Multimedia Messaging User Guide
Contents
1. 16 Composing a message 17 Addressing a message 18 Addressing by name 19 Checking and editing your message 19 Adding message options 20 Adding message attachments 21 Express messaging 22 Maru dialiNg 3548288858 Paw bh taew hse GE IB ULTRA GN kha 22 Distribution lists 23 Remote Notification 24 Changing fax options 28 When you are the caller 30 Your CallPilot numbers 31 Document information 32 Welcometo CallPilot CallPilot from Nortel Networks 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 a Play your messages m Forward and reply to messages m Compose edit and send messages m Dial and address by name or by number m Add message options such as urgent private2. 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 ej GC 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 zero if they wish to speak to this person in your absence The custom operator number is the number your callers reach when they press zero 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 J 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 turned 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 turn message blocking off press
3. and timed delivery m 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 record of these numbers in Your CallPilot numbers page 31 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
4. continued e E 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 separator 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 gt 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 Maa py 8V CJ aaa adda 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 w
5. page 21 4 Press 7 9 to send the message Replying to the sender and all recipients aa 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 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 Press to end recording your reply To review your message see Checking and editing your message page 19 To add options see Adding message options page 20 To add attachments see Adding message attachments page 21 Press 7 9 to send the message o Doy ww Dn OS CE Forwarding a message E 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 After listening to a message or while it is playing press 7 3 to forward the message 2 Enter the number to which you want to forward the message then press Repeat this step for each additional number to which you want to forward the message For details on addressing your message see Addressing
6. 2 To block your messages only when a temporary greeting is in effect press 3 3 To allow callers to speak to the custom operator you assigned press 1 Or to have callers disconnected after your greeting press 2 Turning Autologin on or off ej amp v v v Ask your administrator if Autologin is available to you See To log in using Autologin page 7 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 e JEJ E 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 CARS A10 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 14 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 messa
7. a message page 18 and Addressing by name page 19 gt If you need to cancel an address see To cancel an address entry page 17 3 When you have finished entering addresses press again to end the list 4 Press 5 if you want to record an introduction Wait for the tone then begin recording 5 Press to end recording your introduction To review your message see Checking and editing your message page 19 gt To add options see Adding message options page 20 gt To add attachments see Adding message attachments page 21 6 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 Composing a message 6 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 and send them together To address record and send a message You address a message to one or more recipients before you start recor
8. be normal Before during or after playing a message you can use these message commands v v v v gt To play the message envelope press 7 2 To delete the message and move to the next message press 7 6 To restore the deleted message before disconnecting return to the message and press 7 6 gt To print a fax message press 7 7 See Printing fax messages page 13 To respond to the message see Calling the sender page 15 Replying to the sender page 15 Replying to the sender and all recipients page 15 and Forwarding a message page 16 Press 7 for Help on message commands Ka YRA Changing message speed EF Je 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 Je JC 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 play a message softer or louder While you are playing a message pr
9. 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 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 OOOO SC Changing fax options Tia 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 arr
10. 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 then 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 9 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 Recording greetings e 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 10 Keep you
11. magka Cancel Options Cancel Cancel Help Exit Help Exit Exit 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 these 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 for context sensitive Help prompts at any time Press to stop playback or recording to cancel a menu selection to end data entry or to end addressing Stop 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 31 To log in for the first time Your administra
12. NORTEL NETWORKS CallPilot Release 2 0 Multimedia Messaging User Guide Contents Welcome to CallPilot 3 Working with CallPilot 4 CallPilot keypad commands 5 Using standard commands 6 Logging in to your mailbox 7 Changing your password 8 Recording your name 8 Recording greetings 9 Assigning a custom operator 10 Blocking messages 10 Turning Autologin on or off 10 Returning to speech commands 10 Playing your messages 11 Changing message speed 12 Changing message volume 12 Deleting and restoring messages 12 Printing fax messages 13 Listening to your e mail messages 14 Calling the sender 15 Replying to the sender 15 Replying to the sender and all recipients 15 Forwarding a message
13. age 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 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 28 When CallPilot confirms your selection press To print at the faxphone you re calling from You can print at the faxphone you re 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 v v v o 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 ES SE 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 is thi
14. an 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 ama Cai SG CE 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 17 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 example 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
15. ct When you have finished your CallPilot session press 8 3 to disconnect or hang up Changing your password E When you log in for the first time you must change your password from the one you were first assigned After that 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 3 You may see dashes instead of numbers if you have a display phone 4 Enter your new password then press 5 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 e amp Your personal verification
16. ding 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 1 2 3 OU By v v v 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 18 and Addressing by name page 19 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 19 To add options see Adding message options page 20 To add attachments see Adding message attachments page 21 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 time from the end of the list Return to step 3 above OSC Addressing a message You can address your messages to
17. e name see Addressing by name page 19 To reach your custom operator number while logged in Your custom operator number is the number your callers reach when they press zero While logged in to your mailbox press 0 then wait for the call to be answered Distribution lists Ej amp 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 18 You can also add an entry by spelling a person s name See Addressing by name page 19 1 While logged in to your mailbox press 8 5 for CallPilot Tools then 5 to create distribution lists To play a summary of all your lists press 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 l
18. enter your Pager Identification Number PIN then press gt To select an alphanumeric pager press 5 At the prompt enter your Pager Identification 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 v vvv BO 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 ES 26 CE Remote Notification continued E E To change your notification days continued 1 3 gt 4 In Remote Notification setup cha
19. ess 2 4 to play it softer or press 2 6 to play it louder You can increase the volume three times above normal and decrease it two times below normal Deleting and restoring 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 delete it and move to the next message To restore a message Before disconnecting return to the deleted message 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 ES 2 CE 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 28 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 2 gt gt 3 While at a mess
20. ge 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 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 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 gt 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 play your messages softer press 2 4 to play your messages louder 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
21. hen 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 listening 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 22 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 rerecord it just as you do when you compose a message in CallPilot Use the commands described in Checking and editing your message page 19 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 20 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 y
22. ist 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 press 0 When the list is complete press 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 1 2 While logged in to your mailbox press 8 5 then 5 Enter the distribution list number then press If you don t remember the number press to hear a summary of your personal distribution lists To play the contents of the list press 2 To add addresses to the list press 5 Enter each address then press When the list is complete press 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 When you are finished press 4 to return to your messages E 23 a away Remote Notification eE CallPilot can notify you of new messages at a remote telephone or pager Instead of cal
23. ive at your mailbox are automatically printed at a specified default fax number A message that has been autoprinted remains in your mailbox so that 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 turn 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 To exit without changing the setting just press You return to fax options ES 28 m7 7 nma Changing fax options
24. ling 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 Notification 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 both types 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 Atthe 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
25. 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 31 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 17 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 SMTP prefix and the recipient s number as one 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 c
26. 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 gt 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 play the message softer press 2 4 to play the message louder 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 delete the message and move to the next message press 7 6 To restore the deleted message before disconnecting return to the message 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 ne
27. new e mail messages you must access your e mail from your computer either by logging in to your e mail application 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 CE Calling the sender J 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 Replying to the sender a 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 2 Press 5 to record your reply Wait for the tone then begin recording 3 Press to end recording your reply To review your message see Checking and editing your message page 19 To add options see Adding message options page 20 To add attachments see Adding message attachments
28. nge 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 corresponding 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
29. o set up your notification day and time periods o Remote Notification Planner Remote phone pager number Notification type AnyQ UrgentO Monday Tuesday Wednesday Thursday Friday Saturday Sunday E Cd w3 d9 daa Remote Notification continued E E 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 Atthe 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
30. our 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 mailbox 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 ana AA oi AP aww 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 ee 31 LSE CallPilot Multimedia Messaging User Guide Copyright 2002 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 For soft copy release only Product release 2 0 Document issue Standard 1 0 Date September 2002 NORTEL NETWORKS ES O2 Awa
31. r 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 2 gt gt 3 4 5 gt gt 6 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 faxphone E 21 CoM Express messaging Express messaging is a fast way to send a message to another mailbox without logging in to your o
32. r 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 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 gt 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 For a time setting of 9 00 press 9 0 0 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
33. rivate 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 0 then 6 for Timed Delivery 2 Enter the month day and time pressing after each entry gt For a time setting of 9 00 press 900 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 ES 20 CE Adding message attachments 3 To add an attachment to a message You can attach one or more voice fax or mixed voice and fax messages currently in your mailbox to your message before sending it You cannot attach a message marked Private 1 gt gt Before o
34. s feature is available to you To review your e mail messages 1 5 While logged in to CallPilot press 8 9 to switch from your voice message list to your e mail message list CallPilot starts to retrieve any new e mail messages in your Inbox While you wait you can press 8 9 to return to your voice messages When your e mail messages are ready CallPilot tells you how many new e mail messages you have Press 8 9 again to switch to your e mail messages Listen to the header information of your first new e mail You hear the sender s name the subject the date and time and if there are any attachments You can listen to the message or press 6 to go to the next new e mail 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 11 To mark the message for deletion when you log out press 7 6 To print an e mail message at a fax machine press 7 7 Enter the fax number then press If you are calling from a faxphone press 0 when prompted to enter the fax number then press Send or Start on the faxphone 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
35. tor 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 8 2 Follow the login steps below using your temporary password 3 When you are asked to enter a new password follow the prompts See Changing your password page 8 Tologin 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 13 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 10 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 disconne
36. w recording erases the old one from the point where you start to re record ES aiza dad aa WAIT Adding message options T 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 To cancel an Urgent option for a message press 7 0 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 0 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 your 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 To cancel a P
37. 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 for Help at any time while you are logged into 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 gt gt EE List al ba fe Back Forward La 7 C ngs 3 Banal a Temporary Greeting Greeting Greeting cial Help 7 Chane ta to Speech tists ii 0 Hea Message RET Mailbox Mailbox Cancel Help Options Exit Help Options Exit Message Commands PI Fr Envelope 4 Reply All Compose 7 Print TOR 57O 3 i138 e 7a 9 a Q a un Delete Restore IN a F3 FF ac gt s Ea o 5 5 M v e t Message Options Mailbox Options 1 3 1 3 Fax Options Urgent Economy Custom Fax On Off On Off Operator Options OBB 2 nut On Off Printer SI Private Acknowl Timed Autologin On Off edge On Off Delivery On Off a Lu f k oc Attachment Messages Zz el Je el eJ Efe
38. wn 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 message without logging in 1 Dial the CallPilot express messaging number 2 Enter the mailbox number of the person for whom you are leaving the message then press To address your message by name see Addressing by name page 19 3 Wait for the tone then record your message To review your message see Checking and editing your message page 19 To add options see Adding message options page 20 To add attachments see Adding message attachments page 21 Hang up Doy 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 th
39. 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 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 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 While logged in to your mailbox press 8 5 for CallPilot Tools then 2 for Remote Notification 2 Press 5 to review your current settings Press 5 again to change the first setting 4 Ateach 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 5 Press 6 to exit Remote Notification setup change Use the Remote Notification Planner below to decide how you want t
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