Nortel Voice Mail 4.0 Fax User Guide

							 
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Norstar Voice Mail 4.0 FAX
User Guide 
						

							 
P0886631 Issue 1.0 FAX User Guide 
Contents 
Norstar Voice Mail FAX User Guide   1
Learning about the Norstar Voice Mail FAX option   1
 About the virtual Fax line   2
Your Personal mailbox greeting   2
Recording a Greeting   3
Receiving a Fax message   4
Retrieving Fax messages   5
Transferring a Fax message to your mailbox   6
Setting the Preset fax machine   6
Printing Fax messages   8
Printing all the new or saved Fax messages in your mailbox   8
 Printing a Fax message   11
Fax cover sheet   15
Fax forward cover page   15
Sending Fax messages   16
Forwarding a Fax message to another mailbox   17
Forwarding a Fax message to an external number   19
Fax System Group message (Fax Broadcast)   20
About the Fax System Group List   20
Sending a Fax System Group message (Fax Broadcast)   21 
						

							 
ii  
  Contents 
FAX User Guide P0886631 Issue 1.0 
						

							 
P0886631 Issue 1.0 FAX User Guide 
Norstar Voice Mail FAX User Guide 
This guide explains how to use the Norstar Voice Mail FAX option with 
your personal mailbox. It explains how to receive, print and send fax 
documents (Fax messages).
All Norstar telephones provide Norstar Voice Mail voice prompts. On 
telephones with display buttons, the voice prompts are delayed for five 
seconds. If you don’t see an option on your telephone display, wait for the 
voice prompt to announce the additional options.
To use Norstar Voice Mail FAX features, press the display buttons or the 
dialpad buttons on your Norstar telephone. 
When you see a display button like this:    
PLAY
    
,
or a dialpad button like this:  
 
Û 
 
,
press either one to activate the Norstar Voice Mail feature. This guide shows 
you both methods.  
Note:  
This document explains the Norstar Voice Mail features related to the 
FAX option. If you need instructions about how to use other 
Norstar Voice Mail Features, refer to your   
Norstar Voice Mail User 
Guide  
 or your   
Norstar Voice Mail Reference Guide  
. 
Learning about the Norstar Voice Mail FAX option 
The Norstar Voice Mail FAX option allows you to use Fax features with 
your personal mailbox.
A fax document in a mailbox is called a Fax message. Fax messages can be 
either voice introduced or non-voice introduced. This means the caller can 
leave a Fax message in a mailbox with or without an introductory voice 
message. The Norstar Voice Mail FAX option allows a caller to leave a Fax 
message in a personal mailbox for a mailbox owner. The mailbox owner can:
• retrieve and print the Fax message on a fax machine
• forward the Fax message to another mailbox. 
						

							 
2  
  Norstar Voice Mail FAX User Guide 
FAX User Guide P0886631 Issue 1.0 
 About the virtual Fax line 
A line can be assigned to a mailbox to act as a virtual fax line. Any Fax 
messages sent to the virtual fax line bypass the greeting and Automated 
Attendant. The Fax message is sent immediately to your mailbox. This Fax 
message is accessed in the same way that you access other Fax messages. For 
more information about accessing Fax messages, refer to 
Receiving a Fax 
message on page 4.
See your System Coordinator for the telephone number of your virtual fax 
line. Then you can advise people of your new fax line number.
 
Your Personal mailbox greeting 
In your Personal mailbox greeting, you must inform callers that they can 
leave Fax messages in your mailbox. Also inform callers that they must be 
calling from a fax machine telephone to send you a Fax message. The caller 
must press   
¡  
 
and  START/SEND on the fax machine. Norstar Voice Mail 
automatically receives and stores the Fax message in your mailbox. For 
example:
“  
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  
¡  
 and then press the START/SEND button on the fax 
machine.”  
 
For more information about Personal mailbox greetings, refer to the   
Norstar Voice Mail User Guide  
 or ask your System Coordinator. 
						

							 
Norstar Voice Mail FAX User Guide    
3 
P0886631 Issue 1.0 FAX User Guide 
Recording a Greeting 
To record a Greeting:  
1. Press   
Äá¡Ú  
.
2. Enter your password and press    
OK
 
    
or   
£  
. Your unique password was 
determined when you first opened your 
mailbox and performed the initialization 
steps.
If you are recording a greeting from a  
telephone that has not been assigned to 
your personal mailbox, press   
   
OTHR
 
. The 
display shows the    
Log:  
  prompt. When 
this prompt appears, enter your mailbox 
number and password. If you are using a 
single-line display telephone, press   
¥  
  
at the    
Pswd:  
  prompt to reach the    
Log:  
 
prompt.  
3. Press    
ADMIN
 
  or   
¡  
.  
4. Press   
   
GREET
 
  or   
Û  
.  
5. Press    
REC
 
  or   
Ú  
.  
6. Press    
PRIME
 
  or   
Ú  
.  
Note:  
Press    
ALT
 
   
 to record your Alternate 
Greeting. If you are changing your 
greeting, your current recorded 
Primary Greeting begins to play.  
7. Press    
YES 
  or   
Ú  
.
Pswd:
OTHR   RETRY  
0 new 0 saved
PLAY  REC  
Mailbox admin  PSWD  QUIT
Greeting options CHOOSE  CFWD
Greeting:   ALT PERS
Record new?   NO    QUIT 
						

							 
4 
  Norstar Voice Mail FAX User Guide 
FAX User Guide P0886631 Issue 1.0 
Receiving a Fax message 
You can receive two types of Fax messages: non-voice introduced and voice 
introduced. An introduction is a voice message the caller leaves with the Fax 
message. In a non-voice introduced Fax message, the caller only leaves the 
Fax message. 
It is not possible for a caller to send a Fax message to your personal mailbox 
by using the autosend feature on their fax machine. If the caller attempts to 
use autosend, the call will be answered by a person, such as a receptionist or 
the mailbox owner. A call sent by autosend may also be answered by the 
Automated Attendant. If the Automated Attendant detects a fax tone, the call 
is transferred to the designated Fax Answering extension. 
Note: 
If you answer a call and hear a fax tone, transfer the call to your 
mailbox by pressing   
Äá¡ß 
.
 
   
Then you receive the Fax 
message in your mailbox. 
8. At the tone, record your greeting and 
press   
OK 
  or   
£ 
  to end your recording. 
Do not use the Norstar Handsfree 
Feature to record a greeting. For best 
results, speak directly into the telephone 
handset, clearly and at a pace that is easy 
to understand. 
Note: 
Your greeting should tell callers they 
can leave a Fax message in your 
mailbox. Refer to 
Your Personal 
mailbox greeting on page 2. 
9. Press 
   
OK
 
    
or 
   
£ 
  
to accept the greeting. 
Press  
  
RETRY
 
  
 or  
 
Û 
 to erase and re-
record the greeting. Press  
  
PLAY
 
  or   
Ú 
  
to play the greeting.  
10. Press  
 
¨ 
  to end this session.
Record greeting:
RETRY         
Accept greeting?
RETRY  PLAY    
						

							 
Norstar Voice Mail FAX User Guide   
5 
P0886631 Issue 1.0 FAX User Guide 
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 messages you must open your mailbox.
To open your mailbox:
An average Fax message, consisting of text only, 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. After you have 
printed or forwarded your Fax messages, delete them from your mailbox. 
Retrieving Fax messages 
When you retrieve a Fax message, Norstar Voice Mail shows the fax 
identification number on the display. If the message is a voice introduced 
Fax message, the Fax identification number plays before the voice message.
To retrieve your Fax messages:
• Press   
PLAY 
  or   
Û 
  to retrieve your new Fax messages.
• Press  
 
ß 
  until you find the saved Fax message you want to print. 
1. Press  
 
Äá¡Ú 
. 
2. Enter your mailbox password and press   
OK
 
  or   
£ 
.  
3. After you open your mailbox, the 
telephone display shows you the number 
of new and saved messages. In this 
example, there is one new message and 
one saved message. A voice prompt also 
plays, indicating the number of new and 
saved Fax messages. 
Message for you   
MSG
Pswd:
OTHR  RETRY   
1 new 1 saved
PLAY  REC  ADMIN 
						

							 
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  Norstar Voice Mail FAX User Guide 
FAX User Guide P0886631 Issue 1.0 
Transferring a Fax message to your mailbox
When a caller is attempting to leave a Fax message in your mailbox and you 
answer the call, transfer the call to your mailbox. Inform the caller that you 
are transferring them to your mailbox. 
To transfer a fax call to your mailbox:
1. Press  Ä
 á ¡Ý. Do not put the call on hold.
The caller hears your mailbox greeting.
If you answer your telephone and hear a fax tone, transfer the fax call to your 
mailbox.
While the call is active:
1. Press  Ä
 á ¡ ß. Do not put the call on hold.
2. Enter your mailbox number.
The Fax message is left in your mailbox.
Setting the Preset fax machine
Each personal mailbox can have a Preset fax machine assigned for printing 
Fax messages. When the Preset option is selected, the Fax messages are 
printed at the same fax machine every time.
To set up the Preset fax machine:
1. Press  Äá¡Ú.
2. Enter your password and press  OK
  or  
£.
3. Press  ADMIN
  or  ¡.
4. Press  à.
Pswd:
OTHR   RETRY  
0 new 0 saved
PLAY  REC  
Mailbox admin
GREET  PSWD QUIT