Nortel Networks Norstar Voice Mail 4.0 User Manual

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Norstar Voice Mail 4.0 FAX User Guide

Contents

Norstar Voice Mail FAX User Guide 1 Learning about the Norstar Voice Mail FAX option 1 About the virtual Fax line 2 Your Personal mailbox greeting 2 Recording a Greeting 3 Receiving a Fax message 4

Retrieving Fax messages 5 Transferring a Fax message to your mailbox 6 Setting the Preset fax machine 6 Printing Fax messages 8

Printing all the new or saved Fax messages in your mailbox 8

Printing a Fax message 11 Fax cover sheet 15

Fax forward cover page 15 Sending Fax messages 16

Forwarding a Fax message to another mailbox 17

Forwarding a Fax message to an external number 19 Fax System Group message (Fax Broadcast) 20

About the Fax System Group List 20

Sending a Fax System Group message (Fax Broadcast) 21

P0886631 Issue 1.0 FAX User Guide

Contents

FAX User Guide P0886631 Issue 1.0

Norstar Voice Mail FAX User Guide

This guide explains how to use the Norstar Voice Mail FAX option with your personal mailbox. It explains how to receive, print and send fax documents (Fax messages).

All Norstar telephones provide Norstar Voice Mail voice prompts. On telephones with display buttons, the voice prompts are delayed for five seconds. If you don’t see an option on your telephone display, wait for the voice prompt to announce the additional options.

To use Norstar Voice Mail FAX features, press the display buttons or the dialpad buttons on your Norstar telephone.

When you see a display button like this:

PLAY

or a dialpad button like this:

press either one to activate the Norstar Voice Mail feature. This guide shows you both methods.

Note:

This document explains the Norstar Voice Mail features related to the FAX option. If you need instructions about how to use other Norstar Voice Mail Features, refer to your

Guide

or your

Norstar Voice Mail Reference Guide

Norstar Voice Mail User

Learning about the Norstar Voice Mail FAX option

The Norstar Voice Mail FAX option allows you to use Fax features with your personal mailbox.

A fax document in a mailbox is called a Fax message. Fax messages can be either voice introduced or non-voice introduced. This means the caller can leave a Fax message in a mailbox with or without an introductory voice message. The Norstar Voice Mail FAX option allows a caller to leave a Fax message in a personal mailbox for a mailbox owner. The mailbox owner can:

• retrieve and print the Fax message on a fax machine

• forward the Fax message to another mailbox.

P0886631 Issue 1.0 FAX User Guide

Norstar Voice Mail FAX User Guide

About the virtual Fax line

A line can be assigned to a mailbox to act as a virtual fax line. Any Fax messages sent to the virtual fax line bypass the greeting and Automated Attendant. The Fax message is sent immediately to your mailbox. This Fax message is accessed in the same way that you access other Fax messages. For more information about accessing Fax messages, refer to "

Receiving a Fax

message" on page 4.

See your System Coordinator for the telephone number of your virtual fax line. Then you can advise people of your new fax line number.

Your Personal mailbox greeting

In your Personal mailbox greeting, you must inform callers that they can leave Fax messages in your mailbox. Also inform callers that they must be calling from a fax machine telephone to send you a Fax message. The caller must press automatically receives and stores the Fax message in your mailbox. For example:

“

Hello. You have reached Brian Purdy with Ideal Office Machines. I am in the office today, but I am currently away from the phone. Please leave your name, telephone number and a brief message after the tone.

and START/SEND on the fax machine. Norstar Voice Mail

If you want to send me a fax and you are calling from a fax machine telephone, press machine.”

and then press the START/SEND button on the fax

For more information about Personal mailbox greetings, refer to the

Norstar Voice Mail User Guide

FAX User Guide P0886631 Issue 1.0

or ask your System Coordinator.

Recording a Greeting

To record a Greeting:

Norstar Voice Mail FAX User Guide

Pswd: OTHR RETRY

0 new 0 saved PLAY REC

Mailbox admin

PSWD QUIT

Greeting options

CHOOSE CFWD

1. Press

ƒ·°⁄

2. Enter your password and press

. Your unique password was determined when you first opened your mailbox and performed the initialization steps. If you are recording a greeting from a telephone that has not been assigned to your personal mailbox, press display shows the

Log:

OTHR

prompt. When this prompt appears, enter your mailbox number and password. If you are using a single-line display telephone, press at the

Pswd:

prompt to reach the

prompt.

3. Press

4. Press

5. Press

ADMIN

GREET

REC

⁄

. The

•

Log:

Greeting:

6. Press

PRIME

⁄

ALT PERS

Note:

Press

to record your Alternate

ALT

Greeting. If you are changing your greeting, your current recorded Primary Greeting begins to play.

Record new?

7. Press

YES

⁄

NO QUIT

P0886631 Issue 1.0 FAX User Guide

Norstar Voice Mail FAX User Guide

Record greeting: RETRY

8. At the tone, record your greeting and press OK or

to end your recording. Do not use the Norstar Handsfree Feature to record a greeting. For best results, speak directly into the telephone handset, clearly and at a pace that is easy to understand.

Note:

Your greeting should tell callers they can leave a Fax message in your mailbox. Refer to "Your Personal

mailbox greeting" on page 2.

Accept greeting? RETRY PLAY

9. Press Press record the greeting. Press

OK RETRY

£ to accept the greeting.

to erase and re-

PLAY

to play the greeting.

10. Press ® to end this session.

Receiving a Fax message

You can receive two types of Fax messages: non-voice introduced and voice introduced. An introduction is a voice message the caller leaves with the Fax message. In a non-voice introduced Fax message, the caller only leaves the Fax message.

⁄

It is not possible for a caller to send a Fax message to your personal mailbox by using the autosend feature on their fax machine. If the caller attempts to use autosend, the call will be answered by a person, such as a receptionist or the mailbox owner. A call sent by autosend may also be answered by the Automated Attendant. If the Automated Attendant detects a fax tone, the call is transferred to the designated Fax Answering extension.

Note:

If you answer a call and hear a fax tone, transfer the call to your mailbox by pressing

ƒ·°ﬂ

Then you receive the Fax

message in your mailbox.

FAX User Guide P0886631 Issue 1.0

Norstar Voice Mail FAX User Guide

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

Message for you MSG

This display indicates that you have a new voice message or a Fax message in your mailbox. To check messages you must open your mailbox.

To open your mailbox:

Pswd: OTHR RETRY

1 new 1 saved PLAY REC ADMIN

1. Press

2. Enter your mailbox password and press

3. After you open your mailbox, the

ƒ·°⁄

telephone display shows you the number of new and saved messages. In this example, there is one new message and one saved message. A voice prompt also plays, indicating the number of new and saved Fax messages.

An average Fax message, consisting of text only, uses 10 seconds of mailbox message time per page. A Fax message that contains graphics can use as much as two minutes of mailbox message time per page. After you have printed or forwarded your Fax messages, delete them from your mailbox.

Retrieving Fax messages

When you retrieve a Fax message, Norstar Voice Mail shows the fax identification number on the display. If the message is a voice introduced Fax message, the Fax identification number plays before the voice message.

To retrieve your Fax messages:

• Press

PLAY

to retrieve your new Fax messages.

• Press ﬂ until you find the saved Fax message you want to print.

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