CallPilot Audio Player overview
CallPilot Player overview

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 is used to exchange messages with other CallPilot users.

You can use CallPilot Player to configure your settings for desktop messaging. These settings enable you to

modify information for connecting to your CallPilot mailbox

change your CallPilot password

choose the audio device for recording and playback

select other audio settings

 Related Topics

 CallPilot Player buttons

 CallPilot Player menus


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. If you do not have desktop messaging rights, you cannot use desktop messaging features that require a connection to CallPilot server, including

telephone playback and recording from CallPilot Player

Call Sender and Disconnect commands

the ability to change your CallPilot password from CallPilot Player

the ability to send messages to CallPilot addresses.

Features that require other 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 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.

E-mail client limitations

The desktop messaging software for Internet clients only controls logon to CallPilot, and CallPilot player. Other messaging features are handled directly by your e-mail software. This means that limitations of the e-mail software can affect CallPilot feature availability. For more information, see E-mail client limitations.


E-mail client limitations

The limitations of supported Internet e-mail clients can affect CallPilot feature availability. Known limitations are described in this topic.

Netscape Mail 6.2

Authenticated logon on to the CallPilot LDAP server is required to access distribution list entries in the CallPilot Address Book. Since Netscape 6.2 does not support authenticated logon to an LDAP server, you cannot access entries in the CallPilot Address Book for personal distribution lists, shared distribution lists, or broadcast distribution lists.

You can still manually address messages to CallPilot distribution lists in Netscape Mail. The distribution list address formats you can use depends on the addressing rights assigned to your CallPilot mailbox.

Outlook Express 6

You cannot connect to the CallPilot Address Book if Secure Socket Layer (SSL) encryption is enabled for connections with the CallPilot LDAP server. Outlook Express 6 only uses LDAP protocol version 3 to connect to an LDAP server. CallPilot supports LDAP protocol version 2.


Messaging server compatibility

CallPilot desktop messaging clients work with the following messaging servers:

CallPilot 2.0 or later

CallPilot 1.07

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, CallPilot 2.0 or later, and BCM only
Read receipts	CallPilot 1.07 or CallPilot 2.0 or later
Trivial password rejection	CallPilot 1.07 or CallPilot 2.0 or later  CallPilot 150 and BCM servers accept trivial passwords.
Password length	Passwords for CallPilot 1.07 and 2.0 or later servers can contain up to 16 characters. Passwords for CallPilot 150 and BCM servers can contain up to 8 characters.
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 (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.


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.


Internet clients overview

This online Help file provides addressing and troubleshooting information for IMAP Internet mail clients. Use this information if you use desktop messaging for Internet mail clients.

For information about addressing and troubleshooting in groupware e-mail clients, see the desktop messaging Help within the e-mail client.

For information about how to use an Internet e-mail client to send and receive messages, consult the e-mail client’s documentation.

If you do not have desktop messaging rights, or if desktop messaging is not installed on your computer, you can create voice messages and send them as e-mail attachments. For more information, see Sending voice messages with regular e-mail.


Sending voice messages with My CallPilot

You can use CallPilot Player with My CallPilot to play and record voice messages.

If you use Internet Explorer to access My CallPilot, and if you selected VBK as your default audio format, CallPilot Player appears on the CallPilot Messages tab so that you don’t have to open it in a separate window.

If you use Netscape to access My CallPilot, or if you selected WAV as your default audio format, you play and record messages in the regular CallPilot Player window.

You can record voice messages using either method and include them as message attachments in My CallPilot.

 Related Topics


Sending voice messages with regular e-mail

You can send a saved voice message to a regular e-mail address. There are several reasons you may want to send voice messages this way:

you do not have desktop messaging rights, but you receive CallPilot voice messages in VBK format in e-mail messages from CallPilot users. You can use CallPilot Player to listen to these messages.

you do not have desktop messaging rights, but you want to record and send voice messages as standard e-mail attachments.

you are a desktop messaging user who wants to send a voice message by e-mail to a CallPilot user who does not have desktop messaging rights, or a non-CallPilot user

Feature availability

If you do not have desktop messaging rights, you cannot use the telephone playback and recording options in desktop messaging.

 Related Topics


Logging on to desktop messaging

You log on to desktop messaging the same way you log on to an e-mail account. If you are prompted for a password, type your CallPilot mailbox password.

Note

When your administrator creates your CallPilot mailbox or resets your mailbox password, a default password is assigned to your mailbox. You must change the default password from the telephone, My CallPilot, or a groupware desktop messaging client before you can access your CallPilot mailbox from an Internet mail client.


Opening CallPilot Player

From the Windows Start menu, choose Programs > Nortel Networks CallPilot Desktop Messaging > CallPilot Player.


Requirements for recording and saving voice files
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 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 only applies if your mailbox is on a CallPilot 2.0 or later server and you are using a groupware client to play your messages.

If you do not have desktop messaging rights, you cannot use desktop messaging features that require a connection to CallPilot server.

Computer configuration

If you 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.

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.

  CallPilot Player overview


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.


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	Choose View > Options.

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.

Note

Your administrator can disable playback support for either the telephone or computer. CallPilot 150 and Business Communications Manager do not support playback device restrictions.

  Related Topics

  Audio tab


Changing your password

When you change your CallPilot password, the change affects access to your CallPilot mailbox from both desktop messaging and the telephone..

To change your CallPilot password

1	Choose View > Options.

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 your new password of 6 to 16 digits.

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

7	Click OK.

  Related Topics


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 32 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.


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 when you start your e-mail application. 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 the CallPilot server 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	Choose View > Options.

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 desktop messaging.

Note

You can also enable the Remember password option from the CallPilot logon dialog 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 open message, double-click the voice message attachment [image].

2	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
3	If you want to use your telephone to call the sender of the voice message, click
.

4	Close CallPilot Player and return to the message.

Notes

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

Audio files must be in a supported audio format.

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 overview


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 open e-mail message, double-click the voice message attachment [image].

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

3	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.
4	When you are finished, hang up the telephone.

Notes

If the CallPilot server is not connected to an M1 switch, you may need to speak into the telephone to begin message playback.

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

Audio files must be in a supported audio format.

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 overview


Setting up CallPilot Player

From CallPilot Player, you can define your mailbox connection information and audio preferences. For more information, select one of the following topics:

Modifying mailbox connection settings

Changing your password

Defining the audio device for voice messages

Playing messages without downloading them

 Related Topics

 General tab

  Audio tab


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.

 Related Topics


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 Web Messaging, 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)
  Related Topics


Modifying mailbox connection settings

Typically, your mailbox connection information is automatically set up in CallPilot Player during installation. If you need to change any of the connection information and you are unsure of the correct values, contact your CallPilot administrator.

Note

If you are using an Internet mail client, mailbox connection information is configured separately in CallPilot Player and in your e-mail application. If you change any of these settings, ensure that you make the required changes to your settings in your e-mail application. If you do not know how to modify desktop messaging settings in your e-mail application, contact your CallPilot administrator

To set up mailbox connection information

1	Open CallPilot Player.

2	Choose View > Options.

3	Click the General tab.

4	In the Server box, type the name of your CallPilot server, for example, toronto.ca.nortel.com.

5	In the SMTP/VPIM box, type your SMTP/VPIM prefix.

6	In the Mailbox box, type your mailbox number (for example, 7654).

7	To store your password for future logons, check Remember password.

8	Click OK.

 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	Verify the sender’s number and ensure that the number has all the necessary dialing prefixes before it is called. You can cancel the Call Sender operation or modify the number at this point.

3	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.


Disconnecting a call

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


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 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 click Open.

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

5	To stop playback, click [image].

6	To play another file, follow these steps:

a	Choose File > Close.

b	Choose File > Open.

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

7	When you are finished, close the CallPilot Player window.

 Related Topics

 CallPilot Player overview


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 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].

6	When you are finished, close the CallPilot Player window.

 Related Topics

 CallPilot Player overview


Recording and saving voice files using 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	Open CallPilot Player.

2	Click [image].

3	When you hear the beep, speak your recording into the microphone of the computer.

4	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 File name box, type a name for the recording.

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

11	Click Save.

 Related Topics

 CallPilot Player overview


Recording and saving voice files using 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	Open CallPilot Player.

2	Click [image].

3	Answer the telephone when it rings.

4	When you hear the beep, speak your recording.

5	Click [image] when you are done.

6	To hear your recording, click [image].

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

CallPilot 1.07 and later versions

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.

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

9	Choose File > Save As… .

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

11	Click Save.

Note

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

 Related Topics

 CallPilot Player overview


Saving received voice messages

1	In the open message, right-click [image].

2	Click Save As… .

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

4	Click OK.

 Related Topics

 CallPilot Player overview


Saving received voice files for non-CallPilot users

You can send a voice message to non-CallPilot users by saving the message in WAV format and then attaching the .WAV file to an e-mail message.

To save a voice message

1	Open the voice message you want to save. The CallPilot Player window opens.

2	Choose File > Save As… .

3	Select the correct folder for the message.

4	In the File name box, type a new name for the file, and add a .WAV extension (for example, greeting.wav).

5	In the Save as type list, select Windows WAV (*.wav), and click Save.

6	When you compose your e-mail message, attach the .WAV file as you would attach any other file attachment. Ensure that you use a non-CallPilot address (regular e-mail address).

 Related Topics

 CallPilot Player overview


Deleting messages

By default, most e-mail clients move deleted messages to a "Deleted Items" or "Trash" folder where you can recover the messages or permanently delete them. Messages stored in this folder remain in your CallPilot mailbox on the CallPilot server until they are permanently deleted. To permanently delete messages, ensure that you remove messages from this folder. For more information about options for deleting messages, see your e-mail client online Help.


CallPilot Player buttons

Click a button to view a description of the command.

 CallPilot Player overview


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.

Note

This command is not available if you are connected to a CallPilot 1.07, CallPilot 150, or Business Communications Manager server.


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 option.


CallPilot Player menus

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

File

New

Open…

Save…

Save As…

Exit

View

Options…

Actions

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 overview


New command
Create a new voice message.


Open command
Open a saved voice file.


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


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


Exit command
Exit CallPilot Player.


Options command
Open CallPilot Desktop Messaging Options, where you can configure your CallPilot mailbox information and audio preferences.


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.


Help Topics command
View a list of Help topics.


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


Help using help command
View information about using Help.


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


General tab

Use this tab to provide your CallPilot server domain name, SMTP/VPIM prefix, and mailbox number. You can also change your CallPilot password.

Server

SMTP/VPIM prefix

Mailbox

Remember password

Change password


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

Example: CallPilotserver.ca.mycompany.com


SMTP/VPIM prefix box
Enter 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
Enter the number of your CallPilot mailbox.

Example: 8060


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


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


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.

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

Your administrator can disable playback support for either the telephone or computer. CallPilot 150 and Business Communications Manager do not support playback device restrictions.

Device

Telephone

Telephone number

Computer

Remove

Volume

Use system speaker volume

Use system microphone level

Additional options

Confirm settings before playing or recording

Download file before playing


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 you would 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. When the download is complete, 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


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.

Trivial passwords

Trivial passwords are composed of simple character strings, such as 1111 or 88888. Since they are easy to guess, security may be compromised. The CallPilot server rejects trivial passwords, but CallPilot 150 and Business Communications Manager servers accept trivial passwords. Nortel Networks recommends that you avoid using trivial passwords.

Options

Old password

New password

Retype new

  Related Topics


Addressing overview

Important: This topic describes addressing for IMAP Internet mail clients. For addressing information with groupware e-mail clients, see the desktop messaging Help within the e-mail client.

Desktop messaging lets you address messages in several ways:

CallPilot directory—You can use the CallPilot directory to quickly address a message to a CallPilot user. For information about accessing the CallPilot directory, see the information about LDAP directories in your e-mail client’s online Help.

Manual addressing—You can manually address messages in any format supported by the CallPilot server. If a recipient is not in the CallPilot directory, you can simply type the required address directly in the To, Cc, or Bcc box of the open message.

Note

If you frequently use an address that is not contained in the CallPilot directory, you can manually add it to your e-mail client’s personal address book using the proper address format.


Internet mail clients

E-mail clients that enable you to manage CallPilot messages using the IMAP protocol.

Desktop messaging does not customize the interface of Internet mail clients. The e-mail client must be manually configured with the CallPilot mailbox and server information. Desktop messaging supports the following Internet mail clients:

Microsoft Outlook Express

Microsoft Outlook (in Internet mail mode)

Qualcomm Eudora Pro or Eudora Email

Netscape Messenger or Netscape Mail


groupware clients

Groupware is software designed for group collaboration. Desktop messaging for groupware clients provides access to desktop messaging commands, configuration options, and online Help directly from the e-mail client interface. Desktop messaging supports the following groupware e-mail clients:

Microsoft Outlook

Novell GroupWise

Lotus Notes


Address formats overview

Important: This topic describes addressing for IMAP e-mail clients. For addressing information with groupware e-mail clients, see the desktop messaging Help within the e-mail client.

A CallPilot address must be in one of the following address formats. The address format that you 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 1.07, CallPilot 150, and Business Communications Manager servers do not support CallPilot distribution list addresses.

CallPilot 150 servers do not support fax and text messaging.


Inserting pauses in telephone and fax numbers

To access some telephone extensions, fax devices, or voice mailboxes, you must dial an extension or authorization code after connecting to the main system. When addressing a message to such a system, you can insert pauses to allow time for connecting with the system before dialing the destination device. You can also include the pound key (#) if it is required to connect the destination device.

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.

For more information about the fax or telephone addressing formats, see Address formats overview.

Example

A company has a system with the general phone number 95501647. To access the fax mailbox, you must dial 3743# after connecting with the general number. To address a message to the fax machine, you would use the address

95501647p3743#@CallpilotServer.com

where CallpilotServer.com is the fully qualified domain name (FQDN) of your local CallPilot server.

Feature availability

CallPilot 150 servers do not support fax and text messaging.


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

SMTP/VPIMprefixMailbox@CallPilotServer

Example

14165557171@CallPilot.MyOrg.com

Note

Do not include any spaces in the address.


Network number
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 number 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

Do not include any spaces in the address.


Fax number format

Use this format if you are addressing a message to be printed on a fax machine.

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

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 to 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

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

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

Do not include any spaces in the address.


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 in your mailbox class.

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

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

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

Do not include any spaces in the address.

Feature availability

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

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


Usnformatted
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.

Example

7171


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 of your local CallPilot server. This is the same server that appears in your own CallPilot address.

Example

CallPilot.MyOrg.com


Address formats – VPIM prefix
SMTP/VPIM prefix

A prefix that identifies a CallPilot NMS location. 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.

Example

6333


Address formats – remote server
remote server

The fully qualified domain name 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 by your CallPilot administrator for local broadcast messages.

Example

2222


Address formats - network boadcast number
network broadcast number

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

Example

4748585


Address formats - fax number
fax number

The fax number you dial from a fax machine within your company. Include any access digits and the area code to reach an external fax number. If you need to include an extension or mailbox number, you can insert pauses and insert 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 two-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 you dial from a telephone within your company. Include any access digits and the area code to reach an external telephone number. If you need to include an extension or mailbox number, you can insert pauses and insert 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 two-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 would use to address a message to the SDL from the telephone. Your CallPilot administrator creates SDLs.

Example

3333


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


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:

a.	Choose Fax machine from the Send using drop-down list.

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 the desktop client from the Send using 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


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.


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.


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.


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.


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 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.


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.


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.


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.


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.


Troubleshooting overview

This online Help file provides troubleshooting information for desktop messaging IMAP Internet mail clients. For information about troubleshooting in groupware e-mail clients, see the desktop messaging Help within the e-mail client.

If you cannot resolve the problem you are experiencing, contact your CallPilot administrator. If your Internet mail client displays an error code, give the error code number to the administrator when you discuss the problem.


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 voice mail messages or e-mail messages.

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


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.

  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 for 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


Sending messages from Outlook Express with SSL enabled

In Outlook Express, you enabled Secure Socket Layer (SSL) encryption for the CallPilot outgoing mail (SMTP) server. When you send a CallPilot message, you receive the following notification message from the Postmaster:

"Some features in the message are not supported. For example, you may not be able to send a message with this media"

Solution

Disable SSL and try to send a test message. If you still cannot send the message, see Problems sending CallPilot messages.

If you are able to successfully send a message, you may need to verify your SMTP server settings for SSL communication.

CallPilot uses the well-known port number 465 for secure SMTP communication and port 25 for unencrypted SMTP communication. If you enable SSL for the SMTP server, you must manually change the port number to 465. If you decide to disable SSL later, change the port number back to 25.


Non delivery notification

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

Solution

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, or TXT format. If you use desktop messaging with a CallPilot 150 server, you can only send VBK attachments.

Note

Internet Mail Clients cannot submit messages to the CallPilot server with WAV attachments. Desktop client users can submit messages to the CallPilot server with WAV attachments because the desktop client intercepts the message and converts the WAV attachment to VBK format.

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.


Outlook Express crashes after logon

When you log on to Outlook Express, CallPilot displays a warning message about your mailbox (for example, "Mailbox full"). Outlook Express then crashes.

Solution

Outlook Express has problems handling CallPilot error messages properly when it receives specific sequences of commands. You can fix this problem by disabling the synchronized message checking option for your CallPilot inbox.

To disable synchronized message checking for the CallPilot inbox

1	Choose Tools > Accounts.

2	On the Mail tab, select your CallPilot mailbox, and then click Properties.

3	On the General tab, clear the Include this account when receiving mail or synchronizing check box.


Outlook Express cannot access address book

If you enable Secure Socket Layer (SSL) encryption for connections with the CallPilot LDAP server, Internet Mail Clients cannot connect to the server to access the CallPilot Address Book.