Nortel Callpilot Fax User Guide

							Part No. P0919427 02
CallPilot
Fax User Guide 
						

							P0919427 02
CallPilot Fax User Guide
Copyright © 2001 Nortel Networks
All rights reserved. 2001.
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. The information 
in this document is proprietary to Nortel Networks NA Inc.
The software described in this document is furnished under a license agreement and may be used only in accordance with the 
terms of that license. The software license agreement is included in this document.
Trademarks
NORTEL NETWORKS is a trademark of Nortel Networks.
Microsoft, MS, MS-DOS, Windows, and Windows NT are registered trademarks of Microsoft Corporation.
All other trademarks and registered trademarks are the property of their respective owners. 
						

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CallPilot Fax User Guide
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.
To use this guide, you must determine which phone interface you use, and follow the procedures 
for that interface. For information about determining which interface you use, refer to “Checking 
which mailbox interface you use” on page 5.
Learning about Fax
With CallPilot Fax you can access Fax features from your personal mailbox.
A fax document in a mailbox is called a fax message. Fax messages can have a voice introduction. 
This means that a caller can leave a fax message with or without an introductory voice message in 
your personal mailbox.
You can:
 retrieve and print the fax message on a fax machine
 forward the fax message to another mailbox
About the Express Messaging Line
You can have an Express Messaging Line assigned to your mailbox. A fax message sent to the 
Express Messaging Line bypasses the Automated Attendant and is sent immediately to your 
mailbox. You access the fax message the same way you access other fax messages. For more 
information about accessing fax messages, refer to “Receiving a fax message” on page 8.
Ask your System Administrator for the telephone number of your Express Messaging Line. Then 
you can inform people of your direct fax line number.
Note: If you need information about other CallPilot features, refer to the CallPilot 
Reference Guide. 
						

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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.
When you see a display button like this: PLAY
, or a dialpad button like this: ¤, press either button 
to activate the CallPilot feature. This guide shows you both methods.
This table shows the Nortel Networks Business Series Terminal buttons. Use the buttons that 
pertain to the type of telephone you use.
You can enter ≤, ƒ or ƒ and the code to use a feature.
For example, press ≤·°⁄ to access your mailbox.
The T7100 works differently from other telephones on your system because it does not have line 
buttons. Where other telephones require that you select a line button to answer a call, on the T7100 
terminal you pick up the handset. Where other telephones require you to select a line button to take 
a call off hold, you press ≥ on the T7100 terminal.
On T7100 terminals, you can answer a second call by pressing ≤. Your active call is put on hold 
and you connect to the waiting call. You can have no more than two active calls at one time.
The T7100 terminal does not have a 
© button.
Button name T7100, T7208, T7316M7100, M7208, M7310, 
M7324M7100N, M7208N, 
M7310N, M7324N 
Feature
≤ƒƒ
Handsfree Bottom right-hand 
button©©
Hold≥˙˙
Volume Control√√√
Release®®® 
						

							CallPilot Fax User Guide5
CallPilot Fax User Guide
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
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open 
your mailbox.
2Check the display to see which interface you use:
This is the Norstar Voice Mail interface.
This is the CallPilot interface.
3Press ® to end the session.
0 new  0 saved
PLAY       REC       ADMIN
No messages
COMP       MBOX       EXIT 
						

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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. I am in the office today, but I 
am currently away from the phone. Please leave your name, telephone number and a brief message 
after the tone. If you want to send me a fax and you are calling from a fax machine telephone, press 
the START/SEND button on the fax machine now, or when this message ends.”
For more information about mailbox greetings, refer to the CallPilot Reference Guide or ask your 
System Administrator.
To record a 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.
5Press YES
 or ⁄ and record your greeting at the tone.
6Press OK
 or £ to end the recording.
Greeting options
REC
     CHOOSE      CFWD
Greeting:
PRIME       ALT       PERS
Record now?
YES          NO         QUIT
Record greeting:
RETRY                        OK 
						

							CallPilot Fax User Guide7
CallPilot Fax User Guide
7Press OK or £ to accept the recording
or
press PLAY
 or ⁄ to listen to the greeting
or
press RETRY
 or ¤ to re-record the greeting.
8Press ® to end the session.
Accept greeting?
RETRY        PLAY       OK 
						

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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. If you answer the call, you hear a fax tone. Transfer the fax call to your 
mailbox.
Transferring a fax call to your mailbox
If you answer a call and hear a fax tone, a caller is attempting to send a fax message to your 
mailbox. You can transfer the call to your mailbox.
To transfer a fax call to your mailbox
1Press ≤·°fl.
Do not put the call on hold.
2Enter your mailbox number.
The fax message is left in your mailbox.
When you receive a message in your mailbox, your telephone display shows:
This display indicates that you have a new voice message or a fax message in your mailbox.
To check for messages, you must open your mailbox.
Message for you
MSG 
						

							CallPilot Fax User Guide9
CallPilot Fax User Guide
Opening your mailbox
To open your mailbox - Norstar Voice Mail
To open your mailbox - CallPilot
1Press ≤·°⁄.
2Enter 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.
3After you open your mailbox, the telephone display shows how 
many new and saved messages you have.
A voice prompt announces how many new and saved voice and 
fax messages you have.
In this example there is one new message and one saved 
message.
1Press 
≤·°⁄.
2Press £
or
if you are at another extension, enter your mailbox number and 
then press OK
 or £.
Your mailbox number is usually the same as your extension.
3Enter your mailbox password and press OK
 or £.
After you open your mailbox, the telephone display shows how 
many new messages you have.
A voice prompt announces how many new and saved fax 
messages you have.
Pswd:
OTHR       RETRY         OK
1 new 1 saved
PLAY      REC       ADMIN
Mbox:
RETRY                         OK
Pswd:
RETRY                         OK 
						

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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.
If you print all your fax messages at once, you cannot listen to any voice introductions that are 
included with the fax messages. If you do not listen to a voice introduction, the fax message 
remains “new” in your mailbox and you can listen to the voice introduction later.
If you print each fax message individually, you can listen to the introduction before you print the 
fax message.
About destinations for printing fax messages
When you print a fax message, you can print it from:
Fax destinations
Fax messages are preceded by a cover page if you select Preset or Other. A cover page is not added 
for fax messages you print from a fax telephone. For more information refer to “Fax cover page” 
on page 16.
PresetYou can set up a fax machine as the default destination. When you print and you select 
Preset, the fax machine prints at the default destination. Unless you specify Other, faxes 
print at the default destination.
OtherWhen you send a fax message to print and you select Other, you must enter a phone or 
extension number as the destination.
ManualSelect Manual if you are printing from a fax telephone. The fax messages are printed on the 
fax machine you use to access your mailbox.
Print msg
PRESET    OTHR     MANU