Personal Call Manager User Guide. BCM Business Communications Manager

Transcription

1 Personal Call Manager User Guide BCM Business Communications Manager Document Status: Standard Document Version: Document Number: NN Date: August 2008

2 Copyright Nortel Networks All rights reserved. The information in this document is subject to change without notice. The statements, configurations, technical data, and recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must take full responsibility for their applications of any products specified in this document. The information in this document is proprietary to Nortel Networks. Trademarks Nortel, Nortel (Logo), the Globemark, and This is the way, This is Nortel (Design mark) are trademarks of Nortel Networks. Microsoft, MS, MS-DOS, Windows, and Windows NT are registered trademarks of Microsoft Corporation. All other trademarks and registered trademarks are the property of their respective owners.

3 Task list 3 Task list To install Personal Call Manager on a BCM50, BCM450 or a BCM running version To install Personal Call Manager on a BCM running versions 3.5, 3.6, or To start Personal Call Manager from the shortcut icon...20 To start Personal Call Manager using the Start button...20 To display the toolbar...23 To display the Address Book...24 To display the Current Calls...24 To display the Status bar...26 To choose a line...27 To access dialing properties...28 To create a new location...30 To select a location...31 To delete a location...31 To select a country...31 To enter an area code...32 To set the prefixes that are long distance...33 To add a prefix that is considered long distance...33 To delete a prefix that is considered long distance...34 To add a prefix that is considered local...34 To delete a prefix that is considered local...34 To stop using a calling card...34 To set up a calling card...34 To add a custom calling card...36 To enter the numbers required to disable call waiting:...36 To change the outside line access numbers...37 To define toll prefixes...37 To make a call using the right mouse button:...39 To make a call using the drag-and-drop feature...39 To call the prime telephone number using the Address Book...39 To place a call...40 To place a call using the toolbar...41 To redial one of the last ten telephone numbers...42 To return a call...42 To call a number from the Quick Dial list using the Address Book...43 To call a number from the Quick Dial list using the PCM task tray or Calls menu...43 To answer a call using the You Have a New Call dialog box...45 To answer the call from the window...45 To answer a call from the task tray or Calls menu...45 To display the Notes tab...46 To put a call on hold using the window...46 To put a call on hold using the task tray or Calls menu...46 To answer a held call using the window...46 To answer a held call using the task tray or Calls menu...46 To switch to a different call...47 To switch to a different call...47 To transfer a call using the window...48 To transfer a call using the right mouse button...48 To transfer a call using the task tray or Calls menu...50 Personal Call Manager User Guide

4 4 Task list To transfer a call using the keyboard...51 To transfer a call with an announcement using the window...52 To transfer a call with an announcement using the right mouse button...52 To transfer a call with an announcement using the task tray or Calls menu...52 To create a conference call using the Conference pane...53 To create a conference call using the Calls pane...54 To create a conference call using the task tray or Calls menu...54 To put the conference calls on hold using the window...55 To put conference calls on hold using the task tray or Calls menu...55 To restore a held conference call using the window...55 To restore a held conference call using the task tray or Calls menu...55 To split a conference call using the window...56 To split a conference call using the icons in the window...56 To split a conference call using the task tray or Calls menu...56 To end a conference call using the release button...57 To end a conference call using the window...57 To end a conference call using the keyboard...57 To end a conference call using the task tray or Calls menu...57 To end a call using the release button...58 To end a call using the window...58 To end a call using the task tray or Calls menu...58 To end a call using the keyboard...58 To turn DND on or off...59 To call forward your telephone...59 To view the Calls Log...60 To view the Incoming Calls...61 To view the Outgoing Calls...61 To update the Calls Log...62 To make a call from the Calls log...62 To print the Calls Log information...63 To delete a call from the Calls Log...63 To close the Calls Log Window...63 To view the Address Book in large icons...65 To view in the Address Book in small icons...65 To view in List View...65 To view in Details View...66 To add a contact using the toolbar...66 To add a contact using the right mouse button...66 To add a contact using the Menu bar...67 To add or change the voice announcement for this contact...70 To add or change the bitmap image...71 To remove the image file...71 To add a caller...72 To find a contact...74 To find a contact...75 To change the properties of a contact using the right mouse button...76 To change the properties of a contact using the toolbar...77 To change the properties of a contact using the Menu bar...78 To copy a contact using drag-and-drop...79 To copy a contact using the toolbar...80 To copy a contact using the right mouse button...80 To copy a contact using the Menu bar...80 NN

5 Task list 5 To copy a contact using the right mouse button...81 To copy a contact using the Menu bar...81 To move a contact using drag-and-drop...81 To move a contact using the toolbar...82 To move a contact using the right mouse button...82 To move a contact using the Menu bar...82 To delete a contact using the right mouse button...83 To delete a contact using the Menu bar...83 To delete a contact using the keyboard...83 To print a contact list...83 To print a contact list for all of the contacts in a folder...84 To print contact details...84 To create a new folder using the right mouse button...84 To create a new folder using the toolbar...85 To create a new folder using the Menu bar...85 To copy a folder...86 To copy a folder using the right mouse button...86 To copy a folder using the toolbar...86 To copy a folder using the Menu bar...86 To move a folder...87 To move a folder using the toolbar...87 To move a folder using the right mouse button...87 To move a folder using the Menu bar...87 To change the name of a folder using the right mouse button...88 To change the name of a folder using the toolbar...88 To change the name of a folder using the Menu bar...88 To delete a folder using the right mouse button...88 To delete a folder using the Menu bar...89 To import addresses...89 To export contacts...91 To access the About Personal Call Manager window...92 To access the Help window...93 To display the Tip of the Day window...93 To turn the off Tip of the Day...94 To turn the on Tip of the Day...94 To change the Search mode from the Menu bar...95 To change the Search mode from the task tray...95 To change the Startup Option from the Menu bar...96 To change the Startup Option from the task tray...96 To change the Dialing Rule Setting from the Menu bar...97 To change the Dialing Rule Setting from the task tray...97 To change Caller s Record Display Setting from the Menu bar...98 To change the Dialing Rule Setting from the task tray...99 To quit Personal Call Manager using the task tray...99 To quit Personal Call Manager using the window...99 To remove the Personal Call Manager software Personal Call Manager User Guide

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7 7 Contents Task list How to get help Chapter 1 Getting started with Personal Call Manager About Personal Call Manager Audience Acronyms Symbols and text conventions Related publications Chapter 2 Personal Call Manager Before you start Using a handsfree telephone with Personal Call Manager Installing Personal Call Manager Starting Personal Call Manager Personal Call Manager icons Personal Call Manager task tray icon Personal Call Manager task tray menu Personal Call Manager window Opening the window Components of the window Address Book Current Calls Status bar Closing the window Setting up Personal Call Manager Defining the line used Changing the dialing properties Location name Country/region Setting up a calling card Adding a custom calling card Defining long distance numbers in your area code Placing a call Placing a call using the Address Book Placing a call using the task tray or Calls menu Personal Call Manager User Guide

8 8 Contents Placing a call using the toolbar Redialing a number Returning a call Calling from the Quick Dial list Answering a call Knowing when someone is calling Knowing who is calling Answering a call using the You Have a New Call dialog box Accessing the Notes tab Putting a call on hold Multiple calls Switching between calls using the window Switching between calls using the task tray and Call menus Transferring a call Transferring a call without an announcement Transferring a call with an announcement Conference calls Creating a conference call Putting conference calls on hold Taking a conference call off hold Splitting a conference call Ending a conference call Ending a call Calling features Do Not Disturb (DND) Call Forward Calls Log window Updating the Calls log Sorting the Calls Log Making a call from the Calls Log Printing call information from the Calls Log Deleting calls from the Calls Log Closing the Calls Log Window Address Book The Tree View of the Address Book List View portion of the Address Book Contacts Address Properties dialog box Adding a caller to the Address Book Finding a contact in the Address Book Slow Search Organizing the Address Book NN

9 Contents 9 Copying a contact Printing Contacts Folders Quick Dials Adding Quick Dials Displaying the information about Personal Call Manager Synchronization with the telephone Accessing Help Accessing context-sensitive Help Opening the Help contents window Accessing the Tip of the Day Personal Call Manager preferences Changing the Search preferences Changing the Startup Option Changing the Dialing Rule Setting Changing the Caller s Record Display Setting Quitting Personal Call Manager Removing Personal Call Manager Glossary Index Personal Call Manager User Guide

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11 11 How to get help This section explains how to get help for Nortel products and services. Getting Help from the Nortel Web site The best way to get technical support for Nortel products is from the Nortel Technical Support Web site: This site provides quick access to software, documentation, bulletins, and tools to address issues with Nortel products. More specifically, the site enables you to: download software, documentation, and product bulletins search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues sign up for automatic notification of new software and documentation for Nortel equipment open and manage technical support cases Getting Help over the phone from a Nortel Solutions Center If you don t find the information you require on the Nortel Technical Support Web site, and have a Nortel support contract, you can also get help over the phone from a Nortel Solutions Center. In North America, call NORTEL ( ). Outside North America, go to the following Web site to obtain the phone number for your region: Getting Help from a specialist by using an Express Routing Code To access some Nortel Technical Solutions Centers, you can use an Express Routing Code (ERC) to quickly route your call to a specialist in your Nortel product or service. To locate the ERC for your product or service, go to: Getting Help through a Nortel distributor or reseller If you purchased a service contract for your Nortel product from a distributor or authorized reseller, contact the technical support staff for that distributor or reseller. Personal Call Manager User Guide

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13 13 Chapter 1 Getting started with Personal Call Manager This section contains information on the following topics: About Personal Call Manager on page 13 Audience on page 13 Acronyms on page 14 Symbols and text conventions on page 15 Related publications on page 16 About Personal Call Manager Business Communications Manager (BCM) Personal Call Manager is a Telephony Application Programming Interface (TAPI)-based application that provides an easy-to-use interface between your computer and your telephone. You can use the telephone to speak with a caller. You can customize your Address Book and your calls. Basic functions that Personal Call Manager performs include: making and answering calls putting calls on hold transferring calls making conference calls Audience This guide is intended for users who want to manage their own calls and who have Personal Call Manager installed on their PC. Your PC must be registered with the BCM server. This guide assumes that you have the following background: working knowledge of the Windows operating system some experience with windows-based systems or graphical user interfaces (GUI) Personal Call Manager User Guide

14 14 Chapter 1 Getting started with Personal Call Manager Acronyms This guide uses the following acronyms: API CLID CTE CTI DND ERC IP O/S PCM PIN TAPI TSP URL Application Programming Interface Calling Line Identification Computer Telephony Engine Computer Telephony Integration Do Not Disturb Express Routing Code Internet Protocol Operating System Personal Call Manager Personal Identification Number Telephony Application Programming Interface TAPI Service Provider Uniform Resource Locator NN

15 Chapter 1 Getting started with Personal Call Manager 15 Symbols and text conventions These symbols are used to highlight critical information for the [Product Name (short)] system: Caution: Alerts you to conditions where you can damage the equipment. Danger: Alerts you to conditions where you can get an electrical shock. Warning: Alerts you to conditions where you can cause the system to fail or work improperly. Note: A Note alerts you to important information. Tip: Alerts you to additional information that can help you perform a task.! Security note: Indicates a point of system security where a default should be changed, or where the administrator needs to make a decision about the level of security required for the system. Warning: Alerts you to ground yourself with an antistatic grounding strap before performing the maintenance procedure. Warning: Alerts you to remove the [Product Name (short)] main unit and expansion unit power cords from the ac outlet before performing any maintenance procedure. Personal Call Manager User Guide

16 16 Chapter 1 Getting started with Personal Call Manager These conventions and symbols are used to represent the Business Series Terminal display and dialpad. Convention Example Used for Word in a special font (shown in the top line of the display) Pswd: Command line prompts on display telephones. Underlined word in capital letters (shown in the bottom line of a two line display telephone) PLAY Display option. Available on Enterprise Edge 7310 and 7324 telephones. Press the button directly below the option on the display to proceed. you press on the to select a particular option. These text conventions are used in this guide to indicate the information described: Convention bold Courier text italic text plain Courier text FEATURE HOLD RELEASE separator ( > ) Description Indicates command names and options and text that you need to enter. Example: Use the info command. Example: Enter show ip {alerts routes}. Indicates book titles Indicates command syntax and system output (for example, prompts and system messages). Example: Set Trap Monitor Filters Indicates that you press the button with the coordinating icon on whichever set you are using. Shows menu paths. Example: Protocols > IP identifies the IP option on the Protocols menu. Related publications Related publications are listed below. To locate specific information, you can refer to the Master Index of your product documentation suite. LAN CTE Configuration Guide (NN ) NN

17 17 Chapter 2 Personal Call Manager BCM Personal Call Manager is a TAPI-based application that provides an easy-to-use computer interface for your telephone. With Personal Call Manager you can: make calls redial telephone numbers return calls answer calls put calls on and take calls off hold manage multiple calls transfer calls conference calls activate and de-activate Do Not Disturb forward calls Personal Call Manager also has an address book that enables you to store the names, addresses, and telephone numbers of your contacts on your computer, where they are easy to find and use. Note: Personal Call Manager provides several ways to perform each task. Although this document describes all of the possible methods, you only need to use one of the methods to perform the task. Before you start You must install the Nortel Local Area Network Computer Telephony Engine (LAN CTE) client on your computer before you can use Personal Call Manager. Your system administrator must configure the BCM to provide access for your computer and you must have a LAN CTE seat license to run Personal Call Manager. Refer to LAN CTE Configuration Guide (NN ) for instructions on how to install the LAN CTE client. Personal Call Manager is not supported on the 64-bit version of Windows Vista Business, Windows Vista Ultimate, Windows Vista Enterprise, or Windows XP operating systems. Personal Call Manager User Guide

18 18 Chapter 2 Personal Call Manager Using a handsfree telephone with Personal Call Manager Personal Call Manager is a tool designed to accompany your telephone. Personal Call Manager provides tools to make processing calls easier, but you must still use your telephone to speak with the caller. It is recommended that you use a telephone equipped with a handsfree function. When you use a handsfree telephone, you can perform all of the Personal Call Manager functions without lifting the telephone handset. Installing Personal Call Manager Personal Call Manager must be installed on your computer before you can use it. The files required to install Personal Call Manager are on the BCM base unit. Use one of the following installation procedures for the appropriate BCM version you are running. Personal Call Manager has the same functionality on the BCM450 platform as it does on the BCM50 or 200/ platforms. To install Personal Call Manager on a BCM50, BCM450 or a BCM running version Exit any Windows programs that are running. 2 Start a browser session, and connect to the BCM web page. To access the BCM web page, enter where <bcmip> is the IP address of your BCM. The BCM Login dialog box appears. 3 Enter your username and password, and click OK. The Welcome to BCM page appears. 4 Click User Applications. The User Applications page appears. 5 Click Personal Call Manager. The Personal Call Manager download page appears. 6 Click Download Personal Call Manager. The File Download dialog box appears. 7 Click Save and save the application to the location from which you want to install it. 8 After the application downloads, double-click the application to launch the installation. 9 Follow the instructions in the installation wizard. 10 Restart your computer after the installation is complete. If you do not restart your computer, you cannot assign a TAPI line or define the dialing properties for that line. After a reboot, you can only select the lines that the administrator configured for you. If you NN

19 Chapter 2 Personal Call Manager 19 reboot before the administrator configuration is complete, you will have to reboot to see the configured lines. To install Personal Call Manager on a BCM running versions 3.5, 3.6, or Exit any Windows programs that are running. 2 From the Unified Manager front page, click Install Client. The Client Install Application page appears. 3 Click Personal Call Manager. The Personal Call Manager page appears. 4 Click Install Personal Call Manager. A file download window appears. 5 Select Save this program to disk, and click OK. The Save As dialog box appears. 6 Choose a location to which to save this file and click Save. The file begins downloading. 7 When the file is finished downloading, double-click the file. The install application begins. 8 Follow the on-screen instructions. Note: The installation files for Personal Call Manager are not deleted by the installation wizard. These files are stored in a folder named C:\Program Files\Nortel\ClientInstall\Personnal Call Manager. You can delete the installation files; they are not needed by Personal Call Manager. Starting Personal Call Manager You can start Personal Call Manager from the shortcut icon on the desktop, or from the Windows Start button. Personal Call Manager User Guide

20 20 Chapter 2 Personal Call Manager To start Personal Call Manager from the shortcut icon 1 Double-click on the Personal Call Manager shortcut icon. To start Personal Call Manager using the Start button 1 Click the Start button, 2 Follow the Programs > Nortel >Personal Call Manager > Personal Call Manager menu path. The Personal Call Manager introduction window appears briefly. The Personal Call Manager icon is added to the task tray and task bar, and the Personal Call Manager window opens. Note: When you install Personal Call Manager, the shortcut icon is installed by default. Personal Call Manager icons When Personal Call Manager starts up, two icons are added to the screen: the taskbar icon and the task tray icon. These two icons have different tasks. The taskbar icon opens the Personal Call Manager window. The task tray icon gives you access to Personal Call Manager functions when you are using another program. The he following figure shows where these icons are located. Taskbar icon Task tray icon Personal Call Manager task tray icon The Personal Call Manager icon appears on the right side of the task tray. When you move the mouse pointer over the Personal Call Manager icon, the number of current calls is displayed. The number displayed includes active calls, conference calls, and calls on hold. When you right-click on the Personal Call Manager icon, a menu appears. Use this menu to exit Personal Call Manager, set Personal Call Manager options, or open the Personal Call Manager window. The Personal Call Manager window provides access to additional features, such as the Address Book. When you click on the Personal Call Manager icon, the task tray menu, appears. From the task tray menu you can perform most basic call functions, such as making and answering calls, putting calls on hold, transferring calls, and conferencing calls. NN

21 Chapter 2 Personal Call Manager 21 Personal Call Manager task tray menu The Personal Call Manager task tray menu is divided into two main sections. The lower portion of the menu contains the following call control options: Callers List: lists the telephone numbers of the last ten incoming calls Redial List: lists the telephone numbers of the last ten outgoing calls you dialed Quick Dials: lists telephone numbers to which you want quick access Transfer: allows you to transfer the active call to another telephone Manual Dial: allows you to call someone by entering their telephone number on the computer keyboard DND: turns on or off the Do Not Disturb feature The upper portion of the menu contains the current calls. Each of these calls has an icon beside it to indicate the status of the call. If there are currently no calls, the upper portion of the menu does not appear. Active Call Appears beside the call on which you are currently. Held Call Conference Call Held Conference Appears beside calls that are on hold. Any call that is not active is on hold. Appears beside the two calls to which you are connected when you are on a conference call. Appears beside conference calls that are on hold. Ringing Appears beside calls that are ringing. Personal Call Manager window From the Personal Call Manager window, you can perform all of the functions of the Personal Call Manager task tray icon, as well as access the Address Book, the Help files, and Personal Call Manager setup. Opening the window When you start Personal Call Manager, the window appears. If you do not want the window to appear when you start Personal Call Manager, refer to Changing the Startup Option on page 96. When you change this option, the window is minimized to an icon on the taskbar when you start Personal Call Manager. You also can minimize the window at anytime by clicking the minimize button in the top right corner of the window. To maximize the window: click the Personal Call Manager icon in the taskbar or right-click the Personal Call Manager icon in the task tray, and select Open Personal Call Manager User Guide

22 22 Chapter 2 Personal Call Manager Components of the window The Personal Call Manager window shows the following components, all of which you can turn on or off: menu bar toolbar Address Book current calls status bar Menu Bar Toolbar Address Book Current Calls Status Bar Tree View Calls box List View Conference box Menu bar The menu bar shows the menus available from the window. From these menus, you can access all of the features available from Personal Call Manager. The menu bar is always visible in the window. One of the menus on the menu bar is the Calls menu. The items on the Calls menu are identical to the items on the Personal Call Manager task tray menu. Toolbar The toolbar contains several buttons that provide quick and easy access to Personal Call Manager functions. NN