Nortel Networks P0911632 User Manual

Enterprise Edge 2.0 Voice Messaging FAX User Guide

P0911632 Issue 02

Introduction 5 Learning about FAX 5 About the Express Messaging Line 6 Your Personal mailbox greeting 6 Recording a Greeting 6 Receiving a fax message 8

Retrieving a fax message 9 Transferring a Fax call to your mailbox 9 Setting up a preset fax machine 10 Printing fax messages 11

Printing new or saved fax messages in your mailbox 11

Printing a fax message 15 Fax cover page 18

Fax forward cover page 18 Sending fax messages 19

Forwarding a fax message to another mailbox 20

Forwarding a fax message to an external number 22 Fax System Group message (Fax Broadcast) 23

About the Fax System Group List 23

Sending a Fax System Group message (Fax Broadcast) 24

P0911632 Issue 02 Enterprise Edge 2.0 Voice Messaging FAX User Guide

4 Contents

Enterprise Edge 2.0 Voice Messaging FAX User Guide P0911632 Issue 02

Enterprise Edge 2.0 Voice Messaging FAX User Guide

Introduction

This guide explains how to use Enterprise Edge Voice Messaging FAX with your personal mailbox. It explains how to receive, print and send fax messages.

All Enterprise Edge one line and two line display telephones provide Voice Messaging voice prompts. On telephones with display buttons, the voice prompts are delayed for five seconds. If you do not see an option on your telephone display, wait for the voice prompt to announce the additional options.

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

When you see a display button like this: PLAY, or a dialpad button like this: ¤, press either button to activate the Voice Messaging feature. This guide shows you both methods.

Note: This document explains the Enterprise Edge Voice Messaging features

related to FAX. If you need instructions about other Voice Messaging features, refer to the Enterprise Edge 2.0 Voice Messaging Set Up and

Operation Guide or the Enterprise Edge 2.0 Voice Messaging Reference Guide.

Learning about F AX

Enterprise Edge Voice Messaging FAX lets you use Fax features with your personal mailbox.

A fax document in a mailbox is called a fax message. Fax messages can have a voice introduction. This means that a caller can leave a fax message in a mailbox with or without an introductory voice message. FAX lets a caller 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.

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6 Enterprise Edge 2.0 Voice Messaging FAX User Guide

About the Express Messaging Line

An Express Messaging Line can be assigned to a mailbox. A fax message sent to the Express Messaging Line bypasses the greeting and the Automated Attendant. The fax message is sent immediately to your mailbox. You access the fax message 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 Administrator for the telephone number of your Express Messaging Line. Then you can inform people of your direct 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 call from a fax machine telephone to send you a fax message. The caller must press START/SEND on the fax machine. Enterprise Edge Voice Messaging 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.

If you want to send me a fax and you are calling from a fax machine telephone, press the START/SEND button on the fax machine.”

For more information about Personal mailbox greetings, refer to the Enterprise Edge 2.0 Voice Messaging Set Up and Operation Guide or ask your System

Administrator.

Recording a Greeting

To record a Greeting:

Pswd: OTHR RETRY OK

1. Press ƒ·°⁄.

2. Enter your password and press OK or £. Your unique password is assigned when you first open your mailbox and perform the initialization steps. If you are recording a greeting from a telephone that is not assigned to your personal mailbox, press OTHR. The display shows the Log:prompt. When this prompt appears, enter your mailbox number and password. If you are using a one line display telephone, press • at the Pswd:prompt to reach the Log:prompt.

0 new 0 saved PLAY REC ADMIN

Enterprise Edge 2.0 Voice Messaging FAX User Guide P0911632 Issue 02

3. Press ADMIN or °.

Enterprise Edge 2.0 Voice Messaging FAX User Guide 7

Mailbox admin GREET PSWD QUI T

Greeting options

CHOOSE CFWD

REC

Greeting: PRIME ALT PERS

Record new? YES NO QUIT

Record greeting: RETRY OK

4. Press GREET or ¤.

5. Press REC or ⁄.

6. Press PRIME or ⁄.

Note: Press ALT to record your Alternate Greeting.

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

7. Press YES or ⁄.

8. At the tone, record your greeting and press OK or £ to end your recording. Do not use Handsfree to record a greeting. For best results, speak directly into the telephone handset, clearly and at a pace that is easy to understand.

Accept greeting? RETRY PLAY OK

Note: In your greeting tell callers they can leave a

fax message in your mailbox. Refer to Your

Personal mailbox greeting on page 6.

9. Press OK or £ to accept the greeting or press RETRY or ¤ to erase and re-record the greeting or press PLAY or ⁄ to play the greeting.

10. Press ® to end this session.

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Receiving a fax messa ge

You can receive two types of fax messages: non-voice introduced and voice introduced. An introduction is a voice message that a caller records to introduce a fax message. In a non-voice introduced fax message, a caller leaves only a 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 by an 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 the call is answered by a person, they hear a fax tone.

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

pressing ƒ·°ﬂ. The fax message is sent to your mailbox.

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:

1. Press ƒ·°⁄.

Pswd: OTHR RETRY OK

1 new 1 saved PLAY REC ADMIN

2. Enter your mailbox password and press OK or £.

3. After you open your mailbox, the telephone display shows the number of new and saved messages. In this example, there is one new message and one saved message. A voice prompt tells you how many new and saved fax messages you have.

An average text fax message 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 print or forward your fax messages, delete them from your mailbox.

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