Nortel CallPilot Manager Instructions Manual

							Chapter 4  Working with mailboxes    41
CallPilot Manager Set Up and Operation Guide
Changing mailbox settings
After you add a mailbox, you can:
 reset the mailbox password
 change the mailbox properties
 edit a Class of Service
To reset a mailbox password
1Click the Mailbox Admin heading.
The Mailbox List page appears.
2Click the Reset Password link for the mailbox you want to reset the password for.
A message appears that asks you to confirm your request to change the password.
3Click the OK button.
To change mailbox properties
1Click the Mailbox Admin heading.
The Mailbox List page appears.
2Click the Change link of the mailbox you want to modify.
The page appears for the mailbox you select.
3Modify the properties you want to change.
For more information on mailbox properties, refer to “Mailbox properties” on page 28.
4Click the Submit button.
Note: Reset a password only if the mailbox owner forgets it or is “locked-out”. The 
password for the reset mailbox is 0000. Mailbox owners cannot access their messages 
until they change the default password. After you reset a mailbox password, tell the 
mailbox owner to change the default password as soon as possible. While the mailbox 
has the default password, the mailbox is vulnerable to unauthorized access. 
						

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Viewing or editing a Class of Service
For information on the Class of Service settings, refer to  “Mailbox Class of Service” on page 26.
To edit a Class of Service
1Click the  Mailbox Administration  heading.
2 Click the  Class of Service  link.
The Class of Service page appears.
3 Click the  Change link for the Class of Service you want to change.
The Class of Service page appears for the Class of Service you select.
4 If you want to change the name, in the  Name box type the new name.
5 If you want to change the maximum mailbox message time, in the  Max Mailbox Msg Time 
box type a value from 1 - 180 minutes.
6 If you want to change the maximum message length, in the  Max Message Length box type a 
value from 1 - 60 minutes if you use Business Communications Manager, or 1 - 30 minutes of 
you use CallPilot 150 or CallPilot Mini.
7 If you want to change the message retention period, in the  Message Retention Period box 
type a value from 1 - 365 days, or type 0 if you do not want messages to be purged.
8 If you want to change the maximum greeting length, in the  Max Greeting Length box type a 
value from 1 - 30 minutes.
9 If you want change the Off-premise Message Notification setting, select or clear the  Enable 
Off-premise Msg Notification  check box.
10 If you want to change the amount of time between retry intervals for message delivery, in the 
Retry Intervals  box type a value from 1 - 120 minutes.
11 If you want to change the maximum number of attempts for message delivery, in the  Max 
Number of Attempts  box type a value from 1 - 20.
12 If you want to change the Outbound Transfer setting, select or clear the  Enable Outbound 
Transfer  check box.
13 If you want to change the maximum number of incorrect password attempts, in the  Max 
Number of Attempts  box type a value from 1 - 20.
14 If you want to change the password expiry setting, in the  Password Expiry box type a value 
from 1- 365 days, or type 0 if you do not want the password to expire.
15 If you want to change the networking setting, select or clear the  Enable Networking check 
box. This check box appears only if the Message Networking option is installed.
16 If you want to change the personal attendant setting, select or clear the  Enable Personal 
Attendant  check box.
17 If you want to change the record call setting, select or clear the  Enable Record Call check 
box. Call Recording is not available for CallPilot Mini.
18 If you want to change the prompt language, select a language from the  Prompt Language list 
box. 
						

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CallPilot Manager Set Up and Operation Guide
19If you want to change the user interface and you use a Norstar system, select a user interface 
from the User Interface list box.
20If you use CallPilot Mini and you want to change the Restriction Permission List assigned to 
the COS, select a new number from the Restriction Permission List list box.
21Click the Submit button.
Deleting a mailbox
Before you delete a mailbox, ensure the mailbox owner has listened to all their messages. When a 
mailbox is deleted, all messages stored in that mailbox are deleted and the mailbox is deleted 
automatically from the Company Directory and all Group Lists.
If you are deleting a mailbox associated with a CCR Tree, make sure you remove the mailbox 
from the CCR Tree first. If you do not delete the mailbox, the message 
Mbox in CCR appears on 
your display.
You cannot delete a mailbox if:
 it is currently in use
 it is a target in the CLID table or a CCR Tree
 it is used as a skillset mailbox
 it is the System Administrator or the General Delivery Mailbox
To delete a mailbox
1Click the Mailbox Administration heading.
The Mailbox List page appears.
2Click the Delete link for the mailbox you want to delete.
A message appears that asks you to confirm the deletion.
3Click the OK button. 
						

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About Group Lists
With Group Lists you can send messages to multiple recipients. You can create a maximum of 99 
Group Lists on your system. Each Group List can contain a maximum of 300 mailboxes. Before 
you add Group Lists, prepare a group mailbox member list. This list must contain:
 the Group List name – maximum 16 characters long
 the mailbox numbers to include in the group
After you create a Group List, you can change the mailboxes included in the list, record a new list 
name, view the Group List, or delete the Group List.
About Group List Numbers
During system installation, a number from 0 to 9 (default 9) is assigned as the Group List leading 
digit. For example, the default Group List numbers are 901 to 999. If the leading digit is 5, the 
Group List numbers are 501 to 599. Group List numbers are three digits long.
You can change the Group List leading digit. For more information on changing the Group List 
leading digit, refer to  “Setting the system properties” on page 97 .
The Group List number acts like a mailbox number when you leave a message for the mailboxes in 
the Group List. The table below shows two sample Group Lists.
This table shows an example of a Group List
Group List number Name Mailbox number
901 Sales 224 223
233
902 Shipping 227 221 
						

							Chapter 4  Working with mailboxes    45
CallPilot Manager Set Up and Operation Guide
Adding a Group List
A mailbox must be initialized before you can add it to a Group List. For how to initialize a 
mailbox, refer to “Initializing a mailbox” on page 32.
To add a Group List
1Click the Mailbox Administration heading.
2Click the Group Lists link.
The Group Lists page appears.
3If the Fax option is installed, select either Fax or Voice as the type of Group List you are 
adding. Fax is not available on CallPilot 150 or CallPilot Mini.
4Click the Add button.
The Group List Properties page appears.
5Click the Voice button and
follow the steps in “Recording greetings, prompts and names” on page 47 to record a spoken 
Group List name from your computer
or
follow the steps in “Importing greetings, prompts or names” on page 49 to select a previously 
recorded Group List name.
6In the Display Name box, type the new Group List name. Do not create a name that starts with 
the number 1, for example “1Group”.
7Click the Submit button.
The Group Lists page appears with the new Group List added.
8Click the Members link.
The Members List page appears.
9Click the Add button.
The Add Members page appears.
10Select each mailbox that you want to add to the Group List.
11Click the Submit button.
The Members List page appears, showing the mailboxes you selected.
12Click the Close button. 
						

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Changing a Group List
You can change a Group List name and members at any time. You cannot change a Group List 
number. To change a Group List number, you must delete the Group List and add new member 
mailbox numbers as a new Group List. For more information, refer to  “Adding a Group List” on 
page 45 .
To change a Group List
1Click the  Mailbox Administration  heading.
2 Click the  Group Lists  link.
The Group Lists page appears.
3 If you want to change the Group List recording:
Click the  Change link
 Follow the steps in  “Recording greetings, prompts and names” on page 47
4 If you want to change the Group List display name:
Click the  Change link
In the  Display Name  box type the new Group List name
5 If you want to change the Group List members:
Click the  Members link.
Click the  Add button.
 Select the members you want to add.
Click the  Submit button.
Click the  Close button. 
						

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CallPilot Manager Set Up and Operation Guide
Chapter 5
Recording greetings, prompts and names
Recording greetings, prompts and names
With CallPilot Manager you can:
 record and listen to greetings and prompts from a telephone handset
 export greetings and prompts (available on Business Communications Manager 2.5 only)
 use computer files as greetings or prompts (available on Business Communications Manager 
2.5 only)
With CallPilot Manager you can record and import:
 Automated Attendant prompts and greetings.
See “Recording a Company Greeting” on page 55 and
“Recording a Custom Menu” on page 60
 Group List names.
See “Adding a Group List” on page 45
 CCR prompts and greetings.
See “Creating a Home node” on page 75
“Adding nodes to the Home node” on page 79 and
“Adding an Information mailbox” on page 37
 If you use CallPilot options such as Message Networking or Call Center, you can record 
network site names and Call Center greetings. See the CallPilot Message Networking Set Up 
and Operation Guide and the Call Center Set Up and Operation Guide for details.
Use the procedure that pertains to your system.
To record a greeting, prompt or name - Business 
Communications Manager and CallPilot 150
For best results, use a telephone that is attached to the same switch as your voicemail system. 
Avoid using wireless telephones.
1Click the Voice link.
The page you can record greetings and prompts from appears.
2In the Connect to box, type the extension number or telephone number you are using to record 
the greeting or prompt.
For a local extension, just type the extension number. For a telephone number that is not a 
local extension, type the sequence of digits that dial the telephone number from the voicemail 
system. For example, you might need to dial 9, the area code, and then the telephone number. 
						

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3 Click the  Record button.
The telephone rings.
4 Pick up the handset. Do not use Handsfree. After the tone, record your greeting or prompt.
5 After you finish recording, click the  Stop button.
To record a greeting, prompt or name - CallPilot Mini
1Click the  Voice button.
The page you can record from appears.
2 If you have not previously specified a telephone number, or if you want to change the 
telephone you record from, click the  Change button and in the  Connect to box, type the 
extension number or telephone number you are using to record the greeting, name or prompt.
For a local extension, just type the extension number. For a telephone number that is not a 
local extension, type the sequence of digits that dials the telephone number from the voicemail 
system. For example, you might need to dial 9, the area code, and then the telephone number.
3 Click the  OK button.
4 Click the  Dial button. The telephone rings.
5 Pick up the handset. Do not use Handsfree. Click the  Record button. After the tone, record the 
greeting, name or prompt.
6 After you finish recording, click the  Stop button.
7 To listen to the recording, click the  Play button
or
to save the recording, click the  Save button. Your recording will not be saved if you hang up 
the telephone before you click the Save button.
8 Click the  Close button and replace your telephone handset.
The next time you play or record, the phone number shown in the Connect to box is dialed. 
You do not need to hang up each time. The connection remains for several minutes, even if 
you close the window. You can access another greeting or prompt without having to re-answer 
your telephone. The connection disconnects after several minutes of inactivity, or if you log 
off CallPilot Manager.
9 To listen to the prompt, click the  Play button
or
to save the recording, click the  Save button.
The recording replaces the original prompt or greeting.
10 Click the  Close button and replace the telephone handset.
You can disconnect the telephone by clicking the Hang Up button or replacing the telephone 
handset. The next time you use Play or Record, the phone number shown in the Connect to box is 
dialed. You do not need to hang up each time. The connection remains for several minutes, even if 
you close the window. You can access another greeting or prompt without having to re-answer 
your telephone. The connection disconnects after several minutes of inactivity, or if you log off 
CallPilot Manager. 
						

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CallPilot Manager Set Up and Operation Guide
Importing greetings, prompts or names
If you use Business Communications Manager 2.5, you can import a previously recorded greeting 
or prompt. You cannot import a previously recorded greeting or prompt if you use CallPilot 150 or 
CallPilot Mini.
To import a previously recorded greeting, prompt or name
1Click the Voice link.
2If you know the location of the greeting or prompt, in the Import box type the location of the 
file and click the Send button
or
if you do not know the location of the greeting or prompt, at the Import option click the 
Browse button and follow steps 3 to 6.
The Open dialog box appears.
3From the Look in list, select the location of the file.
4In the File name box, type the file name.
5From the Files of type list, select the file type.
6Click the Open button.
7Click the Send button.
8To play the greeting or prompt, in the Connect to box type an extension or telephone number 
and click the Play button.
Your telephone rings.
9Answer the phone to listen to the greeting or prompt.
10Click the Save button to save the greeting or prompt.
The greeting or prompt that you save replaces the original prompt or greeting.
11Click the Close button and replace the telephone handset. 
						

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Exporting greetings, prompts or names
If you use Business Communications Manager 2.5, you can export a previously recorded greeting 
or prompt to a computer file in WAV or in its native format. You cannot export a previously 
recorded greeting or prompt if you use CallPilot 150 or CallPilot Mini.
Export the greeting or prompt in its native format if you want to re-import the file later. You can 
re-import the file to your system or another voicemail system. Export the file in its native format if 
you want to use the same company greetings or Auto Attendant prompts at different company 
locations. If you keep the file in its native format, you avoid converting the file to another format, 
which can lessen its sound quality.
Export the greeting or prompt in WAV format if you want to edit the sound file on your computer.
To export a previously recorded greeting, prompt or name
1 Click the  Voice link.
2 At the  Export  option click either the  Native Encoding or WAV Encoding  link.
The File Download dialog box appears.
3 Click  Save this file to disk  and click the OK button.
The Save As dialog box appears.
4 From the  Save in list box, navigate to where you want to save the file and click the  Save 
button.