your voice messages from your telephone or your computer by clicking the 
Telephone or Computer icon on the CallPilot Player. You can change this selection at any time. If you 
select Telephone, the phone rings when you open a message, and the message plays when you 
answer. If you select Computer, your messages play through your computer’s speakers or your 
headphones. 
 
 
 
 
 
 
To change your audio device 
1 On the CallPilot Player by click the Telephone or Computer icon. 
Or 
1 In your Inbox, on the Tools menu, click Services. 
2 In the list, select CallPilot Desktop Messaging and click the Properties button. 
3 Click the Audio tab, and from the Audio device option select Telephone or Computer and click 
the OK button. 
 
To change the telephone number that CallPilot dials to play  your voice messages 
1 On the Audio tab select Telephone as your audio device, and then change the telephone number. 
 
Click to play 
messages from
your computer 
Click to play 
messages from 
your telephone 
Play/replay 
Stop 
Open next 
message 
Open previous 
message 
Go to start  
of message 
Go to end  
of message 
Delete 
message 
Status 
Position in 
message
Duration of 
message 
Adjust volume 
Skip back 
Adjust speed 
Reply Reply to all Forward 
Skip 
forward  
						

							 
8      CallPilot Desktop Messaging for Microsoft Outlook 
 
 
Recording a message 
You can record a voice message from the CallPilot player. The message you record can be a new 
message, a reply to a received message, or an introduction to a forwarded message. Before you send 
the message, you can add voice message attachments and options. 
To record and send a voice message 
You create a voice message by opening a new CallPilot message and recording a message from your 
computer or your telephone. You can send the message or save it to send later.  
1 On the Microsoft Outlook toolbar, click the New CallPilot Message icon. 
2 On the CallPilot Player, click the Record button to start recording. 
3 If you are recording from the computer, record your message into the microphone. Click Stop to 
end the recording. 
  If you are recording from the telephone, answer when it rings. At the tone, record your message. 
Click Stop to end the recording, and then hang up. 
4 Click To to open the CallPilot or Personal Address Book, or type the formatted address in the  
To field. For addressing information, see “Addressing a message” on page 10. 
5 Add attachments and options if required. See “Adding attachments” on page 9 and “Setting 
Message options” on page 8. 
6 On the toolbar, click the Send Message icon. 
 
 
 
 
 
To save a newly  created voice message as a file 
You can record a voice message and save it to use later. 
1 In a new CallPilot message, record a message, and on the File menu, click Save as. 
2 In the File name box, type a name for the file, select a folder to keep the file in, and then click the 
Save button. Save a voice file as a vbk file if all your recipients are CallPilot users. If some 
recipients are not CallPilot users, save a voice file as a wav file. 
Click the Telephone 
icon to open the 
CallPilot Player, and 
then record your 
messa
ge 
Click to record all 
messages from 
your computer 
Click to record all 
messages from 
your telephone 
Click to go to the 
CallPilot or Personal 
Address Book 
Message options: 
• Urgent or Normal 
   Delivery 
• Public or Private  
• Read receipt 
 
Record Stop 
Send message 
Click the Attach 
File icon to attach 
a voice file 
Save message 
Adjust volume Adjust speed