Nortel Networks Voice Mail User Manual
CallPilot.
TM
Release 2.0
Voice Mail User Guide
Contents
Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Working with CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
CallPilot keypad commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Using standard commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Logging in to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Changing your password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Recording your name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Recording greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Assigning a custom operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Blocking messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Turning Autologin on or off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Returning to speech commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Playing your messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Changing message speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Changing message volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Deleting and restoring messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Calling the sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Replying to the sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Replying to the sender and all recipients . . . . . . . . . . . . . . . . . . . . . . . . 13
Forwarding a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Composing a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Addressing a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Addressing by name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Checking and editing your message . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Adding message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Adding message attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Express messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Thru-dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Remote Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
When you are the caller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Your CallPilot numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
2
Welcome to CallPilot
CallPilot from Nortel Networks is an advanced business
communications system that offers exceptional flexi b ility for
managing your messaging needs.
You can work with CallPilot from your telephone or your computer.
Here are some of the many CallPilot features you can use by
entering commands on the keypad of your touchtone telephone:
Play your messa ges.
Forward and reply to messages.
Compose, edit, and send messages .
Dial and address by name or by number.
Add message options such as urgent, private, and timed delivery.
Create personalized distribution lists for sending messages.
Receive remote notificat ion of incoming messages.
3
Working with CallPilot
How to use this guide
This guide explains in detail how to work with CallPilot from the keypad of your
touchtone tel ep hon e. If you want to use a feature or service described in this g ui de
but yo u c an not access it, check w it h your administrator.
CallPilot terms
Access numbers
Your administrator gi ves you the access num b ers you need for CallPilot. Keep a h an dy
record of these numbers in Your CallPilot numbers.
Mailbox
Your CallPilot mailbox stores your messages, recorded g re et in gs, distribut io n li sts, and
other personal s et tin gs. You can log in to your mailbox at any time to play your
messages and use all of the available CallPilot features and services. Your
administrator will assign you a mailbox number, which is usually your extension number.
Password
Your personal password pro v id es sec urity for your mailbox an d its contents . Al l o f your
interaction with CallPilot i s confidential; no o ne el s e c an a cc e ss your mailb ox.
Help sources
Voice prompts
On your telephone, CallPilot guides you with voice prompts at each step. The prompts
tell you what to do next, or what options are available, so you don’t have to remember
eve ry step. Y o u ca n i nterrupt a prompt by pressing th e key for the next step.
Context-sensitive help
On your tele phone, yo u c a n press * for Help at any time wh il e you are logge d in to your
mailbox. You will h ea r th e op ti ons t ha t a re avail able fo r your ne xt st e p.
My CallPilot
On your comp uter, web-based My CallPilot pro v ides a U sef ul Information page spe cifi c
to the mailbox options, features, and services that are available to you.
Printed help
In addition to this user guide, a printed Quick Reference Card and a printed Wallet Card
are avai lab le . Keep them near your telephone or tak e them wit h yo u whe n you tra vel.
4
CallPilot keypad commands
Login
Message List Commands
1
Skip
Back
4
Previous
Message
7
Message
Commands
*
Help
2
Play
5
Record
8
Mailbox
Commands
0
Attendant/
Thru-Dial
3
Skip
Forward
6
Next
Message
9
Call
Sender
#
Stop
Message Commands Mailbox Commands
1
Reply
4
Reply
All
7
Print
*
Message
Help
Message Options
1
Urgent
On/Off
4
Private
On/Off
7
Add
Attachment
*
Options
Help
2
Play
Envelope
5
Compose
8
0
Message
Options
2
5
Acknowledge On/Off
8
0
3
Forward
6
Delete/
Restore
9
Send
#
Cancel/
Exit
3
Economy
On/Off
6
Timed
Delivery
9
#
Cancel/
Exit
1
Login
4
Password
Change
7
*
Mailbox
Help
2
Greetings
5
CallPilot
Tools
8
0
Mailbox
Options
3
Disconnect
6
Go to a
Message
9
Change
List
#
Cancel/
Exit
Mailbox Options
1
Custom
Operator
4
Autologin
On/Off
7
Block
Messages
*
Options
Help
2
5
8
0
3
Fax
Options
6
9
#
Cancel/
Exit
Greetings
1
External
Greeting
4
7
*
Greeting
Help
2
Internal
Greeting
5
8
0
CallPilot Tools
1
4
Return to
Speech
7
*
Tools
Help
2
Remote
Notification
5
Distribution
Lists
8
0
Fax Options
1
Autoprint
On/Off
4
7
Separator
Page
*
Fax
Help
2
Default
Printer
5
8
0
3
Temporary
Greeting
6
9
Record
Name
#
Cancel/
Exit
3
6
9
#
3
6
9
#
Cancel/
Exit
5
Using standard commands
CallPilot has many standard commands that are common to all features, so you don’t
need a main menu. For example, Play is always 2, Record is always 5, and Help is
alwa ys *. If you learn these standard commands, you can use all CallPilot features
without memorizi ng e v ery step.
Playing and recording
To play your mes s ag es, record me ss ag es, and recor d greetings, us e th es e standard
commands as needed:
1
Skip
Back
4
Previous
Message
2
Play
5
Record
3
Skip
Forward
6
Next
Message
Message commands and mailbox commands
To access more features from your message list, use these two families of commands.
Commands that you use on the current message begin with 7. Commands that you use
to manage your mailbox begin with 8.
7
Message
Commands
8
Mailbox
Commands
Always available
Press * for context sensitive Help prompts at any time. Press # to stop playbac k or
recording, to cancel a menu selection, to end data entry , or to end addressing.
*
Help
#
Stop
6
Logging in to your mailbox
T o log in to your CallPilot mailbox, you need the CallPilot multimedia messaging access
number, and your own ma il box number and pass word.
Your administrator gives you these numbers and any other numbers you need for
CallPilot features and services. Keep a handy record of these numbers in Your CallPilot
numbers, page 31.
To log in for the first time
Your administrator wil l give you a temp orary pass word th at you c hange the firs t time y ou
log in.
1 Decide on a new password. See Changing your password, page 8.
2 Follow the login steps below, using your temporary password.
3 When you are ask ed to enter a ne w p ass w ord, follow the prompts. See Changing
your passw o rd, pag e 8.
To log in
Y ou can log in to your mailbox from any touchtone telephone. When logging in from your
own teleph on e, you may be able to press a me s sa ge key i ns tead of dialin g the a cc ess
number.
1 Dial the CallPilot multimedia messaging access number, or press the message
key on your teleph one.
2 Enter your mailbox number, then press #. Or, at your own telep hone , just pres s #.
3 Enter your password, then press #.
You are now in your mailbox and can use all the message list commands.
To log in using Autologin
Autologin i s an op ti on that make s login easier be ca us e you don’t have to e nt er your
mailbox and password. Your administrator can allow secure numbers such as your
office or hom e t el ep hon e for A uto lo gi n. See Turning Autologin on or off, page 10.
T o access your mailbox when Autologin is turned on, dial the CallPilot access number or
press the message key at one of your specified Autologin numbers.
To disconnect
When you have finished your CallPilot session, press 8 3 to disconnect, or ha ng up .
7
Changing your password
When you log i n for the first time, y ou mu s t c ha ng e your password from th e o ne you
were first assigned . After that, you ca n change your pass word as oft en as required. Your
administrat or se ts th e mi ni m u m le ngth for a password .
To change your password
1 While logged in to your mailbox, press 8 4.
2 Enter your current password, then press #.
3 You may see dashes instead of numbers if you have a display phone.
4 Enter your new password, then press #.
5 Enter your new password again, then press #.
If your password expires, follow the s te ps for changing a passw o rd.
If you forget your password, your administrator can assign you a temporary password.
Log in with t he te m po ra ry password, then change it im me di ately.
Choosing a secure password
CallPilot prevents you from using some passwords if they are too short or too simple, or
if you have used the s am e on e rec en tly. Also, CallPilot req ui res that you ch an ge your
passwo rd on a regular sch ed ul e s et by yo ur administrat or.
Keep your mailbox secure by choosing pas swords th at are not easil y dis c o vered.
Decide on a system for choosing passwords that is easy for you to remember but hard
for anyone else to guess. For example, you can create a unique and easy-to-remember
passwo rd b y comb inin g lette rs and n umb ers on y ou r teleph on e k e ypad .
8
4
Recording your name
Your personal verification is used in your greetings and addressed messages, and in
express messaging, name dialing, and remote notification announcements.
8
To record a personal verification
1 While logged i n to y our mailbo x , press 8 2 f or Greetings, then 9 to record your name.
You hear your current recorded name, if there is one.
2 Press 5 to record. Wait for the tone, then record your name.
3 Press # to end the recording.
To play, delete, or re-record your personal verification
You can play, delete, or re-record your personal ve rificat ion the same w a y as yo ur
greetings . S ee R ec ordi ng g ree ting s , page 9. If you delete your personal verification,
your callers hear just your mailbox number or your name spelled one letter at a time.
To return to your messages
When you have finished recording your personal verification, press 4.
8
9
2
Recording greetings
You can record external, internal, and temporary greetings. Callers from outside your
organization hear your external greeting, callers within your organization hear your
internal greeting. If you don’t record an internal greeting, all callers hear your external
greeting.
You can record a temporary greeting to tell your callers that you are away from the
office. All callers hear your temporary greeting if you record one. Tell your callers the
times or dates of your absence, and when you will retrieve your messages. You can set
up your ma il box to refuse messages while you are away. See Blocking messages,
page 10.
Keep your greetings brief and informative, and speak clearly. Check your greetings by
calling y ou r number from external and in te rnal telephones.
To record your greeting
1 While logged in to your mailbox, press 8 2.
2 Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting.
3 Press 5 to record. Wait for the tone, then record your greeting.
4 Press # to end the recording.
To play, delete, or re-record your greeting
While at your greeting, you can play, delete, or re-record it.
To play your greeting, press 2.
To delete your greeting, press 7 6.
To re-record your greeting or add to it, press 5 at the point in the greeting where
you want to start. Record the new greeting, then press #.
To set the expiry date for your temporary greeting
You can set an expiry month, day, and time for your temporary greeting. When the
temporary greeting expires, your callers will hear your external or internal greeting.
1 While at your temporary greeting, press 9 to set the expiry date.
2 Enter the month, day, and time, pressing # after each entry.
For the current month or day, press # only.
For a time setting of 9:00, press 9 0 0 #. For a.m., press 1; for p.m., press 2.
Expiry time will be 9:00 in the time zone at your mailbox location.
For the standard expiry time of one minute after midnight on the date you
specified, press # for time.
For no expiry, press ###.
If you do not set an expiry date, or if you press # for month, day, and time, your
temporary greeting will remain in effect until you delete it.
To return to your messages
When you have fini s he d r ec ord in g your gree tin gs, press 4.
8
2
9
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