Nortel Call Pilot Instructions Manual
Have a look at the manual Nortel Call Pilot Instructions Manual online for free. It’s possible to download the document as PDF or print. UserManuals.tech offer 211 Nortel manuals and user’s guides for free. Share the user manual or guide on Facebook, Twitter or Google+.
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 03
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. Transfer ≤·°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 03 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 Pa sswo r d 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 VerificationNAME °¤·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 TransferOTFR °‚·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 P0919417 03 Change Pa sswo r dPSWD°›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 Transfer-- °°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 03 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 03 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