Setting Up and Using Outlook

Linking CTILink to Outlook:

• In CTILink, select Options - Client Applications - Outlook. If Outlook is not running, a dialog box will request that it be opened. Dismiss the dialog when Outlook has completed loading and is logged on to Exchange if it is an Exchange client.

• Check the Link to Outlook checkbox.
• When a call is received, CTILink will automatically search all the folders in the Search Folders list for a contact with a matching phone number. If it finds a match it will display the contact name in the CTILink caption bar along with other information as described in the connection button alerting state. In addition, if the Display Contact Record when receiving a call check box is checked CTILink will display the contact record. If no contact matches the received call then a new contact form will be created and displayed and the home and business phone number fields will be filled with the received number.
• To add an Outlook folder to the Search Folders list, click Add Folder... and to remove a folder, highlight it and then click Rmv folder. Any contact folder can be searched including public folders in Exchange. The first folder in the list is searched first then the next until a match is found or all folders have been searched. If no match is found, a new contact record will be created in the first listed folder.
• When searching for a number, the format of the number must be the same as that displayed in a contact form. The default format number is listed in the Phone number lookup formats list. To add or change a format click on the list and add or edit as needed. To test, click the Lookup Nbr button and enter a number that is known to be in one of the folders, include the area code. The matching contact record will be displayed if the format is correct.
• Check Keep a call log using a journal folder if a record of placed and received calls is desired. Click Pick Folder to select the journal folder where the entries will be saved.
• Click OK.

Using Outlook with CTILink:

Positioning the CTILink Menu Bars:

After linking CTILink to Outlook the CTILink menu bar will be visible in any contact folder, journal folder or contact form. By default it is positioned near the upper left corner as shown:

The menu bar can be re-positioned to another location at the top, left, right, bottom or floating by moving the cursor over the menu grab bar at the left hand side and dragging it to another position:

Once moved, its position will be remembered from session to session.

Dialing:

• Dialing from a contact folder - Select a contact folder either by clicking on the Contacts shortcut or clicking on a folder in the Folder List in Outlook. Highlight the contact to be called and click on the CTILink Dial button. If there is more than one number associated with the contact a drop-down menu will display all the numbers. Click on the desired number to dial. If there is only one number, it will be dialed immediately.

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• Dialing from a contact form - When the phone line is idle, click on the CTILink Dial button. If there is more than one number associated with the contact a drop-down menu will display all the numbers. Click on the desired number to dial. If there is only one number, it will be dialed immediately.

Receiving a call:

When a call is received, CTILink looks in the records contained in the folders listed in the Search Folders list in the Outlook Properties dialog for a match to the number. If the Display Contact Record when receiving a call box is checked, CTILink will display the associated contact record or create a new contact record if no match is found.

If the Display Contact Record when receiving a call is unchecked, CTILink will display the name of the associated contact in the CTILink caption if it is found. In addition, the View Contact button is enabled and clicking on it will display the associated contact if it is found or create a new contact form and fill the home and business phone numbers with the caller number.

CTILink enables a user to quickly dial a list of selected contacts from any contact folder. This allows numbers to be dialed accurately and quickly and has the further benefit of allowing the caller to do other work such as making notes while the number is being dialed.

To begin power dialing, select the contact folder that contains the numbers that are to be dialed. Then click the Power Dial button on the CTILink Menu Bar. This will create a new explorer window with both a CTILink Menu Bar and a CTILink Power Dial Menu Bar.

Click Setup on the CTILink Power Dial Menu Bar to enter the names of sub-folders where the last dialed contact will be moved. For example, there might be a "Not Reached", "Not Interested", "Interested" and "Sold" sub-folder. Next, select the names in the folder that should be included in the power dialing campaign. To select all names click Edit - Select All  in the power dialer explorer. To select some of the names, click on each name to be selected with the mouse while holding down the Ctrl   key.

When it's time to start dialing, click Start CTILink PowerDialer. The caption changes to Stop CTILink PowerDialer  and the View Dialed Contact and Results button are enabled. Also, the result button displays the name of the contact currently being dialed. And, of course the CTILink Dialer Menu bar shows the current phone state and allows control of the phone line. During the call, clicking on View Dialed Contact  will display the contact form for the currently dialed contact allowing notes to be made or additional information to be obtained. Another way to enter notes during the call is to select View - AutoPreview on the explorer main menu. To end the call, either click CTILink Hang-up or the Results for  button. If additional time is needed before the next call is placed, choose CTILink Hang-up. Otherwise, clicking the Results button will immediately hang up the current call and begin dialing the next contact on the list. Also, the last dialed contact will be moved to the selected results sub-folder.