Nortec CallPilot Reference Guide

							Chapter 3  Setting up your mailbox    21
CallPilot Reference Guide
Recording your name in the Company Directory
The Company Directory is a list of mailbox users on the CallPilot system. Before you can use your 
mailbox to receive messages, you must record your spoken name in the Company Directory. It is a 
good idea to include your mailbox number in your Company Directory recording. For example 
“Pat Smith, mailbox 5813”.
This establishes your “voice” name in a directory that is used by other CallPilot users and outside 
callers who use the Company Directory.
If you do not want your name in the Company Directory, tell your System Administrator. The 
Company Directory feature can be disabled by the System Administrator. If you do not know 
whether you have this feature, ask your System Administrator.
You can change or re-record your name in the Company Directory at any time.
To record your name in the Company Directory
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open 
your mailbox.
2If you use the CallPilot interface:
Press 
°¤· to open the Company Directory
Go to step 3
If you use the Norstar Voice Mail interface:
Press 
ADMIN or °
Press ⁄. This is a voice prompt and does not appear as a 
display button.
Go to step 3
3At the tone, record your name.
Press 
OK or £ to end the recording.
4Press 
OK or £ to accept the recording
or
press 
PLAY or ⁄ to listen to the recording
or
press 
RETRY or ¤ to re-record your name.
5Press 
® to end the session.
Record name?
RETRY        OK
Accept name?
RETRY       PLAY        OK 
						

							22    Chapter 3  Setting up your mailbox
P0919417 02.2
Assigning a Target Attendant
You can assign a Target Attendant to answer calls transferred from your mailbox. The default 
Target Attendant for your mailbox is the CallPilot Operator. The Target Attendant can be assigned 
to any valid extension.
After you assign your Target Attendant, a caller who reaches your mailbox can press 
‚ to speak 
with the Target Attendant.
Remember to tell callers in your greetings that if they need assistance they can press 
‚ to speak 
to the Target Attendant. For example, “Please press 
‚ to speak to my assistant.”
To assign a personal Target Attendant
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open 
your mailbox.
2If you use the CallPilot interface:
Press 
°‚ to open the Company Directory
Press 
ASST or ⁄ to open the Target Attendant menu
Go to step 3
If you use the Norstar Voice Mail interface:
Press 
ADMIN or °
Press fi to open the Target Attendant menu
Go to step 3
3Press 
CHNG or ⁄ to change the Target Attendant.
The 
Atdt ext: oper prompt shows that the current attendant is the 
CallPilot operator.
4Enter the extension number of the new Target Attendant
or
press 
OPER or ‚ to change the Target Attendant to the CallPilot 
Operator.
5The display shows the extension you entered.
6Press 
® to end the session.
Atdt ext: oper
CHNG
                      QUIT
Ext:
RETRY                    OPER
Atdt ext:
CHNG                      QUIT 
						

							23
CallPilot Reference Guide
Chapter 4
Feature codes and mailbox options
Feature codes
For information on programing a feature code onto a memory button of a display phone, refer to 
“Programming a memory button with a feature code” on page 24.
Feature code name Dialpad buttons Description
Leave Message
 ≤·°‚Leaves a message in a mailbox. No password is required.
Open Mailbox
 ≤·°⁄Opens your mailbox to play your messages and to access 
mailbox options.
Call Forward
 ≤·°›Forwards incoming calls to your mailbox.
CallPilot extension 
≤·°fiDisplays the CallPilot extension number on your phone.
Tr a n s f e r
≤·°flTransfers calls to a mailbox on the CallPilot system.
Interrupt
≤·°‡Intercepts a caller who is listening to your mailbox greeting 
or leaving a message.
Name Dialing
≤·°°Lets you dial calls by searching the Company Directory.
Call Record
≤·°·Records a call and stores it in your mailbox. 
						

							24    Chapter 4  Feature codes and mailbox options
P0919417 02.2
Programming a memory button with a feature code
Each CallPilot feature code can be programmed to a single memory button.
Use the paper labels that come with your telephone to identify the programmed button. To use the 
feature, press the labeled button.1Press 
≤·•‹.
Do not lift your handset.
2The display shows 
Program Features.
3Press a memory button with an LCD indicator.
4Press 
≤.
5Enter the feature code number that you want to program.
For example, enter 
·°‡ to program the Leave Message 
feature code. See the table “Feature codes” on page 23 for the 
feature codes.
Repeat steps 1 through 5 for each feature code you want to 
program.
6The display shows that the button is programmed, and then ends 
the session.
Program Features
Press a button
QUIT
Feature Code:
QUIT
F__
QUIT      CLEAR
Programmed 
						

							Chapter 4  Feature codes and mailbox options    25
CallPilot Reference Guide
CallPilot mailbox options
Norstar Voice Mail mailbox options
Mailbox 
optionDisplay 
buttonDialpad 
buttons Description Page
Greetings GRTG
°¤Record and select personal mailbox greetings.43
Password
ChangePSWD
°›Change your mailbox password.20
Off-premise 
NotificationNOTIF
°fi¤Set up Off-premise Notification parameters for 
messages left in your mailbox.73
Goto 
MessageGOTO
°flEnter a specific message number and go to that 
message:
Press 
FIRST or ⁄ to go to the first message in 
your mailbox.
Press 
LAST or ¤ to go to the last message in your 
mailbox.
Personal 
Ve r i f i c a t i o nNAME
°¤·Record your name in the Company Directory.21
Ta r g e t
AttendantAT D T
°‚⁄Assign a Target Attendant to answer calls transferred 
from your mailbox.22
Outbound
Tr a n s f e rOTFR
°‚·Set up Outbound Transfer to transfer callers from your 
mailbox to an internal extension or an external 
telephone number.66
Mailbox optionDisplay 
buttonDialpad 
button DescriptionPage
Greetings
and
Call ForwardGREET
¤Record and select Personal mailbox greetings.
Forward calls directly to your mailbox.43
59
Off-premise 
Notification--
flSet up Off-premise Notification parameters for 
messages left in your mailbox.73
Record
messageREC
‹Record and send a message.43
Mailbox 
administrationADMIN
°Access mailbox administration options. --
Operator --
‚Place a call to the CallPilot Operator. If the Operator is 
not available, you are transferred back to your main 
mailbox menu.--
Auto Attendant --
£Go to the Auto Attendant Menu options. --
Company 
DirectoryDIR
°⁄Record your name in the Company Directory.21
Listen to new 
messagesPLAY
°¤Play any new messages in your mailbox.36 
						

							26    Chapter 4  Feature codes and mailbox options
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Change 
PasswordPSWD°›Change your mailbox password.20
Ta r g e t
Attendant--
°fiAssign a Target Attendant to answer calls transferred 
from your mailbox.22
Listen to saved 
Messages--
°flPlay any saved messages in your mailbox. --
Outbound 
Tr a n s f e r--
°°Set up Outbound Transfer to transfer callers from your 
mailbox to an internal extension or to an external 
telephone number.66
Return to Main 
MenuQUIT
°•Exit the Mailbox Administration menu and return to 
the Main Menu.-- 
						

							27
CallPilot Reference Guide
Chapter 5
Greetings
This chapter describes mailbox greetings and how to record them.
This chapter includes:
Types of mailbox greetings
Recording a Primary or Alternate mailbox greeting
Recording a Personalized mailbox greeting
Deleting a Personalized mailbox greeting
Types of mailbox greetings
Mailbox greetings play to callers who reach your mailbox. Greetings inform callers that they have 
reached the correct mailbox and give callers any necessary information or instructions. You can 
change the greetings at any time.
After you initialize your mailbox, you can record greetings. If you do not record any greetings, 
your Company Directory name plays to callers who reach your mailbox. Refer to “To record your 
name in the Company Directory” on page 21”.
There are three types of mailbox greetings: Primary, Alternate and Personalized.
Primary mailbox greeting
Record your Primary mailbox greeting for everyday use. In this greeting include your name and a 
brief message explaining to callers that you are unable to answer their calls.
For example, Hi. This is Pat Smith. I’m not able to take your call right now. Please leave me a 
message at the tone and I will return your call as soon as possible.”
If you are a new mailbox owner, record your Primary mailbox greeting immediately.
Alternate mailbox greeting
The Alternate mailbox greeting is normally used for special circumstances.
For example, “Hi. This is Pat Smith. I am out of the office until Thursday, the 17th of December. 
Although I am out of the office, I do check my mailbox daily. Please leave me a message at the tone 
and I will return your call as soon as possible. Thank you.”
After you record your greetings, you must choose which greeting you want CallPilot to play. You 
can change the selection at any time. 
						

							28    Chapter 5  Greetings
P0919417 02.2
Personalized mailbox greeting
Personalized mailbox greetings are available only if your company subscribes to Caller ID (CLID) 
service from your local telephone company. For more information about CLID, ask your System 
Administrator.
A Personalized mailbox greeting plays to callers based on the caller’s telephone number. CallPilot 
recognizes the assigned incoming telephone number and plays the Personalized mailbox greeting.
For example, “Hi Susan. I may have missed your call, but I don’t want to miss meeting you for 
lunch. See you at noon.”
Recording technique for mailbox greetings
When you record your mailbox greetings, remember to speak clearly and at a pace that is easy to 
understand. After you record a greeting, you can replay it before you accept it. You can record or 
change a greeting from any two line display telephone.
If you are away from the office, you can record a greeting from any tone dial telephone. When you 
record a greeting, do not use the Handsfree feature. You get better results if you speak directly into 
the handset. 
						

							Chapter 5  Greetings    29
CallPilot Reference Guide
Recording a Primary or Alternate mailbox greeting
Only a Primary mailbox greeting is necessary, but you can record an Alternate mailbox greeting 
for times when you are out of the office, such as vacations. If you do not record any mailbox 
greetings, your Company Directory name recording plays to callers who reach your mailbox.
If you record both Primary and Alternate mailbox greetings, you must choose which greeting 
plays. If you do not choose a greeting, the Primary mailbox greeting automatically plays. For 
information on how to choose a greeting, refer to “Choosing a Primary or Alternate mailbox 
greeting” on page 30”.
To record a Primary or Alternate mailbox greeting
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open 
your mailbox.
2If you use the CallPilot interface:
Press 
°¤ to open the Greetings Options menu
Go to step 3
If you use the Norstar Voice Mail interface:
Press 
ADMIN or °
Press GREET or ¤
Go to step 3
3Press 
REC or ⁄.
4Press 
PRIME or ⁄ to record the Primary greeting
or
press 
ALT or ¤ to record the Alternate greeting.
If you are changing a greeting, the current greeting starts to play.
5If this is the first time you are recording a greeting, this display 
appears briefly.
6Press 
YES or ⁄ and record your greeting at the tone.
7Press 
OK or £ to end the recording.
8Press 
OK or £ to accept the recording
or
press 
PLAY or ⁄ to listen to the greeting
or
press 
RETRY or ¤ to rerecord the greeting.
9Press 
® to end the session.
Greeting options
REC
      CHOOSE     CFWD
Greeting:
PRIME       ALT       PERS
Not recorded 
Record now?
YES          NO         QUIT
Record greeting:
RETRY                        OK
Accept greeting?
RETRY       PLAY        OK 
						

							30    Chapter 5  Greetings
P0919417 02.2
Choosing a Primary or Alternate mailbox greeting
If you record a Primary and an Alternate mailbox greeting, you must choose which greeting plays. 
If you do not choose a greeting, the Primary mailbox greeting plays automatically.
If you choose the Alternate mailbox greeting, you must set whether the mailbox accepts messages. 
If you choose Yes your mailbox receives messages in the normal way.
If you choose No:
Messages cannot be left in the mailbox.
The Alternate mailbox greeting takes precedence over all other greetings.
If a caller presses a button to fast forward the message, they hear a voice prompt that says this 
is a special greeting.
If a caller presses a button to send a fax, the fax goes to the General Delivery Mailbox, not 
your personal mailbox.
If you choose the Alternate mailbox greeting, remember to change back to the Primary mailbox 
greeting at the appropriate time.
To choose a Primary or Alternate mailbox greeting
1Press ≤·°⁄.
Follow the voice prompts or the display button options on your 
telephone to open your mailbox.
2If you use the CallPilot interface:
Press 
°¤ to open the Greetings Options menu
Go to step 3
If you use the Norstar Voice Mail interface:
Press 
ADMIN or °
Press GREET or ¤
Go to step 3
3Press 
CHOOSE or ¤ to select a greeting.
4Press 
PRIME or ⁄ to select the Primary mailbox greeting and
go to step 6
or
press
 ALT or ¤ to select the Alternate mailbox greeting and
go to step 5.
Greeting options
REC      CHOOSE     CFWD
Use greeting:
PRIME      ALT        QUIT