Nortel Callpilot Desktop Messaging Quick Reference Guide

							CallPilot Desktop Messaging for Microsoft Exchange/Outlook      5



	

	

#	$
To create and send a fax message
To send a fax, your CallPilot mailbox must have fax capability. The recipients of your fax must also
have fax capability to view the fax on their computer. If your recipients access their messages from their
telephone, they can view the fax only by printing it. Internet Explorer must be your default browser.
1 
Open the document that you want to fax. It must be 8.5 inches (21.5 cm) wide or less.
2 
On the File menu, click Print.
3 
From the list of printers, select Nortel Fax, then click Print or OK.
4 
The Compose Fax dialog box displays. Before sending the fax, you can add more documents,
including a cover page, by repeating steps 1 to 3. You can also view the fax, and save it as a file.
5 
Select a Send option. To send your fax to a fax machine, enter the number(s), then click Send.
To send your fax to a CallPilot or e-mail recipient, select Send using... , then click Send.
6 
If you selected Send using…, you can add a voice introduction to the fax. In the Voice Annotation
dialog box, click Yes, then record the voice file. Or click No to send a simple fax.
7 
A new message window opens with your fax file
attached. 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.
8 
Add attachments and options if required.
See pages 6 and 8.
9 
Click Send.
To create and send a text message
To create a text message, open a new CallPilot message and type or paste plain text into it, then click
the Send Message icon. To save a text message as a file, click Save As from the File menu, and save
it as a .txt file.
View the selected
image
Delete the
selected image
Change the
order of files in
the fax list
Save the fax as
a .tif type f file if
you want to send
it later
File format and
title of your file
Select this option
to send the fax to
a fax machine
Select this option
to send the fax to
a mailbox
Click Send after
selecting the
appropriate
Send option 
						

							6      CallPilot Desktop Messaging for Microsoft Exchange/Outlook
%

	

	

	

You can forward a message, and compose an introduction to send with it. You can also compose a
reply to the sender of a message, or to the sender and all recipients of a message.
To forward or reply to a message
1 In an open message, click the Forward, Reply,
or Reply to all icon.
2 Follow the steps for composing a message.
See page 4.
3 Address a forwarded message the same way
as a new message. Replies are addressed
automatically.
You can change the subject line before sending the
message.
&
	


	

	

Before sending a message, you can attach a voice, fax, or text file to it. Voice files can be .vbk or .wav
format for CallPilot recipients, but must be .wav format for non-CallPilot recipients. Fax files must be .tif
type f format. Text files must be .txt format.
To attach a file to a message
1 In a new CallPilot message, click the Attach
File icon.
2 In the Open File box, select or type the name
of the file that you want to attach.
3 Click Open to attach the file and return to the
new CallPilot message.
Attach File 
						

							CallPilot Desktop Messaging for Microsoft Exchange/Outlook      7
&	


	

	

To download the CallPilot Address Book
The CallPilot Address Book contains the names and addresses of all users on your local CallPilot
server. You cannot edit this list. To use the CallPilot Address Book, download it to your computer.
1 
In your Inbox, on the Tools menu, select Services…, then select CallPilot Desktop Messaging on
the Services tab.
2 
Click Properties, then click the Address Book tab.
3 
Click Download now. To refresh the list on a regular basis, check the Remind me… box and enter
the number of days between reminders.
4 
Click OK to return to your Inbox.
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.
To add an address to your Personal Address Book,
double-click a name in the CallPilot Address Book.
In Properties, click Add to Personal Address Book.
Or, you can create an address manually and add it
to your Personal Address Book.
1 
On the Tools menu, select Address Book.
2 
On the File menu, click New Entry. Select
CallPilot Address, select Put this entry in the
Personal Address Book, then click OK.
3 
In CallPilot - General, select the appropriate
address type from the drop-down list.
4 
Enter the required address details. Refer to the
online Help for the correct addressing formats.
5 
Click OK.
To address a message from your CallPilot or Personal Address Book
1 
In a new CallPilot message, click To… .
2 
In the Show names list, select CallPilot Address Book or Personal Address Book.
3 
Select the name of the recipient or distribution list.
4 
Click To ->. You can select one or more addresses, clicking To -> after each one.
5 
Click OK 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. Enclose the address in square
brackets. Refer to the online Help for the correct addressing formats. 
						

							8      CallPilot Desktop Messaging for Microsoft Exchange/Outlook

	
	






You can create a Desktop Messaging personal distribution list for a group of recipients to whom you
frequently send messages. After you create a list, it appears in your Personal Address Book. You
simply select the list when you address a message. You cannot access these lists from your telephone.
You create a CallPilot personal distribution list in the same way that you create a Microsoft Exchange or
Outlook personal distribution list.
To create a personal distribution list
1 In your Inbox, on the Tools menu, click
Address Book.
2 Select Personal Address Book, and on the File
menu, click New Entry.
3 Select Personal Distribution List, and click OK.
4 In New Personal Distribution List Properties, in
Name, type a list name.
5 Click Add/Remove Members… to display Edit
New Personal Distribution List Members.
6 Scroll to CallPilot Address Book and select it.
Select names to add to the Distribution List,
clicking Members -> after each name.
7 Click OK to end the list.
8 Click OK to save the list.
(	
	

	


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.
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 or Delivery receipt
Check Read receipt to request acknowledgment
that your recipient opened the message. Check
Delivery receipt to request acknowledgment that
your recipient received the message. 
						

							CallPilot Desktop Messaging for Lotus Notes      1


	

	





)	

When you open Lotus Notes and log in to CallPilot Desktop Messaging, you are in the Workspace at
Office window.
To open your CallPilot Inbox, click the Mail icon, click Folders and Views, then click CallPilot Desktop
Messaging. Your Inbox contains your received, sent, draft, and deleted CallPilot messages. 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
See the instructions in the online Help for configuring Desktop Messaging so that you can work offline.
To retrieve your messages before working offline, log in to Lotus Notes, open your Inbox, and on the
Actions menu, click Download All Messages. When you want to work offline, log off and restart Lotus
Notes in Island mode. You can then review your messages and record new messages from your
computer. Lotus Notes stores the messages you send in Island mode and sends them the next time
you connect to the CallPilot server. You can log in to CallPilot from Island mode.
To open a message,
double-click the
message line
Click Delete to select a message
for deletion. To delete messages
permanently from your CallPilot
mailbox, click Empty Trash on
the Actions menu.
To open
CallPilot Desktop
Messaging, double-
click the Mail icon in
the Workspace at
Office window
To create a new
message, click
New CallPilot
Message
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.
Exclamation mark
shows that this
message is UrgentRead receipt
shows that
your message
was opened by
the recipient
To open your
Inbox, click
Folders and Views,
then CallPilot
Desktop Messaging
You can move a
message to a new
folder. Keep your
messages in your
CallPilot Desktop
Messaging Inbox or
Drafts folder if you
want to access them
from the telephone.
Download all
CallPilot messages
Sleuth icon shows
that this message
is PrivateStar icon shows
new message
Delivery report
shows that your
message was
received 
						

							2      CallPilot Desktop Messaging for Lotus Notes
	!	

	

	

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 computer or your telephone 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 Lotus Notes, on the Actions menu, click CallPilot Configuration, 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 close
message
Click to play all
messages from
your computer
Click to play all
messages from
your telephone
Adjust volume
Play/replayStop
Skip forward
Forward
Go to start
of message
Go to end
of message
Skip back
Status
Position in
message
Duration of
message
Move
message
to Trash
Reply
Reply to All
Adjust speed 
						

							CallPilot Desktop Messaging for Lotus Notes      3
	!	

	

	

#	$
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, forward and reply
to it, and print it.
Zoom in
Zoom out
Rotate left
Rotate right
Change page
views
Drag/scroll
image
Select part
of image
Print
Click to close
message
Move
message
to Trash
Go to next or
previous page
Forward
Reply
Reply to All 
						

							4      CallPilot Desktop Messaging for Lotus Notes



	

	

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 In the CallPilot Desktop Messaging Inbox, click the New CallPilot Message button.
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 your 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 go to the
Personal Address
Book. You must use
CallPilot addresses,
not e-mail addresses.
Message options:

 Urgent or Normal
   Delivery

 Public or Private

 Read or Delivery
   acknowledgment
   request
Send Message
Save
Click to record all
messages from
your computer
Click to record all
messages from
your telephone
RecordStopAdjust volume
Click the Telephone
icon to open the
CallPilot Player,
then record your
messa
ge
Click the Attach
File icon to
attach a voice,
fax, or text file
Adjust speed 
						

							CallPilot Desktop Messaging for Lotus Notes      5



	

	

#	$
To create and send a fax message
To send a fax, your CallPilot mailbox must have fax capability enabled. The recipients of your fax must
also have fax capability to view the fax on their computer. If your recipients access their messages from
their telephone, they can view the fax only by printing it. You can send your fax to a fax machine.
1 
Open the document that you want to fax. It must be 8.5 inches (21.5 cm) wide or less.
2 
On the File menu, click Print.
3 
From the list of printers, select Nortel Fax, then click Print or OK.
4 
The Compose Fax dialog box displays. Before sending the fax, you can add more documents,
including a cover page, by repeating steps 1 to 3. You can also view the fax, and save it as a file.
5 
Select a Send option. To send your fax to a fax machine, enter the number(s), then click Send.
To send your fax to a CallPilot mailbox, select Send using... , then click Send.
   
6 
If you selected Send using…, a new message
window opens. Click To… to open your personal
Address Book, or type the formatted address in
the To field. For addressing information, see
page 7.
7 
Add message options if required. See page 8.
8 
Click the Send Message icon.
To create and send a text message
To create a text message, open a new CallPilot message and type or paste plain text into it, then click
the Send Message icon. To save a text message as a file, click Save As from the File menu, and save
it as a .txt file.
View the selected
image
Delete the
selected image
Change the
order of files in
the fax list
Save the fax as
a .tif type f file if
you want to send
it later
File format and
title of your file
Select this option
to send the fax to
a fax machine
Select this option
to send the fax to a
CallPilot mailbox
Click Send after
selecting the
appropriate
Send option 
						

							6      CallPilot Desktop Messaging for Lotus Notes
%

	

	

	

You can forward a message and compose an introduction to send with it. You can also compose a reply
to the sender of a message, or to the sender and all recipients of a message.
To forward or reply to a message
1 In an open message, click the Forward, Reply,
or Reply to all icon.
2 Follow the steps for composing a message.
See page 4.
3 Address a forwarded message the same way
as a new message. Replies are addressed
automatically.
You can change the subject line before sending the
message.
&
	


	

	

Before sending a message, you can attach a voice, fax, or text file to it. Voice files can be .vbk or .wav
format for CallPilot recipients, but must be .wav format for non-CallPilot recipients. Fax files must be .tif
type f format. Text files must be .txt format.
To attach a file to a message
1 In a new CallPilot message, click the Attach
File icon.
2 In the Open File box, select or type the name
of the file that you want to attach.
3 Click Open to attach the file and return to the
new CallPilot message.
Attach File