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CallPilot Fax User Guide Copyright © 2002 Nortel Networks All rights reserved. 2002. The information in this document is subject to change without notice. The statements, configurations, technical data, and recommendations in this document are believed to be accurate and reliable, but are presented without express or implied warranty. Users must take full responsibility for their applications of any products specified in this document.
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.
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.
CallPilot Fax User Guide 5 Checking which mailbox interface you use CallPilot supports two interfaces: Norstar Voice Mail and CallPilot. The System 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 1 Press ≤·°⁄.
CallPilot Fax User Guide Telling callers about fax in your mailbox greeting In your mailbox greeting, tell callers that they can leave fax messages in your mailbox. Tell 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. 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.
CallPilot Fax User Guide Accept greeting? RETRY PLAY OK 7 Press OK or £ to accept the recording or press PLAY or ⁄ to listen to the greeting or press RETRY or ¤ to re-record the greeting. 8 Press ® to end the session.
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.
CallPilot Fax User Guide 9 Opening your mailbox To open your mailbox - Norstar Voice Mail Pswd: OTHR RETRY OK 1 new 1 saved PLAY REC ADMIN 1 Press ≤·°⁄. 2 Enter your mailbox password and press OK or £ or if you are at another extension, or if you are using a Guest mailbox, press OTHR or • to display the Log: prompt. When this prompt appears, enter your mailbox number and password. Your mailbox number is usually the same as your extension.
CallPilot Fax User Guide Printing fax messages You can print the fax messages in your mailbox on any fax machine. You can print all of your fax messages at once or individually. 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. Because fax messages can be take up a lot of mailbox space, after you print or forward your fax messages, delete them from your mailbox.
CallPilot Fax User Guide 11 To assign a preset fax machine If you assign a preset fax machine, your fax messages print at the same fax machine every time. 1 Press ≤·°⁄. Follow the voice prompts or the display button options on your telephone to open your mailbox.
CallPilot Fax User Guide To print all your fax messages Use this procedure if you want to print all your new or saved messages. If you want to print just one message, refer to “To print an individual fax message” on page 14. 1 Press ≤·°⁄. Follow the voice prompts or the display button options on your telephone to open your mailbox.
CallPilot Fax User Guide Destination: PHONE EXT Ph: RETRY OK ADD OK Printed msgs 13 5 Press PHONE or ⁄ to print fax messages at a fax telephone number or press EXT or ¤to print fax messages at a fax extension number. This example shows entering the phone number of a fax machine. 6 Enter the fax telephone number and press OK or £.
CallPilot Fax User Guide To print an individual fax message Use this procedure if you want to print an individual fax message. 1 Press ≤·°⁄. Follow the voice prompts or the display button options on your telephone to open your mailbox.
CallPilot Fax User Guide 15 To print fax messages from a fax telephone 1 From a fax machine telephone, call into a line that is answered by the Automated Attendant. 2 Press ••, or in the UK press °°, to access your mailbox while the Automated Attendant Greeting plays.
CallPilot Fax User Guide Fax cover page A fax cover page prints with each fax message you print using the Preset and Other feature. The fax cover page shows: • • • • • the date and time the fax prints the name and telephone number of the mailbox owner the destination fax number the Fax ID number (if you print a single fax message) the number of pages to follow Note: A fax cover sheet is not added if you print a fax from a fax telephone.
CallPilot Fax User Guide 17 Sending fax messages To send the fax message to a personal mailbox you must call from a fax machine telephone. You can include a voice introduction to a fax message you send to a personal mailbox. The voice introduction must be at least three seconds long. The system times out after five seconds of silence. To send a fax message to a personal mailbox 1 Place the document that you want to send in the fax machine.
CallPilot Fax User Guide Forwarding fax messages You can forward a fax message that you have received to another mailbox and add a voice introduction. If you record a voice message if must be longer than three seconds. The system times out after five seconds of silence. The message appears as a fax message in the recipient’s mailbox. If you cannot forward a fax message, ask your System Administrator if your mailbox is set up to allow you to forward fax messages.
CallPilot Fax User Guide 19 To forward a fax message to a mailbox - Norstar Voice Mail 1 Press ≤·°⁄. Follow the voice prompts or the display button options on your telephone to open your mailbox. 2 Press PLAY or ¤ if you have a new fax message or press fl to review your messages until you find a saved fax message you want to forward. Fax:1 <<< STOP >>> 3 The date received and the Fax ID number appear on the display. End of message COPY ERASE NEXT 4 Press COPY or fi.
CallPilot Fax User Guide To forward a fax message to a mailbox - CallPilot End message RESP DEL NEXT End message PRINT DEL NEXT To: NAME CNCL SPEC To: RETRY OK Empty REC Msg options URG PRIV P0941753 02 OTHR 1 Press ≤·°⁄. Follow the voice prompts or the display button options on your telephone to open your mailbox. 2 Press ¤ to play the first message or press fl until you find the fax message you want to forward. 3 Press ‡‹ to forward the message.
CallPilot Fax User Guide 21 To forward a fax message to an external number Norstar Voice Mail You can forward a received fax message to an external number. However, you cannot add an introductory voice message to the fax message. 1 Press ≤·°⁄. Follow the voice prompts or the display button options on your telephone to open your mailbox. 2 new 0 saved PLAY REC ADMIN 2 Press PLAY or ¤ to play the first message or press fl until you find the fax message you want to forward.
CallPilot Fax User Guide Another copy? YES QUIT 11 Press YES or ⁄ and repeat steps 6 to 11 to send this message to another external number or press QUIT if you are done. 12 Press ® to end the session. To forward a fax message to an external number - CallPilot End message RESP DEL Print MSG NEW Print msg PRESET OTHR NEXT ALL MANU Destination: PHONE EXT Ph: RETRY OK ADD OK Printed msg P0941753 02 1 Press ≤·°⁄.
CallPilot Fax User Guide 23 About Fax Group messages Send a Fax Group message if you want to send a group a fax message that pertains to them. Fax Group Lists are created by the System Administrator. Fax Group Lists If you frequently fax information to the same group of people, use a Fax Group List. A Fax Group List is a collection of fax machines at other locations.
CallPilot Fax User Guide OPTS CC SEND 8 Press SEND or £ to send the fax message or press OPTS or ‹ to assign message delivery options or press CC to send the message to another recipient. For information about delivery options refer to the CallPilot Reference Guide. 9 Press ® to end the session.
CallPilot Fax User Guide 25 Adding special characters to a fax telephone number Follow the voice prompts or press ADD to add special characters to a fax telephone number. Note: If you are adding special characters, do not press the dialpad buttons £ to enter #, or • to enter *. Press the button directly below the option on a two line display telephone, or listen to the voice prompts. Press To ¤ or DIGS resume adding digits to the destination phone number.
CallPilot Fax User Guide P0941753 02
