Nortec CallPilot Reference Guide
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Chapter 10 Off-premise Message Notification 91
CallPilot Reference Guide
Deleting a destination number
If you have more than one destination number for Off-premise Message Notification, you can
delete a destination.
To delete a destination number
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open
your mailbox.
2If you use the CallPilot interface:
Press
°fi to open the Mailbox Tools
Press
NOTIF or ¤ to open the Off-premise Message
Notification menu
Go to step 3
If you use the Norstar Voice Mail interface:
Press
ADMIN or °
Press fl to open the Off-premise Message Notification
menu
Go to step 3
3Press
ADMIN or ⁄ to set up Off-premise Message Notification.
4Press
OTHR if you want to delete the first destination
or
press
NEXT or £ to view the other destinations until you find the
destination that you want to delete. When you find the destination
that you want to delete, press
OTHR.
5Press
DEL to delete the first destination number.
6The first destination number is deleted. The Notify 2 destination
changes to become the Notify 1 destination number.
To delete more destination numbers, press
OTHR and repeat steps 4
and 5.
7Press
® to end the session.
Msg notify
ADMIN SELECT
Notify1:
CH N G O TH R N E X T
Notify 1:
DEL
INS QUIT
Notify1:
CH N G O TH R N E X T
Msg notify
ADMIN SELECT
92 Chapter 10 Off-premise Message Notification P0919417 02.2 Adding a destination number Use this procedure if you have set up Off-premise Message Notification and you want to add another destination number. You can have up to five destination numbers. To add a destination number 1Press ≤·°⁄. Follow the voice prompts or the display button options to open your mailbox. 2If you use the CallPilot interface: Press °fi to open the Mailbox Tools Press NOTIF or ¤ to open the Off-premise Message Notification menu Go to step 3 If you use the Norstar Voice Mail interface: Press ADMIN or ° Press fl to open the Off-premise Message Notification menu Go to step 3 3Press ADMIN or ⁄ to set up Off-premise Message Notification. 4Press NEXT or £ to continue. 5Press YES or ⁄ to set up another destination number. 6Press SETUP or ⁄ to set up another destination number and follow the steps in “To set up Off-premise Message Notification to a phone number” on page 73 or “To set up Off-premise Message Notification to an extension” on page 76 or “To set up Off-premise Message Notification to a pager” on page 78. Msg notify ADMIN SELECT Notify: CHNG NEXT More dest? YES NO Notify2: none SETUP N E X T
Chapter 10 Off-premise Message Notification 93
CallPilot Reference Guide
Turning Off-premise Message Notification on or off
You can turn Off-premise Message Notification on or off at any time. If you turn Off-premise
Message Notification off, you do not affect any of the assigned parameters.
To turn Off-premise Message Notification on or off
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open
your mailbox.
2If you use the CallPilot interface:
Press
°fi to open the Mailbox Tools
Press
NOTIF or ¤ to open the Off-premise Message
Notification menu
Go to step 3
If you use the Norstar Voice Mail interface:
Press
ADMIN or °
Press fl to open the Off-premise Message Notification
menu
Go to step 3
3Press
SELECT or ¤ to set up Off-premise Message Notification.
4Press
CHNG or ⁄ to turn Off-premise Message Notification off if
it is on (as shown).
5Press
OK or •
or
press
TIME to review the start and stop time parameters.
6Press
® to end the session.
Msg notify
ADMIN SELECT
Notify on
CHNG
TIME O K
Notify off
CHNG TIME O K
Mailbox admin
GREET PSWD QUIT
94 Chapter 10 Off-premise Message Notification P0919417 02.2
95 CallPilot Reference Guide Chapter 11 Recording a call About Call Record With Call Record ≤·°· you can record an active telephone call and put the resulting message in your mailbox. Before you activate Call Record, ask the parties on the call for permission to record the call. The maximum length of the Call Record message is determined by the Class of Service setting for your incoming message length. If the mailbox message length is reached, you hear the voice prompt “Recording stopped. The recording limit has been reached” and the recording ends. After Call Record stops, you can re-activate ≤·°· to start another record call session. The call is recorded in two separate messages if you do this. Ask your System Administrator for the message length that is assigned to your mailbox. Using Call Record If you use record a call, CallPilot puts the recorded call in your mailbox. You can forward the recorded call to other mailboxes. To record a call Note: Call Record is not enabled by default. The System Administrator must enable this feature by assigning you a Class of Service that includes Call Record. In some areas Call Record is not available as it contravenes local laws. Ask your System Administrator about the availability of Call Record in your area. 1While you are on an active call, press ≤·°·. Before recording begins, all parties on the call hear the prompt “This call is being recorded” and a recording tone. 2Press QUIT to end recording or press PAUSE to suspend recording. Press RESUME to continue recording or press QUIT to end recording. 3When you stop recording, all the parties on the call hear the prompt “Recording stopped.” 4Press ® to end the call. Recording PAUSE QUIT
97 CallPilot Reference Guide Chapter 12 Broadcast and Information messages About Broadcast messages You can ask the System Administrator to send a Broadcast message if you need to send a message to every initialized mailbox on your phone system. You can ask the System Administrator to send a Broadcast message to announce meetings, special company events, and reminders. Sending a Broadcast message eliminates recording and sending the same message several times. Broadcast messages play on all mailboxes initialized with CallPilot. Information mailbox greetings Your business or department can use Information mailboxes to provide callers with messages and announcements. You can record and update greetings for an Information mailbox. You can use Information mailbox greetings to: announce sales provide product lists announce special events Make it easy for callers to access Information mailbox greetings by mentioning the Information mailbox in the Automated Attendant, or by asking the operator to route enquiries to the Information mailbox. Ask your System Administrator for details. Callers cannot leave messages in an Information mailbox. Callers automatically disconnect after they listen to an Information mailbox greeting. Note: Broadcast messages are not sent to Information or General Delivery mailboxes.
98 Chapter 12 Broadcast and Information messages
P0919417 02.2
Recording an Information mailbox greeting
Before you record an Information mailbox greeting, you must determine what the greeting
includes. Be sure to include important times and dates.
For example: “Paddy’s Dance Studio proudly presents an extravaganza of dance. The
entertainment begins at 8:00 pm on the fourth of July. Toddlers tap is in the White Room. Folk
dance is in the Green Room. Classical ballet is in the Pink Room. Contemporary jazz is in the Blue
Room. The studio and recital rooms are located at 222 Main Street.”
Write the greeting down and practice reading it aloud. When you are confident the greeting
includes everything you want it to, record the greeting. If you are using a phone system with
bilingual capability, you must record the Information mailbox greeting in both languages.
An Information mailbox greeting can be either a Primary or an Alternate mailbox greeting.
To record an Information mailbox greeting
1Press ≤·°⁄.
Enter the mailbox number and password, then
press
OK or £.
The System Administrator creates the password when they
initialize the mailbox. Ask the System Administrator for the
Information mailbox password.
2Press
REC or ⁄.
3At the sound of the tone, record the Information mailbox greeting.
Press
OK or £ when you are done.
4Press
OK or £ to accept the recording
or
press
PLAY or ⁄ to listen to the greeting
or
press
RETRY or ¤ to rerecord the greeting.
5Press
QUIT or £ to end the session.
Log:
QUIT RETRY OK
Primary greeting
REC
PLAY QUIT
Record greeting?
RETRY PAUSE OK
Accept greeting?
RETRY PLAY OK
Primary greeting
RE C P L A Y Q UI T
99 CallPilot Reference Guide Chapter 13 CallPilot tips This chapter contains tips on how to optimize your use of CallPilot. Listen to your messages frequently. Answer your messages promptly to encourage callers to use CallPilot and reassure them that it is as reliable as speaking with you personally. You do not have to be at your desk to play your messages. When you are away from your desk, you can play your messages from any tone dial phone. Clean up your mailbox. There is limited storage in your mailbox and within CallPilot. Do not save messages unless you need to listen to them again. When you are finished with a message, erase it to create storage space. Keep a record of your password in a secure place. Treat your CallPilot password as a secret code. Write down your password and keep it in a safe place. Do not keep your password near your phone. If you let someone else have temporary access to your mailbox, change your password afterwards. If you forget your password, the System Administrator can reset it to the default password 0000. You can then enter a new password. When sending messages, make them brief and to the point. More than 75% of the time spent on a normal business phone call consists of making small talk, pleasantries and other socializing. Sending a message rather than making a call can save you time. Try to avoid sounding hurried or rude while restricting your messages to the essentials. Change your Primary greeting frequently. It is a good idea to change your Primary greeting on a regular basis. Change your greeting to indicate that you listen to your messages and maintain your mailbox on a regular basis. Change your Primary greeting to provide a personal touch that frequent callers appreciate. Make your Alternate greeting specific. Choosing an Alternate greeting usually means you are away from the office. If you are out of the office, indicate in your Alternate greeting when you expect to return. If you will be checking your mailbox while you are out of the office, include that in your message. If callers can reach you at another phone number, ensure that your message includes the phone number and the time period of the temporary arrangement. If you are going to be out of the office, remember to forward your phone to CallPilot. Use an Extended Absence Greeting. Begin this greeting by announcing your vacation or travel plans. This gets the attention of the caller. For example, “Vacation alert! Hi, this is Marshall. I will be on vacation starting on the 5th, and I will be returning to work on the 12th. If you care to do so, please leave a message and I will return your call when I return from vacation. For immediate assistance, please press zero.”
100 Chapter 13 CallPilot tips P0919417 02.2 Record your greetings and messages clearly. For a better quality recording, speak directly into the handset. Do not use the Handsfree feature. Remember to speak clearly in a pleasant voice at a pace that is easy to understand. Do not speak too softly or loudly or make the greeting or message too lengthy. After you record a greeting or message play it back. Make sure that your greeting or message sounds the way you want it to before you accept it. Do not forget to use the Copy and Reply features. You can use CallPilot to send copies of messages to other mailboxes and reply to messages with a message of your own. When you send copies of messages to other people, ensure that your introduction explains: why you are forwarding a copy of the message whether the copy is for information only whether the message is meant for the person you are forwarding it to who is responsible for the action on the message Use Group Lists for multiple copies of messages. If you find that you regularly send the same message to several people, ask the System Administrator to create a Group List for you. With a Group List, you can send the same message to all the mailboxes in the Group List. Encourage CallPilot use. Old habits are sometimes hard to break, and some people have difficulty accepting or trying new technologies. Use your Personal mailbox and other CallPilot features, and encourage your co-workers and frequent callers to use them too. Report problems promptly. If you encounter problems using CallPilot, report the trouble to the System Administrator as soon as possible.