Nortel Norstar Personal Call Manager User Guide

							Knowing when someone is calling  31
P0871316 Issue 03 Norstar Personal Call Manager User Guide
Answering a call
Knowing when someone is calling
Personal Call Manager notifies you when there is an incoming call. When someone 
calls you, the 
You Have a New Call dialog box appears, and the Ringing icon appears 
in the Calls box, the Personal Call Manager task tray menu and the Calls menu. If 
you subscribe to a Caller ID service, or you are receiving an internal call through 
Norstar, the name or number of the caller appears below the icon and in the 
You 
Have a New Call
 dialog box. 
Knowing who is calling
When a call is made or received an icon appears in the Calls box, Calls menu, and 
Personal Call Manager task tray menu. These icons are given a label to help identify 
who is on the call. The information on the label depends on several factors.
If you subscribe to a Caller ID service, Personal Call Manager compares the 
received number to the numbers stored in the Address Book. If a match is found, 
the name from the Address Book appears with the Active Call icon. If a match is 
not found, then the name sent with the Caller ID information appears. If a match is 
not found and a name is not sent with the Caller ID information, then the telephone 
number appears.
If no Caller ID information is available, or you do not subscribe to this service, then 
the word Unknown is used as the label.
If you are using a Norstar system and the Norstar TAPI Service Provider, internal 
calls show the name of the contact stored in the Address Book if available. When 
there is no name for the caller in the Address Book, then the Norstar extension name 
appears.
Displaying who is calling from the task tray
When you click the Personal Call Manager icon in the task tray, the current calls 
appears at the top of the menu. If you subscribe to a Caller ID service or you are 
receiving an internal call through Norstar, the name or number of the caller appears 
beside the icon. To perform a function on one of the current calls, point at the name 
or number of the caller and a menu appears. 
						

							32  Answering a call using the You Have a New Call dialog box
Norstar Personal Call Manager User Guide P0871316 Issue 03
Answering a call using the You Have a New Call dialog box
Personal Call Manager displays the You Have a New Call dialog box when you 
receive a call.
If you subscribe to Caller ID services and your TAPI Service Provider supports 
Caller ID, information about the caller is displayed on the 
You Have a New Call 
dialog box. If the caller is one of the contacts in your Address Book, the name, 
telephone number, type of call, department, and Company appear on the dialog box. 
Also, a small picture appears in the dialog box and a voice announce message plays, 
if you assigned them when you added the contact. For more information about 
adding contacts to the Address Book, refer to “Adding a new contact to the Address 
Book” on page 53. If the Caller is not one of your contacts, the name and/or 
telephone number and call type appears.
To answer a call using the You Have a New Call dialog box:
1. Click the Answer button.
Note:The Cancel button only cancels the 
You Have a New Call dialog box, 
not the call. If you click the Cancel button, the 
You Have a New Call 
dialog box closes but the call continues to ring on your telephone.
Answering a call from the main window
To answer the call:
1. Double click the Ringing icon. The icon changes to the Active Call icon and 
the call is answered.
OR
1. Right click the Ringing icon in the Calls box. 
2. Click the Answer menu item. 
						

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P0871316 Issue 03 Norstar Personal Call Manager User Guide
Answering a call from the task tray or Calls menu
To answer a call:
1. Click the Personal Call Manager task tray icon or the Calls menu.
2. Point to the label of the call.
3. Click the Answer menu item.
Accessing the Notes tab
After you have answered the call, you can display the Notes tab of the Address 
properties
 dialog box. The Notes tab is used to record information about the contact, 
such as recent orders, meeting locations, etc. For instructions about adding 
information to the Notes tab, refer to “Note
” on page 59.
To display the Notes tab:
1. Click the icon of the caller.
2. Click . 
						

							34  Putting a call on hold using the main window
Norstar Personal Call Manager User Guide P0871316 Issue 03
Putting a call on hold
When a call is put on hold, the icon for the call changes from the Active Call icon 
to the Held Call icon. For information about the various icons, refer to “Personal 
Call Manager task tray menu” on page 9 and “Current Calls icons” on page 14.
Putting a call on hold using the main window
To put a call on hold:
1. Make or answer the call.
2. Right click the icon of the call in the Calls box.
3. Click the Hold menu item.
Putting a call on hold using the task tray or Calls menu
To put a call on hold:
1. Make or answer the call.
2. Click the Personal Call Manager icon or the Calls menu.
3. Point to the call you want to put on hold.
4. Click the Hold menu item.
Answering a held call using the main window
To answer a held call:
1. Right click the icon of the call in the Calls box.
2. Click the UnHold menu item.
Answering a held call using the task tray or Calls menu
To answer a held call:
1. Click the Personal Call Manager icon or the Calls menu.
2. Point to the caller you want to talk to.
3. Click the UnHold menu item. 
						

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P0871316 Issue 03 Norstar Personal Call Manager User Guide
Multiple calls
Personal Call Manager can control several calls at once. The maximum number of 
calls is equal to the maximum number of lines available. All of the calls currently 
connected appear on the Personal Call Manager task tray menu, the Calls menu, and 
the main window.
Although several calls can be controlled, only one call can be active at any time, 
except if you have a conference. In a conference, you can have two active calls. 
When you answer a held call, the currently active call is automatically put on hold. 
This allows you to switch between held calls simply by answering the caller you 
want to talk to.
Switching between calls on the main window
On the main window, the currently connected calls are shown in the Calls box. The 
currently active call shows the Active Call icon while the rest of the calls show the 
Held Call icon. 
To switch to a different call:
1. Double click the icon of the caller you want to talk to.
OR
1. Right click the icon of the caller you want to talk to.
2. Click the UnHold menu item.
Switching between calls on the task tray and Call menus
On the Personal Call Manager task tray menu and the Calls menu, the currently 
connected calls appear at the top of the menu. The currently active call shows the 
Active Call icon while the rest of the calls show the Held Call icon. 
To switch to a different call:
1. Point to the caller you want to talk to.
2. Click the UnHold menu item.
The call you pointed to becomes the active call and the other call is put on 
hold. 
						

							36  Transferring a call without an announcement
Norstar Personal Call Manager User Guide P0871316 Issue 03
Transferring a call
Personal Call Manager allows you to transfer a call to a different telephone. You 
can transfer the call with an announcement or without. With an announcement, you 
are calling the person you are transferring the call to before you actually transfer the 
call. Announcements are used to inform the person who the caller is and why they 
are calling.
Note:Transferring your telephone to an external telephone number is not 
supported when you are using the Norstar TAPI Service Provider.
Transferring a call without an announcement
When you transfer a call without an announcement, you are transferring without 
checking if the person is available to answer the call. This is also known as a blind 
transfer.
Transferring a call using the main window
To transfer a call:
1. Make or answer the call.
2. Drag the icon of the call to another call icon in the Calls box or to a contact 
icon in the Address Book.
If you are transferring the call to a contact in the Address Book, the contact 
must be showing in the List View portion of the Address Book. For 
information about finding a contact, see “Finding a contact in the Address 
Book” on page 60.
Transferring a call using the right mouse button
You can use the right mouse button and the icons on the main window to transfer a 
call. To transfer a call:
1. Make or answer the call.
2. Right click the icon in the Calls box.
3. Point to the Transfer menu item.
A menu of the current calls appears.
4. Click one of the current calls.
The call is transferred to the person selected.
If the person you want to transfer the call to does not appear on the list of 
current calls, perform steps 5 and 6. 
						

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P0871316 Issue 03 Norstar Personal Call Manager User Guide
5. Click the Other menu item.
The Transfer dialog box appears. 
6. Enter the telephone number of the person you want to transfer the call to and 
click the Transfer button. The call is transferred to the number entered.
Tip:If Fast Search is enabled, Personal Call Manager compares the telephone 
number you are entering to the contacts stored in the Address Book. Any 
contacts that match the numbers you are entering appear in the bottom area 
of the dialog box. Click the contact you want and click the Tr a n s f e r button.
Tip:If you want to call a contact that is in the Address Book and you only 
remember the contact’s name, enter the contact’s name.
If Fast Search is enabled, any contacts that match the name you are entering 
appear in the bottom area of the dialog box. Click the contact you want and 
click the Tr a n s f e r button.
If Slow Search is enabled, you must enter the name and then click the Find 
Now button. Any contacts that match the name you entered appear in the 
bottom area of the dialog box. Click the contact you want and click the 
Tr a n s f e r button.
For information about Fast and Slow Search, see “Changing the Search 
preferences” on page 81. 
						

							38  Transferring a call without an announcement
Norstar Personal Call Manager User Guide P0871316 Issue 03
Transferring a call using the task tray or Calls menu
To transfer a call:
1. Make or answer the call.
2. Click the Personal Call Manager task tray icon or the Calls menu.
3. Point to the Transfer menu item.
A menu of the current calls appears.
4. Click one of the current calls. 
The call is transferred to the person selected.
If the person you want to transfer the call to does not appear on the list of 
current calls, perform steps 5 and 6.
5. Click the Other menu item.
The Transfer dialog box appears. 
6. Enter the telephone number of the person you want to transfer the call to and 
click the Transfer button. The call is transferred to the number entered.
Tip:If Fast Search is enabled, Personal Call Manager compares the telephone 
number you are entering to the contacts stored in the Address Book. Any 
contacts that match the numbers you are entering appear in the bottom area 
of the dialog box. Click the contact you want and click the Tr a n s f e r button.
Tip:If you want to call a contact that is in the Address Book and you only 
remember the contact’s name, enter the contact’s name. 
If Fast Search is enabled, any contacts that match the name you are entering 
appear in the bottom area of the dialog box. Click the contact you want and 
click the Tr a n s f e r button.
If Slow Search is enabled, you must enter the name and then click the Find 
Now button. Any contacts that match the name you entered appear in the 
bottom area of the dialog box. Click the contact you want and click the 
Tr a n s f e r button.
For information about Fast and Slow Search, see “Changing the Search 
preferences” on page 81. 
						

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P0871316 Issue 03 Norstar Personal Call Manager User Guide
Transferring a call using the keyboard
You can use the keyboard and the icons on the main window to transfer a call. To 
transfer a call:
1. Make or answer the call.
2. Click the icon in the Calls box.
3. Press the F4 key.
The Transfer dialog box appears. 
4. Enter the telephone number of the person you want to transfer the call to and 
click the Transfer button. The call is transferred to the number entered.
Tip:If Fast Search is enabled, Personal Call Manager compares the telephone 
number you are entering to the contacts stored in the Address Book. Any 
contacts that match the numbers you are entering appear in the bottom area 
of the dialog box. Click the contact you want and click the Tr a n s f e r button.
Tip:If you want to call a contact that is in the Address Book and you only 
remember the contact’s name, enter the contact’s name. 
If Fast Search is enabled, any contacts that match the name you are entering 
appear in the bottom area of the dialog box. Click the contact you want and 
click the Tr a n s f e r button.
If Slow Search is enabled, you must enter the name and then click the Find 
Now button. Any contacts that match the name you entered appear in the 
bottom area of the dialog box. Click the contact you want and click the 
Tr a n s f e r button.
For information about Fast and Slow Search, see “Changing the Search 
preferences” on page 81. 
						

							40  Transferring a call with an announcement
Norstar Personal Call Manager User Guide P0871316 Issue 03
Transferring a call with an announcement
When you transfer a call with an announcement, you are calling the person you are 
transferring the call to so you can check if they are available, and give them 
information about the call.
Transferring a call with an announcement using the main window
To transfer a call:
1. Make or answer the call.
2. Put the call on hold.
3. Call the person you are transferring the call to.
4. Give the person any pertinent information about the call.
5. Drag the icon of the call you are transferring to the Active Call icon.
Transferring a call with an announcement using the right mouse button
You can use the right mouse button and the icons on the main window to transfer a 
caller. To transfer a call:
1. Make or answer the call.
2. Put the call on hold.
3. Call the person you are transferring the call to.
4. Give the person any pertinent information about the call.
5. Right click the icon in the Calls box and point to the Transfer menu item.
A menu of the current calls appears.
6. Click the icon of the person you are transferring.
Transferring a call with an announcement using the task tray or Calls menu
To transfer a call:
1. Make or answer the call.
2. Put the call on hold.
3. Call the person you are transferring the call to.
4. Give the person any pertinent information about the call.
5. Click the Personal Call Manager task tray icon or the Calls menu.
6. Point to the Transfer menu item.
A menu of the current calls appears.
7. Click the icon of the person you are transferring (the first call you made or 
answered).