IBM Aptiva A40, C66
(250-0451,8) The Aptiva Telephone Faxback Doc. # 33121
The Aptiva Telephone provides you with the look and feel of a conventional
telephone.
When you open the Aptiva Telephone window, a familiar looking telephone
image appears on your screen. Just by pointing and clicking the keys on
the Aptiva Telephone dialing pad, you can immediately start using Aptiva
Telephone in ways that feel very much like using your "Regular" telephone.
When you hold conversations using the Aptiva Telephone, your voice is
carried through the computer's microphone, and you hear the person on the
other end of the telephone line over the computer's speaker.
Hold and Mute buttons are available for you to manage your
conversations.
And special features that add flexibility and efficiency to your voice
communications.
An information panel displays numbers as you enter them, and provides
status messages about dialing and other actions.
A link between Aptiva Telephone and the Address Book lets you look up
and dial numbers directly from the Address Book.
You can maintain a Speed Dial list, containing as many numbers as you
would like.
You can use a Speaker button to alternate between using the computer
and your telephone handset to hold your conversation.
A Summary of Telephone Settings
Use the Telephone settings to control how the Aptiva Communications Center
announces incoming calls, and to provide "hold" music for callers if you
want.
To open the Telephone Settings dialog box
1. In the Operator dialog box, click on Settings.
2. In the Settings dialog box, click on Telephone.
Settings Summary
Use To
Announce incoming Call Tell the Operator whether or not to display
a dialog box on your computer screen, to
announce incoming calls, and prompt you to
answer.
Play ring on incoming call Turn the Aptiva Telephone's "ring" on and
off.
Custom Ring features Choose the type of sound used for the Aptiva
Telephone's "ring", and control its volume.
Hold music features Tell the Operator whether or not to play
music for callers when you put them on hold,
choose the type of music to be played, and
set its volume.
NOTES: When Announce....and Play ring...are both active, you will hear the
phone ring and see the dialog box on your screen when you receive a
call. You can also have one or neither setting active.
A DND button in the Aptiva Telephone window provides an easy way to
activate a "Do not disturb" mode. When DND is active the "Announce
incoming call" and "Play ring on incoming call" settings under
Telephone Settings, and the "Listen to caller speak during message"
setting under Answering Machine Settings are suppressed.
Telephone Setting Definitions
Announce Incoming Call
If the box is:
Checked - Each time a call comes in, the Operator desplays a
(the default) dialog box to inform you of the call. This dialog
box prompts you either to answer the call or let the
Message Center take it.
Not checked - the Operator does not display a dialog box.
Play Ring on Incoming Call
Aptiva Telephone can emit a ring (or some other sound that you choose)
through the computer's speakers to signal incoming calls.
You can set the Aptiva Telephone's "ringer on and off. If the box is:
Checked - The telephone "ring" plays through the computer's
(the default) speaker
Not checked - The Aptiva Telephone does not emit a ring.
NOTE: Remember that your telephone handset is not affected by the Aptiva
Telephone Settings. If you do not want to hear the telephone
ringing at all, turn off both the Aptiva Telephone's ring and your
telephone handset's ring:
1. Make sure that "Play ring on incoming call" is not selected.
2. Turn off the "ringer" on your telephone handset.
Custom Ring, Ring File and Ring Volume
You can choose the type of sound that the Aptiva Telephone makes to signal
an incoming call. If the Custom Ring box is:
Not checked - the Aptiva Telephone will use a conventional ringing
(the default) sound to inform you of an incoming call.
Checked - the Aptiva Telephone will play a sound (wave) file of
your choice to inform you of an incoming call. You can
choose a wave file (identified by file names ending in
WAV) on your system. To choose a file, at Ring file:
either:
Type the full path and file name of the WAV vile you
want to use.
Click on Browse...to select your ring file. Use
standard steps for searching system directories and
choose the file you want to use.
Click on Play to listen to the selected file.
Ring Volume determines the volume of the Aptiva Telephone's ring through
your computer's speaker. Slide the volume control to the right to increase
volume and to the left to decrease it.
NOTE: This setting affects Aptiva Telephone only, not the general volume
of your computer's speaker.
Hold Music, Music File and Music Volume
When you click on the Hold button in the Aptiva Phone window, the Aptiva
Phone puts your caller on hold. During the hold interval, the Aptiva Phone
can either play music for the caller or simply maintain silence. If the
Hold Music checkbox is:
Not Checked - Aptiva Phone maintains silence during the "hold"
(the default) interval.
Checked - Aptiva Phone plays the file you choose. To choose a
file, at Music file: you can either:
Type the full path and file name of the WAV file you
want to use
Click on Browse...to select your music file. Use
standard steps for searching system directories and
choose the file you want to use.
Click on Play if you want to hear the chosen file.
Music Volume determines the volume at which the Aptiva Phone plays hold
music. Slide the volume control to the right to increase volume, and to
the left to decrease it.
Opening and Closing the Aptiva Telephone Window
You will need to open the Aptiva Telephone window when you want to make
outgoing calls or to use the Message Center.
NOTE: The Aptiva Operator will handle incoming calls regardless of whether
the Aptiva Telephone window is closed or open. When the telephone
rings, the Operator can notify your and open the Aptiva Telephone
window for you, on request. See "Receiving Phone Calls" on page 27
for more information.
To Open the Aptiva Telephone window from the Windows '95 task bar
Before you can open the Aptiva Telephone Window, the Aptiva Operator must
be active.
1. Click on the Start button
2. Click on Programs
3. Open the Aptiva Communications Center program group
4. Click on the Operator icon to turn on the Operator and open the Aptiva
Communications Center dialog box.
5. In the Aptiva Communications Center dialog box, click on the Telephone
icon.
To open the Aptiva Telephone window from within the Aptiva Communications
Center
You can start the Aptiva Telephone by:
Clicking on the Telephone icon in either the Operator dialog box or
the Fax Center's main screen, click on the Telephone icon.
Using the Dial "Tab" in the Address Book or double-clicking on a
number.
To close the Aptiva Telephone Window
Click on the Exit icon on the bottom of the Aptiva Telephone window.
Using the Hints Line
A Hints line appears at the bottom of the Aptiva Telephone window. You can
move the cursor on top of any Aptiva Telephone button or panel to see a
one-line description of it in the Hints line.
Making Your First Aptiva Telephone call
The following steps describe a few basic command you can use to make your
first Aptiva Phone call. See "Using the Aptiva Telephone Window" to learn
about all the settings available to you for looking up and dialing numbers.
1. Make sure the Aptiva Operator is running. From the Windows '95 task
bar, double-click on the Aptiva Communications Center group. In the
Aptiva Communications Center group. In the Aptiva Communications
Center group, click on the Operator icon.
2. To open Aptiva Telephone, click on the Telephone icon in the Operator
dialog box.
3. To enter the telephone number click on the keys of the Aptiva
Telephone's dialing pad. (You can also just type the numbers on your
keyboard.) The number appears in the Aptiva Telephone's information
panel as you enter it.
If you enter a wrong number by mistake, you can use the Clear button or
the Backspace key on your keyboard to erase the number, then start
again.
4. To have the Operator dial the number, either click on Dial, or press
the Enter key. As the Aptiva Operator starts dialing the number for
you, it displays the message "dialing... under the number in the
information panel.
1. You will hear the number being dialed, then the telephone ringing.
Note - If there is no answer, you can click on the Hang Up button
at any time to end the call.
2. When the telephone is answered, you will hear the person's voice
(or a recorded message, if the call is picked up by an answering
machine) over your computer's speakers.
5. To speak with the caller using Aptiva Telephone, speak into the
computer's microphone.
If you want to continue the conversation using your telephone handset,
just pick up the handset.
If you want to return to Aptiva Telephone:
1. First, click on the Speaker button.
2. Then hang up the handset.
6. To end your call, click on the Hang Up button.
Using the Aptiva Telephone Window
The Aptiva Telephone window includes options for quickly finding and
dialing telephone numbers, managing conversations, and opening other Aptiva
Communications Center applications. All the available features are listed
below, and described in detail under the referenced topics.
To make phone calls, see "Making Phone Calls" and "Options During a
Conversation".
To open the Message Center, see "Opening and Closing the Message Center".
To leave voice mail in any Message Center mailbox
1. Click on the Leave Memo button, which appears on the upper right hand
side of the Aptiva Telephone window. A set of options for recording
and sending the memo appears.
2. To use these commands, see "Leaving Memos in Mailboxes".
To open Other Aptiva Communications Center applications
A set of icons for accessing other Aptiva Communications Center
applications, appear on the bottom of the Aptiva Telephone window.
Click on the:
Fax icon to open the Fax Center. When You close the Fax Center,
control returns to the Aptiva Telephone window.
Address Book icon to open the Address Book. When you close the Address
Book, or use the Address Book's Dial button, control returns to the
Aptiva Telephone window.
Modem icon to start the modem communications that is currently assigned
at Communications Program under Modem Settings.
To transfer control of a call to the Aptiva Operator
If you answer the Phone:
And hear a fax tone, you can transfer control of the call back to the
Aptiva Operator, by clicking on the Operator button on the left side of
the Aptiva Telephone window. The Operator will redirect the call to
the Fax Center. See "Receiving Faxes" for more information.
And receive a voice call, you can have the caller transferred to the
Message Center, if you want, by clicking on the Operator button.
To close the Aptiva Telephone window
Click on the Exit icon that appears at the bottom of the Aptiva Telephone
window.
Making Phone Calls
In the Aptiva Telephone window, use any of these choices to look up and
dial a telephone number:
The Address Book - Click on the Address Book icon in the Aptiva
Telephone window to open the Address Book. See "Dialing from the
Address Book" on page 83 for more information.
The Speed Dial list - This list contains numbers that you dial often
and appears on the right side of the Aptiva Telephone window. Double-
click on any number in the list to have the Aptiva Operator dial. The
number and the message "dialing..." will appear in the display panel.
NOTE: The Speed Dial and Mailbox lists share the same space on the
Aptiva Telephone window, therefore, you can only display one
list at a time. If the Mailbox List is currently in view, click
on the Speed Dial button to display the Speed Dial list. Scroll
through the list to find the number you want. Double-click on
the number to dial it.
The Speed Dial list is formed by the Aptiva Communications
Center from all Address Book entries that have the Speed Dial
setting selected. See step 2 under "Address Book Entries".
The Aptiva Telephone's dial keypad - Click on the numbers on the Aptiva
Telephone's keypad, or type the numbers using your keyboard. They will
appear in the display panel. Then click on the Dial button or press
the Enter key on your keyboard to dial the number.
When Aptiva Telephone starts to dial the number for you, the message
"dialing..." appears in the information panel.
During dialing, if necessary, you can:
Press ESC on your keyboard to interrupt dialing if any problems occur.
Click on Redial to dial the number again.
When the telephone is answered
You will hear the caller's voice through your computer's speaker.
To hold your conversation using Aptiva Telephone - just speak! The
computer's microphone will carry your voice to the person on the other end
of the line, and you will hear the caller through your computer's speaker.
To continue the conversation with the telephone handset - pick up the
handset. Aptiva Telephone will automatically transfer control to the
telephone handset.
To return control to Aptiva Telephone
1. First click on the Speaker button.
2. Set the handset back onto the telephone.
To hang up the phone
Click on the Hang Up button.
Options During a Conversation
During a telephone conversation, you can use command buttons at the bottom
of the Aptiva Telephone keypad to control the incoming and outgoing sides
of the conversation, and to alternate between using your computer and your
conventional telephone handset.
Click on:
Mute to prevent the person at the other end from hearing your voice,
while continuing to hear his or hers. Click on Mute again to resume
two-way communication.
Hold to put the person on hold, then click on Hold again to return to
the call.
NOTE: You can optionally supply hold music for your callers. For more
information, see "Hold Music, Music File and Music Volume".
Speaker to alternate between using the Aptiva Telephone and your handset.
If you want to:
Continue the conversation with the telephone handset - pick up the
handset. Aptiva Telephone will automatically transfer control to the
telephone handset.
To return control to Aptiva Telephone
1. First click on the Speaker button.
2. Set the handset back onto the telephone.
Flash, in response to a call waiting signal, to pick up the call. Click on
Flash again to return to your original caller.
To adjust the Aptiva Telephone's volume
Position the cursor on the Volume slide that appears beneath the telephone
number keys, and press down the left mouse button. Slide right to
increase, and left to decrease, the volume.
To hang up the phone
Click on the Hang up button.
Leaving Memos in Mailboxes
The Aptiva memo recording area appears after you click on the Leave Memo
button in the Aptiva Telephone's main window. An Aptiva memo is a voice
message that you leave in one of the Message Center mailboxes.
To record and review the memo
1. Click on the Rec button to start recording.
2. Speak into the computer's microphone.
3. When done, click on Stop.
4. To listen to your message, click on Play.
NOTE: On the Leave Memo screen, the area labeled "MEMO LABEL" is a
place to enter information about the memo
To send the memo
1. Click on the mailbox Name list to view all available mailboxes. In the
list, click on the mailbox to which you want to send the memo.
2. Click on Done. (Note - Done becomes active as soon as you start
recording your memo.) The memo is placed in the chosen mailbox, and
you are returned to the Aptiva Telephone's main window.
To cancel the memo
Click on the Cancel button. Your memo is erased, and you are returned to
the Aptiva Telephone's main window.
Receiving Phone Calls
Whenever the Aptiva Operator is on, it monitors the telephone line
continuously, and "knows whenever calls come in.
How the Operator handles incoming calls
Whenever the Operator is on, it handles calls as follows:
1. It lets the telephone ring for the number of times you defined under
the Telephone settings, at the Number of rings...and Enable Toll Saver
settings.
NOTE: If your computer includes a power management feature, see "When
Power Management is in Effect" on page 32 for information on how
incoming calls are handled when your computer is in a suspended
state.
After the specified number of rings, the Operator picks up the call and
identifies it as either a fax transmission or a voice call.
2. If the call is - A fax transmission, the Operator directs it to the Fax
Center.
A voice call, and the Answering Machine is active, the Operator directs
the call to the Message Center. If the Answering Machine is not
active, your caller hears the message, "The Message Center is not
working at this time." then the Operator hangs up.
How the Operator announces calls
The Operator only announces calls when the Enable Answering Machine setting
is active. You can have the Aptiva Operator announce calls with either one
or both of these actions:
It can signal the incoming call by "ringing through your computer's
speakers. You turn the Aptiva Telephone's "ring" on and off with the
"Play ring on incoming call" setting under Telephone settings.
It can display a dialog box to announce each incoming call. This
dialog box will prompt you to either answer the call, or send it to
the Message Center. You turn this dialog box on and off with the
Announce incoming calls setting under Telephone settings.
What happens when the Answering Machine is on?
If Answering Machine Enabled is active, the Aptiva Operator announces calls
in the ways described above until the machine picks up the call.
As soon as the answering machine takes the call, the telephone stops
ringing and the dialog box closes. Your caller will hear the standard
Message Center prompts, and can leave you a message.
When the answering machine is active, you can:
Screen incoming messages - If you want to hear your caller's message
as it is recorded on he Aptiva answering machine, bring up the
Answering Machine settings, and set "Listen to caller speak during
message record" to Yes. See "Answering Machine Settings".
Pick up the telephone and take a call yourself - You can pick up
your telephone handset or press the Speaker button in the Aptiva
Telephone to take the call yourself.
To activate a "do not disturb" (DND) mode
There may be times when you have the answering machine on, and would prefer
not to be interrupted by the telephone at all. You can activate a "do not
disturb" mode in the following ways:
Whenever the Aptiva Telephone window is active - you can turn on a "do
not disturb" mode by clicking on the DND button in the Aptiva Telephone
window. "Do Not Disturb" mode turns off the Aptiva Telephone's ring,
as well as the dialog box that announces calls, and the Answering
Machine's call monitoring feature. The red "light" on the button
indicates when "do not disturb" mode is on.
To end DND mode, click on DND again.
Closing the Aptiva Telephone window automatically ends Do Not Disturb
mode and causes settings to revert to the values they had before DND
was activated.
When the Aptiva Telephone window is not active - You can activate a "do
not disturb" mode by making sure these settings are all off
"unchecked): "Play ring on incoming calls" and "Announce incoming
calls" under Telephone Settings, and "Listen to caller speak during
message" under Answering Machine Settings.
When Announce Incoming Calls is Active
When "Announce incoming calls" is active, the Aptiva Operator displays a
dialog box to announce an incoming call, and prompts you to either answer
the call or have the Aptiva Answering Machine take a message.
If you click on the Answer button
The Aptiva Operator opens the Aptiva Telephone window.
If you have received a voice call - you will hear your caller's voice
through your computer's speaker. To respond, just speak into the
computer's microphone. For more information, see "Options During a
Conversation".
If the call is a fax transmission - You will hear fax transmission
sounds. Click on the Operator button on the left side of the Aptiva
Telephone window to return control of the call to the Aptiva Operator.
The Operator will handle the incoming transmission and place the fax
in the Received fax log.
If you click on the Take Message button
The Aptiva Operator determines whether the call is "voice" or "fax" and
directs it to the Message Center or Fax Center, as appropriate.
NOTE: If the Aptiva Answering Machine is not active, "Take Message"
setting will be grayed out and unavailable.
When Announce Incoming Calls is Not Active
When a call comes in, you will hear the telephone ring, but no dialog box
will appear on your computer screen.
NOTE: Remember that at least one of the following three things must be
active to signal incoming calls: the Aptiva Telephone's "ringer"
(controlled by the "Ring on incoming call" setting - described in
the previous topic; or your telephone handset's "Ringer".
When you hear the telephone ring and want to answer the call, you can
either:
Open the Aptiva Telephone window by clicking on the Telephone icon in
the Aptiva Communications Center group from the Windows '95 task bar.
Pick up your telephone handset.
If You Do Not Answer the Telephone
When a call comes in, the Aptiva Operator lets the telephone ring for the
number of times defined under the Telephone Settings, then picks up the
call and identifies it as either a fax transmission or voice call. If it
is:
A fax transmission, the Operator directs the call to the Fax Center.
A voice call, and the Answering Machine is active, the Operator directs
the call to the Message Center. If the Answering Machine is not
active, the caller will hear the message, "The Message Center is not
working at this time."
When Power Management is in Effect
When power management is in effect and a call comes in:
1. Your computer powers up (The specifics on how this operates depends on
your computer's power management feature.)
2. When the computer is up and running, the Aptiva Operator takes your
call.
NOTE: Since your computer takes some amount of time to power up, and
the Operator cannot monitor the telephone until the computer is
active, the "Number of rings..." and "Enable Toll Saver"
settings are not relevant when power management is in effect.
3. The Operator uses its standard methods, as described in the previous
topics, to handle the incoming call.
(br-5/21/96)
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