Nortel Norstar Personal Call Manager User Guide

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P0871316 Issue 03 Norstar Personal Call Manager User GuideQuick 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 first character of the name or telephone number of the contact you 
want to find.
Personal Call Manager compares the letter or number you entered to the 
contacts stored in the Address Book. Any contacts that match the character 
you entered appear in the bottom area of the Search dialog box. 
If you have several contacts starting with that character, enter the next 
character in the name or telephone number. Personal Call Manager then 
displays only the contacts that match both of those characters. 
3. Continue entering characters or use the scroll bar to find the contact in 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. 
						

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Norstar Personal Call Manager User Guide P0871316 Issue 03Entering names or numbers
There are times when you know only part of the name or telephone number of the 
contact you want to find. When this happens, you can enter the letters or digits you 
know and the Search feature will find all of the contacts that match the information 
you entered. You can then select the contact you were looking for. 
If the portion of the name or number you know is at the beginning, simply enter the 
portion you know then click the Find Now button. Personal Call Manager will find 
all of the contacts that start with the letters or digits you entered.
If you remember the contact’s first name, but not last name, enter a comma followed 
by the contact’s first name. For example, if you are looking for a contact named 
Tom, enter “,Tom”. All of the contacts whose first name is Tom are found.
If the portion you know is not at the start, you can use “wild card” characters at the 
start of the name or number. There are two wild card characters you can use.
?Use the question mark to represent any single character.
*Use the asterisk to represent any characters that precede the characters you 
entered.
For example, the following names were added to the Address Book:
Chatterton Jones Mason Smith Stanley Steward Washington 
• If you enter “S” the names found are Smith, Stanley and Steward.
• If you enter “Ste” the only name found is Stewart.
• If you enter “?a” the names found are Mason and Washington.
• If you enter “??a” the names found are Chatterton and Stanley.
• If you enter “*a” the names found are Chatterton, Mason, Stanley, Steward, and 
Washington.
Tip:When you are using the Norstar TAPI Service Provider, you can also enter a 
comma (,) as a special character. This special character is used to add a pause 
between the numbers dialed. This feature is not supported by all TAPI 
Service Providers.
Editing the properties of a contact
The information stored with a contact can be changed whenever required. A typical 
example is when a contact moves or changes telephone numbers.
To change the properties of a contact using the right mouse button:
1. Find the contact in the Address Book. 
You can find the contact manually or use the Personal Call Manager Search 
feature.
2. Right click the contact. 
						

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3. Click the Properties menu item.
The Address Properties dialog box appears.
4. Move to the tab which has the information you want to change and then 
change it.
“Adding a new contact to the Address Book
” on page 53 describes the information 
that can be entered.
To change the properties of a contact using the toolbar:
1. Find the contact in the Address Book. 
You can find the contact manually or use the Personal Call Manager Search 
feature.
2. Click the contact.
3. Click .
The Address Properties dialog box appears.
4. Move to the tab which has the information you want to change and then 
change it.
“Adding a new contact to the Address Book
” on page 53 describes the information 
that can be entered. 
						

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To change the properties of a contact using the menu bar:
1. Find the contact in the Address Book. 
You can find the contact manually or use the Personal Call Manager Search 
feature.
2. Click the contact.
3. Click the File menu.
4. Click the Properties menu item.
The Address Properties dialog box appears.
5. Move to the tab which has the information you want to change and then 
change it.
“Adding a new contact to the Address Book
” on page 53 describes the information 
that can be entered.
Organizing the Address book
As you add contacts to the Address Book, you should divide the contacts into 
logical groups. This will make it easier for you to find the contacts you have 
entered.
You group the contacts together by adding folders to the Address Book and moving 
your contacts into the appropriate folders. A simple example is to add two folders, 
one named Personal and one named Business. All of your business contacts would 
then be stored together in one folder and all of your personal contacts would be in 
another. For more information, refer to “Creating a new folder in the Address 
Book” on page 70.
Copying a contact
When you copy a contact, you are creating a new contact in the Address Book that 
is based on the original contact. Personal Call Manager provides two ways to copy 
a contact: a linked copy and a template copy. In the linked copy, all of the 
information about the contact is copied. In a template copy, all of the information 
about the contact except the contact name is copied. In both methods of copying the 
original contact remains in the original folder.
Deciding which copy method to use
The copy method you choose depends on what you want to do.
In a linked copy, Personal Call Manager links the copy to the original. When you 
change one of the properties of the contact, Personal Call Manager automatically 
updates the original contact and all of the copies of the contact. This ensures that all 
of your copies of the contact are updated. Use this copy method when you want to 
have identical copies of a single contact in several different folders so the contacts 
are easier to find and organize. For information about how to make a linked copy of 
a contact, refer to “Copying a contact using the linked copy method
” on page 65. 
						

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In a template copy, Personal Call Manager does not link the new contact to the 
original contact. The most common use of the template copy feature is to create a 
new contact that is similar, but not identical to, an existing contact. For example, a 
new person joins a company you deal with. The address and telephone number of 
the new contact is the same, but the name is different. For information about how 
to make a template copy of a contact, refer to “Copying a contact using the template 
copy method” on page 66.
Copying a contact using the linked copy method
Use this method of copying a contact when you want to create a copy that is linked 
to the original contact. For information about the two different methods of copying 
a contact, refer to “Deciding which copy method to use
” on page 64.
To copy a contact using drag and drop, the contact must be visible in the List View 
and the folder you are copying it to must be visible in the Tree View. To copy a 
contact:
1. Press and hold the Control key on your PC keyboard.
2. Click the contact you want to copy.
3. Drag the contact to the folder you want the contact copied to.
To copy a contact using the toolbar:
1. Click the contact you want to copy.
2. Click .
3. Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
4. Click .
The contact is copied to the new folder.
To copy a contact using the right mouse button:
1. Right click the contact you want to copy.
2. Click the Copy menu item.
3. Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
4. Right click an open area in the folder.
5. Click the Paste menu item.
The contact is copied to the new folder. 
						

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To copy a contact using the menu bar:
1. Click the contact you want to copy.
2. Click the Edit menu. 
3. Click the Copy menu item.
4. Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
5. Click the Edit menu. 
6. Click the Paste menu item.
The contact is copied to the new folder.
Copying a contact using the template copy method
Use this method of copying a contact when you want to create a new contact that is 
based on an existing contact. All of the contact information except the contact name 
is copied to the new contact. This feature allows you to quickly add contacts that 
are similar to existing contacts. For information about the two different methods of 
copying a contact, refer to “Deciding which copy method to use
” on page 64.
To copy a contact using the right mouse button:
1. Right click the contact you want to copy.
2. Click the Copy menu item.
3. Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box.
4. Right click one of the contacts in the folder.
The contact clicked on is not affected by the pasting procedure.
5. Click the Paste Special menu item.
You are prompted to enter a name.
6. Enter the name of the contact and click the OK button.
After the contact is copied into the folder, you can open the contact properties and 
change any properties that are required.
To copy a contact using the menu bar:
1. Click the contact you want to copy.
2. Click the Edit menu.
3. Click the Copy menu item.
4. Open the folder you want to copy the contact into.
The contents of the folder appear in the List View box. 
						

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5. Click the Edit menu. 
6. Click the Paste Special menu item.
You are prompted to enter a name.
7. Enter the name of the contact and click the OK button.
After the contact is copied into the folder, you can open the contact properties and 
change any properties that are required.
Moving a contact
Contacts can be moved from one folder to another to help organize the Address 
Book. When you move a contact, the contact does not remain in the original folder.
To move a contact using drag and drop, the contact must be visible in the List View 
and the folder you are moving it to must be visible in the Tree View. To move a 
contact:
1. Click the contact you want to copy.
2. Drag the contact to the folder you want the contact moved to.
To move a contact using the toolbar:
1. Click the contact you want to move.
2. Click .
The icon for the contact dims.
3. Open the folder you want to move the contact into.
The contents of the folder appear in the List View box.
4. Click .
The contact is moved to the new folder.
To move a contact using the right mouse button:
1. Right click the contact you want to move.
2. Click the Cut menu item.
The icon for the contact dims.
3. Open the folder you want to move the contact into.
The contents of the folder appear in the List View box.
4. Right click an open area in the folder.
5. Click the Paste menu item.
The contact is moved to the new folder. 
						

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To move a contact using the menu bar:
1. Click the contact you want to move.
2. Click the Edit menu. 
3. Click the Cut menu item.
The icon for the contact dims.
4. Open the folder you want to move the contact into.
The contents of the folder appears in the List View box.
5. Click the Edit menu. 
6. Click the Paste menu item.
The contact is moved to the new folder.
Tip:After you have used the Cut command (indicated by the contact icon 
dimming), you must use the Paste command to move the contact before 
using the Cut or Copy commands again. If you use the Cut or Copy 
command before pasting the contact, the contact remains in the original 
folder and does not move.
Deleting a contact
To delete a contact using the right mouse button:
1. Right click the contact you want to delete.
2. Click the Delete menu item.
To delete a contact using the menu bar:
1. Click the contact you want to delete.
2. Click the Edit menu. 
3. Click the Delete menu item.
To delete a contact using the keyboard:
1. Click the contact you want to delete.
2. Press the Delete key. 
						

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Printing Contacts
There are two printing formats you can us to print information about any of the 
contacts stored in the Address Book. You can print a contact list or contact details. 
Printing a contact list
When you print a contact list, the name, company, and telephone numbers stored in 
the Address Book for the contact are printed. You can print contact list information 
for one contact or many contacts. 
Note:When printing a contact list, set your page orientation to landscape.
To print a contact list:
1. Click the contact or contacts you want.
Note:Use the Control or Shift keys to select more than one contact.
2. Click the File menu and then click the Print Contact List menu item.
OR
Click .
3. Click the OK button.
To print a contact list for all of the contacts in a folder:
1. Click the folder or folders which contain the contacts you want to print.
Note:Use the Control or Shift keys to select more than one folder.
2. Click the File menu and then click the Print Contact List menu item.
OR
Click .
3. Click the OK button.
Print Contact Details
When you print the contact details, all of the information stored in the Address 
Book for the selected contact is printed. You can print contact detail information for 
one contact or many contacts.
To print contact details:
1. Click the contact or contacts you want.
Note:Use the Control or Shift keys to select more than one contact.
2. Click the File menu and then click the Print Contact Detail menu item. 
						

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Folders
Folders can only be added to the My Contacts section and the folders within this 
section. You cannot add folders to the Quick Dials
 section.
Creating a new folder in the Address Book
To create a new folder using the right mouse button:
1. Click a folder in the Tree View of the Address Book. The contents of the 
selected folder appear in the List View. The new folder is added to the 
contents of the folder shown in the List View.
2. Right click an open area in the List View.
3. Point to the New menu item and then click the Folder menu item.
The Create New Folder dialog box appears.
4. Type the name of the new folder and then click the OK button.
The new folder is added to the selected folder.
When naming the new folder, you must use a name that does not already exist 
in the selected folder. 
To create a new folder using the toolbar:
1. Click a folder in the Tree View of the Address Book. The contents of the 
selected folder are shown in the List View. The new folder is added to the 
contents of the folder shown in the List View.
2. Click .
The Create New Folder dialog box appears.
3. Type the name of the new folder and then click the OK button.
The new folder is added to the selected folder.
When naming the new folder, you must use a name that does not already exist 
in the selected folder. 
To create a new folder using the menu bar: