CallPilot MultiMedia Messaging User Guide
Contents
1. 3COM is a trademark of 3Com Corporation ACCENT is a trademark of Accent Software International Ltd ADOBE is a trademark of Adobe Systems Incorporated AMDEK is a trademark of Amdek Corporation AT amp T is a trademark of American Telephone and Telegraph Corporation ATLAS is a trademark of Quantum Corporation ATRIA is a trademark of Pure Atria Corporation BLACKBERRY is a trademark of Research in Motion Limited CASEWARE is a trademark of Caseware International Inc CONTINUUS is a trademark of Continuus Software Corporation CRYSTAL REPORTS is a trademark of Seagate Software Inc DEFINITY is a trademark of Avaya Inc DIALOGIC INTEL and VOICEBRIDGE are trademarks of Intel Corporation DIVX is a trademark of DivXNetworks Inc EUDORA and QUALCOMM are trademarks of Qualcomm Inc eTrust and InoculatelT are trademarks of Computer Associates Think Inc DIRECTX EXCHANGE NET FRONTPAGE INTERNET EXPLORER LINKEXCHANGE MICROSOFT MICROSOFT EXCHANGE SERVER MS DOS NETMEETING OUTLOOK POWERPOINT VISUAL STUDIO WINDOWS WINDOWS MEDIA and WINDOWS NT are trademarks of Microsoft Corporation GROUPWISE and NOVELL are trademarks of Novell Inc HITACHI is a trademark of Hitachi Limited LOGITECH is a trademark of Logitech Inc LUCENT is a trademark of Lucent Technologies Inc MATRA is a trademark of Matra Hachette MCAFFEE and NETSHIELD are trademarks of McAfee Associates Inc MYLEX is a trademark of Mylex Corporation NET2PHO2. 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 Welcome to CallPilot CallPilot from Nortel is an advanced business communications system that offers exceptional flexibility for managing your messaging needs You can work with CallPilot from your telephone or your computer Here are some of the many CallPilot features you can use by entering commands on the keypad of your touchtone telephone m Play your messages m Forward and reply to messages Compose edit and send messages m Dial and address by name or by number m Add message options such as urgent private and timed delivery a Create personalized distribution lists for sending messages m Receive remote notification of incoming messages m Receive print and send fax messages m Listen to your e mail messages Some features such as fax messaging and listening to e mail are options Ask your administrator if these features are available to you Working with CallPilot How to use this guide This guide explains in detail how to work with CallPilot from the keypad of your touchtone telephone If you want to use a feature or service described in this guide but you cannot access it check with your administrator CallPilot terms Access numbers Your administrator gives you the access numbers you need for CallPilot Keep a handy recor
3. Turning Autologin on or off o E Ask your administrator if Autologin is available to you See To log in using Autologin page 13 1 While logged in to your mailbox press 8 0 for mailbox options then 4 for Autologin 2 Press 1 to turn Autologin on or press 2 to turn it off Returning to speech commands o O If you are logged in to your mailbox through speech activated messaging and temporarily switch to keypad commands you can easily return to speech commands Press 8 5 for CallPilot Tools then 4 to return to speech activated messaging Maa A L Playing your messages e CallPilot lets you know when you have new messages Your telephone may have a message waiting light or you may hear a special dial tone when you pick up the handset Messages can be voice fax voice and fax or e mail E mail messages are in a separate list see Listening to your e mail messages page 20 Ask your administrator if the fax and e mail options are available to you Your mailbox summary tells you the number of new voice and fax messages in your message list and if any of them are urgent The summary also tells you if any recorded messages are unsent and if fax messages have been printed Each message header tells you the sender s name and the date and time that the message was received at your mailbox Faxes have an ID and a print status To play your messages When you log in to CallPilot you hear the mailbox summary then the header for your
4. NORTEL e CallPilot Release 4 0 Standard 1 09 Multimedia Messaging User Guide anaasa0a CallPilot Multimedia Messaging User Guide Document number 555 7101 420 Product releases 4 0 Document release Standard 1 09 Date October 2006 Copyright 2006 Nortel Networks All Rights Reserved Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant The process of transmitting data and call messaging between CallPilot and its servers switches or system is proprietary to Nortel Networks Any other use of the data and the transmission process is a violation of the user license unless specifically authorized in writing by Nortel Networks prior to such use Violations of the license by alternative usage of any portion of this process or the related hardware constitutes grounds for an immediate termination of the license and Nortel Networks reserves the right to seek all allowable remedies for such breach Nortel Networks and third party trademarks appear on the following pages Nortel Networks the Nortel Networks logo the Globemark and Unified Networks BNR CallPilot DMS DMS 100 DMS 250 DMS MTX DMS SCP DPN Dualmode Helmsman IVR MAP Meridian Meridian 1 Meridian Link Meridian Mail Norstar SL 1 SL 100 Succession Supernode Symposium Telesis and Unity are trademarks of Nortel Networks
5. first new message If Autoplay is enabled your messages play automatically 1 While you are in your message list you can go to any message and play it To play the current message press 2 To go to the next message press 6 to go to the previous message press 4 To go to a specific message press 8 6 enter the message number then press To start over at the first message from the end of your message list press 6 2 When you have played your messages press 8 3 to disconnect from CallPilot or hang up Or you can remain logged in to use other messaging features v v v v To review and respond to your messages While you are playing a message you can use these message commands To skip back five seconds in the message press 1 to skip forward five seconds in the message press 3 To pause press to continue press 2 To slow down a message press 2 1 to speed it up press 2 3 You can increase the speed three times above normal and decrease it two times below normal To decrease message volume press 2 4 to increase message volume press 2 6 You can increase the volume three times above normal and decrease it two times below normal The next time you log in message volume will be normal Before during or after playing a message you can use these message commands gt To play the message envelope press 7 2 gt To mark the message for deletion at logout and move to the next message press 7 6 To restor
6. s mailbox number gt Please begin transmitting the fax now lt fax tone gt Yes No lt user s personal verification gt Please begin transmitting the fax now lt fax tone gt Yes Yes lt user s personal verification gt lt user s greeting gt Please begin transmitting the fax now lt fax tone gt No Yes lt user s mailbox number gt lt user s greeting gt Please begin transmitting the fax now lt fax tone gt 3 Begin fax transmission by using the appropriate button on your fax machine Thru dialing While you are using CallPilot you can make a call without hanging up Ask your administrator if thru dial is available to you To place a call while logged in While logged in to your mailbox press 0 followed immediately by the telephone number you want to call then press Do not pause for more than two seconds while you are entering the number To place a call while logged in using name dialing When you enter a name instead of a number with thru dial CallPilot places the call as soon as it finds a match for the name 1 While logged in to your mailbox press 0 then enter the name dialing prefix gt If you don t know the number press 2 Enter the last name then the first until your call is placed For instructions on entering the name see Addressing by name page 26 To reach your custom operator number while logged in Your custom operator number is the number your callers reach when they press 0 While
7. time from the end of the list Return to step 3 above E 24 ee Addressing a message You can address your messages to local mailboxes and distribution lists You may also be able to address messages to mailboxes at other sites networks to other voice mail systems open networks to Internet users and to recipients at telephones or faxphones with no voice mail For the required prefixes press for Help when addressing or ask your administrator Keep a record of these prefixes in Your CallPilot numbers page 41 When CallPilot prompts you for a mailbox number enter the appropriate prefix if required then the number When you have entered all the required addresses return to step 3 in To address record and send a message page 24 To address a message to a local mailbox Enter the mailbox number then press To address a message to a distribution list Enter the distribution list number then press To address a message to a mailbox at another network site Enter the network prefix followed by the mailbox number then press To address a message to an open network mailbox Enter the open network prefix followed by the system access telephone number using the same prefixes you use for a local or long distance call from your telephone then press Enter the mailbox number then press To address a message to an Internet user Enter the Simple Mail Transfer Protocol SMTP prefix and the recipient s number as on
8. 2 2 Press 1 for external greeting 2 for internal greeting or 3 for temporary greeting 3 Press 5 to record Wait for the tone then record your greeting 4 Press to end the recording To play delete or re record your greeting While at your greeting you can play delete or re record it To play your greeting press 2 gt To delete your greeting press 7 6 To re record your greeting or add to it press 5 at the point in the greeting where you want to start Record the new greeting then press To set the expiry date for your temporary greeting You can set an expiry month day and time for your temporary greeting When the temporary greeting expires your callers will hear your external or internal greeting 1 While at your temporary greeting press 9 to set the expiry date 2 Enter the month day and time pressing after each entry gt For the current month or day press only gt Fora time setting of 9 00 press 9 0 O For a m press 1 for p m press 2 Expiry time will be 9 00 in the time zone at your mailbox location gt For the standard expiry time of one minute after midnight on the date you specified press for time gt For no expiry press If you do not set an expiry date or if you press for month day and time your temporary greeting will remain in effect until you delete it To return to your messages When you have finished recording your greetings press 4 Assigning a custom operator
9. logged in to your mailbox press 0 then wait for the call to be answered Distribution lists EJ EF A distribution list saves you time when you send messages to the same group of addresses You can create up to 99 personal distribution lists and record a name to identify each list Each personal distribution list can contain up to 200 entries You can also use shared distribution lists supplied by your administrator To create a personal distribution list A personal distribution list can contain all of the same types of addresses to which you can send a composed message except other personal distribution lists An entry can be a mailbox number shared distribution list number network mailbox open network mailbox Internet user or telephone number See Addressing a message page 25 You can also add an entry by spelling a person s name See Addressing by name page 26 1 While logged in to your mailbox press 8 5 for CallPilot Tools then 5 to create distribution lists gt To play a summary of all your lists press 2 Enter a number from 1 to 99 then press Press 9 if you want to record a name to help you identify this list in the future At the prompt press 5 record the list name then press Press 5 to start entering addresses into the list Enter the first address then press in the same way you address a message Continue to enter addresses pressing after each one To cancel the last number you entered in the list pres
10. 11 p m Monday to 7 a m Tuesday In Remote Notification setup change press 5 when prompted for notification times At the prompt for start time enter a new time or press to keep the current time At the prompt for end time enter a new time or press to keep the current time If a second time period already exists you hear the times currently set To delete the second time period press 7 6 To change the times press 5 If a second time period does not exist and you want to add one press 5 At the prompt for start time enter a new time or press to keep the current time At the prompt for end time enter a new time or press to keep the current time Press 6 to exit Remote Notification setup change nanana Dna Jm az wm Qm Changing fax options C CF If your CallPilot mailbox has fax messaging capability you can receive a fax message in your mailbox and print the fax at a selected fax number You can set options for Autoprinting default fax number and print cover page Fax options main steps 1 While logged in to your mailbox press 8 0 for mailbox options then 3 for fax options 2 Change fax options as described below 3 When you are finished exit fax options by pressing To turn Autoprinting on or off When Autoprinting is turned on any faxes that arrive at your mailbox are automatically printed at a specified default fax number A message that has been autoprinted remains in your mailbox so t
11. 2 To print all faxes in your mailbox press 3 Tell CallPilot where to print the fax Enter the fax number for printing then press Or press to print at the default fax number See Changing fax options page 38 When CallPilot confirms your selection press To print at the faxphone you are calling from You can print at the faxphone you are calling from by logging in to your mailbox from the faxphone using the faxphone access number Print faxes at the end of your mailbox session CallPilot disconnects when fax printing starts 1 2 BWOww w Log in from a faxphone using the faxphone access number While at a message that is a fax or has a fax attachment press 7 7 for Print To print this fax only press 1 To print all unprinted faxes after playing your messages press 2 To print all faxes in your mailbox press 3 Press 0 when prompted to enter the fax number Press Send or Start on the faxphone nana May yg Va warwddaT Listening to your e mail messages e While you are logged in to CallPilot you can check to see if you have any new e mail messages You can quickly scan through your e mail list to hear the sender and subject of each e mail You can listen to the text content of an e mail and you can print the e mail at a fax machine Ask your administrator if this feature is available to you To review your e mail messages 1 While logged in to CallPilot press 8 9 to switch from your voice mess
12. C CF You can offer your callers the option of leaving a message or speaking to one of your assistants or colleagues In your greeting tell callers to press 0 if they wish to speak to this person in your absence The custom operator number is the number your callers reach when they press 0 Ask your administrator if this feature is available to you To review and assign your custom operator number 1 While logged in to your mailbox press 8 0 for mailbox options then 1 to review the custom operator number A prompt tells you the current custom operator number 2 Enter the new custom operator number Blocking messages EF You can temporarily prevent your callers from leaving messages in your mailbox You can choose to transfer callers to an operator or disconnect them As a courtesy to your callers while message blocking is tumed on you should record a temporary greeting that provides details of your absence and tells callers what to do Ask your administrator if message blocking is available to you To block your messages and set options 1 Press 8 0 for mailbox options then 7 for message blocking 2 Turn message blocking on or off To turn message blocking on at all times press 1 To tum message blocking off press 2 To block your messages only when a temporary greeting is in effect press 3 To allow callers to speak to the custom operator you assigned press 1 Or to have callers disconnected after your greeting press 2 O vyv
13. NE is a trademark of Net2Phone Inc NETOPIA is a trademark of Netopia Inc NETSCAPE COMMUNICATOR is a trademark of Netscape Communications Corporation NOTES is a trademark of Lotus Development Corporation NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation POWERQUEST is a trademark of PowerQuest Corporation PROMARK and RHOBOT are trademarks of DMI Promark Inc QUICKTIME is a trademark of Apple Computer In RADISYS is a trademark of Radisys Corporation ROLM is a trademark of Siemens ROLM Communications Inc SLR4 SLR5 and TANDBERG are trademarks of Tandberg Data ASA SONY is a trademark of Sony Corporation SYBASE is a trademark of Sybase Inc TEAC is a trademark of TEAC Corporation UNIX is a trademark of X Open Company Limited US ROBOTICS the US ROBOTICS logo and SPORTSTER are trademarks of US Robotics WINAMP is a trademark of Nullsoft Inc WINRUNNER is a trademark of Mercury Interactive Corporation WINZIP is a trademark of Nico Mark Computing Inc Contents How to get Help cece tee 7 Welcome to CallPilot 0 00 cee eee 9 Working with CallPilot 0 0 0 c eee eee 10 CallPilot keypad commands cee eee eee 11 Using standard commands 0 00 eee eee 12 Logging in to your mailbox aasa ee 13 Changing your password 0 00 e eee eee eee 14 Recording your name 0 cee eee ee eee 14 Recording greetings 0 0 cece ttt 15 Assign
14. Number PIN then press 5 Press 3 to go to the next setting To change your notification message type You can select one of two notification message types This message type applies to all days and times you specify If you select Any the standard setting you receive notification of all new messages If you select Urgent you receive notification only about messages that were marked urgent by the sender Notification is for voice and fax messages 1 In Remote Notification setup change press 5 when prompted for message type You can press to leave this setting without changing it or continue 2 Atthe prompt press 1 for Any or press 2 for Urgent 3 Press 3 to go to the next setting or press 1 to go to the previous setting To change your notification days You can set the days of the week on which you want to receive message notification remotely The standard setup is Monday to Friday You select each of the seven days individually and you can omit some days For example you can select Monday Wednesday and Friday for remote notification You can listen to a summary of your current selections by pressing for Help Remote Notification continued O To change your notification days continued 1 w Dy 4 In Remote Notification setup change press 5 when prompted for notification days You can press to leave this setting without changing it or continue Select each notification day by pressing the number correspondin
15. age list to your e mail message list CallPilot starts to retrieve any new e mail messages in your Inbox 2 While you wait you can press 8 9 to return to your voice messages Press 8 9 again to switch to your e mail messages When your e mail messages are ready CallPilot tells you how many new e mail messages you have 3 Listen to the header information of your first new e mail You hear the sender s name the subject the date and time You can listen to the message or press 6 to go to the next new e mail 4 Press 2 to listen to the text content of the message Use the standard playback commands to pause skip back or forward and change speed and volume See Playing your messages page 17 To mark the message for deletion when you log out press 7 6 gt To print an e mail message at a fax machine press 7 7 Enter the fax number then press or press to print at the default fax number If you are calling from a faxphone press 0 when prompted to enter the fax number then press Send or Start on the faxphone 5 When you have finished reviewing your e mail press 8 9 to return to your voice messages Note The header information may not play if the e mail was sent in a language that is not encoded for translation to your specified language preference Note To forward or reply to your e mail messages and compose new e mail messages you must access your e mail from your computer either by logging in to your e mail applica
16. ample to reach Quinn Bob dial 78466262 If you don t know the complete name enter the first few letters then press Select from the list of possible matches for the name You can stop spelling the name as soon as the system announces a match You do not have to press The message is automatically addressed with the mailbox number for this name If the name is part of a list of addresses continue to enter addresses When you are finished press to end the list Checking and editing your message After you have recorded your message you can review it before sending it To play or change the message use any of these standard commands b gt To play the message press 2 To skip back five seconds in the message press 1 to skip forward five seconds in the message press 3 To pause press to continue press 2 To play the message envelope including the list of recipients press 7 2 To slow down a message press 2 1 to speed it up press 2 3 You can increase the speed three times above normal and decrease it two times below normal To decrease message volume press 2 4 to increase message volume press 2 6 You can increase the volume three times above normal and decrease it two times below normal The next time you log in the message volume will be normal To mark the message for deletion at logout and move to the next message press 7 6 To restore the deleted message before disconnecting return to the m
17. ay Wednesday Thursday Friday Saturday Sunday nanahan ma a q 3 waaa Remote Notification continued o You can set one number at which you will be notified of new messages on all the days and times you specify The remote number you specify must be a number allowed by CallPilot Ask your administrator if you can use this number for remote notification Your administrator may have to configure your mailbox for the pager or pager service you are using 1 In Remote Notification setup change press 5 when prompted for telephone or pager number change You can press to leave this setting without changing it or continue 2 At the prompt enter the number of the telephone or pager at which you want to receive notification then press If you enter the wrong number press then press 5 and re enter the number Press 1 if the remote number is a telephone or press 2 if the number is a pager If you selected pager specify the pager type To select tone only pager press 1 To select tone and voice pager press 2 To select digital or numeric pager press 3 You can then enter a callback number followed by or just press to use your organization s standard callback number To select a paging service press 4 At the prompt enter your Pager Identification Number PIN then press gt To select an alphanumeric pager press 5 At the prompt enter your Pager Identification
18. box you may be able to log in again to your CallPilot mailbox without hanging up This is useful if you are using a pay phone or a credit card Ask your administrator if this option is available To log in after leaving a message in another person s mailbox press then 8 1 and follow the usual steps for logging in es AO ee Your CallPilot numbers Keep a record of your CallPilot user numbers here Do not show your password Mailbox number Login numbers Multimedia Messaging access number Multimedia Messaging faxphone access number Speech Activated Messaging access number Service numbers Express Messaging number Express Fax Messaging number Custom commands number Addressing prefixes Name Dialing Name Addressing prefix Open network prefix Telephone addressing prefix Prefixes for other network sites CallPilot Multimedia Messaging User Guide Copyright 2006 Nortel Networks All Rights Reserved To provide feedback or report a problem in this document go to www nortel com documentfeedback Information is subject to change without notice Nortel Networks reserves the right to make changes in design or components as progress in engineering and manufacturing may warrant For soft copy release only Document number 555 7101 420 Product release 4 0 Document issue Standard 1 09 Date October 2006 NORTEL
19. d of these numbers in Your CallPilot numbers page 41 Mailbox Your CallPilot mailbox stores your messages recorded greetings distribution lists and other personal settings You can log in to your mailbox at any time to play your messages and use all of the available CallPilot features and services Your administrator will assign you a mailbox number which is usually your extension number Password Your personal password provides security for your mailbox and its contents All of your interaction with CallPilot is confidential No one else can access your mailbox Help sources Voice prompts On your telephone CallPilot guides you with voice prompts at each step The prompts tell you what to do next or what options are available so you don t have to remember every step You can interrupt a prompt by pressing the key for the next step Context sensitive help On your telephone you can press the star key for Help at any time while you are logged in to your mailbox You will hear the options that are available for your next step My CallPilot On your computer web based My CallPilot provides a Useful Information page specific to the mailbox options features and services that are available to you Printed help In addition to this user guide a printed Quick Reference Card and a printed Wallet Card are available Keep them near your telephone or take them with you when you travel CallPilot keypad commands Login Message C
20. d voice and fax messages currently in your mailbox to your message before sending it You cannot attach a message marked Private 1 b gt Before or after recording a message press 7 0 for Message Options then 7 for Add Attachment Enter the message number or fax ID of the message that you want to attach to your unsent message then press If you enter a number for a voice fax message both voice and fax are attached If you enter an ID number for a fax just the fax is attached To add a fax message attachment at a faxphone You can send a fax by logging in to your mailbox from a faxphone using the faxphone access number This method allows you to send a fax that is not currently in your mailbox to other mailboxes or addresses Place your document in the fax feeder first When you are logged in at a faxphone print faxes at the end of your mailbox session CallPilot disconnects when fax printing starts 1 N Doy orxy O BB Dy xy Log in to your mailbox from a faxphone using the faxphone access number Press 7 5 then address your message then Record a message if required Or select an unsent message from your mailbox Press 7 0 for Message Options then 7 for Add Attachment Press 0 when prompted for the fax number Tell CallPilot when to send the message Press 1 to send the message as soon as the fax is received Or press 2 to save it in your mailbox until you manually send it Press Send or Start on the fax
21. e continuous string of digits then press To address a message to a telephone or faxphone You can address and send a recorded message to a telephone and you can send a fax message to a faxphone Enter the prefix if required followed by the recipient s telephone or fax number then press When you send a message to a person at a telephone number CallPilot calls the person s telephone and states that there is a message from you The system tells the recipient which key to press to hear the message or the message plays automatically The recipient can respond by recording a reply If you send a mixed voice and fax message CallPilot delivers the voice or fax portion or both depending on the type of messages the recipient can receive CallPilot tells you if either the voice or fax portion of the message was not delivered es 25 ee Addressing by name You can enter an address by spelling a person s name on your telephone keypad instead of entering a number You can use name addressing for addressing a message creating a distribution list express messaging and thru dialing When you have entered all the required addresses return to step 3 in To address record and send a message page 24 To address by name 1 When CallPilot prompts you for a mailbox number enter the name addressing prefix If you don t know the prefix press Spell the last name then the first name For Q press 7 for Z press 9 For ex
22. e the deleted message before disconnecting return to the message and press 7 6 To print a fax message press 7 7 See Printing fax messages page 19 To respond to the message see Calling the sender page 21 Replying to the sender page 21 Replying to the sender and all recipients page 21 and Forwarding a message page 23 Press 7 for Help on message commands maa Mb r wy7 w7 yw wua 7mrwrwmwmZdadaday Changing message speed Pe E JEJ You can change the speed of a message while playing it For example if your caller spoke very fast you can slow down the message To play a message slower or faster While you are playing a message press 2 1 to slow it down or press 2 3 to speed it up You can increase the speed three times above normal and decrease it two times below normal Changing message volume DO go You can change the volume of a message while playing it For example if you are playing your messages in a noisy environment you can increase the volume to hear better While you are logged in to CallPilot all your messages play at the volume you set unless you change the setting The next time you log in message volume will be normal To increase or decrease message volume While you are playing a message press 2 4 to decrease the volume or press 2 6 to increase the volume You can increase the volume three times above normal and decrease it two times below normal Deleting and res
23. eparator page identifies you and gives details of the print job such as the number of pages Separator pages are useful if you receive faxes without cover pages If the sender of the fax includes a header page with the fax the header page also prints 1 While in fax options press 7 to turn separator page printing on or off You hear the current separator page printing status 2 Change the separator page printing status or exit without change To print with a separator page press 1 gt To print without a separator page press 2 You hear your change confirmed gt To exit without changing the setting just press You return to fax options Dn 30 When you are the caller When you are calling another person s CallPilot mailbox you can use many of the messaging commands described in this guide You can also tell callers from outside your organization how to use these commands Here are some convenient and time saving tips Interrupting greetings While you are listening to a person s greeting you can stop the greeting at any time by pressing and then recording your message This saves time when you call the same person frequently and don t need to hear the greeting If you call a person who has recorded a temporary absence greeting you hear a warning when you try to stop the greeting This allows you to continue listening if you want to or to start recording Connecting to the custom operator While you are liste
24. er Personal Verification User s Greeting recorded recorded Prompt No No lt user s mailbox number gt Please leave a message after the tone lt beep gt Yes No lt user s personal verification gt Please leave a message after the tone lt beep gt Yes Yes lt user s personal verification gt lt user s greeting gt lt beep gt No Yes lt user s mailbox number gt lt user s greeting gt lt beep gt Note If you record a temporary greeting the system plays the temporary greeting in place of the user s greeting Note If you access Express Messaging Service through Application Builder and you have recorded a personal verification and a temporary greeting the system plays both your personal verification and your temporary greeting Wait for the tone then record your message To review your message see Checking and editing your message page 26 To add options see Adding message options page 27 To add attachments see Adding message attachments page 28 Hang up To send a fax message without logging in 1 2 Dial the CallPilot Express Fax Service Directory number Enter the mailbox number followed by the pound sign To address your message by name see Addressing by name page 26 Depending on how the recipient s mailbox is setup one of the following four prompts is heard aQ Aasa 30 ee Personal Verification User s Greeting recorded recorded Prompt No No lt user
25. essage and press 7 6 To re record the message or add to it press 5 at the point in the message where you want to start Record the new message and end by pressing The new recording erases the old one from the point where you start to re record a ee Adding message options C When you create a message you can indicate that you want it handled in a special way The message options are Urgent Economy Private Acknowledgment and Timed Delivery A message cannot be tagged both Urgent and Economy Before sending the message you can check the options by pressing 7 2 to play the message envelope To add an Urgent option When you send a message marked Urgent the recipient is notified in the mailbox summary and in the message header that the message is urgent Before or after recording a message press 7 0 then 1 to add the Urgent option gt To cancel an Urgent option for a message press 7 O then 1 again To add an Economy option You can use the Economy option for messages sent to other networks Your organization sends Economy messages at a lower overnight rate Before or after recording a message press 7 0 then 3 to add the Economy option To cancel an Economy option for a message press 7 O then 3 again To add a Private option When you send a message marked Private recipients in your organization cannot forward it or attach it to another message Be aware that recipients in other organizations may not be told y
26. g to that day of the week For example to select Monday press 1 to select Sunday press 7 Each day is assumed to be off until you select it regardless of any previous settings To deselect a day press its number again When you have finished selecting days press To change your selections press 5 Press 3 to go to the next setting or press 1 to go to the previous setting To change your notification times You can set the times of the day at which you want to receive remote notification of messages The standard time is all day You can set two non overlapping time periods within a 24 hour day both periods apply to the one sequence of notification days that you selected above Here are some tips for setting times gt Time settings include minutes and each setting must end with For a time setting of 9 00 press 9 0 0 For a m press 1 for p m press 2 Time setting is for the time zone at your mailbox location Ask your administrator if your mailbox can be set up so that you receive notification when new messages are waiting at the start of your notification time period You can enter times that span midnight by entering an end time that is earlier than the start time the end time is assumed to be on the next day Select only the first day as a notification day For example if you select Monday as your only notification day and you set up the time period for 11 p m to 7 a m you will receive notification from
27. hat you can change your password as often as required Your administrator sets the minimum length for a password To change your password 1 While logged in to your mailbox press 8 4 2 Enter your current password then press Note You may see dashes instead of numbers if you have a display phone 3 Enter your new password then press 4 Enter your new password again then press If your password expires follow the steps for changing a password If you forget your password your administrator can assign you a temporary password Log in with the temporary password then change it immediately Choosing a secure password CallPilot prevents you from using some passwords if they are too short or too simple or if you have used the same one recently Also CallPilot requires that you change your password on a regular schedule set by your administrator Keep your mailbox secure by choosing passwords that are not easily discovered Decide on a system for choosing passwords that is easy for you to remember but hard for anyone else to guess For example you can create a unique and easy to remember password by combining letters and numbers on your telephone keypad Recording your name PF FE Your personal verification is used in your greetings and addressed messages and in express messaging name dialing and remote notification announcements To record a personal verification 1 While logged in to your mailbox press 8 2 for Greetings t
28. hat you can reprint it or forward it Your printed faxes may be automatically deleted from your mailbox on a schedule set by your administrator Autoprinting is the most convenient way to handle fax messages while you are in one location If you are away from your office you can turn Autoprinting off and print your faxes at another fax number 1 While in fax options press 1 to select Autoprinting CallPilot tells you whether Autoprinting is on or off 2 If Autoprinting is turned off press 1 to tum it on gt If you turn Autoprinting on you must set a default fax number 3 Or if Autoprinting is turned on press 2 to turn it off You hear your change confirmed and you return to fax options To change the default printer If you turn Autoprinting on you must set a default fax number Even if you are not using Autoprinting a default fax number is the simplest way to print The default number can be any fax number that CallPilot can dial including any normally required prefixes 1 While in fax options press 2 to set the default fax number You hear the current default fax number 2 Enter a new default fax number then press You hear the number or its spoken name confirmed gt To exit without changing the setting just press You return to fax options es 33 ee Changing fax options continued CJE To turn fax separator page printing on or off You can select whether to print a fax separator page when you print a fax message A s
29. hen 9 to record your name You hear your current recorded name if there is one 2 Press 5 to record Wait for the tone then record your name 3 Press to end the recording To play delete or re record your personal verification You can play delete or re record your personal verification the same way as your greetings See Recording greetings page 15 If you delete your personal verification your callers hear just your mailbox number or your name spelled one letter at a time To return to your messages When you have finished recording your personal verification press 4 Maa A ee Recording greetings EF You can record external internal and temporary greetings Callers from outside your organization hear your external greeting callers within your organization hear your internal greeting If you don t record an internal greeting all callers hear your external greeting You can record a temporary greeting to tell your callers that you are away from the office All callers hear your temporary greeting if you record one Tell your callers the times or dates of your absence and when you will retrieve your messages You can set up your mailbox to refuse messages while you are away See Blocking messages page 16 Keep your greetings brief and informative and speak clearly Check your greetings by calling your number from external and internal telephones To record your greeting 1 While logged in to your mailbox press 8
30. hese standard commands you can use all CallPilot features without memorizing every step Playing and recording To play your messages record messages and record greetings use these standard commands as needed 1 2 3 Skip Skip Back Play Forward 4 5 6 Previous Next Message Record Message Message commands and mailbox commands To access more features from your message list use these two families of commands Commands that you use on the current message begin with 7 Commands that you use to manage your mailbox begin with 8 7 8 Message Mailbox Commands Commands Always available Press the star key for context sensitive Help prompts at any time Press the number key to stop playback or recording to cancel a menu selection to end data entry or to end addressing Logging in to your mailbox To log in to your CallPilot mailbox you need the CallPilot multimedia messaging access number and your own mailbox number and password Your administrator gives you these numbers and any other numbers you need for CallPilot features and services Keep a handy record of these numbers in Your CallPilot numbers page 41 To log in for the first time Your administrator will give you a temporary password that you change the first time you log in 1 Decide on a new password See Changing your password page 14 2 Follow the login steps below using your temporary password 3 When you are asked to enter a new password foll
31. ing a custom operator e eee ee 16 Blocking messages cee ete 16 Turning Autologin on or off 6 2 ee 16 Returning to speech commands 0c eee eee ee 16 Playing your messages 0 cece tee 17 Changing message speed 4 18 Changing message volume 0000 cece eee eee 18 Deleting and restoring messages 0 e eee eee 18 Printing fax messages ee eee 19 Listening to your e mail messages 0 a 20 Calling the sender e eects 21 Replying to the sender 00 cece eee eee 21 Replying to the sender and all recipients 21 Forwarding a message tee 23 Composing a message ete 24 Addressing a message eee 25 Addressing by name 2 2 2 4 ees 26 Checking and editing your message eee eae 26 Adding message options cee eae 27 Adding message attachments 0 00 e eee eee 28 Express messaging 00 eee eee ee 29 Thrusdialing e eese ee eee ee eee eee eee eee eee 31 Distribution ISIS serria eae Sed eeeeeee KARLA Rea GLEE dee keen RNY 33 Remote Notification 0 0 0 ee ee 34 Changing fax options ce eee 38 When you are the caller 0 ee 40 Your CallPilot numbers 0000 eee 41 Document information 0 0 naaa anana 42 How to get Help This section explains how to get help for Nortel prod
32. nd send them together To address record and send a message You address a message to one or more recipients before you start recording An address is typically a mailbox number or a distribution list number You may also be able to address messages to other numbers You can also address a message by spelling a person s name vr v ONY wy UNa 7 While logged in to your mailbox press 7 5 Enter the first address then press Continue to enter addresses followed by See Addressing a message page 25 and Addressing by name page 26 If you need to cancel an address see To cancel an address entry below When you have finished entering addresses press again to end the list Press 5 to record your message Wait for the tone then start recording Press to end the recording To review your message see Checking and editing your message page 26 To add options see Adding message options page 27 To add attachments see Adding message attachments page 28 Press 7 9 to send the message To cancel an address entry You can cancel an address you entered while you are at step 2 above After you have pressed the final at the end of the list you cannot cancel any entries If you cancel a distribution list number the entire distribution list is deleted from your address list 1 2 Press 0 to cancel the last address you entered in the list Repeat this step for each address you want to cancel erasing entries one at a
33. ning to a person s greeting you can press 0 to transfer to the custom operator number assigned for that mailbox Thru dialing to another number You may be able to transfer to another person in the same organization by pressing 0 followed immediately by the person s extension number See Thru dialing page 31 You may be able to use name dialing if you don t know the extension number Ask your administrator if these options are available to you Editing your recorded messages When you record a message to leave in another person s mailbox you can play it delete it or re record it just as you do when you compose a message in CallPilot Use the commands described in Checking and editing your message page 26 Adding options to your recorded messages When you record a message to leave in another person s mailbox you can add options such as Urgent and Private just as you do when you compose a message in CallPilot Use the commands described in Adding message options page 27 Adding a fax attachment to your recorded message If you are calling from a faxphone and the recipient s mailbox has fax capability you can add a fax attachment to your voice message When you have finished recording your voice message press 7 0 then 7 to attach the fax Press Send or Start on your faxphone Ask your administrator for details on using this option To log in after leaving a message After you have left a message in another person s mail
34. ommands 2 Play p Envelope 4 5 6 Reply Delete All Compose J Restore 7 Print i 0 Message Message Cancel Help Options Exit Message Options 1 3 Urgent Economy On Off On Off 4 5 6 Private Acknowl Timed On Off edge On Off Delivery 7 Add Attachment Options Cancel Help Exit Message List Commands 1 Previous Message 2 3 Skip Skip Back Play Forward 4 5 6 Next Record Message 7 8 9 Message Mailbox Call Commands Commands Sender 1 Login 4 Password Change 0 Attendant Thru Dial Mailbox Commands 6 CallPilot Gotoa Tools KO aT Cai N 5 N Q v o ce D N 55 TH a 0 Mailbox Mailbox Cancel Help Options Exit Mailbox Options 1 3 Custom Fax Operator Options 4 Autologin On Off 7 Block Messages a Options Cancel Help Exit 11 N CU IT Greetings 1 2 3 External Internal Temporary Greeting Greeting Greeting ik Record Cancel Exit Greeting Help CallPilot Tools 2 Remote Notification 5 Return to Distribution Speech Lists Fax Options 2 Autoprint Default On Off Printer PF all 3 TE T Separator age on LOO CULU Cancel Exit ai Using standard commands CallPilot has many standard commands that are common to all features so you don t need a main menu For example Play is always 2 Record is always 5 and Help is always If you learn t
35. our message is Private and they may be able to forward it Before or after recording a message press 7 0 then 4 to add the Private option gt To cancel a Private option for a message press 7 0 then 4 again To request an acknowledgment to your message When you send a message marked Acknowledgment CallPilot automatically deposits a separate acknowledgment message in your mailbox after each recipient has read your message Some other networks may only acknowledge that your message has been received by the system not read by the recipients Before or after recording a message press 7 0 then 5 for Acknowledgment gt To cancel an Acknowledgment request for a message press 7 0 then 5 again To set a specific time for delivering a message You can compose a message to be delivered to the recipients at a future date and time 1 Before or after recording a message press 7 O then 6 for Timed Delivery 2 Enter the month day and time pressing after each entry gt Fora time setting of 9 00 press 9 0 O For a m press 1 for p m press 2 Delivery will be 9 00 in each recipient s time zone gt For the current month or day press only gt For delivery one minute after midnight on the date you specified press for time gt To cancel Timed Delivery for a message press for month day and time 27 ee Adding message attachments C_ To add an attachment to a message You can attach one or more voice fax or mixe
36. ow the prompts See Changing your password page 14 To log in You can log in to your mailbox from any touchtone telephone When logging in from your own telephone you may be able to press a message key instead of dialing the access number 1 Dial the CallPilot multimedia messaging access number or press the message key on your telephone 2 Enter your mailbox number then press Or at your own telephone just press 3 Enter your password then press You are now in your mailbox and can use all the message list commands To log in from a faxphone You can log in to your mailbox from a faxphone using the faxphone access number Follow the steps for logging in as described above For details on printing at a faxphone see Printing fax messages page 19 To log in using Autologin Autologin is an option that makes login easier because you don t have to enter your mailbox and password Your administrator can allow secure numbers such as your office or home telephone for Autologin See Turning Autologin on or off page 16 To access your mailbox when Autologin is turned on dial the CallPilot access number or press the message key at one of your specified Autologin numbers To disconnect When you have finished your CallPilot session press 8 3 to disconnect or hang up E d3 KK Changing your password a When you log in for the first time you must change your password from the one you were first assigned After t
37. phone es 2 ee Express messaging Express messaging is a fast way to send a message to another mailbox without logging in to your own mailbox to compose and send the message You may also be able to send a fax by express fax messaging Ask your administrator for the express messaging number and if express fax messaging is available To send a voice message without logging in 1 Dial the CallPilot express voice messaging number 2 Enter the mailbox number of the person for whom you are leaving the message followed by the pound sign To address your message by name see Addressing by name page 26 There are two ways to set up the express voice messaging service The service can be set up to dial express voice messaging directly or indirectly through an Application Builder application Depending on how the recipient s mailbox is setup the following prompts are heard Direct Express Voice Messaging Personal Verification User s Greeting recorded recorded Prompt No No lt user s mailbox number gt Please leave a message after the tone lt beep gt Yes No lt user s personal verification gt Please leave a message after the tone lt beep gt Yes Yes lt user s personal verification gt Please leave a message after the tone lt beep gt No Yes lt user s mailbox number gt lt user s greeting gt lt beep gt 3 gt gt gt 4 Indirect Express Voice Messaging using Application Build
38. s Repeat this step for each additional number to which you want to forward the message For details on addressing your message see Addressing a message page 25 and Addressing by name page 26 If you need to cancel an address see To cancel an address entry page 24 When you have finished entering addresses press again to end the list Press 5 if you want to record an introduction Wait for the tone then begin recording Press to end recording your introduction To review your message see Checking and editing your message page 26 To add options see Adding message options page 27 To add attachments see Adding message attachments page 28 Press 7 9 to send the message To forward a fax You can forward a fax the same way as you forward a voice message including recording an introduction The recipients must have the fax option at their mailbox to receive a fax message CallPilot tells you if your fax message was not delivered Follow the same steps as above When you send the fax CallPilot sends a fax forward header page showing the new recipient and your name or number as the sender E BP ee Composing a message To compose a message you address it first then record your message and send it You can address a message to one or more people or distribution lists Before you send a message you can edit it and add message options You can also attach other messages including faxes to your new message a
39. s 0 When the list is complete press 8 When you are finished press 4 to return to your messages To play edit or delete a personal distribution list After you create a personal distribution list you can play it to hear all the addresses add to it delete it and search for addresses in the list ie Ny oan 1 While logged in to your mailbox press 8 5 then 5 2 Enter the distribution list number then press If you don t remember the number press to hear a summary of your personal distribution lists gt To play the contents of the list press 2 gt To add addresses to the list press 5 Enter each address then press When the list is complete press gt To delete the entire list press 7 6 You can restore the list by pressing 7 6 immediately after deleting it To search for an address in the list so you can add it or delete it press 6 Enter the address then press CallPilot tells you if the address is in the list If the address is not in the list you can add it by pressing 5 If the address is in the list you can delete it by pressing 7 6 3 When you are finished press 4 to return to your messages es 33 ee Remote Notification EJE CallPilot can notify you of new messages at a remote telephone or pager Instead of calling in to your mailbox to retrieve your messages you can specify a number day and time for Remote Notification You can change these settings easily and turn Remote No
40. tification on or off as needed Messages can be voice fax or mixed voice and fax Ask your administrator if this option is available to you CallPilot can also notify you of new messages at a wireless e mail device using Remote Text Notification This feature can only be set up from My CallPilot not from your telephone See the My CallPilot User Guide You can have the two types of notification turned on simultaneously For each type you can set up two time periods for notification and tell CallPilot whether you want to be notified of all messages or urgent messages only To set up Remote Notification the first time All you need to do the first time you set up Remote Notification is enter your remote number and select telephone or pager You can change the message type notification days and notification times now or use the standard settings 1 While logged in to your mailbox press 8 5 for CallPilot Tools then 2 for Remote Notification 2 Press 5 to set up Remote Notification 3 At the prompt enter the number of the telephone or pager at which you want to receive notification then press gt If you enter the wrong number press then press 5 and re enter the number 4 Press 1 if the remote number is a telephone press 2 if the number is a pager To change your Remote Notification settings see the following pages To turn Remote Notification on and off After you have set up Remote Notification for the first time you can
41. tion or by clicking the e mail tab in My CallPilot To change your e mail account settings for CallPilot You tell CallPilot how to handle your e mail messages by changing the settings in My CallPilot Whenever you change your e mail password you must update it in My CallPilot You can select a male or female voice to read your messages 2 ee Calling the sender g You can place a call to the sender of a message if CallPilot can address the sender To call the sender 1 After listening to a message or while it is playing press 9 to call the sender 2 Speak to the sender or leave a message 3 When you have finished your call hang up You may be able to return to your messages without hanging up and logging in again Note You can finish the session by returning to the message then hanging up the telephone If you do not return to the message before hanging up the session will automatically be terminated after 2 5 minutes Replying to the sender T You can record a reply to the sender of a message if CallPilot can address the sender To record a reply to the sender 1 After listening to a message or while it is playing press 7 1 to reply to the sender Your reply is addressed automatically You do not have to enter a name or number Press 5 to record your reply Wait for the tone then begin recording Press to end recording your reply To review your message see Checking and editing your message page 26 To add op
42. tions see Adding message options page 27 To add attachments see Adding message attachments page 28 Press 7 9 to send the message Pwww ON Replying to the sender and all recipients F You can record a reply to the sender and all the recipients of a message if CallPilot can address the numbers To record a reply to the sender and all recipients of a message 1 After listening to a message or while it is playing press 7 4 to reply to the sender and all recipients of the message Your reply is addressed automatically You do not have to enter names or numbers gt To play the list of recipients to whom your reply will be sent press 7 2 2 Press 5 to record your reply Wait for the tone then begin recording BPwww WwW Press to end recording your reply To review your message see Checking and editing your message page 26 To add options see Adding message options page 27 To add attachments see Adding message attachments page 28 Press 7 9 to send the message a 2 ee Forwarding a message J You can forward a message to another mailbox to a distribution list or to a telephone number You can also record an introduction to the original message You cannot forward a message marked Private To forward a message 1 2 A vva gt 6 After listening to a message or while it is playing press 7 3 to forward the message Enter the number to which you want to forward the message then pres
43. toring messages aa You can delete and restore undelete messages before during or after playing the message Deleted messages are removed from your mailbox at the end of your CallPilot session You cannot restore a message after you disconnect To delete a message While at a message press 7 6 to mark it for deletion at logout and move to the next message To restore a message Before disconnecting return to the message marked for deletion and press 7 6 to restore it Message storage Your played messages are automatically deleted on a schedule set by your administrator You can review auto deleted messages and restore them To restore an auto deleted message when prompted press 7 6 Ask your administrator if this feature is available to you Printing fax messages In CallPilot you can receive a fax message in your mailbox and print the fax at a selected fax number A fax message can be a fax only or a fax attached to a voice message A voice message can have more than one fax attachment Ask your administrator if the fax option is available to you See Changing fax options page 38 to set a default fax number or to select Autoprinting To print fax messages You can print a specific fax message or you can print all your faxes 1 v v v 3 While at a message that is a fax or has a fax attachment press 7 7 for Print To print this fax only press 1 To print all unprinted faxes after playing your messages press
44. turn it on or off as needed and change the setup at any time 1 While logged in to your mailbox press 8 5 for CallPilot Tools then 2 for Remote Notification 2 If Remote Notification is off press 1 to turn it on or If Remote Notification is on press 2 to turn it off To return to your messages When you have finished working in Remote Notification press 4 Remote Notification continued E Working in Remote Notification setup There are four main settings in Remote Notification telephone or pager number message notification type notification days and notification times At each setting CallPilot tells you the current setting and allows you to keep the setting or change it For detailed explanations of each setting see the following pages This is how to go from one setting to the next 1 o 5 While logged in to your mailbox press 8 5 for CallPilot Tools then 2 for Remote Notification Press 5 to review your current settings Press 5 again to change the first setting At each setting change it if required or press to leave a setting without changing it Press 3 to go to the next setting or press 1 to go to the previous setting Press 6 to exit Remote Notification setup change Use the Remote Notification Planner below to decide how you want to set up your notification day and time periods Remote Notification Planner Remote phone pager number Notification type Anyo Urgent Q Monday Tuesd
45. ucts 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 http www nortel com support This site provides quick access to software documentation bulletins and tools to address issues with Nortel products More specifically the site enables you to m download software documentation and product bulletins m search the Technical Support Web site and the Nortel Knowledge Base for answers to technical issues m sign up for automatic notification of new software and documentation for Nortel equipment m 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 1 800 4NORTEL 1 800 466 7835 Outside North America go to the following Web site to obtain the phone number for your region http www nortel com callus 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 http www nortel com erc Getting Help through a Nortel distributor or reseller
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