.. .. .. .. . ALCATEL . . . . . . . PIMphony the power of speech for MSOutlook . . .
Alcatel PIMphony Contents Introducing Alcatel PIMphony .................................................................................................... 3 General presentation.................................................................................................................... 3 Hardware and software installation guide .................................................................................... 4 Installing Alcatel PIMphony standard version .........................................
Alcatel PIMphony Unanswered calls window ......................................................................................................... 24 Call log window ........................................................................................................................ 25 Call list...................................................................................................................................... 25 Command bar...............................................................
Alcatel PIMphony Introducing Alcatel PIMphony Thank you for choosing the Alcatel PIMphony application. This Online Help will help you become familiar with the product, and its organisation is described below. The Online Help is divided into 5 sections: 1. General presentation of the product, its functions and practical features. 2. Installation guide, covering both hardware and software. 3. Getting started with the application, which guides you through the early stages. 4.
Alcatel PIMphony Main features of Alcatel PIMphony are: • Enhanced user-friendliness to manage your telephone calls (on the screen), • Operates with PIM MS Outlook 97 and 98, • A personal directory supplied with the basic application, so that it can be run without PIM. Main functions are: • Call management (holding, transfer, conference, etc.
Alcatel PIMphony Installing Alcatel PIMphony standard version The Alcatel PIMphony application standard version is supplied in a pack containing: • A CD-ROM containing the software to be installed. • A PC-Telephone connection module CTI (Alcatel 4091 CTI). • A V24 serial connection cable. • A product installation manual. Telephone configuration required 1. You must be connected to an Alcatel Office PABX, running software release R3.1 or later. 2. You must have an Alcatel Reflexes telephone.
Alcatel PIMphony Software configuration The operating system installed on your PC must be one of the following: • MS Windows 95. • MS Windows 98. • MS Windows NT 4.0 Workstation with Pack 3 or later. • MS Internet Explorer V3.02 (or later) or Acrobat Reader is recommended to view the On Line Help. The Alcatel PIMphony application is based on the Microsoft TAPI standard. Environment TAPI version Windows 95 TAPI 1.4 TAPI 2.1 Windows 98 TAPI 2.1 Windows NT 4.0 TAPI 2.0 TAPI 2.
Alcatel PIMphony If your terminal is a Premium or Advanced Reflexes: 1. Disconnect the telephone cord from its socket. 2. Turn the terminal upside down. 3. Install the module in the terminal. 4. Connect the module to the terminal. 5. Mount the module on the terminal using the screw supplied in the kit. 6. Connect the module output to the serial port on your PC. 7. Reconnect the telephone cord to its socket. If your terminal is a First or Easy Reflexes: 1.
Alcatel PIMphony Installation of standard version software The software is installed from the CD-ROM supplied in the pack. 1. Insert the CD-ROM into the drive. 2. In Windows Explorer, select the CD-ROM drive and click on Setup.exe. 3. The installation window then appears. 4. Follow the instructions given on the screen, through the installation. 5. The default installation folder is C:\Program Files\Alcatel PIMphony, but you can install the application in another folder of your choice. 6.
Alcatel PIMphony PC configuration required 1. Before attempting to install the application, check that your PC configuration corresponds to the minimum required configuration. The network version installation only involves the software installation. No hardware installation is necessary. PC configuration required for network version Hardware configuration Your PC must have the following minimum characteristics: • Processor: Pentium 166 MHz or better. • RAM: minimum 48 MB.
Alcatel PIMphony Installation of network version software The software is installed from the CD-ROM supplied in the pack. 1. With Windows running, insert the CD-ROM into the drive. 2. In Windows Explorer, select the CD-ROM drive and click on Setup.exe. 3. The Welcome window then appears. 4. Follow the instructions given on the screen, through the installation. 5. The default installation folder is C:\Program Files\Alcatel PIMphony, but you can install the application in another folder of your choice. 6.
Alcatel PIMphony Running Alcatel PIMphony for the first time To run the Alcatel PIMphony application for the first time, proceed as described below: 1 - Running Alcatel PIMphony • From the Windows tool bar: click on Start and then select the PIMphony application in the Programmes/Alcatel PIMphony menu. 2 - Synchronisation of Alcatel PIMphony with the PIM • The first time the Telephone module is run, the Alcatel PIMphony application is synchronised with the PIM contacts base.
Alcatel PIMphony Making a call using the Telephone module In the example below, you are going to make a call using the Telephone module. 1. On the keyboard, enter the name or number of the person you wish to call in the entry window (for example 77895). 2. When the first few letters have been entered, the name is completed from the Outlook list of contacts, or from that of the personal directory if Outlook is not installed. 3. Click on , to dial the number. 4.
Alcatel PIMphony 5. When the call is answered and during the conversation, the call status and management window is as shown below. 6. indicates that the call is connected. • Possible actions are indicated by the control icons: "terminate call", "put on hold", "transfer" and "conference". 7. You can lift your receiver and speak to the person called.
Alcatel PIMphony Showing a Popup entry This action enables you to check the operation of the Popup that you just configured, during the installation. In the example below, we shall consider that the Popup is configured to show an entry for the first incoming call. 1. Ask a colleague for whom you have an entry in your PIM, or in your Personal directory, to call you. 2. Check that his entry appears on the screen, in the conditions you defined.
Alcatel PIMphony The Telephone module The Telephone module is the core of the Alcatel PIMphony application. It enables you to use the basic functions of your telephone without any keyboard operations. Following activation, the Telephone module main window is displayed. The size of the window varies as a function of the number of calls and the supplementary options selected. The window may not be displayed while calls are in progress (configuration).
Alcatel PIMphony Personal directory The Personal directory provides a local telephone directory which can manage up to 400 entries. If you are running a PIM with your Alcatel PIMphony application, the Personal directory is managed in parallel and can be synchronised with the PIM window Popup. The user interface is simply a directory display table containing 3 columns: name, first name and telephone number. Windows are presented in name alphabetical order.
Alcatel PIMphony The bar appearance differs as a function of the status of the terminal: • Idle: • Ringing: • In conversation (in this case with Jean-Luc STEINER) The bar contains: • a Call Status and Management Window similar to that of the Telephone window when the terminal is in operation, • a group of 5 control buttons. The Telephone Bar function selection icons provide access to supplementary functions.
Alcatel PIMphony Control buttons The Telephone Bar comprises the following control buttons: • : make a call. • : Popup the Outlook entry for the current call. • : call the application Personal directory. • : call the Popup configuration Wizard. • : open the Telephone window and close the Telephone Bar. Telephone Bar function selection L'icône ouvre la fenêtre Téléphone. L'icône minimise la Barre Téléphone.
Alcatel PIMphony Telephone module main window The Telephone window shown below corresponds to a call in progress, with 1 unanswered call. This window meets two contradictory requirements: maximum function selection facility using a minimum of PC screen area. The window comprises several control windows and bars, of various sizes, some of which are optional: 1. Main control bar for dialling, using the personal directory and call log, etc. This bar is always displayed. 2.
Alcatel PIMphony Main control bar The main control bar contains the main functions required to make a call. This is the "minimum" telephone representation when the terminal is idle, there are no unanswered calls and the optional secondary control bar has not been programmed. The window contains: A control bar for dialling: • normal dialling, • dialling using the name, A control bar for window Popup and access to other modules such as the personal directory or the call log. etc.
Alcatel PIMphony The control bar for window Popup and access to other modules contains: • : a button for the Outlook window Popup for a call selected in the status window. • : a button to call the application personal directory. • : a button to call the call log. • : a button to call the Telephone bar. • : a button to call the Popup configuration Wizard. • : a button to open/close the Programmable function keys window.
Alcatel PIMphony Call status and management window The number of lines displayed in the call status and management window varies as a function of the number of calls. Up to 8 lines can be displayed. Each call is represented by a line which gives the status of the call. The window below shows an example of a call status line during the conversation phase. This line contains the following: • call status icon, • call identification window, • duration of call, • control icons.
Alcatel PIMphony Call status icon This icon indicates the status of the current call: • : Ringing. • : Conversation in progress. • : On hold. When the mouse pointer is on the icon, the icon is displayed in colour. Control icons The status window control icons are used to assign the available commands, dynamically and directly, to each line.
Alcatel PIMphony Programmable function keys The display of the programmable function keys window can be activated or disabled from the Telephone main window (icon ). The programmable function keys window is shown below. Fifteen keys are available for customised programming to your own requirements. Unanswered calls window The window showing unanswered calls or the management of calls currently being made shows all unanswered calls, incoming and outgoing.
Alcatel PIMphony Call log window The Call log records all calls (incoming and outgoing, answered or unanswered) over the last 30 days. Call records are entered in the log continuously if the PC is on and the Telephone connection is made (see Dialler). Incoming and outgoing calls are shown in separate windows, but it is possible to show all the calls in the same window.
Alcatel PIMphony Each line corresponds to a call and contains the following information: • general information icon ( • call status icon ( • name of correspondent (if in system), • correspondent's number, • date, • time, • duration of call. : incoming call or : unanswered call), A selected line is highlighted in yellow. Command bar The call log command bar contains: a group of six buttons for log management: • : shows incoming calls. • : shows outgoing calls.
Alcatel PIMphony Using the Telephone From the Telephone module main window, you can access the following functions: 1. Call management 2. Programming a function key 3. Using the Call log 4. Using the Personal directory Using the Call log Using the Call log you can: • Display a type of call (incoming or outgoing) or filter calls from a specified number. • Delete any or all of the Log lines. • Call back a correspondent. • Popup the PIM window for a correspondent. • Access the Telephone window.
Alcatel PIMphony To filter all calls to or from a specified number: 1. Select a line of the number concerned. 2. Click on . To call back a correspondent: 1. Select a line of the number concerned. 2. Click on . 3. You can also click RH on the line and select the Dialling option in the menu. To Popup the PIM window for a correspondent: 1. Select a line of the number concerned. 2. Click on . 3. You can also click RH on the line and select the Popup option in the menu. 4.
Alcatel PIMphony Accessing an existing entry: 1. Click on the scrolling bar or use the arrow keys on the keyboard. 2. You can directly access the first entry in the directory with a name beginning with the letter I (for example) by entering I on the keyboard (quick search). Creating a new entry: 1. Click on and the following new entry screen will be displayed. 2. Enter the name and telephone number of the person and click on Save. 3. This creates a new entry in the Personal directory.
Alcatel PIMphony Managing calls Call management can be accessed from the status window and the following actions are possible: 1. Making a call 2. Putting a call on hold 3. Transferring a call 4. Setting up a conference Making a call To make a call: 1. Using the keyboard, enter the number or name of the person required, in the entry window. 2. If the name is entered, when the first few letters have been typed, the name is completed from the Outlook list of contacts or from the personal directory. 3.
Alcatel PIMphony When the call is answered and during the conversation, the call status and management window appears as shown below: • • indicates that the call is connected. In this case, possible actions are, in order: "terminate call", "put on hold", "transfer" and "conference". Putting a call on hold Putting a call on hold enables you to suspend the call for a short time and to pick it up again later. The correspondent hears holding music. To put a call on hold: 1. Click on . 2.
Alcatel PIMphony To put STEINER on hold and speak to BERI: 1. Click on control icon for BERI. To put both calls on hold: 2. Click on control icon for STEINER. Transferring a call Transferring a call means diverting a call to another number of your own choosing. In the example below, you want to transfer the call received from STEINER to BERI. To transfer the call received from STEINER: 1. Click on the control icon for STEINER's call. 2.
Alcatel PIMphony 4. You are now in contact with BERI. Inform him that you are transferring a call. 5. Click on the icon for STEINER's call to validate the transfer. 6. STEINER and BERI are now in contact. Setting up a conference Setting up a conference puts you in simultaneous contact with two other numbers. The conference initiator calls the other two people and can disconnect one or both of them. In the example below, after receiving a call from STEINER, you want to set up a conference with BERI: 1.
Alcatel PIMphony Programming a function key You can use the Telephone module main window to assign a predefined function to a key. To display the programmable function key window: 1. Click on in the main control bar. 2. The programmable function key window is shown below. You can program a function key, on an unassigned key. Programming an unassigned function key To programme a function key 1. Click RH on an unassigned key. You are now in programming mode and the following screen appears.
Alcatel PIMphony 2. Select a function from the list of pre-programmed functions: • Speed dial: to obtain directly a frequently called number. • Interception of individual or group calls: to intercept a call to one terminal or to a group of terminals (in this case, the PABX must be programmed). • Direct dialling to the operator (by default "0"). • Pre-programmed forward (direct, when busy or timed).
Alcatel PIMphony The Popup module The Popup module provides the interface between the Alcatel PIMphony application and the PIM external to the application (such as Outlook). It displays telephone contact entries on the basis of criteria entered during the configuration. Configuring the Popup enables the user to define criteria for the display and closing of the Popup entries (actions, events, filters).
Alcatel PIMphony This window enables you to: • configure the Popup using the Wizard (Wizard key). • or customize the Popup configuration to suit your own requirements (vertical function buttons and tabs). If you are relatively inexperienced, we recommend that you use the Wizard. Configuring Popup using the Wizard Running the Wizard displays screens that give you instructions for the selection of a pre-recorded Popup configuration. 1.
Alcatel PIMphony Step 4 In Step 4, you select the event to close the Popup (at hang-up or after a timed delay, with or without confirmation). Select the options you want, then click on Next. End of configuration The Congratulations screen indicates that the Popup configuration was successful. Click on Finish, to validate your options, close the Wizard and run the Popup. Customized Popup configuration From the main Popup configuration window, you can customize Popup operation to suit your own requirements.
Alcatel PIMphony To configure Popup: 1. Select one or more actions in the list, by ticking the appropriate square. 2. Click on OK to validate the configuration. If no predefined action suits your requirements, you can: • Create a new action • Modify an existing action • Load a pre-programmed action file (*.saa) You can also synchronise the Alcatel PIMphony application with the latest version of PIM.
Alcatel PIMphony 1. In the Name window, enter or modify the name of the action, which will then appear in the list of actions (for example Close outgoing contact). 2. Select the event which will trigger the action (for example On: Each call). 3. You can request the display of an optional confirmation screen before the action is executed. Configuring an action 1. Click on the Action tab. The following screen is then displayed. 2. Select the action to be executed, for example Send mail to. 3.
Alcatel PIMphony Configuring a filter 1. Click on the Filter tab. The following screen is then displayed. 2. Select the criteria for the filtering or non-filtering of the previously defined event. Loading a pre-programmed action file 1. On the main Popup configuration screen, click on . 2. This will open a window for the selection of a file with suffix saa (stand alone action), from within the file organisation structure. 3. Validate and the action file is loaded.
Alcatel PIMphony Synchronize Alcatel PIMphony with Outlook 1. From the main Popup configuration screen, click on the Advanced tab. The following screen is then displayed. 2. Click on Synchronize with Outlook to start synchronization of the application with PIM. The Dialler module The Dialler module is the basic level of the Alcatel PIMphony application, represented by an icon which is always visible in the Windows tool bar. If the Windows tool bar is hidden, use the mouse to make it visible.
Alcatel PIMphony Displaying the status of the PC-telephone connection and the terminal The appearance of the Dialler module icon indicates the status of the PC-telephone connection and your telephone. Supplementary information is given in the ToolTips which appears when the mouse pointer is on the icon.
Alcatel PIMphony • Hang up: to terminate a call in progress. • Redial: to redial the last number dialled (redial function). • Dial: to make a call, the number required can be entered in a window. • Maximise: to activate the main Telephone window. • Features: to configure quick dialling using the mouse right-hand button. • Close: to close the Dialler.
Alcatel PIMphony Dialling using the mouse right-hand button The Dialler module can be used to make a call directly from a compatible application, such as Notepad, Word, Outlook or Excel, using the mouse right-hand button. The dialling function uses the telephone number. To make a call using the mouse right-hand button: 1. First, the function has to be activated. Click RH on the Dialler icon and select Features in the menu. The following screen then appears. 2.
Alcatel PIMphony Miscellaneous This section includes: • A Glossary of the technical terms given in this Online Help • A list of frequently asked questions and their answers • Instructions to follow in the event of technical problems • A statement of the rights associated to the use of the software (copyright) Glossary This glossary gives the main technical terms used in this Online Help: ABCDEFGHIJKLMNOPQRSTUVW • Action: Action executed automatically by the Popup when a specific event occurs (e.g.
Alcatel PIMphony • MS Word: Microsoft word processing software. • MS Excel: Microsoft spreadsheet software. • Notepad: Microsoft Windows small edit/print application. • PIM (Personal Information Manager): Application which manages the address book and personal directory functions. • Popup: Alcatel PIMphony module providing the interface with the PIM installed on your PC. Provides an automatic PIM window Popup facility. • Putting on hold: Telephone action of putting a call on hold.
Alcatel PIMphony How can I configure Popup? • Use the Wizard, which will guide you through the configuration using predefined profiles. What should I do if the operation is not operating correctly? • Click on In the event of technical problems. If the problems persist, contact your dealer. In the event of technical problems If the application is not operating correctly after installation: 1. For the standard version, check the hardware installation. 2.
