Nortel Norstar Personal Call Manager User Guide

							The Tree View of the Address Book  51
P0871316 Issue 03 Norstar Personal Call Manager User Guide
Address Book
The Address Book is the portion of Personal Call Manager where you store the 
telephone numbers and addresses of the people and businesses you deal with. Each 
entry in the Address Book is called a contact. A contact is normally the telephone 
number of a person or business, but can be any number you want to keep track of 
or store in Personal Call Manager. 
The Tree View of the Address Book
When you view the Address Book, the left side shows the tree structure of the 
Address Book. The tree structure shows how the folders are organized. It also 
allows you to select the folder you want to view. A sample tree view is shown 
below.
The contacts are stored in two main areas: 
• Quick Dials – Contacts added to the Quick Dials section appear on the Calls 
menu and the Personal Call Manager task tray menu. You can add contacts to 
the Quick Dials section, but not folders.
• My Contacts – Contacts added to the My Contacts section do not appear in the 
Calls or Personal Call Manager task tray menu, but can easily be accessed from 
the Address Book. In the My Contacts section, you can add contacts and folders. 
Folders are added to help organize the contacts. By grouping the contacts into 
smaller groups of similar contacts, the contacts are easier to view on the screen and 
thus easier to find and access. 
						

							52  The List View portion of the Address Book
Norstar Personal Call Manager User Guide P0871316 Issue 03
You can change which folders are shown by clicking on certain portions of the Tree 
View. Clicking on a box with “+” inside it expands the folder that it is beside, 
showing the folders contained in that folder. Clicking on the a box with “-” in it 
collapses the folder it is beside, hiding the folders that are in the folder. Double 
clicking on a folder will open or close the folder. When a folder is open, the contents 
of the folder is shown in the List view portion of the Address Book.
The List View portion of the Address Book
On the right side of the screen is the List View of the Address Book. The List View 
shows the contacts and folders stored in the folder selected in the Tree View.
The List View of the Address Book can be viewed in four different formats: large 
icons, small icons, list, and detail.
Displaying the Address Book in large icons
In large icons, each contact is shown with the last name of the contact below the 
icon. To view in large icons:
• Click .
OR
• Click the View menu then click the Large Icon menu item.
Displaying the Address Book in small icons
In small icons, each contact is shown with the last name of the contact to the right 
of the icon and the contacts are arranged horizontally. To view in small icons:
• Click .
OR
• Click the View menu then click the Small Icon menu item.
Displaying the Address Book in list view
In list view, each contact is shown with the last name of the contact to the right of 
the icon and the contacts are arranged vertically. To view in list view:
• Click .
OR
• Click the View menu then click the List menu item.
Displaying the Address Book in details view
In details view, the contacts are shown with more information. With each contact 
there is the last name, first name, the telephone numbers you can call and the Email 
Address and Email type. To view in details view: 
						

							Contacts  53
P0871316 Issue 03 Norstar Personal Call Manager User Guide
• Click .
OR
• Click the View menu then click the Detail menu item.
Contacts
A contact is any entry in the Address Book. A contact can be a person, business, or 
any number or address you want stored in Personal Call Manager.
Adding a new contact to the Address Book
Contacts are added using the 
Address Properties dialog box. 
To access the Address Properties dialog box using the toolbar:
1. Click .
The Address Properties dialog box appears.
2. Enter the address information for this contact.
For descriptions of the address fields, refer to “Address Properties dialog box
” 
on page 54.
3. Click the OK button.
Note:If a contact with the same name is already in the Address Book, a 
dialog box appears asking if you want to make a duplicate. If you want 
to make a duplicate of a contact, it is recommended that you use the 
copy method described in “Copying a contact
” on page 64.
The contact is added to the folder shown in the List View of the Address Book.
To access the Address Properties dialog box using the right mouse button:
1. Right click in an open area in the List view portion of the Address Book.
1. Point to the New menu item and then click the Contact menu item.
The Address Properties dialog box appears.
2. Enter the address information for this contact.
For descriptions of the address fields, refer to “Address Properties dialog box
” 
on page 54.
3. Click the OK button.
Note:If a contact with the same name is already in the Address Book, a 
dialog box appears asking if you want to make a duplicate. If you want 
to make a duplicate of a contact, it is recommended that you use the 
copy method described in “Copying a contact
” on page 64.
The contact is added to the folder shown in the List View of the Address Book. 
						

							54  Contacts
Norstar Personal Call Manager User Guide P0871316 Issue 03To access the 
Address Properties dialog box using the menu bar:
1. Click File and then point to the New menu item.
1. Click the Contact menu item.
The Address Properties dialog box appears.
2. Enter the address information for this contact.
For descriptions of the address fields, refer to “Address Properties dialog box
” 
on page 54.
3. Click the OK button.
Note:If a contact with the same name is already in the Address Book, a 
dialog box appears asking if you want to make a duplicate. If you want 
to make a duplicate of a contact, it is recommended that you use the 
copy method described in “Copying a contact
” on page 64.
The contact is added to the folder shown in the List View of the Address Book.
Address Properties dialog box
The 
Address Properties dialog box consists of four tabs. Each tab is used to enter a 
different type of contact information.
•Business - Use this tab to enter the name, address, and telephone number of the 
contact.
•EMail Address - Use this tab to enter the EMail address and type.
•Settings - Use this tab to define the default telephone number used.
•Note - Use this tab to enter any other information about the contact. 
						

							Contacts  55
P0871316 Issue 03 Norstar Personal Call Manager User GuideBusiness
The Business tab is used to enter the name, address, and telephone number of a 
contact. 
The first information you enter is the contact’s name. The contact’s name is divided 
into the first name and the last name. Both the first name and the last name must be 
entered before a contact can be added to the Address Book. The last name is used 
as the label for the contact in the Address Book. The first name is used as the label 
in the Calls box when you are on a call to the contact. When you are searching for 
a contact, you can search using the first name or the last name.
After you enter the name you can enter the contact’s address. There are five 
different fields used to enter the address: Address, City, State, Zip code, and 
Country. 
After entering the address, you can enter the Title, Company, Department, Office, 
and Assistant of the contact.
The final information to enter is the contact’s telephone numbers. The Phone 
number field is a drop list that allows you to enter four different telephone 
numbers. You can enter the Business, Home, Mobile, and Fax telephone numbers 
for the contact. Either the Business, Home, or Mobile telephone number can be 
dialed from the task tray or the Personal Call Manager main window. 
						

							56  Contacts
Norstar Personal Call Manager User Guide P0871316 Issue 03E-Mail Address
The E-Mail Address tab has two fields: E-mail address and E-mail type.
The E-mail address specifies where the contact’s E-mail account is. The E-mail 
type specifies which type of E-mail service the contact is using. 
						

							Contacts  57
P0871316 Issue 03 Norstar Personal Call Manager User GuideSettings
The Settings tab allows you to select which dialing default is used for this contact 
and the picture displayed and voice announcement heard when this contact calls 
you. 
For the default telephone number dialed, you can choose Business, Home, or 
Mobile. The settings you specify here define the telephone number automatically 
used for this contact only. Other contacts are not affected by the defaults you choose 
for this contact. Also, you can choose to override these settings when making a call 
by selecting any other telephone number defined for the contact in the Address 
Book.
You can select a voice announcement to play when you receive a call from this 
contact. This voice announcement allows you to identify who is calling without 
having to look at the PC screen or telephone display.
To add or change the voice announcement for this contact:
1. Record the voice announcement message you want played when this contact 
calls and save it in a .WAV file format. The message is typically the contacts 
name, but can be any sound file that is saved in a .WAV file format.
Note:You can record the voice announcement using the Sound Recorder 
accessory included with Windows 95 or any other sound editing 
application.
2. Click   beside the Voice Announce File Path field.
3. Move to the folder where the voice announcement file is stored.
4. Double click the voice announcement file you want to use. 
						

							58  Contacts
Norstar Personal Call Manager User Guide P0871316 Issue 03
If you decide you no longer want a voice announcement for this contact, you can 
remove the voice announcement from the contact. To remove the voice 
announcement:
1. Click   beside the Voice Announce File Path field.
The voice announcement no longer plays for this contact.
Note:The .WAV file you deleted from the contact is not deleted from the PC hard 
drive and can be used again later.
You can select a bit map image that is displayed on the 
You Have a New Call dialog 
box when you receive a call from this contact. The image gives you a visual 
reminder of who the caller is. The image is typically a bit map picture (.BMP file) 
of the contact, but can be any .BMP file that reminds you of the contact.
To add or change the bit map image:
1. Create or find the image you want displayed when this contact calls. You can 
create this file with any graphics application that saves the image as a .BMP 
file.
2. Click   beside the Image File Path field.
3. Move to the folder where the image file is stored.
4. Double click the image file you want to use.
If you decide you no longer want Personal Call Manager to display an image when 
this contact calls, you can remove the image file from the contact. To remove the 
image file:
1. Click   beside the Image File Path field.
The image file no longer appears for this contact.
Note:The .BMP file you deleted from the contact is not deleted from the PC hard 
drive and can be used again later. 
						

							Contacts  59
P0871316 Issue 03 Norstar Personal Call Manager User GuideNote
The Note tab is used to record miscellaneous information about the contact. You 
can enter significant dates, recent orders, meeting locations or any information you 
want handy when you call the contact.
Adding a caller to the Address Book
When you receive a call, you can add that caller to your Address Book. You must 
open the Personal Call Manager main window before you add a caller.
To add a caller:
1. Click the caller’s icon in the Calls box.
2. Click .
A dialog box appears asking you if you want to create a new contact.
3. Click the Yes button.
The Address Properties dialog box appears.
4. Enter the address information for this contact.
For descriptions of the address fields refer to “Address Properties dialog box
” 
on page 54.
5. Click the OK button.
The contact is added to the folder shown in the List View of the Address Book.
Tip:If you subscribe to Caller ID service, the telephone number, and name if 
available, are automatically entered into the dialog box. 
						

							60  Contacts
Norstar Personal Call Manager User Guide P0871316 Issue 03
Finding a contact in the Address Book
The Address Book has a search feature to help you find a contact. You can search 
for a contact using the contact’s name or telephone number.
The Search feature operates in two different modes: Slow Search and Quick Search. 
In Slow Search mode, you enter the characters you want to find and then click the 
Find Now button. Personal Call Manager then searches through the Address Book 
to find the contact. In Quick Search mode, Personal Call Manager starts searching 
through the contacts as soon as you enter a character.
To change the Search mode used, refer to “Changing the Search preferences
” on 
page 81.
Slow Search
To find a contact:
1. Click the Tools menu and then click the Find Person menu item.
OR 
Click   .
The Search dialog box appears.
2. Enter the name or telephone number of the contact you want to find.
3. Click the Find Now button.
A list of the contacts that match the name or number you entered appears in 
the bottom of the Search dialog box.
4. Click the last name of the contact you want.
5. Click the OK button.
The folder containing the contact opens and the selected contact is 
highlighted.