Nortel Networks P0886629 User Manual

Norstar Voice Mail 4.0 FAX Set Up and Operation Guide

Norstar is a trademark of Northern Telecom © Copyright Northern Telecom 1998

1-800-4 NORTEL www.nortel.com/norstar

Norstar is a trademark of Northern Telecom. P0886629 Issue 1.0 Printed in Canada

be copied in any form or medium except pursuant to the Nortel License to Copy Documentation ("License"). If a License has been purchased, it will be enclosed with this copy of Nortel documentation.

Chapter 1 How to use this guide 1

Introduction 1 How this guide is organized 1 Conventions 2 What appears on the display 2 Prerequisites 2 Other documents 3

Chapter 2 Learning about FAX 5

Introduction 5 How FAX works 5 Who can use FAX 5 About Fax Mail 6 Message Notification 6 About the Virtual fax line 6 About Fax-on-demand 7

Call methods 7 About Fax Answering 7 About Fax Overflow 8 Fax System Group message (Fax Broadcast) 8 About FAX with CCR 9 About Norstar Voice Mail reports 9

Chapter 3 Setting up and maintaining FAX 11

Introduction 11 Entering characters using the Norstar Dialpad 12 Setting the FAX System parameters 12 Changing the FAX System parameters 15 Adding a Fax Overflow Mailbox 16 Changing the Fax Overflow Mailbox parameters 18 Deleting a Fax Overflow Mailbox 19 Adding a Fax System Group List 20 Adding fax machine members to a Fax System Group List 21 Sending a Fax System Group message (Fax Broadcast) 22

P0886629 Issue 1.0 FAX Set Up and Operation Guide

Contents

Chapter 4 Setting up and maintaining Fax-on-demand mailboxes 25

Introduction 25 About Fax-on-demand Mailboxes 26 Adding a Fax-on-demand Mailbox 26 Changing the parameters of a Fax-on-demand Mailbox 28 Choosing a Fax-on-demand call method 29 Adding a Fax message from a fax machine telephone 31 Adding a Fax message from a disk 32 Recording a Fax-on-demand Mailbox Greeting 34 Deleting and viewing fax selection numbers in a Fax-on-demand

Mailbox 36

Including a Fax-on-demand Mailbox in CCR 36

Assigning a Home Fax Point 37

Adding a Fax Point 38

Changing a Fax Point 39 Deleting a Fax-on-demand Mailbox 40

Chapter 5 Troubleshooting FAX 41

Introduction 41 Problems and solutions 41 Error messages 44

Disabling and Re-enabling Norstar Voice Mail Channels 45

Chapter 6 Examples and Tips 47

Introduction 47 Examples of FAX set ups 47 FAX Tips 48

Appendix A: FAX Programming Record 51

Before you begin 51 Programming overview 51 Pre-installation checklist 52 Dialing Translation Parameters 52 Mailbox Administration 53 Mailbox Configuration 54 Fax System Group Lists 55

Appendix B: Dialing Translation 57

Introduction 57 How the Dialing Translation Table works 57

Telephone number Translation 58

Network Access 59

FAX Set Up and Operation Guide P0886629 Issue 1.0

Contents iii

Dialing Translation Parameters 60

Setting the Dialing Translation Parameters 60 Dialing Translation Table Administration 62

Setting up a Dialing Translation Table 62

Reviewing the entries in the Dialing Translation Table 63

Finding an entry in the Dialing Translation Table 64

Changing an entry in the Dialing Translation Table 65

Deleting a Dialing Translation Table entry 66 Technician Created Dialing Translation Table 67

Creating the Dialing Translation Table ﬁle 67 Installing the Dialing Translation Table onto the Norstar Voice Mail

System 68

Creating a DOS system disk 68

Creating an Autoexec.bat ﬁle 69

Loading the ﬁles onto the DOS system disk 69

Loading the Dialing Translation Table ﬁle onto the Norstar Voice Mail

system 70

Appendix C: Technical content of a loadable .PCX file 73

Introduction 73

Glossary 75

Index 81

P0886629 Issue 1.0 FAX Set Up and Operation Guide

How to use this guide

Introduction

This guide is intended to lead a System Coordinator through the Norstar Voice Mail FAX set up, and continue as an ongoing reference aid.

This chapter tells you what to expect as you read this guide, and how information is presented.

How this guide is organized

The Norstar Voice Mail FAX Set Up and Operation Guide is organized according to chapters that cover:

How to use this guide – provides a brief overview identifying the organization of

this guide and the conventions used for set up and operation tasks.

Learning about FAX – provides an overview of how FAX works and explains

common features.

Setting up and maintaining FAX – provides the necessary information to set up

and maintain FAX.

Setting up and maintaining Fax-on-demand mailboxes - provides the

information necessary to set up and maintain Fax-on-demand mailboxes.

Troubleshooting FAX – provides diagnostic and recovery procedures for

problems that might occur while setting up and operating FAX. This chapter also provides a list of error messages that might appear when using FAX.

Examples and Tips - provides examples of the different fax features and tips for

using FAX.

Appendix A: FAX Programming Record - provides a programming record to

keep track of FAX set up information.

Appendix B: Dialing Translation - provides information on setting up the Dialing

Translation Table and setting the Dialing Translation Parameters.

Appendix C: Technical content of a loadable .PCX file - shows the required

content of the file header when loading a .PCX Fax message from a disk.

Glossary – Defines the terms used in this guide Index – provides an alphabetical list of information topics contained in this guide

and the page number of where the information is located. If you cannot find a term, try looking according to its task.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

How to use this guide

Conventions

As you work with this guide, you will notice that conventions are used to represent the words that appear on the Norstar two-line display telephone.

Display command line text

Any word or prompt that is part of the first line of the display appears in a different text.

Example:

Pswd:

When you see a word in a different text, it represents the action you must take to proceed.

Display button options text

Words in the second line of the display appear in an underlined text. Example: Press

MBOX

When you see an underlined word, you can press the button directly below the option on the display.

Buttons

This guide uses dialpad button representations. Any button that appears in the text or instruction steps indicates the dialpad button that selects an option.

Example: Press

£ .

When you see a dialpad button, it represents the button you must press to proceed.

Note: For more information about Norstar Voice Mail and using the Norstar

two-line display telephone, refer to the Norstar Voice Mail Set Up and

Operation Guide .

What appears on the display

The telephone displays shown throughout this guide use Norstar Voice Mail default settings and sample names.

Example:

Set 221 OK

This display shows an example of the Norstar Voice Mail Directory Number (DN).

Prerequisites

Before you attempt to set up FAX, ensure you are familiar with how Norstar two-line display telephones operate. Read your Norstar telephone user cards before proceeding.

FAX Set Up and Operation Guide P0886629 Issue 1.0

You must also have a good working knowledge of Norstar Voice Mail and Custom Call Routing. This guide assumes you know how to operate the different Norstar Voice Mail Feature Codes, are aware of Norstar Voice Mail programming, and know the Norstar Voice Mail terminology.

Learning about FAX

Introduction

Norstar Voice Mail is a fully automated receptionist service that offers call routing and message taking services. FAX works with Norstar Voice Mail to provide incoming and outgoing fax capability. This chapter describes how FAX works and explains:

• How FAX works

• Who can use FAX

• About Fax Mail

• Message Notification

• About the Virtual fax line

• About Fax-on-demand

• About Fax Answering

• About Fax Overflow

• Fax System Group message (Fax Broadcast)

• About FAX with CCR

• About Norstar Voice Mail reports

How FAX works

FAX works with Norstar Voice Mail, offering a caller the capability of sending a Fax message to a mailbox as easily as sending a voice message to a mailbox. A caller can also access a mailbox to retrieve a Fax message.

Who can use FAX

FAX can be used by any outside caller or by mailbox owners in your company. Away from the office, FAX can be used with any touchtone telephone. At your office, FAX can be used from any Norstar or touchtone telephone connected to your Norstar system. When using FAX from a Norstar or touchtone telephone, you must first enter a Feature Code. No Feature Code is required when using Fax-on-demand.

Callers using a rotary dial telephone cannot access FAX.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

Learning about FAX

About Fax Mail

A fax document in a mailbox (with or without a voice introduction) 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 message. The Fax message can later be retrieved by the mailbox owner and printed on a fax machine.

An average Fax message, consisting of text only, uses 10 seconds of mailbox message time per page. A Fax message that contains a graphic can use as much as two minutes of mailbox message time per page. After a Fax message has been printed or forwarded, it should be deleted from the mailbox.

Message Notiﬁcation

Norstar Voice Mail will notify you when you have received a voice message or a Fax message. When someone sends a Fax message to your mailbox, your telephone display shows:

Message for you

MSG

This message indicates that you have received either a voice message or a Fax message. When you open your mailbox, the telephone display will show you the number of new and saved messages. A voice prompt will inform you of the number of new and saved Fax messages.

About the Virtual fax line

A line can be assigned to a mailbox to act as a Virtual fax line for the mailbox. Any Fax messages sent to the Virtual fax line bypass the greeting and Automated Attendant, and receive a fax tone. The Fax message is immediately sent to your mailbox. When “ Message for you” appears on the display, the mailbox owner can open their mailbox and access both voice and Fax messages. For more information about accessing and printing Fax messages, refer to the Norstar Voice Mail FAX

User Guide .

The corresponding seven digit telephone number associated with the Virtual fax line must be given to the mailbox owner. The mailbox owner can then advise people of the fax number. For example, if line 20 was chosen as fax line, the corresponding telephone number of 735-5822 would be given to the mailbox owner.

If the line being used for the Virtual fax line is either a Direct Inward Dial (DID) or a Target Line, two callers can send a fax to the same fax line at the same time. The resulting two Fax messages both end up in the mailbox. If a third caller attempts to send a fax to the Virtual fax line and the line is busy, the resulting Fax message will be delivered to the General Delivery mailbox. For more information on Fax Overflow for a fax line, refer to Norstar Voice Mail Set Up and Operation Guide .

FAX Set Up and Operation Guide P0886629 Issue 1.0

To add a fax line to an existing mailbox, refer to the Norstar Voice Mail Set Up and

Operation Guide .

About Fax-on-demand

The Fax-on-demand feature allows a caller to retrieve documents that are stored in Norstar Voice Mail. These documents must be stored in special mailboxes called Fax-on-demand Mailboxes.

A Fax-on-demand Mailbox contains a greeting and the documents you have stored. Documents stored in a Fax-on-demand Mailbox can be printed on any fax machine.

Call methods

There are two call methods used with Fax-on-demand Mailboxes:

• one-call

• two-call

Learning about FAX 7

When a caller requests a fax from the Fax-on-demand Mailbox using the one-call method, the document is transmitted during the original call. Therefore, a caller must use the telephone at the fax machine to call the one-call Fax-on-demand Mailbox. With this type of call method, the external caller pays for any long distance toll charges incurred.

When a caller requests a fax from the Fax-on-demand Mailbox using the two-call method, the document is transmitted during the second call. The first call can originate from any touchtone telephone. The caller provides a telephone number where the information is to be delivered. The document can be sent to any fax machine. With this type of call method, the Fax-on-demand mailbox owner pays for any toll charges incurred.

Note: In order for the Fax-on-demand two-call method to function properly, the

Dialing Translation Table must be created and all the Dialing Translation Parameters must be set. Refer to " page 57.

About Fax Answering

Fax Answering allows a caller to use the autosend feature on their fax machine to send faxes to the Norstar Voice Mail system. The Norstar Voice Mail Automated Attendant recognizes the fax tone and automatically sends the Fax message to a predefined fax machine for printing.

Appendix B: Dialing Translation" on

The fax machine extension can be set up with a Fax Overflow Mailbox for improved performance. However, if the fax machine extension is not equipped with a Fax Overflow Mailbox and the fax machine extension rings busy or does not answer the incoming call, the fax call will be terminated.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

Learning about FAX

About Fax Overﬂow

A Fax Overflow mailbox is a mailbox for your fax machine. If the fax machine cannot answer an incoming fax call, Norstar Voice Mail answers the call and temporarily stores the Fax messages in the Fax Overflow mailbox. Later, when the fax machine is ready to print, Norstar Voice Mail will send the stored Fax messages to the fax machine.

If Norstar Voice Mail cannot send the Fax messages on the first attempt, it will attempt to send the documents several more times. The number of times Norstar Voice Mail will attempt to send the Fax message is called the retry attempts. The number of retry attempts can be any number between one and 99. Between each of these retries, Norstar Voice Mail will wait a specified amount of time called the retry interval. The retry interval can be from one to 60 minutes.

A Fax Overflow mailbox may be assigned to any Norstar port to which a fax machine is connected.

Fax System Group message (Fax Broadcast)

A Fax System Group message can be sent whenever you want to notify a group, by way of a fax, of a pending event or company notice that only pertains to that group.

A Fax System Group List is a collection of fax machines from other locations. When you send a Fax message to a Fax System Group List, each fax machine in the Fax System Group List receives the same Fax message. You should publish a list of fax machines in each Fax System Group List. Each mailbox owner will then know which fax machines will receive the Fax System Group message.

FAX Set Up and Operation Guide P0886629 Issue 1.0

About FAX with CCR

Fax-on-demand can be used with Custom Call Routing (CCR) Trees. The Fax-on-demand functionality can be added to the CCR Tree by assigning the appropriate mailbox to a CCR Point.

You can assign a Personal mailbox to a Leave Message Point. Incoming callers can then leave Fax messages in this Personal mailbox.

To use Fax-on-demand, add a Fax Point to the CCR Tree and then assign a Fax-ondemand Mailbox to that Point. An incoming caller can then retrieve documents from this Point.

About Norstar Voice Mail reports

Norstar Voice Mail reports are available to view and verify Norstar Voice Mail set up information. All dates will be shown with the four-digit year format, yyyy/mm/dd. Four Norstar Voice Mail reports show FAX information:

Learning about FAX 9

• Directory report : This report shows the mailbox owners listed in the Company Directory. This report provides the mailbox owner’s name, mailbox number, type of mailbox, extension, whether or not mailbox owners recorded their name in the Company Directory, and if they have a greeting recorded for their mailbox. Use this report to identify which mailboxes are assigned as Fax-on-demand.

• Group List report : This report shows the Group List number, the type of Group List, and the Group List name. For Voice Group Lists, the mailbox numbers included in the Group List, the mailbox owner’s name and the type of mailbox are also shown. For Fax Group Lists, the name of each recipient, the route type (line or pool), and the fax number are also shown. Use this report to identify the Fax Group Lists.

• Custom Call Routing Tree report : This report shows the CCR Tree number, the current date, the last date changes were made, and the Tree status. The report also shows the Points on the Tree, assignments made to the Points, and any areas that need administering. Use this report to identify which points are Fax-on-demand Mailboxes.

• Fax-on-demand Usage report : This report lists all the Fax-on-demand requests, shows the date and time that an item was requested, the delivery fax number and the Caller ID of the caller. Use this report to identify which mailboxes are assigned as Fax-on-demand.

You must have a printer connected to Norstar Voice Mail to produce reports. For more information about Norstar Voice Mail reports, refer to the Norstar Voice Mail

Set Up and Operation Guide .

P0886629 Issue 1.0 FAX Set Up and Operation Guide

Setting up and maintaining FAX

Introduction

As System Coordinator you perform all the tasks necessary for setting up and maintaining FAX. This chapter describes these tasks. Setting up and maintaining FAX involves:

• Entering characters using the Norstar Dialpad

• Setting the FAX System parameters

• Changing the FAX System parameters

• Adding a Fax Overflow Mailbox

• Changing the Fax Overflow Mailbox parameters

• Deleting a Fax Overflow Mailbox

• Adding a Fax System Group List

• Adding fax machine members to a Fax System Group List

• Sending a Fax System Group message (Fax Broadcast)

Before you begin administering FAX, you should complete the Norstar Voice Mail FAX Programming Record. This will help you collect and organize all the

information you will need to administer FAX. A Norstar Voice Mail FAX Programming Record is included in Appendix A of this guide. Make a photocopy of this Norstar Voice Mail FAX Programming Record before you enter any information.

Note: To administer FAX in your company, you require a Norstar two-line display

telephone. You cannot administer FAX from a Norstar single-line display telephone.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

12 Setting up and maintaining FAX

Entering characters using the Norstar Dialpad

You will enter characters on your Norstar dialpad to add the Fax Answering extension name, the Fax-on-demand mailbox name, the Fax Overflow Mailbox name, and a new member’s name to a Fax System Group List.

The first time a numeric key is pressed, the Norstar set displays the first assigned letter. A second press of the same key changes the displayed letter to the second letter, and so on, cycling around to the first letter. To accept the displayed letter, you press either £ or the next key. If you press a different key, the cursor is advanced and the display shows the first character on the new key. Pressing BKSP most recently entered character, moving the cursor position to the left.

The table Entering characters using the Norstar dialpad shows the characters associated with the numbers on the Norstar dialpad.

Entering characters using the Norstar dialpad

⁄

1 - ’

›

G H I 4 g h i

‡

P R S 7 p r s

•

quit

££

enters a comma

¤ A B C 2 a b c ﬁ

J K L 5 j k l

T U V 8 t u v

‚

Q Z zero q z

‹

D E F 3 d e f

ﬂ

M N O 6 m n o

W X Y 9 w x y

accepts letter

erases the

Setting the FAX System parameters

There are four FAX System parameters that control various FAX features and user mailbox functions. Setting up the FAX System Parameters includes:

• setting up the FAX Answering extension

• assigning a FAX System Station Identification name

• setting the FAX System retry attempts

• setting the FAX System retry interval time

Setting up the FAX Answering extension

This feature allows a caller to use the autosend feature on their fax machine to send faxes to the Norstar Voice Mail system. The Norstar Voice Mail Automated Attendant recognizes the fax tone and automatically sends the Fax messages to the FAX Answering extension fax machine for printing. The Fax Answering extension must be a valid Norstar DN. The FAX Answering extension is empty by default.

Note: The FAX Answering extension fax machine must be connected to an

Analog Terminal Adapter (ATA).

FAX Set Up and Operation Guide P0886629 Issue 1.0

Setting up and maintaining FAX 13

Assigning a FAX System Station Identification name

The FAX System Station Identification name is a text name that can be up to 16 characters. The FAX System Station Identification name can be a company name, a department, a location, number, or any other name. The name is transmitted to external fax machines at the beginning of all Fax messages. The FAX System Station Identification name will also be printed in the fax machine’s log files. The FAX System Station Identification name is empty by default.

Setting the FAX System retry attempts

The FAX System retry attempts is the number of times that the System will attempt to print faxes from mailboxes. Also, it is the number of times the System will attempt to deliver faxes that have been forwarded to an external fax machine. The retry attempts range from 1 to 99. The FAX System retry attempts is set to 3 by default.

Setting the FAX System retry interval time

The FAX System retry interval time is the number of minutes that the system waits between retry attempts. The retry intervals range from 1 to 60 minutes. The FAX System retry interval time is 10 minutes by default.

All the FAX System parameters can be set in one Norstar Voice Mail programming FAX session.

To set the FAX System parameters:

Log: QUIT RETRY

Admin MBOX AA

Admin

NET

Fax Admin

LOAD

Fax ext: none

1. Press

· °

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press OTHR

4. Press FAX

5. Press PARM

6. Press CHNG

until you see the display in step 4.

‹

P0886629 Issue 1.0 FAX Set Up and Operation Guide

14 Setting up and maintaining FAX

Ext: RETRY QUIT

Fax ext: xxxx CHNG

Fax name: none

Name: RETRY BKSP

7. Enter the Fax Answering extension number. The Fax Answering extension must be a valid Norstar DN. The Fax Answering extension can be set up with a Fax Overflow Mailbox for improved performance. Refer to "

Adding a Fax Overflow Mailbox" on

page 16.

Note: The call is disconnected if the Fax Answering

extension rings busy, does not answer the incoming call, or is not equipped with a Fax Overflow Mailbox.

8. Press NEXT

9. Press CHNG

10. Enter the Fax Answering extension name and press OK name, refer to "

. To enter the Fax Answering extension

Entering characters using the Norstar Dialpad" on page 12. The Fax Answering extension

name can be a maximum of 16 characters.

xxxx CHNG

Retries: 3

Retries: CHNG OK

Retries: xx CHNG

Interval: 10

Interval: RETRY

11. Press NEXT

12. Press CHNG

13. Enter the number of retries and press OK

The default number of retries is 3. The number of retries ranges from 01 to 99.

14. Press NEXT

15. Press CHNG

16. Enter the retry interval time and press OK

The default retry interval time is 10 minutes. This is a two-digit field. The retry interval time is a value between 01 and 60 minutes.

Interval: 9 CHNG

FAX Set Up and Operation Guide P0886629 Issue 1.0

17. Press OK

to accept the retry interval time.

Setting up and maintaining FAX 15

18. Press

Each time a Fax message’s retry limit is reached, Norstar Voice Mail stops attempting to send the message and a non-delivery alarm message is generated. The messages that failed to be sent are shown in the non-delivery alarm message. The alarms will continue until the problem has been solved. Most delivery alarms are caused by fax machine problems such as a paper jam or the fax machine running out of paper.

Changing the FAX System parameters

You can change any of the FAX System parameters at any time. The FAX System parameters appear in the same order as they appeared when you set up the FAX System parameters. This section shows you how to select the change feature. It does not show you how to change each parameter.

To change the FAX System parameters:

1. Press

to end this programming session.

· °

‹

Log:

QUIT RETRY

Admin

MBOX AA

Admin

NET

Fax Admin

LOAD

Fax Ext: xxxx

CHNG

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press OTHR

4. Press FAX

5. Press PARM

until you see the display in step 4.

6. To locate the parameter you wish to change, press NEXT appears. To change the parameter, press CHNG

until the display with the parameter

and

enter the new parameter value.

7. Press

to end this programming session.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

16 Setting up and maintaining FAX

Adding a Fax Overﬂow Mailbox

A Fax Overflow Mailbox is a mailbox for your fax machine. If the fax machine cannot answer the incoming fax call, the call is answered by Norstar Voice Mail. The Fax messages received are stored in the Fax Overflow Mailbox. When the fax machine is ready to accept fax calls, Norstar Voice Mail will send the stored Fax messages to the fax machine. A Fax Overflow Mailbox should be added to each fax machine connected to the Norstar system.

To add a Fax Overflow Mailbox:

Log: QUIT RETRY

Admin

AA OTHR

Mailbox Admin

DEL CHNG

Mbox: RETRY QUIT

Type: subscriber

Type: fax-overflo NEXT

Ext: RETRY QUIT

1. Press

· °

‹

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press MBOX

4. Press ADD

5. Enter the Fax Overflow Mailbox number.

6. Press NEXT

7. Press OK

until you see the display in step 7.

8. Enter the Fax Overflow Mailbox extension number.

Name: RETRY BKSP

9. Enter the Fax Overflow Mailbox name and press OK To enter the Fax Overflow Mailbox name, refer to

Entering characters using the Norstar Dialpad" on

page 12. The Fax Overflow Mailbox name is a maximum of 16 characters.

Retries: 99

Retries: RETRY OK

10. Press CHNG

11. Enter the number of retries.

The default number of retries is 99. The number of retries ranges from one to 99.

Retries: 99 CHNG

FAX Set Up and Operation Guide P0886629 Issue 1.0

12. Press NEXT

Setting up and maintaining FAX 17

Interval:1

Interval: RETRY

13. Press CHNG

14. Enter the retry interval time and press OK

The default retry interval time is 1 minute. This is a two-digit field. The retry interval time is a value between one and 60 minutes.

Interval:3 CHNG

15. Press OK

Repeat these steps for each new Fax Overflow Mailbox you want to add.

16. Press

to end this programming session.

When the retry limit is reached for a Fax message, the message is automatically sent to the General Delivery Mailbox. The System Coordinator can then open the General Delivery Mailbox and forward the Fax messages to a fax machine connected to the Norstar system. The System Coordinator should check the General Delivery mailbox on a regular basis.

Off-premise Message Notification can be set up to notify the System Coordinator when a message has been received in the General Delivery Mailbox. For more information about the General Delivery Mailbox, refer to the Norstar Voice Mail Set Up and Operation Guide.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

18 Setting up and maintaining FAX

Changing the Fax Overﬂow Mailbox parameters

You can change any parameter assigned to a Fax Overflow Mailbox. This does not include the mailbox number. If you need to change a mailbox number, you must first delete the mailbox and then add the new Fax Overflow Mailbox. For instructions about adding a mailbox, refer to " page 16. For instructions about deleting a mailbox, refer to "

Overflow Mailbox" on page 19.

The Fax Overflow Mailbox parameters appear in the same order as they appear when you add a Fax Overflow Mailbox. This section shows you how to select the change feature. It does not show you how to change each parameter.

Changing the parameters of a Fax Overflow Mailbox involve:

• locating the display with the parameter you want to change

• pressing CHNG

• entering the new parameter value To change the parameters of a Fax Overflow Mailbox:

Adding a Fax Overflow Mailbox" on

Deleting a Fax

Log: QUIT RETRY

Admin

AA OTHR

Mailbox Admin ADD DEL

Mbox: DIR QUIT

Ext: <x> CHNG

1. Press

· °

‹

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press MBOX

4. Press CHNG

5. Enter the Fax Overflow Mailbox number.

6. To select a parameter, press NEXT

until the display shows the parameter you want to change. To change the parameter, press CHNG

and enter the new

parameter value.

7. Press

to end this programming session.

FAX Set Up and Operation Guide P0886629 Issue 1.0

Deleting a Fax Overﬂow Mailbox

You can delete a Fax Overflow Mailbox at any time. When you delete a Fax Overflow Mailbox, an incoming fax transmission will meet a busy signal. Fax messages that were in the Fax Overflow Mailbox before it was deleted are automatically printed.

To delete a Fax Overflow Mailbox:

Setting up and maintaining FAX 19

Log: QUIT RETRY

Admin

AA OTHR

Mailbox Admin ADD CHNG

Mbox: DIR QUIT

(mb name)

QUIT

1. Press

· °

‹

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press MBOX

4. Press DEL

5. Enter the Fax Overflow Mailbox number that you want to delete.

6. Press DEL

7. Press

to end this programming session.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

20 Setting up and maintaining FAX

Adding a Fax System Group List

A Fax System Group List is used to send the same fax to all the members of a list. This eliminates sending the same fax several times. The maximum combined number of Voice and Fax Group Lists is 99.

To add a Fax System Group List:

Log: QUIT RETRY

Admin MBOX AA

Admin

CCR OTHR

Group List Admin

DEL CHNG

GList:901 VOICE

Record name: RETRY

1. Press

· °

‹

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press OTHR

4. Press GLIST

5. Press ADD

6. Press FAX

. Norstar Voice Mail automatically assigns

a Fax System Group List number. Group List number 901 is an example.

7. Pick up the handset and at the sound of the tone, record the Group List name and press OK

to end

your recording.

Accept name? RETRY PLAY

Name: RETRY BKSP

Add first member

Name: RETRY BKSP OK

Note: This Group List name is played to anyone

who sends a Fax message to the fax machines in this group.

8. To listen to your recording, press PLAY the name again, press RETRY

. Press OK to accept

. To record

the recording.

9. Enter the Group List name and press OK the Group List name, refer to "

Entering characters

. To enter

using the Norstar Dialpad" on page 12. The Group

List name is a maximum of 16 characters.

10. This display appears briefly and then changes to the display in step 11.

11. To add the Group List without adding members at this time, press

FAX Set Up and Operation Guide P0886629 Issue 1.0

Setting up and maintaining FAX 21

If you want to add fax members to the Group List, refer to "Adding fax machine

members to a Fax System Group List" on page 21. For more information about

Group Lists, refer to the Norstar Voice Mail Set Up and Operation Guide.

Adding fax machine members to a Fax System Group List

Members of a Fax System Group List are fax machines from other locations. These fax machines do not have to be connected to your Norstar system. These fax machines can be internal or external numbers.

Since not all the fax machine members of this List are connected to your Norstar system, you must specify the telephone number of the fax machine and the line or line pool to be used. A maximum of 125 fax machine members can be added to a Fax System Group List.

To add a member to a Fax System Group List:

Log: QUIT RETRY

Admin MBOX AA

Admin

CCR OTHR

Group List Admin ADD DEL

GList: RETRY QUIT

GList Name CHNG

GList members

VIEW

1. Press

· °

‹

2. Enter the System Coordinator Mailbox number and password and press OK

3. Press OTHR

4. Press GLIST

5. Press CHNG

6. Enter the number of the Fax System Group List you wish to add a member to.

7. Press NEXT

until the display shows.

GList Name is an example of a Group List name.

8. Press ADD.

Name: RETRY BKSP

9. Enter the new member’s name and press OK accept the member’s name. To enter the name of the Fax System Group List, refer to "

Entering characters

using the Norstar Dialpad" on page 12. The name of

the Fax System Group List is a maximum of 16 characters.

P0886629 Issue 1.0 FAX Set Up and Operation Guide

22 Setting up and maintaining FAX

FINANCE CHNG

Fax dest: none

POOL IC

Line: RETRY

Accept:1 RETRY

10. Press NEXT

FINANCE is an example of a Fax System Group List name.

11. Press LINE

Note: Pressing POOL

selects a line within a line pool. Pressing IC you press IC

you must enter an extension

selects an intercom line. If

number, accept the number and go to step 15.

12. Enter the line, pool or intercom number and press OK

Note: If a Fax System Group List member is at a

location that requires long distance dialing, the line or pool number selected must not have any long distance dialing restrictions.

13. Press OK

to accept the new number.

Dest ph: RETRY

7355822 ADD

14. Enter the destination telephone number and press OK to end the new number.

15. In this example,

7355822 is the destination number.

To cancel the number and enter a new number, press

•

. To insert a pause, press ‹. The pause entered is automatically four seconds long. To recognize dial tone, press ›. To enter more digits, press ¤. enter a star, press ﬂ. To enter a number sign, press

to accept the new number.

to end this programming session.

GList members ADD VIEW

ﬁ

. Press OK

16. Repeat steps 8 to 15 for each member you are adding to this Fax System Group List.

17. Press

Sending a Fax System Group message (Fax Broadcast)

A Fax System Group message can be sent to notify a group, by way of a fax, of a pending event or company notice that only pertains to that group.

Before you send a Fax System Group message, ensure you have added the Fax System Group List, and the Group List contains all the fax machines that are to receive a message.

FAX Set Up and Operation Guide P0886629 Issue 1.0

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