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TM
CallPilot .
Release 2.0
Voice Mail User Guide
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Contents Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Working with CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 CallPilot keypad commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Using standard commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Logging in to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Welcome to CallPilot CallPilot from Nortel Networks is an advanced business communications system that offers exceptional flexibility 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 messages. Forward and reply to messages. Compose, edit, and send messages. Dial and address by name or by number. Add
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Working with CallPilot How to use this guide This guide explains in detail how to work with CallPilot from the keypad of your touchtone telephone. If you want to use a feature or service described in this guide but you cannot access it, check with your administrator. CallPilot terms Access numbers Your administrator gives you the access numbers you need for CallPilot. Keep a handy record of these numbers in Your CallPilot numbers. Mailbox Your CallPilot mailbox stores your messages, recor
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CallPilot keypad commands Login Message List Commands 1 2 3 Skip Skip Back Play Forward 4 5 6 Previous Next Message Record Message Greetings 7 8 9 1 2 3 Message Mailbox Call External Internal Temporary Commands Commands Sender Greeting Greeting Greeting 4 5 6 * 0 # Attendant/ Stop Help Thru-Dial 7 8 9 Record Name Message Commands Mailbox Commands * 0 # Greeting Cancel/ 1 2 3 1 2 3 Help Exit Play Envelope Forward Login Greetings Dis
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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 always *. If you learn these standard commands, you can use all CallPilot features without memorizing every step. Playing and recording To play your messages, record messages, and record greetings, use these standard commands as needed: 1 2 3 Skip Skip Back Play Forward 4 5 6 Previous Next Mes
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Logging in to your mailbox To log in to your CallPilot mailbox, you need the CallPilot multimedia messaging access number, and your own mailbox number and password. 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 will give you a temporary password that you change the first time you log in. 1 Decide on a new pas
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8 4 Changing your password When you log in for the first time, you must change your password from the one you were first assigned. After that, you can change your password as often as required. Your administrator sets the minimum length 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 ne
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8 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 yo
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8 0 1 Assigning a custom operator You can offer your callers the option of leaving a message or speaking to one of your assistants or colleagues. In your greeting, tell callers to press zero if they wish to speak to this person in your absence. The custom operator number is the number your callers reach when they press zero. Ask your administrator if this feature is available to you. To review and assign your custom operator number 1 While logged in to your mailbox, press 8 0 for mailbox opt
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2 Playing your messages CallPilot lets you know when you have new messages. Your telephone may have a message waiting light, or you may hear a special dial tone when you pick up the handset. Your mailbox summary tells you the number of new voice and fax messages in your message list and if any of them are urgent. The summary also tells you if any recorded messages are unsent. Each message header tells you the sender’s name, and the date and time that the message was received at your mail
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2 1 2 3 Changing message speed You can change the speed of a message while playing it. For example, if your caller spoke very fast, you can slow down the message. To play a message slower or faster While you are playing a message, press 2 1 to slow it down, or press 2 3 to speed it up. You can increase the speed three times above normal, and decrease it two times below normal. 2 4 2 6 Changing message volume You can change the volume of a message while playing it. For example, if you ar
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9 Calling the sender You can place a call to the sender of a message, if CallPilot can address the sender. To call the sender 1 After listening to a message or while it is playing, press 9 to call the sender. 2 Speak to the sender or leave a message. 3 When you have finished your call, hang up. You may be able to return to your messages without hanging up and logging in again. 7 1 Replying to the sender You can record a reply to the sender of a message, if CallPilot can address the sender
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7 3 Forwarding a message You can forward a message to another mailbox, to a distribution list, or to a telephone number. You can also record an introduction to the original message. You cannot forward a message marked Private. To forward a message 1 After listening to a message or while it is playing, press 7 3 to forward the message. 2 Enter the number to which you want to forward the message, then press #. Repeat this step for each additional number to which you want to forward the mes
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7 5 Composing a message To compose a message, you address it first, then record your message and send it. You can address a message to one or more people or distribution lists. Before you send a message, you can edit it and add message options. You can also attach other messages, including faxes, to your new message and send them together. To address, record, and send a message You address a message to one or more recipients before you start recording. An address is typically a mailbox n
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Addressing a message You can address your messages to local mailboxes and distribution lists. For the required prefixes, press * for Help when addressing, or ask your administrator. Keep a record of these prefixes in Your CallPilot numbers, page 31. When CallPilot prompts you for a mailbox number, enter the appropriate prefix if required, then the number. When you have entered all the required addresses, return to step 3 in To address, record, and send a message, page 17. To address a message
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Addressing by name You can enter an address by spelling a person’s name on your telephone keypad instead of entering a number. You can use name addressing for addressing a message, creating a distribution list, express messaging, and thru-dialing. When you have entered all the required addresses, return to step 3 in To address, record, and send a message, page 17. To address by name 1 When CallPilot prompts you for a mailbox number, enter the name addressing prefix. If you don’t know the
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7 0 Adding message options When you create a message, you can indicate that you want it handled in a special way. The message options are Urgent, Economy, Private, Acknowledgment, and Timed Delivery. A message cannot be tagged both Urgent and Economy. Before sending the message, you can check the options by pressing 7 2 to play the message envelope. To add an Urgent option When you send a message marked Urgent, the recipient is notified in the mailbox summary and in the message header th
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7 0 7 Adding message attachments To add an attachment to a message You can attach one or more voice messages currently in your mailbox to your message before sending it. You cannot attach a message marked Private. 1 Before or after recording a message, press 7 0 for Message Options, then 7 for Add Attachment. 2 Enter the message number of the message that you want to attach to your unsent message, then press #. 19
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Express messaging Express messaging is a fast way to send a message to another mailbox without logging in to your own mailbox to compose and send the message. You may also be able to send a fax by express fax messaging. Ask your administrator for the express messaging number and if express fax messaging is available. To send a message without logging in 1 Dial the CallPilot express messaging number. 2 Enter the mailbox number of the person for whom you are leaving the message, then press #.
