Norstar CallPilot User Guide

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Fax User Guide

Part No. P0919427 02

CallPilot Fax User Guide

recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty . User s must take full responsibility for their ap plications of any products specif ied in this doc ument. The information in this document is proprieta ry to Nortel Networks NA Inc.

The software described in this document is furnished under a license agreement and may be used only in accordance with the terms of that license. The software license agreement is included in this document.

Trademarks

NORTEL NETWORKS is a trademark of Nortel Networks. Microsoft, MS, MS-DOS, Windows, and Windows NT are registered trademarks of Microsoft Corporation. All other trademarks and registered trademarks are the property of their respective owners.

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CallPilot Fax User Guide

About CallPilot Fax

This guide explains how to use CallPilot Fax with your personal mailbox. It explains how to receive, print and send fax messages.

Note: If you need infor m ation about other CallPilot features, refer to the CallPilot Reference Guide.

To use this guide, you must determine which phone inte rface you use, and follow the procedures for that interface. For information about determining which interface you use, refer to “Checking

which mailbox interface you use” on page 5.

Learning about Fax

With CallPilot Fax you can access Fax features from your personal mailbox.

A fax document in a mailbox is called a fax message. Fax messages can h a ve a voice introduction. This means that a caller can leave a fax message with or without an i ntroductory voi ce mes sage in your personal mailbox.

You can:

• retrieve and print the fax message on a fax machine

• forward the fa x message to another mailbox

About the Express Messaging Line

You can have an Express Messaging Line assigned to your mailbox. A fax messag e sent to the Express Messaging Line bypasses the Automated Attendant and is sent immediately to your mailbox. You access the fax mess age the same way you access other fax messages. For more information about accessing fax messages, refer to “Receiving a fax message” on page 8.

Ask your System Administra tor for the telephone number of your Express Messaging Line. Then you can inform people of your direct fax line number.

CallPilot Fax User Guide

4 CallPilot Fax User Guide

Telephone buttons

All one line and two line display telephones provide CallPilot voice prompts. On telephones with display but tons, the v oic e prompts ar e delayed f or f i v e seconds. I f you do not se e an option on your telephone display, wait for the voice prompt t o announce t he addi ti onal o pti ons.

To use Fax features, press the display buttons or the dialpad buttons on your te lephone.

When you see a display button like this: PLAY

, or a dialpad but t on l ike this: ¤, press either b utton

to activate the CallPilot feature. This guide sho ws you both methods.

This table sho ws the Nortel Networks Business Series Terminal buttons. Use the buttons that pertain to the type of telephone you use.

Button name T7100, T7208, T7316

Feature

Handsfree Bottom right-hand

Hold

Volume Control

Release

≤ ƒ ƒ

button

≥ ˙ ˙

√ √ √

® ® ®

M7100, M7208, M7310, M7324

M7100N, M7208N, M7310N, M7324N

You can enter ≤, ƒ or ƒ and the code to use a feature. For example, press ≤·°⁄ to access your mailbox.

The T7100 works dif ferently from other telephones on your system because it does not have line buttons. Where ot her tele phones requi re that you s elect a line b ut ton to answer a call, on the T7100 terminal you pick up t he handset . Where other t elephones require y ou to selec t a line b utt on to tak e a call off hold , you press ≥ on the T7100 terminal.

On T7100 terminals, you can answe r a second cal l by press ing ≤. Your acti v e call i s put on hold and you connect to the waiting call. You can have no more than two active calls at one time.

The T7100 terminal does not have a

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Checking which mailbox interface you use

CallPilot supports two interfaces: Norstar Voice Mail and CallPilot. The System Administrator determines which inte rface is assigned to your mailbox.

Use this procedure to check which mailbox interface you use, then follow the procedures in the guide that apply to the interface you use.

Some procedures apply to both interfaces.

To check which mailbox interface you use

CallPilot Fax User Guide 5

0 new 0 saved PLAY REC ADMIN

No messages COMP MBOX EXIT

1 Press

2 Check the di sp lay to see which interface you use:

3 Press ® to end the session.

≤·°⁄.

Follo w the voice prompts or the display button options to open your mailbox.

This is the Norstar Voice Mail interface.

This is the Call P ilot interface.

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6 CallPilot Fax User Guide

Telling callers about fax in your mailbox greeting

In your mailbox greeting, tell call ers tha t the y can l ea v e f ax mess ages in your mailbox. Tell callers that they must cal l from a fax machine telephone to send you a f a x message. The caller must press START/SEND on the fax machine. CallPilot automatically receives and stores the fax message in your mailbox. This is an example Personal mailbox greeting:

“Hello. You have reached Brian Purdy with Ideal Office Machines. I am in the office today, but I am current ly away fr om the phone . Please leave your name, telephone numbe r and a brief messag e after the tone. I f you want to s end me a fax and yo u ar e call ing from a fax machine telephone , pr es s the START/SEND button on the fax machine now, or when this message ends.”

For more information about mailbox greetings, refer to the CallPilot Reference Guide or ask your System Administrator.

To record a mailbox greeting

Greeting options REC

CHOOSE CFWD

Greeting: PRIME ALT PERS

Record now?

NO QUIT

YES

1 Press

≤·°⁄.

Follow the voice prompts or the display b utton o p ti ons to open your mailbox.

2 If you use the CallPilot interface:

• Press °¤ to open the Greetings Options menu

• Go to step 3

If you use the Norstar Voice Mail interface:

• Press ADMIN

• Press GREET

or ° or ¤

• Go to step 3

3 Press REC

4 Press PRIME

or ⁄.

or ⁄ to record the Primary greeting or press ALT

5 Press YES

or ¤ to record the Alternate greeting.

or ⁄ and record your greeting at the tone.

Record greeting: RETRY OK

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6 Press OK

or £ to end the recording.

CallPilot Fax User Guide 7

Accept greeting? RETRY PLAY OK

7 Press OK

or £ to accept the recording or press PLAY

or ⁄ to listen to the greeting or press RETRY

or ¤ to re-record the greeting.

8 Press ® to end the session.

CallPilot Fax User Guide

8 CallPilot Fax User Guide

Receiving a fax message

Fax messages can contain a voice message that a caller records to introduce the fax message, or they can contain just the fax message.

A caller can send a fax message to your personal mailbox by using the autosend feature on their fax machine. If the call is answered b y the Automated Attendant, the call transfers to the designated Fax answering extension. If the call is answered by a mailbox, the fax message is placed in the mailbox. If you answer the call, you hear a fax tone. Transfer the fax call to your mailbox.

Transferring a fax call to your mailbox

If you answer a call and hear a fax tone, a caller is attempting to send a fax message to your mailbox. You can transfer the call to your mailbox.

To transfer a fax call to your mailbox

1 Press

2 Enter your mailbox number.

When you receive a message in your mailbox, your telephone display shows:

Message for you MSG

This display indicates that you h ave a new voice message or a fa x message in your mailbox. To check for messages, you must open your mailbox.

≤·°ﬂ.

Do not put the call on hold.

The fax message is left in your mailbox.

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