Nortel Networks P0941753 02 User Manual

CallPilot

Fax User Guide

Part No. P0941753 02

CallPilot Fax User Guide

recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must ta ke fu ll respon sibility for the ir appl icati ons of any prod ucts specif ie d in this docume nt. Th e inform ation in this document is proprietary to Nortel Networks NA Inc.

The software described in this document is furnish e d unde r a lice nse agreem e nt and may be use d only in accor dan ce 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 t he 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 information about other CallPilot features, refer to the CallPilot Reference Guide.

To use this guide, you must determine which phone interface 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 ca lled a f ax messag e. Fax messa ges can ha ve a voic e intr oducti on. This means that a calle r ca n l eave a f ax mes sage with or without an int ro duct or y voi ce message in your personal mailbox.

You can:

• retrieve and print the fax message on a fax machine

• forward the fax message to another mailbox

About the Express Messaging Line

You can have an Express Messaging Line assigned to your mailbox. A fax message sent to the Express Messaging Line bypasses the Automated Attendant and 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.

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 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 t his: Û, press either butto n

to activate the CallPilot feature. This guide shows you both methods.

This table shows 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

You can enter ≤, Ä

≤

button

≥

√

or ƒ and the code to use a feature.

M7100, M7208, M7310, M7324

M7100N, M7208N, M7310N, M7324N

√

For example, press ≤·°⁄ to access your mailbox.

The T7100 works differently from other telephones on your system because it does not have line buttons. Where other t elephones require that you sel ect a line bu tton to ans wer a ca ll, on the T71 00 terminal you pick u p the hands et. Where other te lephone s requir e you to sel ect a li ne button to tak e a call off hold, you press ≥ on the T7100 terminal.

On T7100 terminals, you can answer a second call by pressing ≤. Your active call is 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 in terfaces: No rstar Voice Ma il and CallPilot. The Sys tem Administrator determines which interface 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 display to see which interface you use:

3 Press ® to end the session.

≤·°⁄.

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

This is the Norstar Voice Mail interface.

This is the Ca llPilot interface.

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6 CallPilot Fax User Guide

Telling callers about fax in your mailbox greeting

In your mailbox gree ting, te ll ca ller s tha t the y can l eave fax mes sages in you r ma ilbox. Tell calle rs that they must cal l fr om a fax machine telephone t o send you a fax 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 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 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? YES

NO QUIT

1 Press

≤·°⁄.

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

2 If you use t he CallPilot interface:

•Press °¤ to open the Greetings Options menu

• Go to step 3

If you use the Norstar Voice Mail interface:

ADMIN

GREET

or ° or ¤

•Press

• Go to step 3

REC

3 Press

4 Press

or ⁄.

PRIME

or ⁄ to record the Primary greeting

ALT

press

5 Press

or ¤ to record the Alternate greeting.

YES

or ⁄ and record your greeting at the tone.

Record greeting: RETRY OK

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6 Press

or £ to end the recording.

CallPilot Fax User Guide 7

Accept greeting? RETRY PLAY OK

7 Press

or £ to accep t the recording

PLAY

press

or ⁄ to listen to the greeting

RETRY

press

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 by 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 have a new voice message or a fax 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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