Logging on to desktop messaging

To log on to desktop messaging in Notes 5.0 or 6.0

1	Open Lotus Notes and select the Mail database where you normally find your Lotus Notes Inbox.

2	Select the CallPilot Desktop Messaging folder.

3	In the Logon box, type or select your CallPilot mailbox number. The CallPilot Logon dialog box appears.

4	In the Password box, type your CallPilot mailbox password. Your password is the same password that you use to access your CallPilot mailbox using the telephone.

5	To store your password for future logons from this computer, check Remember password. If you check this option, desktop messaging automatically logs on to CallPilot in the future. The CallPilot Logon dialog box does not appear until your CallPilot password expires.

Caution

If you are logging on to CallPilot from a shared computer, you should clear the Remember password option to prevent others from accessing your CallPilot messages.

6	Click OK.

7	If desktop messaging is set up to use CallPilot Address Book on a separate server, you must log on to the server separately. For information about logging on to CallPilot Address Book, see Logging on to CallPilot Address Book.

Tip

When you specify your password, you can type letters instead of numbers. Desktop messaging converts letters to the corresponding numbers on the telephone keypad.

Notes

If necessary, contact your CallPilot administrator for logon information.

The Lotus Notes interface differs depending on which version of Notes you are running. Aside from the logon process, all CallPilot desktop messaging functionality is the same.

  Related Topics

  CallPilot desktop messaging overview

  CallPilot Logon dialog box


Lotus Notes automatic logon

If you do not log on to CallPilot when starting Lotus Notes, you can use this procedure to log on to CallPilot without exiting and then restarting Lotus Notes.

1	Choose the CallPilot Inbox.

2	Choose Actions > CallPilot Desktop Messaging  > Refresh CallPilot Message List.

If Remember password is disabled, the CallPilot Logon dialog box appears, and you log on to CallPilot as usual.

If Remember password is enabled on the logon dialog box, and if you have a valid connection with the server, the CallPilot "splash screen" appears and you are logged on.


Exiting desktop messaging

On the Lotus Notes File menu, click Exit Notes.

  Related Topics

  CallPilot Logon dialog box


Modifying mailbox connection settings

If you want to set up desktop messaging to connect to a different messaging server, you must modify your mailbox connection settings.

CallPilot Address Book is typically located on the same server as your mailbox. If CallPilot Address Book is on a separate LDAP server, you can specify the server location. If you are unsure about whether you need to make changes to these settings, ask your CallPilot administrator.

To modify mailbox connection settings

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the General tab.

3	Specify the information required to connect to your mailbox:

Server

SMTP/VPIM prefix

Mailbox

Password

4	Click OK.

To modify CallPilot Address Book connection settings

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Address Book tab.

3	Click Advanced. The Address Book - Advanced dialog box appears.

4	In the Server box, specify the location of the CallPilot LDAP server:

To select the default LDAP server, click Default Server. The default server is the CallPilot server name or IP address you specified in your mailbox connection settings.

To use a different LDAP server, type the fully qualified domain name of the server.

5	Specify any other required options for the selected LDAP server, and then click OK.

For descriptions of the options in the Address Book - Advanced dialog box, see Address Book - Advanced.

6	In the Search base box, modify the search base for the LDAP server, if required.

7	Click OK.


Opening My CallPilot

You can open My CallPilot directly from desktop messaging. If you logged on to CallPilot from desktop messaging, you do not need to log on again when you open My CallPilot.

To open My CallPilot

Choose  Actions > CallPilot Desktop Messaging >  My CallPilot.

Feature availability

Access to My CallPilot is set by the CallPilot administrator.

My CallPilot is not available for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.

  Related Topics


Specifying the My CallPilot URL

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the General tab.

3	Type the URL for My CallPilot in the My CallPilot URL box. If you do not know the URL, ask your CallPilot administrator.

Feature availability

My CallPilot is not available for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.

  Related Topics


Changing your password

When you change your CallPilot password, the change affects all access methods for your CallPilot mailbox, including access from desktop messaging, the telephone, or My CallPilot.

To change your CallPilot password

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the General tab.

3	Click Change password… .

4	In the Old password box, type your current password.

5	In the New password box, type a new password.

6	In the Validate password box, type your new password again.

7	Click OK.

  Related Topics

  CallPilot Password Change overview


Storing your password

Desktop messaging can store your password for future logons using the Remember password option.

If you enable this option, desktop messaging automatically logs on to the CallPilot server. You are not prompted for a password until the password expires. If you disable this option, you must type your password to log on to CallPilot and access your CallPilot messages.

There may be situations where you do not want to store your password. For example, if you use desktop messaging on a shared computer, you should disable this option to prevent others from easily accessing your messages.

To enable or disable the Remember password option

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the General tab.

3	Check Remember password to allow desktop messaging to log on automatically. Clear Remember password to manually log on to CallPilot.

Note

You can also enable the Remember password option from the CallPilot logon dialog box.


Changing port numbers

A port number identifies a connection to a server program on a computer in a network. Desktop messaging uses port numbers to make connections to the following services:

IMAP

SMTP

LDAP

Default port numbers are assigned to these connections. Default port numbers are assigned for both unencrypted connections and connections encrypted with Secure Socket Layer (SSL).

Protocol	Port number (unencrypted)	Port number (encrypted)
IMAP	143	993
SMTP	25	465
LDAP	389	636
If your CallPilot administrator changes a currently defined port number, you must specify the new number in desktop messaging. If you do not know the correct port number, contact your CallPilot administrator.

To set the IMAP or SMTP port number

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Mail tab.

3	Click Advanced. The Mail - Advanced dialog box appears.

4	In the IMAP port box, specify the required port number:

To use the default port number, click Default port. To use another port number, type the required number.

If CallPilot is configured to support SSL encryption for IMAP connections, check Use Secure Sockets Layer (SSL).

5	In the SMTP port box, specify the required port number:

To use the default port number, click Default port. To use another port number, type the required number.

If CallPilot is configured to support SSL encryption for SMTP connections, check Use Secure Sockets Layer (SSL).

To set the LDAP port number

1	In your CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Address Book tab.

3	Click Advanced. The Address Book - Advanced dialog box appears.

4	In the LDAP port box, specify the required port number:

To use the default port number, click Default port. To use another port number, type the required number.

If CallPilot is configured to support SSL encryption for LDAP connections, check Use Secure Sockets Layer (SSL).

Notes

SSL is not supported for CallPilot 150 or BCM servers.

SSL support for LDAP is only supported for CallPilot 2.0 or later.


IMAP

Internet Message Access Protocol (IMAP) is a protocol for retrieving e-mail messages from a server. IMAP enables you to log on to CallPilot and retrieve CallPilot messages.


SMTP

Simple Mail Transport Protocol (SMTP) is a protocol for sending e-mail messages to a server. SMTP enables you to send CallPilot messages.


LDAP

Lightweight Directory Access Protocol (LDAP) is protocol that enables e-mail clients to access a directory. LDAP provides you with access to the CallPilot Address Book.


Opening your CallPilot Inbox

1	Open Lotus Notes and select the Mail database where you normally find your Lotus Notes Inbox.

2	Select the CallPilot Desktop Messaging folder.

3	If Lotus Notes is configured to prompt for your Notes password, the Enter Password dialog box appears. Type your Notes password, and then click OK.

4	In the CallPilot Desktop Messaging folder, click Inbox.

Note

You can disable the Notes password prompt for the Desktop Messaging folder. For more information, see Disabling the Notes password prompt.

  Related Topics

  CallPilot Logon dialog box


Configuring the inbox

By default, CallPilot messages appear in a separate folder. This enables you to easily identify and prioritize your messages. If you want CallPilot messages to be displayed in the same Inbox as your e-mail messages, ask your CallPilot administrator about replacing your mail database design.

Important

You should only change the configuration of your Inbox if your mail database has not been customized. When you replace your mail database, you lose all customization in your mail database.


Configuring desktop messaging services

There are two ways to access the configuration options for desktop messaging:

To access options from Notes

In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

To access options from an open CallPilot message

In the open CallPilot message form, choose View > Options.

 CallPilot Player overview


Disabling the Notes password prompt

By default, Lotus Notes prompts you for your Notes password the first time you access the CallPilot Desktop Messaging folder during a Notes session. If desired, you can disable the Notes password prompt for the Desktop Messaging folder.

1	From the Notes File menu, choose Tools > User ID. The Enter Password dialog box appears.

2	Type your Notes password and click OK. The User ID dialog box appears.

3	Check the appropriate option and click OK:

Notes 5.0 and 6.0—Check Don’t prompt for a password from other Notes-based programs.


Working offline

There are three types of offline mode with Lotus Notes

Lotus Notes and CallPilot servers offline (local mail database)

Lotus Notes online, CallPilot offline (mail database on server)

Lotus Notes offline, CallPilot online (local mail database)

When selecting the CallPilot Desktop Messaging folder in Notes 5.0 or 6.0, desktop messaging attempts to log on to the CallPilot server. If you are not connected to the network, the CallPilot Server dialog box appears. To place desktop messaging in offline mode, click Cancel in the CallPilot Server dialog box.

Working offline means that you

can only play messages that have been previously downloaded

can play and record voice messages using a computer speaker and microphone

can save messages as drafts

can address and send messages. The messages are stored in the CallPilot Outgoing mail database and sent the next time you log on to CallPilot

cannot send messages immediately, or permanently delete messages from your CallPilot mailbox

cannot use the telephone as a playback or recording device from desktop messaging. You can still log on to your mailbox from the telephone to play and compose voice messages.

cannot change your password from desktop messaging. You can still log on to your mailbox from the telephone to change your password.

Messages you create while working offline are stored in the CallPilot Outgoing Mail database (in the file clpmail.box) until the next time you log on to the CallPilot server.

Note

Messages that you compose while you work offline are automatically sent the next time you log on to CallPilot. To prevent desktop messaging from sending a new message automatically, delete it from the CallPilot Outgoing Mail database while you are still in offline mode. Using the Lotus Notes user interface, open the file named "CLPMAIL.BOX". This is the CallPilot Outgoing Mail database (based on the Lotus Notes mail database) located on the user’s PC. The user can now select the desired messages created offline and delete them.

Before you choose to work in any of the offline modes, you must perform the following:

1	Create a local mail database

2	Download all CallPilot messages

3	Replicate your database

4	Switch to offline mode

  Related Topics


Creating a local mail database

Create a local mail database so that you can access your messages when you are working offline in both Notes and desktop messaging.

To create a local mail database

1	Start Lotus Notes and log on to CallPilot.

2	Select your mail database.

3	Choose File > Replication > New Replica… .

4	In the Server list, select Local.

5	Ensure that there is a file name in the File box.

The local mail database must have the same name as a mail database on the Notes server, including all subfolders.

If there is no file name, find the notes.ini file (usually in the Windows directory), and double-click it. Find the line that starts with MailFile. This line contains an .nsf file name. This is the file name you type in the File name box.

6	Choose when you want to create the local database

Immediately

Next scheduled replication

7	Click OK.

You can now download CallPilot messages.

  Related Topics


Downloading messages

To view or play messages when you are working in desktop messaging offline, you must download your messages to your computer. Before you download messages, ensure that you have a local mail database.

To download messages

1	Log on to CallPilot if you are not already logged on.

2	In the CallPilot Inbox, choose Actions > Download All CallPilot Messages.

You can now replicate your database.

  Related Topics


Canceling message downloads

You can interrupt and cancel the process of downloading messages. This is useful when you are downloading messages using a modem, or if the connection to the CallPilot server is unusually slow.

If a message download takes longer than 4 seconds, a CallPilot information dialog box shows the status of message downloads, and the number of attachments.

Click Cancel to stop the download of the message and any attachments.

  Related Topics


Replicating your database

Replicate your mail database to transfer your messages to your local database.

To replicate your database

1	Ensure that you have downloaded your CallPilot messages.

2	While you are working online, choose your mail database.

3	Choose File > Replication > Replicate.

4	Ensure Replicate via background Replicator is checked.

5	Click OK.

6	Choose File > Close to close the mail database.

7	Select the Replicator page (the last tab on the right).

8	In your mail database, verify that messages were sent or received.

You are now ready to switch to offline mode.

  Related Topics


Switching to offline mode

Once you have performed all the steps required to transfer your messages to your local database, you can switch to offline mode.

To switch to offline mode

1	In the bottom right corner of the Lotus Notes Workspace, click the location menu. When you are connected to the Notes server, the currently displayed location is typically Office or Home.

2	From the location list, select Island (Disconnected).

3	Close and restart Lotus Notes.

4	The CallPilot Logon dialog box appears.

5	Select the desired offline mode:

To work offline with Lotus Notes but online with desktop messaging, type your CallPilot password.

To work offline with both Lotus Notes and desktop messaging, click Cancel.

To return to online mode

1	In the bottom right corner of your Lotus Notes Workspace, select Island from the location menu.

2	From the list, select Office (Network) or Home (modem) as applicable.

3	Close and restart Lotus Notes.

  Related Topics


Defining the audio device for voice messages

You can play and record voice messages from either the computer or the telephone. For details about audio requirements, see Requirements for playing and recording voice messages.

To select a default audio device

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Audio tab.

3	Specify the default device for recording and playing messages:

To use your computer for voice playback, select Computer.

To use your telephone for voice playback, select Telephone and specify the telephone number in the Telephone number box.

4	To select the device to use each time you record or play a voice message, ensure that the Confirm settings before playing or recording box is checked.

5	Click OK to save your settings.

  Related Topics

  Audio tab


Converting voice messages automatically

You can configure desktop messaging to automatically convert CallPilot voice messages to .WAV format when you send them to an external e-mail address (a non-CallPilot user).

If you disable automatic conversion, you can manually save voice files in .WAV format from CallPilot Player.

To set up automatic conversion

1	In the CallPilot Inbox, choose Actions > CallPilot Configuration.

2	Click the Mail tab.

3	Check Convert voice messages to WAV for non-CallPilot recipients.

  Saving received voice files for non-CallPilot users


Selecting the default format for messages
Selecting the default format for new messages

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Mail tab.

3	Select the desired options:

Default compose form—Select the format for new messages.

Default forward/reply form—Select the format for forwarded messages and replies.

4	Click OK to save your settings.


message formats

Voice

Use the voice message (CallPilot Player) form as the default for messages.

Text

Use the text message form as the default for messages.

As received

Use the format of the received message. If the received message is a fax, the default format is Text. If the received message has multiple components and includes a voice message, the default format is Voice.

Note

The As received option is not available from the Default compose form.

Feature availability

CallPilot 150 servers do not support fax and text messaging.


Checking for new messages

You can configure desktop messaging to check for new messages automatically or manually.

Automatically

Desktop messaging can either update your Inbox as soon as messages arrive, or automatically check for messages at specified intervals. The Message Waiting Indicator notifies you of new messages. Once you have read a message, it is automatically marked as read. When you delete a message it is automatically removed from your Inbox.

By default, desktop messaging notifies you of new messages as soon as they arrive.

Manually

This option is recommended for charge-per-use connections such as ISDN. Automatic message checking maintains the dial-up connection and can increase telephone charges. In manual mode, new messages do not appear in your Inbox until you check for them manually.

Feature availability

CallPilot 150, 2.0 or later, and BCM 3.5 support immediate notification of new messages.

  Message waiting indicator

  Where are new messages delivered?


Setting up automatic message notification

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Mail tab.

3	In the Notification list, specify how often to check for messages:

To receive notification as soon as new messages arrive, choose Automatically.

To check for messages at regular intervals, select a time interval.

4	Click OK.

Note

If the Auto Refresh (F9) box is checked, the message will appear immediately (according to the selected notification). To reduce network traffic, it is recommended to disable Auto refresh (F9). You must refresh the Lotus Notes view manually when the Message Waiting Indicator turns red.

Feature availability

CallPilot 150, 2.0 or later, and BCM 3.5 support immediate notification of new messages.


Setting up manual message checking

Use manual checking when you use charge-per-use connections such as ISDN.

To set up manual message checking

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Mail tab.

3	In the Notification list, choose Manually.

4	Click OK.

Note

If the Auto Refresh (F9) box is checked, the message will appear immediately (according to the selected notification). To reduce network traffic, it is recommended to disable Auto refresh (F9). You must refresh the Lotus Notes view manually when the Message Waiting Indicator turns red.

To manually check for messages

In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > Refresh CallPilot Message List.


Showing or hiding the Message Waiting Indicator

By default, the Message Waiting Indicator (MWI) appears in the Windows taskbar. You can enable or disable the display of the MWI.

To show or hide the MWI

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Mail tab.

3	To show the MWI, check Show message waiting indicator (MWI) on taskbar. Clear the option to hide the MWI.

4	Click OK.


Deleting message
Deleting messages

You can delete a message that you are currently viewing, or delete messages directly from the CallPilot Inbox.

To delete the currently open message

1	In the open message, choose File > Delete. The message is permanently deleted.

To delete a message from the message list

1	In the CallPilot Inbox, select the message you want to delete.

2	Click Delete to mark the message for deletion. In Notes 5.0, the message will be permanently deleted only when you confirm the delete warning upon either a refresh view (F9) or when the mail database is closed. In Notes 6.0, the message is deleted right away.

  Related Topics


Excluding header information

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Mail tab.

3	Clear Include header information when forwarding/replying.


Addressing overview

The user has a number of address books available for e-mail messaging. These can be either local or server based directories.

Lotus Notes address books contain Lotus Notes (e-mail) addresses. These books can be either local (also referred to as Personal address books stored on the user’s PC) or server based. CallPilot can also make use of Lotus Notes address book fields for fax and voice numbers.

CallPilot address books contain CallPilot specific addresses. This address book is installed on a user’s PC by default and can be used as a local (Personal) address book. You can access the CallPilot Address Book on a CallPilot server from Lotus Notes through a dynamic lookup utility.

Manual addressing

You can manually address messages in any format supported by the CallPilot server. If a recipient is not in your address book, and you do not plan to send messages to them regularly, you can simply type the required address directly in the To, Cc, or Bcc box in the open message.


CallPilot Address Book

The CallPilot Address Book contains the names and addresses of users on the local CallPilot server. Based on your system configuration and mailbox class, other types of CallPilot addresses may also appear in the CallPilot Address Book:

Personal Distribution List (PDL)—A CallPilot distribution list that you created from the telephone or from My CallPilot for sending messages to a group of people.

Shared Distribution List (SDL)—A CallPilot distribution list created by your CallPilot administrator for sending messages to a group of people.

Broadcast Distribution List (BDL)—A local or remote broadcast address for sending messages to all users in a location or all users in the CallPilot system.

There are several ways to access the CallPilot Address Book:

From the Lotus Notes server—You can view it in real time. You must be connected to the network to use this option.

From a separate LDAP server—If your CallPilot administrator placed the CallPilot Address Book on a separate LDAP server, you can view it in real time. Use this method to ensure that you always have the most up-to-date address information. You must be connected to the network to use this option.

From your computer—View a copy of the address book stored on your computer. This option is useful when you travel or work from home since you do not need to be connected to the network to use the address book. You must download the address book from the CallPilot server regularly to ensure that address information is up-to-date.

You can download the CallPilot Address Book manually as required, or you can set desktop messaging to remind you to download at regular intervals.

Feature availability

The CallPilot administrator assigns access rights for SDLs and BDLs.

If you are connected to a CallPilot 1.07, CallPilot 150, or Business Communications Manager server the following options are unavailable:

ability to view PDLs, SDLs, and BDLs in CallPilot Address Book

access to My CallPilot

  Related Topics


Dynamic Address Book on the CallPilot server

You can access the CallPilot Address Book from Lotus Notes through a dynamic lookup utility. You do not need to maintain CallPilot address information in Personal Address Books. You can download CallPilot address information to your Personal Address Book to address messages in offline mode. Addresses cannot be validated in offline mode.

Log on to a CallPilot server and select the CallPilot Server Address Book.


Downloading CallPilot Address Book

You can download the most current CallPilot Address Book manually whenever you want to update it.

If you often use CallPilot Address Book while working offline, you should download it regularly to ensure that all addresses are up-to-date.

Tip

You can set up desktop messaging to remind you to download the CallPilot Address book regularly.

To download the address book

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Address Book tab.

3	Click Download now.

4	Click OK.

5	If desktop messaging is set up to use CallPilot Address Book on a separate directory server, you may be prompted to log on to the server. For information about logging on to CallPilot Address Book, see Logging on to CallPilot Address Book.

 Related Topics

 Address Book tab


Setting a reminder to download CallPilot Address Book

You can set up desktop messaging to remind you to download the CallPilot Address book regularly. If you often use CallPilot Address Book while working offline, you should download it regularly to ensure that all addresses are up-to-date.

To set the download reminder

1	In the CallPilot Inbox, choose Actions > CallPilot Desktop Messaging > CallPilot Configuration.

2	Click the Address Book tab.

3	To display a download reminder, check Remind me to download address book every ___day(s), and specify the reminder interval. The default is 20 days.

4	To download the current CallPilot address book, click Download now.

5	Click OK.

 Related Topics

 Address Book tab


Adding a CallPilot address from an open message

You can add an address that is not in the CallPilot directory to your local address book using the Add CallPilot Address window.

To add an address

1	From the open message, click To. The Notes address book opens.

2	Click New. The Add CallPilot Address page appears.

3	Select the address type and complete the required address information:

In the Person’s name box, type the recipient’s name.

In the Local CallPilot server box, type the name or IP address of your local CallPilot server. If you are not sure about this information, ask your administrator.

Specify the required information for the selected address type.

Local mailbox

Network mailbox

Fax number

Telephone number

Open VPIM

Open AMIS

Unformatted

4	If you want this address in your address book, check Add to Personal Address Book.

 Adding an address to the local address book


Adding a CallPilot address to the local address book
Adding an address to the local address book

You can add an address directly to your local address book.

To add an address to the address book

1	Open your local address book.

2	Choose View > People (CallPilot).

3	Click Add Person. The PERSON (CallPilot) page appears.

4	Type the first name and last name in the corresponding boxes First name and Last name. Lotus Notes will then create the Full user name field automatically.

ATTENTION: Any manual modification of the full name field may cause a failure to resolve this name while addressing and sending a message.

5	In the Office phone box, type the recipient’s telephone number, if known.

6	In the CallPilot Address box, click [image]. The CallPilot Address Assistant dialog box appears.

7	Choose the address type from the list, and then click OK:

8	Complete the required address information.

In the Person’s name box, type the recipient’s name.

In the Local CallPilot server box, type the name or IP address of your local CallPilot server. If you are not sure about this information, ask your administrator.

Specify the required information for the selected address type:

Local mailbox	SMTP/VPIM prefix Local mailbox
Network mailbox	Network mailbox
Fax number	Fax number
Telephone number	Telephone number
Open VPIM	Remote mailbox Remote server
Open AMIS	Remote mailbox AMIS access
Shared Distribution List (SDL)	SMTP/VPIM prefix SDL number
Personal Distribution List (PDL)	SMTP/VPIM prefix Mailbox PDL number
Broadcast Distribution List (BDL)	BDL number
Unformatted	Address
9	Click OK to complete the address information.

10	Click Save, and then click Close.

Feature availability

The CallPilot administrator assigns access rights for Shared Distribution List (SDL) and broadcast addressing.

If you are connected to a CallPilot 1.07, CallPilot 150, or Business Communications Manager server, you cannot view SDLs or broadcast addresses in the CallPilot Address Book.

CallPilot 150 servers do not support fax and text messaging.


Addressing messages using an address book

1	In the open message, click To… .

2	Select the CallPilot Address Book or a local address book with the desired recipient.
If you are sending a CallPilot message to a non-CallPilot user, you can also select a recipient from a Loutus Notes address book.

3	From the Name list, select the message recipient. You will see separate icons for both people and groups in the list.

4	Click To.

5	To address the message to multiple recipients, repeat steps 1 through 3.

6	Click OK.

7	Choose File > Send.

  Related Topics

  Addressing a message without using the address book


Creating group lists

If you frequently send CallPilot messages to a group of recipients, you can set up a distribution list for that group. There are two types of PDL that you can use:

CallPilot PDL—You can use a CallPilot PDL to address messages from desktop messaging, My CallPilot, or the telephone. You can only create a CallPilot PDL from your telephone or from My CallPilot. However, you can access your CallPilot PDLs from the CallPilot Address Book or add them to your personal address book.

Lotus Notes group—You can create a group (distribution list) in your e-mail client with the addresses for the group. This PDL is only accessible from your e-mail client. All addresses in the PDL must be in a format supported by CallPilot if you plan to use the PDL for CallPilot messages. After you create a group, it appears in your Personal Address Book in Groups (CallPilot).

To create a CallPilot group

1	Open your local Address Book.

2	Choose View > Groups (CallPilot).

3	Click the Add Group to display the GROUP (CallPilot) page.

4	In the Group Name box, type a name to identify the group.

5	In the Description boxes, type a description of the group, if desired.

6	In the Members box, click [image].

7	In your local address book, select the check box for each name that you want to add to the group. Click OK to exit the list.

8	Click Save, and then click Close.

Feature availability

The CallPilot administrator controls access to personal distribution lists in My CallPilot.

My CallPilot and display of PDLs in the CallPilot Address Book is not available for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.


Local mailbox format

Use this format if you are addressing a message to a mailbox, including NMS satellite mailboxes, on the local CallPilot server.

The Local Address format is shown below. Click a colored component to view its definition.

"SMTP/VPIMprefixMailbox@CallPilotServer "

Example

"14165557171@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Network number format

Use this format if the recipient’s site is defined on the local CallPilot server as an Integrated AMIS, Enterprise Networking, or Integrated VPIM site.

The network mailbox format is shown below. Click a colored component to view its definition.

"X-NORTEL-NET=NetworkMailbox@CallPilotServer "

Example

"X-NORTEL-NET=63331212@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Fax number format

Use this format if you are addressing a message to a fax device.

The Delivery to Fax format is shown below. Click a colored component to view its definition.

"FAX=FaxNumber@CallPilotServer"

Example

"FAX=91214555p1212#@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.

Feature availability

CallPilot 150 servers do not support fax and text messaging.


Telephone number format

Use this format if you are addressing a message for delivery to a telephone number rather than a mailbox.

The Delivery to Telephone format is shown below. Click a colored component to view its definition.

"VOICE=PhoneNumber@CallPilotServer"

Example

"VOICE=91214555p1313#@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Open AMIS format

Audio Message Interchange Specification (AMIS) is a protocol that allows the exchange of voice messages among different voice mail systems, including different vendor systems.

Use this format if messages are delivered to the recipient’s site using AMIS, but the site is not defined on the local CallPilot server as an Integrated AMIS site. AMIS recipients cannot send or receive fax or text messages.

The Open AMIS format is shown below. Click a colored component to view its definition.

"AMIS=Mailbox/SAN=AMISAccessNumber@CallPilotServer"

Example

"AMIS=1212/SAN=912145551001@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Open VPIM format

Voice Profile for Internet Mail (VPIM) is a profile standard for using SMTP/MIME for exchanging voice and fax messages between two messaging systems. It is the standard for transferring messages between dissimilar voice messaging servers.

Use this format if the recipient’s site is connected using VPIM but is not defined on the local CallPilot server as an Integrated VPIM site.

The Open VPIM format is shown below. Click a colored component to view its definition.

"VPIM=SMTP/VPIMprefixMailbox/RemoteServer@CallPilotServer "

Example

"VPIM=12145551212/CallPilot.RemOrg.com@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Shared distribution list format

Use this format to send a message to a CallPilot shared distribution list (SDL).

The SDL address format is shown below. Click a colored component to view its definition.

"SMTP/VPIMprefixSDLnumber@CallPilotServer"

Example

"14165555555@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Personal distribution list format

Use this format to address a message to a CallPilot personal distribution list (PDL). This address type is for PDLs that you create from your telephone or from My CallPilot.

The PDL address format is shown below. Click a colored component to view its definition.

"SMTP/VPIMprefixMailbox/DL=PDLnumber@CallPilotServer"

Example

"14165557272/DL=15@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.

Feature availability

The CallPilot administrator controls access to personal distribution lists in My CallPilot.

My CallPilot and display of PDLs in the CallPilot Address Book is not available for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.


Broadcast distribution list format

Use this format if you are addressing a message to a broadcast distribution list (BDL). You can only use broadcast addresses if broadcast addressing is enabled for your mailbox.

The broadcast address formats are shown below. Click a colored component to view its definition.

Local broadcast (all local CallPilot users)

"X-NORTEL-NET=BroadcastMailbox@CallPilotServer"

Example

"X-NORTEL-NET=2222@CallPilot.MyOrg.com"

Network broadcast (all CallPilot users in all locations)

"X-NORTEL-NET=NetworkBroadcastNumber@CallPilotServer"

Example

"X-NORTEL-NET=4748585@CallPilot.MyOrg.com"

Location broadcast (all CallPilot users in a specific location)

"X-NORTEL-NET=NetworkBroadcastNumberLocation@CallPilotServer"

Example

"X-NORTEL-NET=47485856333@CallPilot.MyOrg.com"

Note

Ensure that you enclose the address in double quotes when you address a message manually. Do not include any spaces in the address.


Unformatted

Use the unformatted address type to create any CallPilot address. You must type the exact address required by the local CallPilot server.

Example

The following address is in Open VPIM format:

VPIM=12145551212/CallPilot.RemOrg.com@CallPilot.MyOrg.com


Address formats - mailbox number
mailbox number

The recipient’s mailbox number.


Address formats - network mailbox number
network mailbox number

The number that you normally use to address a message to the recipient using the telephone voice messaging service.


Address formats - CallPilot server
local CallPilot server

The fully qualified domain name (FQDN) of your local CallPilot server. This is the same server that appears in your own CallPilot address.


Address formats – VPIM prefix
SMTP/VPIM prefix

A prefix that identifies the network location associated with your mailbox. The prefix is required, even if your organization does not use Network Message Service (NMS) to manage multiple locations. If the recipient is in your location, then the SMTP/VPIM prefix is the same prefix that appears in your CallPilot address.

Mailboxes for both prime and satellite NMS locations reside on the local CallPilot server. Different SMTP/VPIM prefixes are used for each NMS location.

Example

1416567


Address formats – local SMTP/VPIM prefix
SMTP/VPIM prefix

A prefix that identifies a VPIM location. The voice mail server at the recipient’s site defines the SMTP/VPIM prefix. Some systems may omit the prefix.

Example

1416567


Address formats – SMTP/VPIM for SDLs
SMTP/VPIM prefix

The SMTP/VPIM prefix associated with the SDL. Normally, this is the same prefix as the SMTP/VPIM prefix in your CallPilot address.

Example

1416567


Address formats – SMTP/VPIM prefix for PDLs
SMTP/VPIM prefix

The SMTP/VPIM prefix associated with the mailbox and PDL.

Example

1416567


Address formats – location prefix
location prefix

The number assigned to the CallPilot location.


Address formats – remote server
remote server

The fully qualified domain name (FQDN) of the recipient’s voice mail server. The remote server can also be a company domain name (such as nortelnetworks.com)


Address formats - AMIS access number
AMIS access number

The dialable telephone number after SAN= is the AMIS system access number of the recipient’s site.

Example

If the access number is 214-555-1001, and you must dial 91 before the access number, type 912145551001 in the AMIS access box.


Address formats - local boadcast mailbox
local broadcast mailbox

The mailbox number assigned for local broadcast messages.

Example

2222


Address formats - network boadcast number
network broadcast number

The number assigned for broadcast messages to all users in the entire CallPilot system.

Example

4748585


Address formats - fax number
fax number

The fax number as you dial it from a fax machine within your company. Include any access digits and the area code to reach an external fax number. If you must include an extension or mailbox number, you can insert pauses and a symbol to dial the pound key (#). The maximum length for the entire fax number is 32 characters.

To insert a pause between digits, type the letter p in the appropriate position. Each pause character inserts a 2-second pause.

To insert the pound key, type the # symbol in the appropriate position. The # symbol must appear after the main fax number.

Example

91214555p1212#


Address formats - telephone number
telephone number

The telephone number as you dial it from a telephone within your company. Include any access digits and the area code to reach an external telephone number. If must include an extension or mailbox number, you can insert pauses and a symbol to dial the pound key (#).The maximum length for the entire telephone number is 32 characters.

To insert a pause between digits, type the letter p in the appropriate position. Each pause character inserts a 2-second pause.

To insert the pound key, type the # symbol in the appropriate position. The # symbol must appear after the main telephone number.

Example

91214555p1313#


Address formats - SDL number
SDL number

The number assigned to the SDL. This is the number you use to address a message to the SDL from the telephone. Your CallPilot administrator creates SDLs.


Address formats - mailbox number for a PDL
mailbox number

The mailbox number associated with the PDL.


Address formats - PDL number
PDL number

The number that you assigned to the PDL when you created it. PDL numbers are between 1 and 99.

Example

15


General tab

Use this tab to provide the following information:

your CallPilot server domain name, SMTP/VPIM prefix, and mailbox number

your CallPilot mailbox password

the My CallPilot URL. By specifying the URL, you can open My CallPilot directly from desktop messaging without logging on again.

Options

Server

SMTP/VPIM prefix

Mailbox

Password

Remember password

My CallPilot URL

Change password

Feature availability

Access to My CallPilot applications is set by the CallPilot administrator.

My CallPilot is not available for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.


Server box
The fully qualified domain name (FQDN) or TCP/IP address of your CallPilot server.

Example: CallPilotserver.ca.mycompany.com


SMTP/VPIM prefix box
The SMTP/VPIM prefix of your local CallPilot server. This is the string of numbers in front of your mailbox number in your CallPilot address.

Example: 1416567


Mailbox box
Your CallPilot mailbox number.

Example: 8060


Password box
Your CallPilot password. This box is only active if Remember password is checked. Desktop messaging stores the specified password for future logon sessions.


My CallPilot URL box
The URL to access My CallPilot.


Change password button
Opens the Change password dialog box. From this dialog box, you can specify a new password for your CallPilot mailbox.


Mail tab

Use the Mail tab to set options for sending and receiving CallPilot messages.

Options

Notification

Default compose form

Default forward/reply form

Include original message header when forwarding or replying

Convert voice messages to WAV for non-CallPilot recipients

Show message waiting indicator (MWI) on taskbar

Create sent item

Advanced


Notification
Specify how to check for new messages. Select Automatically if you want desktop messaging to automatically check for new messages. Select Manually if you want to check for messages yourself as required.

Feature availability

CallPilot 150, 2.0 or later, and BCM 3.5 support immediate notification of new messages.


Default compose form
Select the default form to display when you create a new CallPilot message.


Default forward/reply form
Select the default form to display when you forward or reply to a CallPilot message.


Include header
If checked, text message headers are copied into forwarded messages and replies. If cleared, text message headers do not appear.

Default: Cleared


Convert voice messages to WAV for non-CallPilot recipients
Select this option to automatically convert voice messages to .WAV format when you e-mail them to non-CallPilot users.


Show message waiting indicator (MWI) on taskbar
Select this option to display the Message Waiting Indicator (MWI) on the Windows taskbar. The MWI turns red when you receive new messages, and provides status information about your CallPilot mailbox.


Create sent item
Create a copy of each sent message, reply, and forwarded message in the Sent items folder.


Advanced button
Change CallPilot IMAP and SMTP port settings.


Audio tab

Use the Audio tab to specify settings for recording and playing voice messages.

Requirements

To play voice messages using the computer, you must have a sound card and speakers.

To record voice messages using your computer, you must have a microphone.

Device options

Telephone

Telephone number

Computer

Remove

Volume options

Use system speaker volume

Use system microphone level

Additional options

Confirm settings before playing or recording

Download file before playing

Feature availability

The CallPilot administrator can disable playback and recording to either the telephone or the computer.

If you are connected to a CallPilot 1.07, CallPilot 150, or Business Communications Manager server, administrator restriction of the playback or recording device is not supported. You can use the computer or the telephone to play and record messages.

 Related Topics


Computer option button
If selected, indicates that you want to listen to voice messages from your computer. You must have a sound card and speakers.

Default: Selected

Tip

To ensure privacy, listen to voice messages using headphones. Alternatively, you can listen to messages using your telephone.


Telephone option button
If selected, indicates that you want to listen to voice messages from your telephone.

Default: Not selected

Notes

Make sure that this option is selected if your computer does not have a sound card and speakers. You can also select this option for privacy if your computer has sound capability but you do not have headphones.

The Volume control in CallPilot Player is not active if you are using the telephone to listen to your messages.


Telephone Number box
The telephone number to use for telephone playback. Select a number from the list, or type a number in the format that you use to dial it from your telephone.


Remove button
Remove the number in the Telephone number box so that you cannot use it for telephone playback.


Speaker volume
Specify the volume for playing voice messages. To use the CallPilot system volume setting, select the check box. To adjust the current volume setting, clear the check box and adjust the slide as required.


microphone volume
Specify the volume for recording voice messages. To use the CallPilot system volume setting, select the check box. To adjust the current volume setting, clear the check box and adjust the slide as required.


Confirm settings before playing or recording
Display the options in this dialog box to confirm settings before playing or recording voice messages.

Default: Cleared


Download file before playing
By default, desktop messaging does not automatically download voice messages before playing them because voice files tend to be large.

If you check this option, voice messages are downloaded from the server to your computer. You must wait until the download is complete before the computer or telephone can play a message for the first time. You can play the message additional times without delay. You must download a message before you can forward it to another recipient.

If you clear this option, playback begins before downloading the entire message. Desktop messaging plays the message as it receives portions of the voice message from the server. This is useful when you are using a slow connection, such as a modem.

Default: Cleared


Address Book tab

Use the Address Book tab to download the CallPilot Address Book from the server. This Address Book contains the names and addresses of all users on your CallPilot system.

Options

Search base

Notify me of search base changes

Remind me to download address book every___day(s).

Download now

Advanced

 Related Topics


Search base box
The search base for the CallPilot directory on the CallPilot server. The search base must be set correctly to download the CallPilot Address Book.

The search base is the directory tree root for the part of your company or organization served by the CallPilot server, and should match the directory tree root configured on the server. If you do not know the search base to use, check with your system administrator.


Notify me of search base changes option
Check this option to receive notification when the search base changes.


Remind me check box
Specify how often you want to receive a reminder to download your address book.


Download Now button
Manually download the CallPilot Address Book.


Advanced button
Change CallPilot LDAP server and port settings.


CallPilot Address Assistant

CallPilot Address Assistant helps you to add CallPilot addresses to your address book in the proper format. CallPilot Address Assistant is available when you add a new CallPilot recipient to your local address book.

Specifying an address

All address formats require the following information:

Person’s name

Local CallPilot server

The other required information depends on the selected address type:

Local mailbox	SMTP/VPIM prefix Local mailbox
Network mailbox	Network mailbox
Fax number	Fax number
Telephone number	Telephone number
Open VPIM	Remote mailbox Remote server
Open AMIS	Remote mailbox AMIS access
Shared Distribution List (SDL)	SMTP/VPIM prefix SDL number
Broadcast Distribution List (BDL)	BDL number
Personal Distribution List (PDL)	SMTP/VPIM prefix Mailbox PDL number
Unformatted	Address
Feature availability

The CallPilot administrator assigns access rights for Shared Distribution List (SDL) and broadcast addressing.

If you are connected to a CallPilot 1.07, CallPilot 150, or Business Communications Manager server, you cannot view SDLs or broadcast addresses in the CallPilot Address Book.

CallPilot 150 servers do not support fax and text messaging.


Display Name box
The recipient’s first and last names, or a name that identifies a fax machine.

Maximum: 45 characters


Address formats - BDL number
BDL number

The number you use to send a message to all local CallPilot users, all users in all locations in the CallPilot system, or all users in a specific CallPilot location.

For a local broadcast, type the local broadcast mailbox number.

For a location-specific broadcast, type the network broadcast number followed by the location prefix.

For a network-wide broadcast, type the network broadcast number.

Example

Local	2222
Location-specific	47485856333
Network-wide	4748585


Unformatted address
Unformatted

Use the unformatted address type to create any CallPilot address. You must type the exact address required by the local CallPilot server.


Messages do not appear in Inbox

The message waiting indicator on the telephone or in the Windows taskbar indicates new CallPilot messages, but the messages do not appear in the desktop messaging folder.

Solution

Messages are downloaded from the CallPilot server with the same frequency as email messages.

To adjust the message checking frequency, choose File > Tools > User Preferences > Mail. Change the Check for mail every … minutes setting.

To update your mail folders immediately, choose View > Refresh.

  Related Topics


CallPilot Address Book is empty

You must log on to Lotus Notes before you can download the address book.

Solution

1	Log on to Lotus Notes and then log on to desktop messaging.

2	In your Notes address book, select People (CallPilot) window is the active window.

3	Open your local address book.

4	Choose View > People (CallPilot).

5	Choose View > Refresh. Make sure the CallPilot Address Book has been downloaded.

  Related Topics


Broadcast distribution list search

When searching for broadcast distribution lists (BDLs) in the CallPilot Address book, the search base must include the criteria "addressbook=BDL" as in the following example:

"addressbook=BDL,dc=mycompany,dc=com"

The search filter can be set to search for all BDLs across all CallPilot as in

 "name=*"

or to search for the BDLs of a specific CallPilot location as in

"name=CallPilotOtt4".


CallPilot desktop messaging overview

CallPilot desktop messaging provides a single graphical interface for your CallPilot voice, fax, and text messages, as well as for your e-mail messages.

Instead of using the telephone to manage CallPilot messages and your computer to manage e-mail messages, you can manage all your correspondence from your desktop e-mail software.

Desktop messaging features

You can use desktop messaging to

view and listen to messages—From your CallPilot Inbox, you can quickly identify the message sender and message content. You can play voice messages using your computer or telephone, and view fax and text messages.

create and send messages—You can create voice messages using your computer or telephone, and easily convert any printable document to a fax message. Create text messages just as you would create an e-mail message. You can even send CallPilot messages to an e-mail address.

respond to messages—You can forward or reply to any CallPilot message. If you want to call the sender of a voice message, desktop messaging can send the caller’s phone number directly to your telephone.

work offline—You can manage messages that you have downloaded from the CallPilot server and create messages that you plan to send later.

access My CallPilot—Once you log on to CallPilot, you can connect to My CallPilot web applications without logging on a second time.

change your CallPilot mailbox password

Note

Desktop messaging feature availability depends on your messaging system setup and your access rights.

  Related Topics


Feature availability

The CallPilot features that are available to you depend on the configuration of your CallPilot system and your CallPilot access rights. The following factors determine the features available to you:

CallPilot configuration

Your organization may have chosen not to purchase, install, or enable some CallPilot components.

Mailbox class

To use some CallPilot features, the appropriate access rights must be enabled for your mailbox. Features that require access privileges are noted throughout the online Help with the following icon:

Messaging server

Feature availability also depends on the type of messaging server you use. Some features require a CallPilot 1.07 or later server. Other features are only available for CallPilot 2.0 or later servers.

For a summary of messaging server compatibility, see Messaging server compatibility.

Feature limitations for CallPilot 1.07, CallPilot 150, and Business Communications Manager (BCM) are noted throughout the online Help with the following icon:

Note

If you use a Business Communications Manager or CallPilot 150 server, consult your product documentation to find out whether desktop messaging supports your specific messaging server version.

Dialing restrictions

The CallPilot administrator can specify which numbers you are permitted to dial. These restrictions affect any messages you send with desktop messaging to a telephone number or fax number.


Messaging server compatibility

CallPilot desktop messaging clients work with the following messaging servers:

CallPilot 1.07 or later

Business Communications Manager (BCM)

CallPilot 150

The following feature limitations apply when using desktop messaging with CallPilot 1.07, CallPilot 150, and BCM servers.

Feature	Availability
Fax and text messaging	CallPilot 1.07 or later, and BCM only
Read receipts	CallPilot 1.07 or later
Trivial password rejection	CallPilot 1.07 or later CallPilot 150 and BCM servers accept trivial passwords.
Password length	Passwords for CallPilot 1.07 or later servers can contain up to 16 characters. Passwords for CallPilot 150 and BCM servers can contain up to 8 characters.
New message notification	By default, CallPilot 1.07or later servers automatically notify users of new messages as soon as they arrive. On CallPilot 150 and BCM servers the minimum new message checking interval is 1 minute.
My CallPilot	CallPilot 2.0 or later
Call Sender	CallPilot 2.0 or later
Restriction of audio device	CallPilot 2.0 or later The CallPilot server enables administrators to restrict playback and recording to a single audio device (computer-only or telephone-only). This restriction is not available for the other messaging servers.
View distribution lists in the CallPilot Address Book	CallPilot 2.0 or later
Addressing messages to distribution lists	CallPilot 2.0 or later
Time zone information in CallPilot messages	CallPilot 2.0 or later only (if your messaging system includes NMS). On other servers, the sent time and received time are both set to the time that you received the message:
Note

If you use a Business Communications Manager or CallPilot 150 server, consult your product documentation to find out whether desktop messaging supports your specific messaging server version.


My CallPilot overview

My CallPilot is a suite of web-based messaging tools for CallPilot. It includes the following components:

CallPilot Messages—Send, receive, and manage your CallPilot messages and e-mail messages.

CallPilot Features—Set your mailbox and messaging options.

Useful Information—A reference section with useful dialing numbers, support staff contact information, and CallPilot documentation.

For information about using My CallPilot applications see the My CallPilot online Help.

Feature availability

Access to My CallPilot applications is set by the CallPilot administrator.

My CallPilot is not available for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.

  Related Topics


Time information

When you receive a message, your e-mail client displays the time the message was received.

If your CallPilot messaging network includes NMS, CallPilot includes time zone information in CallPilot messages sent from locations in another time zone. If the sender of the message is in another time zone, your e-mail client either converts the sent time to your time zone, or displays the time zone of the sender.

Feature availability

Some networking systems do not support time information. If the sender’s message originated from one of the following systems, the sent time and received time are both set to the time that you received the message:

AMIS networking

CallPilot 1.07 server

CallPilot 150 or Business Communications Manager server


NMS
Network Message Service (NMS)

A feature that allows CallPilot to provide messaging services to users on more than one switch location on an ISDN network. CallPilot provides messaging services to all switch locations, thereby eliminating the need to install a CallPilot server at each switch location.


Opening and closing messages

To open a message

1	In the CallPilot Inbox, double-click the message that you want to open.

2	If the message has more than one component, an icon for each component appears in the lower left section of the message. Double-click an icon to view or play the component.

To close a message

In the open message, choose File > Close.

  Related Topics

  CallPilot desktop messaging overview


Message Waiting Indicator

The Message Waiting Indicator (MWI) appears as a telephone handset icon in the bottom right corner of the screen, on the Windows taskbar.

	You have new messages in your CallPilot mailbox
	There are no unread messages in your CallPilot mailbox
	CallPilot server is currently down. You may see this icon if the system administrator reboots CallPilot server while you are logged on to desktop messaging.
When you are logged on to desktop messaging, you can move the cursor over the MWI to display

your mailbox number

the number of messages in your mailbox

the number of new messages

the number of unsent messages

Double-click the icon to display the About CallPilot box.


Listening to voice messages using a computer

When you open a message with a voice component, desktop messaging automatically plays the voice message with the default audio device. If you want to use the computer to play voice messages, define the computer as the default audio device.

To listen to messages from a computer

1	In the CallPilot Inbox, open the message.

2	If the message has more than one component, click [image] to select the voice component.

3	If the Audio tab appears, verify that you want to listen to the voice message from your computer. The voice message begins to play.

Use the following commands to control playback:

	Stop the message.
	Start or resume playback.
	Skip forward in the message.
	Skip backward in the message.
	Go to the beginning of the message.
	Go to the end of the message.
	Speed up or slow down the message
	Adjust the volume of the message
4	If you want to use your telephone to call the sender of the voice message, click
.

5	Close CallPilot Player to return to the message.

Notes

For information about requirements for playing and recording voice messages, see Requirements for playing and recording voice messages.

You can configure desktop messaging to begin playing voice messages before the entire file is downloaded. This option is useful when retrieving messages using a modem. For more information, see Playing messages without downloading them.

Feature availability

Call Sender is only available if it is enabled for your mailbox.

Call Sender is not supported for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.

  Related Topics

  CallPilot Player


Listening to voice messages using a telephone

When you open a message with a voice component, desktop messaging automatically plays the voice message with the default audio device. If you want to use the telephone to play voice messages, define the telephone as the default audio device.

The voice message must remain in your CallPilot Inbox to be played from the telephone. If you save a voice message on your hard drive and delete the message from your Inbox, you must play the message from the computer.

To listen to messages from a telephone

1	In the CallPilot Inbox, open the message.

2	If the message has more than one component, click [image] to select the voice component.

3	If the Audio tab appears, verify that you want to listen to the voice message with your telephone.

4	Answer the telephone when it rings. The voice message begins to play.

Use the following commands to control playback:

	Stop the message.
	Start or resume playback.
	Skip forward in the message.
	Skip backward in the message.
	Go to the beginning of the message.
	Go to the end of the message.
5	When you are finished, hang up the telephone.

6	Close CallPilot Player to return to the message.

Notes

For information about requirements for playing and recording voice messages, see Requirements for playing and recording voice messages.

You can configure desktop messaging to begin playing voice messages before the entire file is downloaded. This option is useful when retrieving messages using a modem. For more information, see Playing messages without downloading them.

  Related Topics

  CallPilot Player


Viewing fax messages

1	In the CallPilot Inbox, open the message.

2	If the message has more than one component, click [image] to select the fax component.

3	When you are finished viewing the message, close the window.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics

  Requirements for sending and receiving faxes


Printing messages

You can print the text in the body of the message and fax or text attachments.

1	In the CallPilot Inbox, open the message.

2	If the message has more than one component, select the fax or text component to print.

3	Choose File > Print… .

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics

  CallPilot desktop messaging overview


Creating voice messages with a telephone

If you want to use the telephone to record voice messages, define the telephone as the default audio device.

To record a voice message

1	In your CallPilot Inbox, choose CallPilot Message. A new CallPilot form appears.

2	If the voice form (CallPilot Player) is not currently displayed, choose File > New > Voice Message.

3	Click [image].

4	Answer the telephone when it rings.

5	When you hear the beep, speak your message.

6	Click [image] when you are done.

7	To hear your recording, click [image].

8	If you do not like the recording, record over it. Your recording options depend on the messaging system you use.

CallPilot 1.07 or later

You can replace the previous recording, or replace a section at the end of the recording. Move the playback slider to the desired position, and then click [image].

Your new recording replaces everything from the selected position to the end of the message, even if the new recording is shorter.

For example, you start with a 60-second recording. You position the slider at the 30-second mark and re-record 10 seconds. The voice message is now only 40 seconds in length, since the last 20 seconds have been deleted.

CallPilot 150 or Business Communications Manager

Click [image] to completely replace your previous recording with a new recording.

9	When you are satisfied with your voice message, hang up the telephone.

10	Address the message.

11	In the Subject box, type a description for your message.

12	Choose File > Send.

Notes

Voice files recorded from a telephone are captured in VBK format, a Nortel Networks proprietary format.

Your mailbox settings determine the maximum message size that you can send. When you send a message, the system checks your message size limit. If the message exceeds the limit, you receive a Non-Delivery Notification. This limit is set by your e-mail server and not by CallPilot.

  Related Topics

  CallPilot desktop messaging overview


Creating voice messages with a computer

If you want to use the computer to record voice messages, define the computer as the default audio device.

To record a voice message

1	In your CallPilot Inbox, choose CallPilot Message. A new CallPilot form appears.

2	If the voice form (CallPilot Player) is not currently displayed, choose File > New > Voice Message.

3	Click [image].

4	When you hear the beep, speak your message into the computer microphone. Click [image] when you are done.

5	To hear your recording, click [image].

6	To add more information to your recording

a	Click [image] and speak the next part of your message.

b	Click [image] when you are done.

CallPilot adds the new recording to the end of the previous recording.

7	When you are satisfied with your voice message, click [image].

8	Address the message.

9	In the Subject box, type a description for your message.

10	Choose File > Send.

Note

Your mailbox settings determine the maximum message size that you can send. When you send a message, the system checks your message size limit. If the message exceeds the limit, you receive a Non-Delivery Notification.

  Related Topics

  CallPilot desktop messaging overview


Creating fax messages

You can create a fax message from any document that you can print. A single fax message can include multiple documents.

To create a fax message

1	Open the document that you want to fax.

2	Choose File > Print… .

3	From the list of printers, choose Nortel Fax.

4	Click Print or OK. The Compose Fax dialog box appears.

5	Preview and organize your fax message.

To add another document to the fax, repeat steps 1 to 4.

To view a document, select it from the list, and then click View/Edit. When you are finished, close the viewer window.

To delete a document, select it from the list, and then click Remove.

To change the position of a document in the fax, select the document, and then click Move Up or Move Down.

6	In the Send options section, specify how to send the fax:

Send using

a.	Choose Fax machine (separate each fax number with a ‘;’).

b.	In the Fax machine(s) box, type the fax numbers for the message. Separate each fax number with a semicolon (;)

Regular fax number—For regular fax numbers, include all dialing prefixes in the fax number. To insert a pause between digits, type the letter p in the appropriate position. To dial the pound key (#), type # in the appropriate position.

Example: 91214555p1212#

Local CallPilot mailbox—To send the fax message to a local CallPilot mailbox, type the prefix m, followed by the CallPilot mailbox number. The specified mailbox must support fax messaging.

Example: m7240

c	In the Subject box, type a description of the fax message.

If you use a Business Communications Manager server, the subject text will appear on the cover page that the server automatically includes with outgoing fax messages.

If you use a CallPilot 1.07 or later server, the subject text will appear in the Subject field of the fax message if you specify a local CallPilot mailbox number in the Fax machine(s) box. The subject text is ignored for regular fax numbers.

d	To receive a delivery confirmation notice, check Receive a confirmation of delivery.

e	Select a Cover page if required.

f	Click Send.

Send to a recipient’s mailbox

a.	Choose Send using. If you are using multiple messaging clients, select the messaging client from the drop-down list.

b.	Click Send. The fax is attached to a new message using the specified client.

c.	Address the message.

d.	Click Send.

Feature availability

CallPilot 150 servers do not support fax and text messaging. If you try to send a fax message, you will receive a Non Delivery Notification (NDN).

  Related Topics

  Compose Fax dialog box


Creating a custom fax cover page

The administrator can customize fax cover sheets for the CallPilot desktop client. Use any digital image as the base for the cover sheet and customize it with sender information and a cover sheet note. The information is automatically merged with the cover sheet image when you fax the document.

To include a cover page with a fax

Enable the – Include cover page when forwarding fax option in the CallPilot Configuration Mail page. This option allows you to choose and set a default cover page from a list of available cover pages.

To use your personal cover page

1	Select Cover Page on the Send form.

2	Select Modify to display the current cover page content. Modify the content if required.

3	Select Add to display a list of existing cover sheets.

4	Click New to launch the CoverPage Designer application if you want to create a new cover page.

If the Include cover page when forwarding fax option is enabled, CallPilot Desktop Messaging adds the selected cover page to the fax forward form. The cover page appears as the first attachment on the list of attachments.  The Attachment’s view contains only the Cover Sheet Note section of the cover page.

Business Communications Manager servers automatically include a fax cover page with CallPilot fax messages that you send with desktop messaging.


Using a custom fax cover page

You can select a customized fax cover sheet to include with a fax document.

To include a cover page with a fax

Enable the – Include cover page when forwarding fax option in the CallPilot Configuration Mail page. This option allows you to choose and set a default cover page from a list of available cover pages.

To use a custom fax cover page

1	Select Cover Page on the Send form.

2	Select Modify to display the current cover page content. Modify the content if required.

3	Select Add to display a list of existing cover sheets.

If the Include cover page when forwarding fax option is enabled, CallPilot Desktop Messaging adds the selected cover page to the fax forward form. The cover page appears as the first attachment on the list of attachments.  The Attachment’s view contains only the Cover Sheet Note section of the cover page.

Business Communications Manager servers automatically include a fax cover page with CallPilot fax messages that you send with desktop messaging.


Creating text messages

1	In your CallPilot Inbox, choose CallPilot Message. A new CallPilot form appears and displays the default form type.

2	If an empty text form is not currently displayed, choose File > New >Text Message.

3	Paste or type the text for your message.

4	Address the message.

5	In the Subject box, type a description for your message.

6	Choose File > Send.

Notes

Text formatting disappears when a telephone recipient prints the message.

The CallPilot server does not provide Rich Text Formatting (RTF). Only plain text is available.

Your mailbox settings determine the maximum message size that you can send. When you send a message, the system checks your message size limit. If the message exceeds the limit, you receive a Non-Delivery Notification. This limit is set by your e-mail server and not by CallPilot.

Feature availability

CallPilot 150 servers do not support fax and text messaging. If you try to send a text message, you will receive a Non Delivery Notification (NDN).

  Related Topics

  CallPilot desktop messaging overview


Recording and saving voice files using a computer
Recording and saving voice files with a computer

If you want to use the computer  to record voice messages, define the computer as the default audio device.

To record a voice message

1	In your CallPilot Inbox, choose CallPilot Message. A new CallPilot form appears.

2	If the voice form (CallPilot Player) is not currently displayed, choose File > New > Voice Message.

3	Click [image].

4	When you hear the beep, speak your recording into the computer microphone. Click [image] when you are done.

5	To hear your recording, click [image].

6	To add more information to your recording

a	Click [image] and speak the next part of your message.

b	Click [image] when you are done.

CallPilot adds the new recording to the end of the previous recording.

7	When you are satisfied with your recording, click [image].

8	Choose File > Save As… .

9	In the Save as type list, select an audio format (VBK or WAV).

10	In the File name box, type a name for the recording.

11	Click Save.

  Related Topics

  CallPilot Player


Recording and saving voice files using a telephone
Recording and saving voice files with a telephone

If you want to use the telephone to record voice messages, define the telephone as the default audio device.

To record a voice message

1	In your CallPilot Inbox, choose CallPilot Message. A new CallPilot form appears.

2	If the voice form (CallPilot Player) is not currently displayed, choose File > New > Voice Message.

3	Click [image].

4	Answer the telephone when it rings.

5	When you hear the beep, speak your recording.

6	Click [image] when you are done.

7	To hear your recording, click [image].

8	If you do not like the recording, record over it. Your recording options depend on the messaging system you use.

CallPilot 1.07 or later

You can replace the previous recording, or replace a section at the end of the recording. Move the playback slider to the desired position, and then click [image].

Your new recording replaces everything from the selected position to the end of the message, even if the new recording is shorter.

For example, you start with a 60-second recording. You position the slider at the 30-second mark and re-record 10 seconds. The voice message is now only 40 seconds in length, since the last 20 seconds have been deleted.

CallPilot 150 or Business Communications Manager

Click [image] to completely replace your previous recording with a new recording.

9	When you are satisfied with your recording, hang up the telephone.

10	Choose File > Save As… .

11	In the File name box, type a name for the recording.

12	Click Save.

Note

Voice files recorded from a telephone are captured in VBK format, a Nortel Networks proprietary format.

  Related Topics

  CallPilot Player


Playing saved voice files using a telephone

If you want to use the telephone to play voice messages, define the telephone as the default audio device.

The voice message must remain in your CallPilot Inbox to be played from the telephone. If you save a voice message on your hard drive and delete the message from your Inbox, you must play the message from the computer.

To disconnect, click

 Related Topics

 CallPilot Player


Playing saved voice files using a computer

If you want to use the computer to play voice messages, define the computer as the default audio device.

To play a saved voice message

1	Open CallPilot Player.

2	Choose File > Open. The Open dialog box appears.

3	Select the file to play, and then click Open. The message begins to play.

4	To stop playback, click [image].

5	To play another file

a	Choose File > Close.

b	Choose File > Open… .

c	Select the file that you want to play, and then click [image].

 Related Topics

 CallPilot Player


Attaching voice or fax files to messages

1	In the open message, choose File > Attach.

2	Select the file that you want to attach:

Voice—Select files in WAV or VBK format only.

Text—Select files in TXT format.

Fax—Select files in TIFF-F format. Recipients of your message must have fax capability to receive TIFF messages.

3	Click Open. The attachment appears in the message.

4	Repeat steps 1, 2, and 3 for each file that you want to attach to the message.

5	Address the message.

6	Choose File > Send.

Feature availability

You cannot save voice messages that you receive if your administrator disabled the ability to forward voice messages to external e-mail addresses.

CallPilot 150 servers do not support fax and text messaging.

  Related Topics

  CallPilot desktop messaging overview


Saving received voice messages

You can save a voice or sound message in WAV or VBK format.

To save a message

1	In the CallPilot Inbox, open the message.

2	If the message has more than one component, click [image] to select the voice component.

3	Choose File > Save As… .

4	In the File name box, type a name for the message.

5	Click OK.

Feature availability

You cannot save voice messages that you receive if your administrator disabled the ability to forward voice messages to external e-mail addresses.

  Related Topics

  CallPilot Player


Saving received fax messages

1	In the CallPilot Inbox, open the message.

2	If the message has more than one component, click [image] to select the fax component.

3	Choose File > Save As… .

4	From the Save as type list, choose TIFF-F Files (*.tif) or Adobe Acrobat Files (*.pdf).

5	In the File name box, type a name for the fax file

6	Click Save.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics

  Requirements for sending and receiving faxes


Saving fax files for future use

You can create and save fax files that you want to use at a later time in a CallPilot message.

To create and save a message

1	In the document that you want to save as a fax, choose File > Print.

2	From the list of printers, choose Nortel Fax.

3	Click Print or OK. The Compose Fax dialog box appears.

4	Click Save As… .

5	From the Save as type list, choose TIFF-F Files (*.tif) or Adobe Acrobat Files (*.pdf).

6	In the File name box, type a name for the fax file.

7	Click Save.

Note

When you compose your CallPilot message, attach the fax file to your message.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics


Saving received voice files for non-CallPilot users

You can manually save voice messages in WAV format for non-CallPilot users.

Alternatively, you can configure desktop messaging to automatically convert CallPilot voice messages to WAV format when you send them to an external e-mail address. For more information, see Converting voice messages automatically.

To save a voice file

1	Open the voice message that you want to save. CallPilot Player opens, and the message begins to play.

2	Click [image].

3	Choose File > Save As… .

4	From the Save as type list, select Windows WAV (*.wav).

5	In the File name box, type a name for the file with the extension .WAV (for example, greeting.wav).

6	Click Save.

Notes

A CallPilot message with multiple components cannot be saved in a single operation. You must save each component individually. To quickly save a voice component, right-click the voice message icon and choose Save As from the shortcut menu.

When you compose your e-mail message, attach the .WAV file as you would attach any other message.

This function is not available if the administrator has enabled the "block voice message forward to e-mail" option on your mailbox.

  Related Topics


Replying to the sender of a message

1	In the open message, choose Actions > Reply.

2	Create your response. Type the message text, attach a prepared voice or fax file, or click [image] and record a new voice message.

3	Change the subject of the message, if desired.

4	Choose File > Send.

Notes

You can configure CallPilot to remove the header in replies to messages.

Changes to the subject are not applied to the original message on the server. If you log on to another CallPilot server or reset your mailbox, you lose the subject heading changes.

If you address a CallPilot message to a non-CallPilot recipient, your Bcc list may disappear. People on the Bcc list may not receive the message.

You cannot reply to any system messages, such as a Non-Delivery Notification or Delivery Notice.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics


Replying to the sender and recipients of a message

1	In the open message, choose Actions > Reply To All.

2	Create your response. Type the message text, attach a prepared voice or fax file, or click [image] and record a new voice message.

3	Change the subject of the message, if desired.

4	Choose File > Send.

Notes

You can configure CallPilot to remove the header in replies to messages.

Changes to the subject are not applied to the original message on the server. If you log on to another CallPilot server or reset your mailbox, you lose the subject heading changes.

If you address a CallPilot message to a non-CallPilot recipient, your Bcc list may disappear. People on the Bcc list may not receive the message.

You cannot reply to any system messages, such as a Non-Delivery Notification or Delivery Notice.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics


Forwarding messages

1	In the open message, choose Actions > Forward.

2	Address the message to the desired recipients.

3	Add or remove message content, as required.

4	Choose File > Send.

Notes

You can configure CallPilot to remove the header in forwarded messages.

Changes to the subject are not applied to the original message on the server. If you log on to another CallPilot server or reset your mailbox, you lose the subject heading changes.

If you address a CallPilot message to a non-CallPilot recipient, your Bcc list may disappear. People on the Bcc list may not receive the message.

Feature availability

You administrator can disable the ability to forward messages to external e-mail addresses. If this capability is disabled, you can only forward messages to supported CallPilot addresses.

CallPilot 150 servers do not support fax and text messaging.

  Related Topics


Calling the sender of a voice message

If you want to respond to a voice message with a telephone call instead of a recorded message, you can dial the sender’s telephone number with the Call Sender command.

Note

The Call Sender command is only available if the caller’s telephone number is available to CallPilot.

To call the sender of a voice message

1	In the open message, click [image].

2	Answer the telephone when it rings. CallPilot immediately calls the sender of the voice message.

Feature availability

Call Sender is only available if it is enabled for your mailbox.

Call Sender is not supported for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.

  Related Topics


Disconnecting a call

You can disconnect a call directly from desktop messaging. To disconnect the current call, click Disconnect.


Addressing messages without using the address book

You can send a message to one or more recipients without opening your personal address book.

In the To box of the open message, type the address exactly as it is formatted in your address book. For more information about each format, see Address formats overview.

Follow these guidelines when you type an address:

Enter information in the correct order (prefix, user identification, and server name).

Include all relevant syntax (prefixes, equal signs, slashes, at sign [@], and periods).

Enter information in a single string. Do not add spaces.

Note

Available address formats are based on the features installed on your system.

  Address formats overview


Address formats overview

A CallPilot address must be in one of the following address formats. The address format to use for a network recipient is determined by the connectivity between your CallPilot server and the recipient’s site.

Local mailbox

Network number

Open AMIS

Open VPIM

Telephone number

Fax number

Shared Distribution List (SDL)

Personal Distribution List (PDL)

Broadcast Distribution List (BDL)

Feature availability

The CallPilot administrator assigns access rights for some address formats.

CallPilot 150 servers do not support fax and text messaging.

CallPilot 1.07, CallPilot 150, and Business Communications Manager servers do not support CallPilot distribution lists addresses.

  Addressing messages without using the address book


Setting the priority for a message

In the open message, choose a priority level from the Delivery list (Urgent, Normal, or Economy).

Notes

By default, all outgoing messages are labeled as Normal.

  Related Topics

  CallPilot desktop messaging overview


Setting the sensitivity for messages
Setting the sensitivity for a message

In the open message, choose a sensitivity level (Public or Private) from the Sensitivity list.

Notes

When you send a CallPilot message that is marked as Private, recipients who use desktop messaging can forward the message.

AMIS messaging systems do not support private message indicators. If you send a message marked as Private to an AMIS recipient, it is received as a public message.

  Related Topics

  CallPilot desktop messaging overview


Requesting delivery and read receipts

In the open message, select the required options:

Read receipt—Receive a confirmation message when the recipient opens the message you are sending.

Delivery receipt—Receive a confirmation message when the recipient receives the message you are sending.

Notes

Whether you receive the receipt depends on how the recipient's software is configured.

You can receive read receipt for CallPilot, Network, and VPIM recipients only. For AMIS recipients, you can only receive delivery receipts.

Feature availability

CallPilot 150 and Business Communications Manager servers support the Read receipt option in the CallPilot message form but do not support the Delivery receipt option.

  Related Topics

  CallPilot desktop messaging overview


Requirements for sending and receiving faxes

The Nortel Fax printer driver lets you send documents, such as charts or spreadsheets, as faxes.

To send and receive faxes, you must meet the following requirements:

Your CallPilot mailbox has fax capability enabled. The CallPilot system administrator is responsible for enabling fax capability for your mailbox.

CallPilot recipients for fax messages must have fax capability enabled.

Faxes are saved in tagged image file format, class F. TIFF-F is a standard format for exchanging fax images between computers.

Faxes must be no more than 1728 pixels (21.59 cm or 8.5 in.) wide.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics

  CallPilot desktop messaging overview


Requirements for playing and recording voice messages

Verify the following requirements for playing and recording voice messages:

Access rights—If your CallPilot mailbox is on a CallPilot 2.0 or later server, the device you can use to play and record messages depends on your mailbox settings. The CallPilot administrator can restrict audio playback and recording to either the telephone or computer. This restriction does not apply to mailboxes on CallPilot 1.07, CallPilot 150, or Business Communications Manager servers.

Computer configuration

If you want to use the computer to play and record messages, the computer must include

a sound card

speakers or headphones for message playback

a microphone for message recording

If you want to use the telephone playback and recording options in desktop messaging, you must be connected to the CallPilot server when you play or record a voice message.

Audio format

CallPilot Player supports specific audio format.

By default, desktop messaging is set up to automatically convert a voice message to WAV format when you send it to a non-CallPilot user. You can enable or disable automatic conversion , as required. See Converting voice messages automatically

Note

Your mailbox settings determine the maximum message size that you can send. When you send a message, the system checks your message size limit. If the message exceeds the limit, you receive a Non-Delivery Notification. This limit is set by your e-mail server and not by CallPilot.

  Related Topics

  CallPilot Player


supported audio formats

CallPilot Player supports the following audio formats:

VBK—A Nortel Networks proprietary voice format used to exchange audio with other CallPilot users. VBK files require less storage space than WAV files.

WAV—A standard voice format that lets you exchange audio files with recipients who do not have CallPilot Player.

G.711—A standard compressed voice format supported on Business Communication Manager servers.

G.723—A standard compressed voice format supported on CallPilot 150 servers.


CallPilot Logon dialog box

Use the CallPilot Logon dialog box to connect to the CallPilot server and access the messages in your CallPilot mailbox. You can also modify your CallPilot mailbox connection settings or change your password before you log on.

If you want to use desktop messaging offline, click Cancel.

Options

Mailbox

Password

Remember Password

Properties


Mailbox logon box
Your CallPilot mailbox number.

Example: 8060


Password box
The password for your CallPilot mailbox. This is the same password that you use to log on to your mailbox from a telephone.

Tip

You can also enter letters in this box. Desktop messaging converts the letters to the corresponding numbers on the telephone keypad.


Remember password box
If checked, desktop messaging stores your password for future logons.


Properties button> proc4
Open the desktop messaging options dialog box.


CallPilot Address Book Logon dialog box

This dialog box appears in two situations.

CallPilot Address Book is stored on a separate server

If CallPilot Address Book is stored on a separate server, you must log on with your account name and password when you want to access the address book from the server. If desktop messaging is configured to log on to the address book anonymously, the logon dialog box does not appear.

Logon to CallPilot Address Book failed

If desktop messaging was unable to log on to CallPilot Address Book, the CallPilot Address Book Logon dialog box appears so that you can verify your account name and password.

Options

Account

Password

Remember Password

Properties


Public address book

The Lotus Notes Public Address Book is a global address book created by Lotus Notes and stored on the Lotus Notes (Domino) server. Entries in the Lotus Notes Public or Personal address books contain information that can include fax and phone numbers. To use fax and phone numbers from Lotus Notes Public Address Book, the numbers must be typed in the "Office phone:" and "FAX phone:" fields.


Account box
Your LDAP account user name. If you do not know your user name, contact your CallPilot administrator.

If you are connecting to the address book on your local CallPilot server, your user name is your CallPilot SMTP/VPIM prefix and mailbox number. For example, if your SMTP/VPIM prefix is 1312898 and your mailbox number is 4444, your user name is 13128984444. If you do not know your SMTP/VPIM prefix, you can view it on the General tab in the desktop messaging options dialog box.


Password box
The password for your LDAP account. If you are connecting to the address book on your local CallPilot server, the password is the same as your CallPilot mailbox password.


Remember password box
If checked, desktop messaging stores your password for future logons.


Logging on to CallPilot Address Book

There are two ways to log on to the address book. Your messaging system may support one or both methods.

authenticated logon

anonymous logon

You must log on to the CallPilot Address Book in the following situations:

If your CallPilot Address Book is stored on a separate LDAP server, you must log on to it separately.

If you want to access shared distribution lists (SDLs), broadcast distribution lists (BDLs), personal distribution lists (PDLs), you must perform an authenticated logon to the CallPilot Address Book.

For information about changing CallPilot Address Book settings, see Modifying mailbox connection settings.

To log on to CallPilot Address Book

When you are required to perform an authenticated logon, the CallPilot Address Book Logon dialog box appears. Specify your LDAP account and password and click OK.

Notes

To save your password for future logons, check Remember Password in the CallPilot Address Book dialog box.

If an authenticated logon fails, desktop messaging asks if you want to attempt an anonymous logon.

  Related Topics


authenticated logon

An authenticated log on requires you to specify your LDAP account user name and password to access CallPilot Address Book. By performing an authenticated logon, the server can verify that a valid user is accessing the address book. An authenticated logon is required to view distribution lists in the address book.


anonymous logon

Log on to the server without identifying yourself. If you use this option, desktop messaging performs the anonymous logon for you.


CallPilot Password Change dialog box

Use the CallPilot Password Change dialog box to define and confirm a new password for your CallPilot mailbox. This is the same password that you use when you log on to your mailbox from a telephone.

Nortel Networks recommends that you avoid using trivial passwords. The CallPilot 1.07 or later servers reject trivial passwords, but CallPilot 150 and Business Communications Manager servers accept trivial passwords.

Options

Old password

New password

Retype new

  Related Topics


trivial password

Trivial passwords are composed of simple character strings, such as 1111 or 88888. Since they are easy to guess, security may be compromised if you use one.


Old Password box
Type your old password in this box.

Tip

You can also enter letters in this box. Desktop messaging converts the letters to the corresponding numbers on the keypad of the telephone.


New Password box
Type your new password in this box.

Tip

You can type letters in this box. Desktop messaging converts the letters to the corresponding numbers on the keypad of the telephone.

Note

For a CallPilot 1.07 or later server, passwords can contain up to 16 characters. For a CallPilot 150 or Business Communications Manager server, passwords can contain up to 8 characters.


Validate Password box
To confirm your new password, type it again in this box.


CallPilot Player

CallPilot Player enables you to play voice messages and voice or sound attachments. You can open, play, record, stop, fast forward, rewind, speed up, and slow down voice messages and sound attachments.

You can record and save voice or sound files in VBK or WAV format. VBK is a proprietary Nortel Networks format that you use to exchange messages with other CallPilot users.

You can also use CallPilot Player to configure your settings for desktop messaging.

  CallPilot Player buttons

  CallPilot Player menu commands


CallPilot Player buttons

  CallPilot Player


Play
Plays the voice message.


Pause
Stops the playback of the voice message.


Rewind to beginning
Moves to the beginning of the voice message.


Rewind
Moves backward in the voice message.


Forward
Moves ahead in the voice message.


Fast Forward to End
Moves to the end of the voice message.


Record
Begins recording from your telephone or your computer.


volume control
Use to adjust the volume of playback from your computer.


speed control
Use this slide to speed up or slow down playback of voice messages played on the computer. Speed settings are temporary and are lost when you close CallPilot Player.


Telephone
Selects your telephone as the device for recording and playback.


Computer
Selects your computer as the device for recording and playback.


Call Sender
Call the sender of the voice message using a telephone.

Feature availability

Call Sender is only available if it is enabled for your mailbox.

Call Sender is not supported for CallPilot 1.07, CallPilot 150, and Business Communications Manager servers.


Disconnect
Disconnects the current telephone connection. This command is useful when you are playing a voice message from a telephone using a speakerphone or headset.


CallPilot Player menus

The commands that are available depend on whether you are playing or creating a message.

File

New

Send

Attach

Save…

Save As…

Save As Draft

Delete

Print…

Close

Edit

Copy

Paste

View

Previous Message

Next Message

Message Header

Bcc field

Options…

Actions

Reply

Reply To All

Forward

Play

Stop

Record

Skip to Beginning

Skip Backward

Skip Forward

Skip to End

Call Sender

Disconnect

Volume

Speed

Computer Playback

Telset Playback

Help

Help Topics

Help on CallPilot Player

Using Help…

About CallPilot Desktop Messaging…

  CallPilot Player


New command
Create a new voice or text message.


Send command
Send the message.


Attach command
Add a saved text, fax, or voice file to the message.

Feature availability

CallPilot 150 servers do not support fax and text messaging.


Save command
Save any changes that you have made to the current message.


Save As command
Save the current message under a new name or in a different location.


Save As Draft command
Save the current message as a draft in your CallPilot Inbox folder. You can reopen this message at a later time to complete and send it.


Delete command
Delete the message. If your e-mail client is set up to move deleted messages to a Deleted Items folder or Trash folder, the message is moved to the folder.


Print command
Print the selected fax or text message.

Feature availability

CallPilot 150 servers do not support fax and text messaging.


Close command
Close CallPilot Player.


Copy command
Copy the selected text to the Windows clipboard.


Paste command
Paste the contents of the Windows clipboard into the message.


Previous Message command
View the previous message.


Next Message command
View the next message.


Message Header command
Show or hide the message header.


Bcc Field command
Show or hide the Bcc box.


Options command
Open CallPilot Desktop Messaging Options, where you can specify your CallPilot mailbox settings and preferences.


Reply command
Reply to the sender of the message.


Reply To All command
Reply to the sender and all recipients of the message.


Volume
Adjust the volume of a message during playback. Use the Up and Down commands to increase or decrease the volume.


Speed
Adjust the speed of a message during playback. Use the Faster and Slower commands to increase or decrease the speed.


Forward command
Forward the message.


Help Topics command
View a list of online Help topics.


Help on CallPilot Player command
View the main CallPilot Player online Help topic.


Help using help command
View information about using online Help.


About CallPilot Desktop Messaging…
View version and copyright information for CallPilot desktop messaging.


file attachments

CallPilot desktop messaging only accepts file attachments in VBK, WAV, TIFF-F, and TXT format.

To send other types of files, such as MS Word or Excel files, print them as TIFF-F files using Nortel Fax or attach them to an e-mail message sent through your regular e-mail client, not through CallPilot desktop messaging.

Feature availability

CallPilot 150 servers do not support fax and text messaging.


Playing messages without downloading them

You can configure desktop messaging to begin playing a voice message before the entire voice message is downloaded. This option is useful when you retrieve messages using a modem.

To configure CallPilot Player to begin playback immediately

1	Open CallPilot Player.

2	Choose View > Options.

3	Click the Audio tab.

4	Clear the Download file before playing check box.

5	In the Audio device area, choose Computer. This is the device you will use to listen to voice messages.

6	Click OK to save your changes.


Receiving messages

When you receive a CallPilot message, you can quickly obtain some information about the message.

Message subject—By default, CallPilot specifies the type of information (voice, fax, text) in the Subject line of the CallPilot message. If the sender of the message modified the subject line in desktop messaging or My CallPilot, the subject line may not indicate the type of information in the message.

Broadcast messages—If you receive a broadcast message, the To or Cc line of the message indicates the type of broadcast.

Type of broadcast	Description of recipient
Local	All local users
Network	All users at all locations
Location	All users at <location name>
Recipient restrictions

Some recipients may not be able to receive fax or text messages.

Recipients	Information they cannot receive
Desktop messaging users without fax capability	fax
Telephone users without fax capability	fax and text
CallPilot 150 users	fax and text
AMIS users	fax and text
External e-mail addresses	voice messages (if the administrator has blocked the ability to forward voice messages to external e-mail addresses)
  Related Topics


Compose Fax dialog box

Use the Compose Fax dialog box to preview a file before sending it as a fax. You can combine multiple files in one fax. In addition, you can save files in TIFF-F format to use them as fax attachments for messages.

Item

Pages

View/Edit

Remove

Move Up

Move Down

Send options

Send using

Fax machine(s)

Subject

Receive a confirmation of delivery

Save As…

Send…

Cover page

Use fax cover page

Browse

Modify

Feature availability

CallPilot 150 servers do not support fax and text messaging.


Item box
Displays the file(s) you want to send as a fax.


Pages box
Displays the number of pages in the file.


Fax machine(s) box
Contains the fax number to which the fax is sent.

Format: The fax number must include all digits required to dial the number from the location.


View Edit Image button
Opens the selected file in fax viewing software so that you can preview it before sending.


Delete Item button
Removes the selected file from the fax.


Move Forward button
Moves the selected file up in the list.


Move Backward button
Moves the selected file down in the list.


Send to fax machine button
Sends the message directly to the fax number in the Fax machine(s) box. You can enter multiple fax numbers separated by a semicolon (;). This option does not deposit the message in the recipient’s e-mail client mailbox.

Format

Regular fax number—For regular fax numbers, include all dialing prefixes in the fax number. To insert a pause between digits, type the letter p in the appropriate position. To dial the pound key (#), type # in the appropriate position.

Example: 91214555p1212#

Local CallPilot mailbox—To send the fax message to a local CallPilot mailbox, type the prefix m, followed by the CallPilot mailbox number. The specified mailbox must support fax messaging.

Example: m7240

Sends the fax message using your e-mail client. The fax appears as a message in the recipient's e-mail client inbox. If you have multiple e-mail clients installed on your computer, select the e-mail client to use to send the message.


Send using e-mail client button
Sends the fax message using your e-mail client. The fax appears as a message in the recipient's e-mail client inbox. If you have multiple e-mail clients installed on your computer, select the e-mail client to use to send the message.


Subject
Type the subject of the fax.

If you use a Business Communications Manager server, the subject text will appear on the cover page that the server automatically includes with outgoing fax messages.

If you use a CallPilot 1.07 or 2.0 server, the subject text will appear in the Subject field of the fax message if you specify a local CallPilot mailbox number in the Fax machine(s) box. The subject text is ignored for regular fax numbers.


confirmation of delivery
Causes a standard message to appear in your mailbox once the fax is delivered to the recipient.


Send button
If the Send to fax machine(s) box is selected, sends the fax to the number(s). Separate each fax machine number with a semicolon (;).

If Send using <e-mail client> is selected, opens the New Message window so you can send the fax as part of an e-mail message.


Save As button
Saves the file(s) listed under Item in tagged image file format, class F (TIFF-F). A file must be in TIFF-F to be treated as a fax.


Cancel Compose Fax button
Closes the Compose Fax dialog box without sending the fax.


Select fax cover page
Select a custom fax cover page from the drop down list.


Browse for fax cover page
Allows you to browse to a directory containing your custom cover page(s).


Modify the selected cover page
Opens the Modify cover page dialog box where you can make changes to the selected cover page.


Modify cover page dialog box

Use the Modify cover page  dialog box to modify and preview the current cover page.

The first time you access this page, CallPilot fills in the From section using information from the registry. CallPilot remembers the data that you enter in this section and auto fills these fields the next time you use this page.

The Fax field In the To section is read only. CallPilot populates the field with address information from custom or fax driver forms.

If the recipient’s name is available (from the custom cover page) CallPilot auto fills the Name field or leaves it empty in the case of fax printer driver.

CallPilot computes the number of pages and displays this information in the Pages field.

Use the Memo field to enter any desired comments. Click the Preview button to view your cover page.


Mail - Advanced

Use the Mail - Advanced dialog box to specify port and encryption settings for IMAP and SMTP services.

IMAP port settings

IMAP port

Default port

Use Secure Sockets Layer (SSL)

SMTP port settings

SMTP port

Default port

Use Secure Sockets Layer (SSL)


IMAP port
Type the port number for connecting to the CallPilot IMAP server. The default value is 143 if SSL is not enabled, or 993 if SSL is enabled.


Use Secure Socket Layer
Use Secure Socket Layer (SSL) to encrypt data communication with the server. SSL must be enabled on the server to use this option.


Default port
Reset the port number to the default value.


SMTP port
Type the port number for connecting to the CallPilot SMTP server. The default value is 25 if SSL is not enabled, or 465 if SSL is enabled.


Address Book - Advanced

Use the Address Book - Advanced dialog box to specify the server and port settings for the CallPilot LDAP server.

Account information

Server

Account

Password

Anonymous logon

Remember password

Port settings

LDAP port

Default port

Use Secure Sockets Layer (SSL)


Server
Type the fully qualified domain name (FQDN) of the LDAP server.


Password box
If you selected the Remember Password option, type the password for your LDAP account. If you are connecting to the address book on your local CallPilot server, the password is the same as your CallPilot mailbox password.


Anonymous logon
Check this option to log on to the CallPilot Address Book without identifying yourself to the server. Clear this option to log on to CallPilot Address Book with your LDAP account user name and password.


Remember password box
If checked, desktop messaging stores your password for future logons to the LDAP server. Type your password in the Password box.


LDAP port
Type the port number for connecting to the CallPilot LDAP server. The default value is 389 if SSL is not enabled, or 636 if SSL is enabled.


Why can't I log on?

Network is unavailable

If your network connection is not available, a dialog box prompts you to retry or cancel. You must log on to your network before you can access desktop messaging. If you cannot access your network, you cannot access e-mail messages. You can still access voice messages via the telephone interface.

CallPilot server is unavailable

If the CallPilot server is not available, a dialog box prompts you to retry or cancel. You must log on to your network before you can access desktop messaging.

Password has changed or expired

If your CallPilot password has expired or differs from the one previously saved, a dialog box prompts you to change your password or cancel.

If you check Remember password in the CallPilot Logon box, and then change your password from the telephone, you must change your saved password the next time you log on to desktop messaging. A dialog box prompts you to make this change.

  Related Topics


Message not on the server

You receive the error message: "This message doesn’t exist on the server. Try to play it using the computer speakers."

Solution

Voice messages that you have saved on your computer hard drive are no longer in your CallPilot Inbox. As a result, you cannot play these messages from the telephone.

To listen to saved messages, use computer speakers or headphones.

  Related Topics


CallPilot messages received in e-mail inbox

When you send a message to a CallPilot user, it arrives in the recipient’s e-mail mailbox instead of the CallPilot mailbox.

Solution

Ensure that when you address the message, you use the recipient’s address in the CallPilot Address Book.

If the recipient is defined in your personal address book, ensure that the address is in a supported CallPilot address format. Open the recipient’s address book entry and verify that the address type is CallPilot. See Adding Addresses to the Personal Address Book for details on the supported CallPilot address format.

  Related Topics


Sender's name appears as "Unknown"

In some messages, you see a name or phone number in the From field. In other messages, the sender appears as "Unknown".

Meaning

If you receive a voice message from a phone system that provides a Calling Line ID, the caller’s name or number appears in the From field. However, if this information is unavailable, then "Unknown" appears in the From field.

If you receive a message from a networking system that does not provide the sender’s name to the CallPilot system, then the From field displays "Unknown".

  Related Topics


Cannot delete messages

When you try to delete CallPilot messages from desktop messaging, nothing happens.

If you are logged on to your CallPilot mailbox from desktop messaging and the telephone at the same time, you cannot delete messages with desktop messaging.

Solution

End the telephone mailbox session, and then attempt to delete the messages from desktop messaging again.

  Related Topics


Deleted messages are accessible by telephone

When you delete CallPilot messages in desktop message, the messages remain accessible from the telephone.

Solution

If the CallPilot messages that you deleted are still in a Deleted Items or Trash folder, then they remain in your CallPilot mailbox. To permanently remove messages from your CallPilot mailbox, permanently delete the messages in the Deleted Items or Trash folder.

  Related Topics


Problems sending CallPilot messages

When you click Send, an error dialog box appears: "Error. Failed to send message."

Solution

Verify that your mailbox is not full. If your mailbox is full, you cannot send messages until some messages are deleted.

Check the format of the message address. The FQDN on the right side of the @ symbol must match the FQDN configured on the CallPilot server.

Delete any empty attachments. CallPilot server rejects messages with empty attachments.

  Related Topics


Cannot view or send fax messages

Solution

Verify that you meet the requirements for fax messaging.

If the error message states that the message cannot be sent because part of the media cannot be converted, or because the media is not supported at the recipient’s system, ensure that in messages you send with desktop messaging, you only send attachments that are TIFF-F, WAV, VBK, or text files.

Fax messages are transmitted in TIFF-F (TIFF, class F) format. Use the Nortel Fax printer driver to create your fax messages. Not all TIFF files are class F.

Feature availability

CallPilot 150 servers do not support fax and text messaging.

  Related Topics


Non delivery notification

You receive a Non Delivery Notification (NDN) for messages that you send.

Verify the following

server compatibility—If you are connected to a CallPilot 1.07, CallPilot 150, or Business Communications Manager server, verify that your server supports the message formats and addresses in your message. For more information see, Messaging server compatibility .

attachment types—Desktop messaging only accepts file attachments in TIFF-F, VBK, WAV, or TXT format. If you use desktop messaging with a CallPilot 150 server, you can only send VBK or WAV attachments.

address format—Make sure that you are addressing the message in a supported CallPilot address format.

recipient’s address is valid—Verify that the recipient has the capability to receive your message. You should also verify the following:

remote network user

Verify that the address is still valid.

If you are sure the address is correct, ask the CallPilot administrator to verify if the remote server is responding by issuing a network command on the CallPilot server.

fax machine or telephone

For a fax machine, ensure that the fax number is valid and that the machine is accepting faxes.

Ensure that you have permission to dial the number. The CallPilot administrator can confirm your dialing privileges in the CallPilot Restriction/Permission list.

external e-mail address

Verify that the address is still valid.

The CallPilot administrator may have disabled the ability to forward voice messages to external e-mail addresses.

mailbox capacity—Make sure that your mailbox is not full.

  Related Topics


Non Delivery Notification (NDN)

A message that CallPilot sends to you when it cannot deliver a CallPilot message.


fax batch feature
Fax batch

The CallPilot Fax Batch feature allows you to customize and send batch fax messages to multiple recipients. You create a single document and customize it for multiple fax recipients based on a database file of recipient information.

All files associated with the Fax Batch feature are installed during Desktop Messaging installation.  A check box in the Additional Options section of Desktop installation allows you to install the Fax Batch driver.


Preparing files for use with the fax batch feature
Preparing files for fax batch

Two sample documents are installed with the Fax Batch driver:  Data.doc and Sample.doc.  These files are installed in the \Program Files\Nortel Networks\CallPilot\nda directory. Data.doc is a data source, and Sample.doc is a sample customized fax.  Start with these two files when creating new Fax Batch documents. Knowledge of how to use Microsoft Mail Merge is required to use this feature.

The Data.doc file

Desktop Messaging installs a default Microsoft Word data source named Data.doc.  This file consists of a Microsoft Word table.  This file is organized into columns and rows, with one row per recipient.  At the time of installation, Data.doc contains a table with six columns with the following column headers:  DelReceipt, DelType, ToName, ToCompany, ToPhone and ToFax.

To update Data.doc.
1. Open Sample.doc in MS Word.
2. Verify that Data.doc is currently selected as the data source.
3. Open the Data.doc using the Microsoft Mail Merge Utility
4. Add new recipients and delete or modify existing recipient information.
5. Choose OK when finished.

Note

Additional columns can be added by editing the data.doc from Microsoft Word.  For added columns, provide a meaningful column header that can be used to insert into the document to further customize the fax.

The Sample.doc file

1. Open Sample.doc in MS Word.
2. Start Mail Merge.
3. Verify that Data.doc is currently selected as the data source.

The first page of Sample.doc is a special page and does not become part of the final fax. This page provides a location to map information from the Data.doc source file to each customized fax document.  The following instructions have already been completed if you are using an existing Fax batch document such as Sample.doc.

4. Insert the Fax Number column header after the /tp control using the Mail Merge insert function.  (Required field)
5. Insert the Delivery Receipt column header after the /dr control.   (Optional field)
6. Insert the To Name field after the /tn control.   (Optional field)
7. Insert the Delivery Type field after the /dt control.   (Optional field)

    All Fax Batch controls are case sensitive.
8. Save and close the file.


Sending faxes using the fax batch feature

The CallPilot Fax Batch feature allows you to customize and send fax messages to multiple recipients. You can create a single document and customize it for multiple fax recipients based on a database file of recipient information.  Each recipient will receive a fax which is unique to them.

All files associated with the Fax Batch feature are installed during Desktop Messaging installation.  A check box in the Additional Options section of Desktop installation allows you to install the Fax Batch driver.  Two sample documents are installed with the Fax Batch driver:  Data.doc and Sample.doc.  By default, these files are installed into the \Program Files\Nortel Networks\CallPilot\nda directory. Data.doc is a data source, and  Sample.doc is a sample customized fax.

Merging fields to the main document

Once the data source document and the first page have been setup, customization of the fax can begin. Use the Mail Merge Utility Insert function to insert data source column headers into the document.  These customization fields can be inserted into any page of the document except page 1.

After the document has been customized, it is ready to be merged.  When the document is merged, values from the data source are merged into separate Tif files for each recipient.  CallPilot addresses and transfers the fax files to the CallPilot server.  The CallPilot server sends the actual fax to each recipient.

The following files are created in the Program Files\Nortel Networks\ CallPilot\nda directory during the fax batch process: mmshadow.txt	A text version of what was printed.  This file can be used as a searchable file for archiving purposes. xxxx0000.tif,  … xxxx000x.tif are output tiff files from the Fax Batch process.  These are the individual customized fax files.  They are deleted after processing completes.

Sending the batch fax

1. From the Mail Merge utility choose Print.

2. Select All or select a Range of Records from the Merge to Printer dialog box in the Mail Merge Utility.

3. Select OK.

4. Select the Nortel Fax Batch printer in the Print dialog box.  Verify that Word is not set up to print pages in reverse order.

5. Select OK.
The Print Status dialog appears.  The page number increments as each page is converted to Tif.  The first page will not be included in the fax.

Any error messages for fax images or addresses are displayed in a separate Nortel Fax Batch Status dialog.  An invalid fax number will generate a non-Delivery receipt to the sender’s CallPilot mailbox.

If errors occur, you can skip an individual fax and continue, or verify your information and resubmit the job. After all faxes  are transferred to the CallPilot server a dialog box appears indicating that the batch fax job has completed.


First page of Sample.doc batch fax file
First Page

A special control code indicates that the file is a Fax Batch file, and a special control code prevents the page from becoming part of the fax.

$SOJ$	Start of Job.  This control signals the batch driver to start processing, and can be placed anywhere on the first page.

/zz	Skip this page.  This control prevents the first page from becoming part of the fax, and can be placed anywhere on the first page.

CallPilot retrieves the Fax Number (and other fields if present) from the first page of the document.

/tp	Fax Number - Address of the fax message.  This field is Required.

/dr	Delivery Receipt - Can be turned on or off for each recipient.

/tn	Name of Recipient – Identifies the record in the Nortel Fax Batch Status dialog if the fax number is either missing or invalid.

/dt	Delivery Type.  Marks messages for Normal, Economy or Urgent delivery.