Nortec CallPilot Reference Guide
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Chapter 6 Accessing your messages 41 CallPilot Reference Guide Screening your calls With Call Screening you can determine who is calling before you accept the call. Call Screening applies only to external calls transferred from the Automated Attendant or from Custom Call Routing (CCR). See your System Administrator for information on CCR. You can use Call Screening if: Caller ID (CLID) is not available Caller ID is not a reliable indication of the caller identity your telephone does not have display capabilities If Call Screening is enabled, CallPilot asks the caller to record their name after the tone. (If the caller presses • when they are asked to record their name, the call goes back to the Automated Attendant.) The caller hears a hold tone while they wait. If you do not answer, the call transfers to your mailbox. Since some callers do not like to record their name and wait for service, use this feature with discretion. To use Call Screening 1You receive an external call that is transferred from the Automated Attendant or from Custom Call Routing (CCR). 2CallPilot announces the caller’s name to you. If the caller does not record their name, the voice prompt says, “Unknown caller.” 3You can answer the call or let the caller leave a message in your mailbox: press ANS or ⁄ to answer the call press QUIT or • to transfer the call to your mailbox.
42 Chapter 6 Accessing your messages P0919417 02.2 Interrupting a caller With the Interrupt feature (≤·°‡) you can intercept a caller who is listening to your mailbox greeting or leaving a message. You can program the Interrupt feature to a memory button with an indicator on your Nortel Networks telephone. For more information about programming a feature to a memory button, refer to “Programming a memory button with a feature code” on page 24. When you interrupt a caller who is leaving a message in your mailbox, any part of the message that was recorded remains in your mailbox. Remember to delete this message for your mailbox. To interrupt a caller 1While a caller is listening to your mailbox greeting or leaving a message, the indicator ( º or Ω) flashes on your telephone. 2Press the Interrupt button or press ≤·°‡ to speak with the caller. Note: The indicator flashes quickly if the caller is listening to your greeting. The indicator flashes slowly if the caller is leaving a message. Interrupt indicator
43 CallPilot Reference Guide Chapter 7 Sending messages This chapter describes how to send messages and explains: Recording and sending messages Searching the Company Directory Assigning message delivery options Sending a message to more than one recipient Replying to messages Placing a call with Thru-Dial Recording and sending messages The messages you record must be longer than three seconds. The system times out after five seconds of silence. You can record and send messages using: the Open Mailbox feature ≤·°⁄ the Leave Message feature ≤·°‚ When you use the Open Mailbox feature, you open your personal mailbox and enter your password. Then you record your message and enter the mailbox number of the message recipient. When you use the Leave Message feature, you enter the extension of the message recipient immediately. Then you record your message. You do not enter your password or open a mailbox. When you record and send messages you can: search the Company Directory refer to “Searching the Company Directory” on page 48 assign message delivery options refer to “Message delivery options” on page 49 send a message to more than one recipient refer to “Sending a message to more than one recipient” on page 53 Use the procedures that apply to your interface: “To record and send a message using the Open Mailbox feature - Norstar Voice Mail” on page 44 “To record and send a message using the Open Mailbox feature - CallPilot” on page 45 “To record and send a message using the Leave Message feature - Norstar Voice Mail” on page 46 “To record and send a message using the Leave Message feature - CallPilot” on page 46
44 Chapter 7 Sending messages
P0919417 02.2
To record and send a message using the Open Mailbox feature -
Norstar Voice Mail
1Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
2Press
REC or ‹ and record your message at the tone.
3Record your message.
Press
PAUSE or ¤ to pause your message.
When you wish to resume recording, press
CONT or ¤ to continue
recording your message.
Press
OK or £ to end your recording
or
press
RETRY to erase and re-record your message.
4Press
OK or £ to accept your message
or
press
PLAY or ⁄ to listen to your message
or
press
RETRY or ¤ to erase and re-record your message.
5Enter the mailbox number or the Group List number
or
press
DI R or £ to search the Company Directory.
6Press
SEND or £ to send the message now with the Normal
delivery option
or
press
CC or › to send this message to more than one mailbox
owner, with one set of delivery options applied to all recipients.
The display shows the name of the mailbox owner or Group, in this
example, mailbox owner Pat Smith.
7If you want to assign delivery options, see “To assign message
delivery options - Norstar Voice Mail” on page 50
or
press
® to end the session.
0 new 0 saved
PLAY REC
ADMIN
Record message
RETRY PAUSE OK
Accept rec?
RETRY PAUSE OK
Mbox:
DIR QUIT
Smith, Pat
OPTS CC SEND
Chapter 7 Sending messages 45
CallPilot Reference Guide
To record and send a message using the Open Mailbox feature -
CallPilot
1Press ≤·°⁄.
Follow the voice prompts or display options to open your mailbox.
2Press
COMP or ‡fi to enter the Compose Message option.
3Enter the mailbox number or Group List address
and press
£
or
press
NAME or ⁄⁄ to search the Company Directory and go to
step 5.
(The default to search the Company Directory is
⁄⁄. The
System Administrator can change this number.)
4Press
OK or £ to accept the address
or
press
RETRY to enter a new mailbox address and go to
step 3.
5Press
DONE or £ when you are finished entering addresses.
6Press
REC or fi and record your message at the tone.
7Press
OK or £ to end your recording
or
press
REREC to erase and re-record your message.
8Press
PLAY or ¤to listen to your message
or
press
SEND or ‡· to send the message now with the Normal
delivery option
or
press
DEL or ‡fl and press fi to erase and re-record the
message.
9If you want to assign delivery options see “To assign message
delivery options - CallPilot” on page 51
or
press
® to end the session.
To:
NAME SPEC D O N E
To: XXXX
RETRY OK
To:
NAME SPEC D O N E
EMPTY
REC
Recording....
REREC OK
Rec stopped
PLAY DEL SEND
46 Chapter 7 Sending messages P0919417 02.2 To record and send a message using the Leave Message feature - Norstar Voice Mail To record and send a message using the Leave Message feature - CallPilot 1Press ≤·°‚. 2Enter the mailbox number or Group List number. If you do not know the mailbox number, press DI R or £ to use the Company Directory. 3When you hear the tone, record your message. You can press PAUSE or ¤ to stop your recording and press CONT or ¤ to continue recording your message or press RETRY to erase and re-record your message. 4Press OK or £ to end your recording. 5Press SEND or £ or replace the handset to send the message using the Normal delivery option or press PLAY or ⁄ to listen to your message or press RETRY or ¤ to erase and re-record your message or press ‹ to change the delivery options. 1Press ≤·°‚. 2Enter the mailbox address or Group List address. Press NAME or ⁄⁄ to use the Company Directory. 3Press OK or £ to accept the address. Press RETRY to enter a new mailbox address. 4Record your message at the tone. 5Press OK or £ to end your recording or press REREC to erase and re-record your message. Mbox DIR QUIT Record message: RETRY PAUSE OK Record message: RETRY PAUSE OK Message options: RETRY PLAY SEND To: NAME DONE To: XXXX RETRY OK Recording.... REREC OK
Chapter 7 Sending messages 47 CallPilot Reference Guide 6Press PLAY or ¤ to listen to your message or press SEND or ‡· to send the message now with the Normal delivery option or press DEL or ‡fl to erase and re-record your message. Rec stopped P L AY D EL S E ND
48 Chapter 7 Sending messages
P0919417 02.2
Searching the Company Directory
If you know the name but not the mailbox number of someone you want to send a message to, you
can search the Company Directory. You can find any initialized mailbox by searching the
Company Directory. By default, you can press
⁄⁄ to search the Company Directory, but the
System Administrator can change the dialpad buttons.
If the Company Directory is not enabled:
the
DI R display option for Norstar Voice Mail does not appear on the display
the
NAME display option for CallPilot does not appear on the display
you do not hear a the voice prompt that announces the dialpad buttons to press for the
Company Directory
To search the Company Directory
1Press ≤·°‚.
2If you use the CallPilot interface:
Press
NAME or ⁄⁄ to search the Company Directory
Go to step 3
If you use the Norstar Voice Mail interface:
Press
DI R or £ to search the Company Directory
Go to step 3
3Use the dialpad buttons associated with the first three or four letters
of the mailbox owner’s name to locate and select the person’s
mailbox.
Enter the last name, first name or both names depending on how
your system is set up.
This display shows an example of a prompt for a mailbox owner’s
last name. For example, to enter the letters “Wa y n” enter
·¤·fl.
4In this example, the name of the mailbox owner, Paul Wayne
appears on the display and is announced. To accept the mailbox
owner, press
OK or £
or
if you do not want the person who is shown, press
NEXT or ⁄ to
see the next matching name.
5The greeting of the mailbox owner plays. If the mailbox owner you
select does not have a Personal greeting recorded and selected, you
hear their Company Directory recording.
Last name:
OK
Wayne, Paul
RETRY NEXT OK
Wayne, Paul
Chapter 7 Sending messages 49 CallPilot Reference Guide Assigning message delivery options Use the procedure for the interface you use: “To assign message delivery options - Norstar Voice Mail” on page 50 “To assign message delivery options - CallPilot” on page 51 Message delivery options The Certified/Acknowledge and Timed delivery options are available only if you call from a telephone that has a mailbox associated with it. Messages sent with the Timed delivery option are delivered at the time that you specify. If you use the Timed delivery option, you first enter the time, including a.m. or p.m. You are then prompted to accept or change the date, which defaults to today or tomorrow, and you can accept the date that corresponds to the next occurrence of the specified time. Dates are shown by month and day, and the year is inferred. If the month and day are earlier than the current date, the next year is assumed. When the specified time and date occurs, the message is sent. You cannot cancel the message prior to delivery. Option Display buttonNorstar Vo i c e Mail dialpad buttonCallPilot dialpad buttonDescription Normal SEND£® ‡·Sends a message with a Normal delivery option. Certified/ Acknowledge CERT or ACK ⁄fi Sends you notification that your message has been received and played. Urgent URGENT or URG ¤⁄ Plays messages marked Urgent before other messages in the mailbox. Urgent messages are preceded by the voice prompt, “ This message is urgent”. Other OTHR Accesses the Private and Timed delivery options. If PRIV or ACK appears instead of OTHR, the Timed delivery option is not available. Private PRIV‹›Private messages cannot be forwarded to another mailbox. Timed TIME or TIMED ›fl Lets you assign a delivery time to the message.
50 Chapter 7 Sending messages P0919417 02.2 To assign message delivery options - Norstar Voice Mail 1Record your message using “To record and send a message using the Open Mailbox feature - Norstar Voice Mail” on page 44 or “To record and send a message using the Leave Message feature - Norstar Voice Mail” on page 46. 2Press OPTS for delivery options. 3Press CERT for Certified delivery and go to step 9 or press URGENT for Urgent delivery and go to step 9 or press OTHR for Timed or Private delivery and go to step 4. If PRIV appears on the third display button, the Timed delivery option is not available. If you are using a one line display phone, press ‹ for Private delivery or press › for Timed delivery. 4Press PRIV or ‹ to send a message with a Private delivery option and go to step 9 or press TIME or › to set up a delivery time for the message. 5Enter the time that you want to send a message using the Timed delivery option. This is a four digit field. Any single-digit hour or minute must be preceded by a zero. For example, enter 0800 for eight o’clock. 6Press AM or ⁄ or PM or ¤. 7Press OK or £ to accept the time you entered or press RETRY or • to change the time. 8Press CHNG or ⁄ to change the date shown to a different date. Press NXTDAY to change the date to the next day (the day after the date that is shown). Press OK or £ to accept the date shown, which defaults to today or tomorrow, and select the one that corresponds to the next occurrence of the specified time. wayne, Pat OPTS CC S E ND Delivery options CERT URGENT OTHR Delivery options P RI V T IM E Time hhmm: RETRY hh:mm RETRY AM PM hh:mm am/pm RETRY OK Tu mm dd CHNG NXTDAY OK