Nortel Call Pilot Mini 150 Desktop Messaging Instructions Manual

							 
CallPilot Desktop Messaging for Novell GroupWise      19 
 
 
 
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 in 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, click the Telephone or Computer icon. 
Or 
1 In your Inbox, on the Tools menu, click CallPilot Desktop Messaging. 
2 Click CallPilot Desktop Messaging Options. 
3 Click the Audio tab, and select Telephone or Computer. 
 
To change the telephone number that CallPilot dials to play  your voice messages 
1 On the Audio tab make sure that Telephone is selected as your audio, and then change the 
telephone number. 
 
Click to play 
messages from 
your computer 
Click to play 
messages from 
your telephone  
Adjust volume 
Play/replay 
Stop 
Go to start  
of message Go to end  
of message  Skip back 
Status Position in 
message
Duration of 
message 
Adjust speed 
Open next 
message 
Open 
previous 
message  Delete 
message
 
Forward 
Reply 
Skip forward  
						

							 
20      CallPilot Desktop Messaging for Novell GroupWise   
 
 
Recording a message 
You can compose a voice message in the CallPilot Player. Your message can be a new message, a 
reply to a received message, or an introduction to a forwarded message. Before you send a message, 
you can add voice 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 Novell GroupW ise 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 Address Book, or type the formatted address in the To box. For how to 
address a message, see page 22. To add attachments and options see pages 21 and 23.  
5 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 as a file 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, then click Save. 
Save a voice file as a vbk files if your recipients are CallPilot users. Save a voice file as a wav file 
for non-CallPilot users. 
 
Click to record all 
messages from 
your computer 
Click to record all 
messages from 
your telephone 
Message options: 
• Urgent or Normal 
   Delivery 
• Public or Private  
• Read receipt 
Click the Telephone 
icon to open the 
CallPilot Player, 
and then record your 
messa
ge 
Record Stop 
Send message Click the Attach 
File icon to 
attach a voice 
filed 
Save message 
Adjust volume Adjust speed  Open the 
Address Book
  
						

							 
CallPilot Desktop Messaging for Novell GroupWise      21 
 
 
Forwarding and replying to a message 
You can forward a voice message and record an introduction to send with it. You can also record a 
reply to the sender of a message, or to the sender and all the recipients of a message. 
To forward or reply  to a message 
3 In an open message, click the Forward, 
Reply, or Reply to all icon. 
4 Follow the steps for recording a message on 
page 20. 
5 Address a forwarded message the same way 
as a new message. For information on 
addressing a message see page 22. If you are 
replying to a message, your reply is addressed 
automatically. 
You can change the subject line before you send 
the message. 
Note: Do not use the right -click menu to forward a 
Desktop Messaging message. To forward a message, 
either: 
• open the message and forward it from the CallPilot 
window 
or 
• select the message in the Inbox and forward it 
from the toolbar. 
 
 
 
Adding attachments 
Before you send a message, you can attach a voice file to it. You can send either vbk or wav files to 
CallPilot recipients. Voice files that you send to recipients who do not use CallPilot must be wav files. 
For more information see “Sending a message to an external recipient” on page 5.  
To attach a file to a message 
1 In a new CallPilot message, click the Attach 
File icon. 
2 Browse for the voice file you want to attach, or 
type the name of the file in the File name box. 
The files you attach must be in wav or vbk 
format. 
3 Click the Open button to attach the file and 
return to the new CallPilot message. 
 
 
 
  
						

							 
22      CallPilot Desktop Messaging for Novell GroupWise   
 
 
Addressing a message 
To add CallPilot addresses to your personal Address Book 
You can add CallPilot addresses to the list of e-mail addresses in your personal Address Book. You 
may want to distinguish between CallPilot and e-mail addresses by adding CallPilot after the recipient’s 
name. You can also add distribution list names to your personal Address Book. 
You can add a CallPilot address to your personal 
Address Book by copying it.  
1 In the CallPilot Address Book, right-click the 
name you want to add. 
2 Click Copy to. 
3 In Copy Names Between Address Books, 
select the name of your personal Address 
Book, and then click the OK button. 
 
  
To create an address manually and add it to 
your personal Address Book 
1 On the Tools menu, select Address Book. 
2 Select your personal Address Book, and then 
click the Add button. 
3 From the New Entry list, select Person and 
click the OK button. 
4 Click the CallPilot – General tab. Select the 
appropriate address type. Enter the required 
address details. Refer to the online Help for the
correct addressing formats. 
5 Click the OK button. 
 
 
To address a message from your address book 
1 In a new CallPilot message, click To. 
2 Select CallPilot Address Book or your personal Address Book. 
3 Select the name of the recipient. 
4 Click Add ->. To select one or more addresses, click Add -> after each one. 
5 Click the OK button to return to the new CallPilot message. 
To address a message manually 
You can type an address directly into the To field of a new message. Refer to the online Help for the 
correct addressing formats. 
  
						

							 
CallPilot Desktop Messaging for Novell GroupWise      23 
 
 
Setting message options 
In a new CallPilot message, you can set priority, sensitivity, and acknowledgment options. 
To set Delivery priority for a message 
Select Urgent, or leave the setting as Normal. The 
Economy option is the same as the Normal setting. 
To set Sensitivity for a message 
Select Private, or leave the setting as Public. 
Be aware that messages you send marked Private 
can be forwarded by the recipient. Also, recipients 
in non-CallPilot systems may not be informed of 
Private settings. In your message, tell the recipient 
that the message is Private. 
To request a Read receipt 
Select Read receipt to request acknowledgment 
that the recipient received the message. Delivery 
receipt is not supported. 
 
  
 
 
Deleting a message 
If you use Novell GroupW ise and you delete a CallPilot message, the message is deleted immediately. 
It is not moved to a deleted items folder. 
 
 
  
						

							 
      24      CallPilot Desktop Messaging for Internet Mail applications 
 
 
CallPilot Desktop Messaging 
for Internet mail applications 
You can use these Internet mail applications with CallPilot Desktop Messaging: 
• Netscape Messenger 
• Microsoft Outlook Express 
• Microsoft Outlook 98 
• Eudora Pro 
Ask your administrator whether the version of the application you use is supported. 
W hen you open your Internet mail application, you see your CallPilot messages and your e-mail 
messages. You can open, move, copy, delete, forward, reply to and compose CallPilot messages. 
 
 
Using the CallPilot Player 
Use the CallPilot Player to play and record voice messages. To open the CallPilot Player, click the Start
button, click Programs, click Nortel Networks CallPilot Desktop Messaging, then click CallPilot Player. 
Refer to the online Help for the CallPilot Player for configuration information. 
 
 
Subject shows 
sender and 
message details. 
To open a message, 
double-click the 
message line 
Deleted messages 
are deleted 
immediately or 
later, depending on 
your configuration 
Click to play all 
messages from 
your telephone 
Adjust 
volume 
Play/replay 
Stop Go to start 
of message Skip 
back Skip 
forward Go to end  
of message Record 
Click to play all 
messages from 
your computer  
Position in 
message
Duration of 
message 
Adjust 
speed  
						

							  
CallPilot Desktop Messaging for Internet Mail applications      25 
 
 
Playing a message 
To play  a voice message 
1 Double-click the message to open it. 
2 Click the Voice icon to open the CallPilot Player. 
3 On the CallPilot Player, click the Telephone or Computer icon to select the audio device for 
playing voice messages. 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 message plays through your computer speakers or your headphones. 
Recording and sending a message 
W hen you address a message, use only CallPilot addresses. Depending on the Internet Mail client you 
use, you may be able to set options such as urgent or private. 
To compose and send a message 
1 In a new CallPilot message, record your message. 
2 Click the To button. Select a CallPilot address from your address book, or type a CallPilot address 
in the To box. 
3 Click the Send button. 
To forward or reply  to a message 
1 Click the Forward, Reply, or Reply All icons to open a new message window. Do not right -click to 
forward a message. 
2 Record your message. 
3 Click the To button. Select a CallPilot address from your address book, or type a CallPilot address 
in the To box. If you are replying to a message, your reply is addressed automatically. 
4 Click the Send button. 
To attach a file to a message 
1 Click the Attach or Insert File icon in the new message window.  
2 Navigate to the file that you want to attach, select it, then click Open or Attach. 
Deleting a message 
By default, Internet Mail clients (Netscape Messenger, Microsoft Outlook Express and Outlook 98, and 
Eudora Pro) move deleted CallPilot messages to a Deleted Items or Trash folder where you can 
recover the messages or permanently delete them. 
Messages stored in this folder remain in your CallPilot mailbox on the CallPilot server until they are 
permanently deleted. To permanently delete the messages, empty this folder. For more information, 
refer your email client’s online Help.