Nortel Callpilot Desktop Messaging Quick Reference Guide

							CallPilot
™.
Product release 1.07
Desktop Messaging 
Quick Reference Guide
CallPilot
™
Speech Activated Messaging User GuideToronto Information Products
Nortel
522 University Avenue, 14th Floor
Toronto, Ontario, Canada
M5G 1W7
Copyright © 1998 Northern Telecom, All Rights Reserved.
Information is subject to change without notice.
Northern Telecom reserves the right to make changes in
design or components as progress in engineering and
manufacturing may warrant.
P0886127
Product release: 1.07
Document issue: Standard 1.0
Date: December 1998
Printed in the United States of America
QRG 01.qxd  2/18/00  12:12 PM  Page 1 
						

							

	

	



				
	
Product release 1.07 Standard 1.0 April 2000 
						

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CallPilot Desktop Messaging from Nortel Networks allows you to access your CallPilot
mailbox from your personal computer. You can manage all your voice, fax, and e-mail
messages in one graphical interface. You can still access your mailbox from your telephone
at any time.
In CallPilot Desktop Messaging, you can send and receive messages that include any
combination of voice, fax, and text. Here are some of the many ways you can use CallPilot
Desktop Messaging:

 Listen to voice messages.

 
View and print fax messages.

 Record and send voice messages.

 
Create and send fax messages.

 Forward and reply to voice and fax messages.

 Add message options such as urgent and private.

 
Add voice, fax, or text file attachments to messages.

 
Create personal distribution lists for Desktop Messaging.

 Change your CallPilot password.
Refer to the online Help available with CallPilot Desktop Messaging for detailed information
not covered in this guide. 
						

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Welcome to CallPilot Desktop Messaging .......................................................................... i
Logging in ....................................................................................................................................... iii
Changing your CallPilot password .................................................................................................. iv
Microsoft Exchange/Outlook
CallPilot Desktop Messaging for Microsoft Exchange/Outlook ...................................... 1
Reviewing your messages ...............................................................................................................2
Composing messages .....................................................................................................................4
Forwarding and replying to messages .............................................................................................6
Adding attachments to messages....................................................................................................6
Addressing messages .....................................................................................................................7
Creating personal distribution lists ...................................................................................................8
Setting message options .................................................................................................................8
Lotus Notes
CallPilot Desktop Messaging for Lotus Notes................................................................... 1
Reviewing your messages ...............................................................................................................2
Composing messages .....................................................................................................................4
Forwarding and replying to messages .............................................................................................6
Adding attachments to messages....................................................................................................6
Addressing messages .....................................................................................................................7
Creating CallPilot group lists............................................................................................................8
Setting message options .................................................................................................................8
Novell GroupWise
CallPilot Desktop Messaging for Novell GroupWise........................................................................1
Reviewing your messages ...............................................................................................................2
Composing messages .....................................................................................................................4
Forwarding and replying to messages .............................................................................................6
Adding attachments to messages....................................................................................................6
Addressing messages .....................................................................................................................7
Creating personal distribution lists ...................................................................................................8
Setting message options .................................................................................................................8
Internet Mail Clients
CallPilot Desktop Messaging for Internet Mail Clients ..................................................... 1
Using the CallPilot Player ................................................................................................................1
Reviewing your messages ...............................................................................................................2
Composing and sending messages.................................................................................................2
Web Messaging
CallPilot Web Messaging ..................................................................................................... 1
Reviewing your messages ...............................................................................................................2 
						

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Use your CallPilot password to log in to Desktop Messaging.
To log in from Microsoft Exchange, Microsoft
Outlook, Lotus Notes, or Novell GroupWise
1 Open Microsoft Exchange, Microsoft Outlook, Lotus
Notes, or Novell GroupWise.
2 In the CallPilot Logon window, type your CallPilot
password in the Password box.
3 Click OK.
To log in from your Internet mail application
1 Open your Internet mail application. The Password
window will be similar to the one shown on the right.
2 In the Password box, type your CallPilot password.
3 Click OK.
To log in to CallPilot Web Messaging
1 In your web browser, navigate to the CallPilot Web
Messaging address.
2 In the Mailbox box, type your mailbox number. This is
usually your office telephone extension number.
3 In the Password box, type your CallPilot password.
4 Click Login.
Remote login
You can log in 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 set up for
guest access, or your home computer with a dial-up connection to the server. You may need to speak
first so that a voice message will play, if it doesn’t play immediately. 
						

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You can change your CallPilot password from Desktop Messaging or from the telephone.
To access CallPilot Password Change from Microsoft Exchange or Microsoft Outlook
1In your Inbox, on the Tools menu, click Services.
2Click the Services tab and select CallPilot Desktop Messaging, click Properties, then click the
General tab.
3Click Change Password.
To access CallPilot Password Change from Lotus Notes
1In your Inbox, on the Actions menu, click CallPilot Configuration, then click the General tab.
2Click Change Password.
To access CallPilot Password Change from Novell GroupWise
1In your inbox, on the Tools menu, click CallPilot Desktop Messaging, select CallPilot Desktop
Messaging Options, then click the General tab.
2Click Change Password.
To access CallPilot Password Change from Internet mail applications
You must have the CallPilot Player installed on your computer.
1From the Windows Start menu, select Programs, select Nortel Networks CallPilot Desktop
Messaging, then click CallPilot Player.
2In the Tools menu, click Options, then select the IMAP Server Configuration tab.
3Click Change Password.
To access CallPilot Password Change from Web Messaging
You must have the CallPilot Player installed on your computer.
1From the Windows Start menu, select Programs, select Nortel Networks CallPilot Desktop
Messaging, then click CallPilot Player.
2In the Tools menu, click Options, then select the IMAP Server Configuration tab.
3Click Change Password.
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 OK. 
						

							CallPilot Desktop Messaging for Microsoft Exchange/Outlook      1


	

	





	 
When you open Microsoft Exchange or Microsoft Outlook, your CallPilot messages appear in the Inbox
under 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 Windows 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. Log in to Microsoft Exchange or Microsoft Outlook and, on the Tools
menu, click CallPilot Desktop Messaging, then click Download all CallPilot Messages. You can then
work offline, reviewing your messages and recording new messages from your computer. CallPilot
stores your new messages in your Outbox and sends them the next time you log in to the CallPilot
server.
To open a message,
double-click the
message line
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
Subject shows
sender’s phone
number, and if the
message is voice,
fax, or text. Voice
messages show
duration; fax
messages show
ID and page count.
Paperclip icon shows
that this message has
an attached fileExclamation mark
shows that this
message is urgent
Read receipt
shows that your
message was
opened by the
recipient You can move or
copy a message to
a new folder. Keep
the new folder inside
your CallPilot Message Store if
you want to access messages
from the telephone.
Date and time
received
New messages
appear in bold
Delivery report
shows that your
message was
received 
						

							2      CallPilot Desktop Messaging for Microsoft Exchange/Outlook
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To play a voice message
To open a voice message, double-click the message line. When you open a voice-only message, the
CallPilot Player appears right away. In mixed voice and fax or text messages, click the Voice icon to
open the CallPilot Player.
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 default audio device and telephone number
You can change your default audio device on the CallPilot Player by clicking the Telephone or
Computer icon. Or, in your Exchange or Outlook Inbox, on the Tools menu, click Options, click
Services, select Profile, click Properties, click the Audio tab, and select Telephone or Computer.
To change the default telephone number that CallPilot dials to play your voice messages, make sure
that Telephone is selected as your audio device on the Audio tab, then change the telephone number.
Click to play all
messages from
your computer
Click to play all
messages from
your telephonePlay/replayStop
Click to close
message
Open next
message
Open previous
message
Go to start
of message
Go to end
of message
Delete entire
message
Status
Position in
message
Duration of
message
Forward
Reply
Reply to All
Adjust volumeSkip forward Skip backAdjust speed 
						

							CallPilot Desktop Messaging for Microsoft Exchange/Outlook      3
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#	$
To view a fax message
To view faxes in Desktop Messaging, you must have Imaging for Windows installed on your PC. In
addition, your CallPilot administrator must enable fax capability for your mailbox.
To open a fax message, double-click the message line. When you open a fax-only message, the fax
image appears right away. In mixed voice and fax or text messages, click the Fax icon to view the fax.
While viewing the fax, you can enlarge or reduce the image, rotate it, move it, save it, add a voice
annotation to the saved file, forward and reply to it, and print it.
Zoom in
Zoom out
Rotate left
Rotate right
Change page
viewsDrag/scroll
image
Select part
of image
Click to close
message
Reply,
Reply to All,
Forward
Open next
message
Open previous
message
Print
Go to next or
previous page
Delete entire
message 
						

							4      CallPilot Desktop Messaging for Microsoft Exchange/Outlook



	

	

You can compose a message that is any combination of voice, fax, or text. A composed 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 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 Exchange or Outlook toolbar, click the New CallPilot Message icon       .
2 In the new message window, click the Telephone icon in the toolbar to open the CallPilot Player.
3 On the CallPilot Player, click the red Record button to start recording.
4 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, then hang up.
5 Click To… to open the CallPilot or Personal Address Book, or type the formatted address in the
To field. For addressing information, see page 7.
6 Add attachments and options if required. See pages 6 and 8.
7 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 voice files as .vbk files if your recipients are all CallPilot users, or save them as .wav files if
some recipients are non-CallPilot users.
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 or Delivery
   acknowledgment
   request
Click the Telephone
icon to open the
CallPilot Player,
then record your
messa
ge
RecordStop
Send message
Click the Attach
File icon to
attach a voice,
fax, or text file
Save message
Adjust volumeAdjust speed