Avaya CallPilot Fax User Guide
Contents
1. date gt Faxil 3 The date received and the Fax ID number appear on the display lt STOP gt gt End of message 4 Press COPY or 5 COPY ERASE HEST Cory fax 5 Press MBOX or 1 to forward the fax message to another mailbox MBO OTHR Record Intro 6 Press HO or 2 YES HO Do not record an introduction because Fax Group List recipients do not hear voice introductions Mbox 7 Enter the Fax Group List number DIF GL m CallPilot Fax User Guide 24 CallPilot Fax User Guide GList name gt OPTS CC sep Press SEHD or to send the fax message or press OPTS or to assign message delivery options or press CE to send the message to another recipient For information about delivery options refer to the CallPilot Reference Guide Press to end the session To send a Fax Group Message CallPilot End message RESP DEL HEXT End message FEIHT DEL HEST To HAME SPEC CHEL To HAME SPEC CHEL Empet FEC J Med oFLions URG FRIU THF Med delivered 1 Press 2 J 9 8 f1 Follow the voice prompts or the display button options on your telephone to open your mailbox Press PLAY or 2 to play the current message or press 6 until you find the fax message you want to forward Press 7 8 to forward the message Enter the Group List2. The display shows the message is printed Press to end the session P0941753 02 CallPilot Fax User Guide 23 About Fax Group messages Send a Fax Group message if you want to send a group a fax message that pertains to them Fax Group Lists are created by the System Administrator Fax Group Lists If you frequently fax information to the same group of people use a Fax Group List A Fax Group List is a collection of fax machines at other locations When you send a fax message to a Fax Group List you enter only the address of the list but each fax machine in the Fax Group List receives the fax message Ask your System Administrator for a list of fax machines in each Fax Group List If you need a Fax Group List ask your System Administrator to create one for you When you give the System Administrator the information include e the names of the recipients e alist of the fax machine numbers e the Fax Group List name Before you send a Fax Group message be sure your System Administrator has created the Fax Group List and the list contains all the fax machines that are to receive the fax message To send a Fax Group message Norstar Voice Mail 1 Press J 8 A Follow the voice prompts or the display button options on your telephone to open your mailbox 2 Press FLAY or 2 to play the current message or press 6 until you find the fax message you want to forward
3. Ea PHOHE ERT Ee RETRY Ok ee ADE Ok 1 Press 9 8 f Follow the voice prompts or the display button options on your telephone to open your mailbox If you use the CallPilot interface e Press 8 0 to open the Mailbox Options menu e Press B to open the Fax Options menu e Go to step 3 If you use the Norstar Voice Mail interface e Press ABMIH or 8 Press 7 e Go to step 3 This display appears if there is no preset fax machine If the fax machine is preset the display shows Preset fax If you want to assign a different machine as the preset fax machine press CHHG Press PHOHE or to assign the phone number of a fax machine or press EXT or 2 to assign the extension number of a fax machine This example shows assigning the phone number of a fax machine Enter the fax telephone number and press OK or f Press OE or to accept the fax telephone number represented by the lt gt or press ALL to add special characters to the fax telephone number and follow the prompts After you add special characters press OF or Press to end the session CallPilot Fax User Guide 12 CallPilot Fax User Guide To print all your fax messages Use this procedure if you want to print all your new or saved messages If you want to print just one message refer to To print an individual fax message
4. on page 14 Print msg PRESET OTHE MAH Press 9 8 f Follow the voice prompts or the display button options on your telephone to open your mailbox If you use the CallPilot interface Press 7 Z to open the Print Command menu Go to step 3 If you use the Norstar Voice Mail interface Press f Go to step 3 If you use the CallPilot interface Press MSG or 1 or press MEW or 2 or press ALL or 8 to print an individual message to print all unprinted fax messages to print all faxes with their attachments If you use the Norstar Voice Mail interface and you have new fax messages Press HEW or 1 or press SAVED or to print all your new fax messages 2 to print all your saved fax messages If you do not have any new fax messages the display in step 4 appears Press FRESET or fi if you want to print on the preset fax machine and go to step 8 or press OTHR or 2 if you want to print on a fax machine other than the preset fax machine and go to step 5 P0941753 02 CallPilot Fax User Guide 13 Destination PHOME EXT Ph RETR DE lt x gt ADL OK Printed lt x gt msgs Press PHOHE or to print fax messages at a fax telephone number or press EXT or 2 Jto print fax messages at a fax extension number This example shows entering the
5. to search the Company Directory Press SEMD or to forward the message without a delivery option or press PTS or 8 to assign message delivery options For information about delivery options refer to the CallPilot Reference Guide To send this message to another mailbox owner press ES or 1 and repeat steps 6 to 11 or press QUIT to end the session CallPilot Fax User Guide 20 CallPilot Fax User Guide To forward a fax message to a mailbox CallPilot End message RESP DEL HEXT End message FEIHT DEL HEXT To HAME SPEC CHEL Toss RETRY Ok Emrts FEC Med oFLions URG FRIU OTHR 1 Press 9 eJl Follow the voice prompts or the display button options on your telephone to open your mailbox Press 2 or press 6 Press 7 to play the first message until you find the fax message you want to forward 8 to forward the message Enter the mailbox number you want to forward the fax message to and press OK or or press HAME or F 1_ to search the Company Directory Press OK or to end the list of addresses If you want to attach a voice message press REC or and record your message If you want to attach message options press 7 0 to assign message options Press Press 7 9 to send the message to end the
6. P0941753 02 CallPilot Fax User Guide 5 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 1 Press J 8 f Follow the voice prompts or the display button options to open your mailbox 2 Check the display to see which interface you use Anew A saved bo PE PLAY REC shit This is the Norstar Voice Mail interface Ho messages ee oe COMP MEOH EX m This is the CallPilot interface 3 Press to end the session CallPilot Fax User Guide 6 CallPilot Fax User Guide 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 telepho
7. here by x or press ADD to add special characters to the fax telephone number For information on adding special characters refer to Adding special characters to a fax telephone number on page 25 10 CallPilot forwards the fax message CallPilot Fax User Guide 22 CallPilot Fax User Guide Another cora VES QUIT 11 Press ES or 1 and repeat steps 6 to 11 to send this message to another external number or press QUIT if you are done 12 Press 4 to end the session To forward a fax message to an external number CallPilot End message RESP DEL HEXT Print MSG HEW ALL Print msa PRESET OTHE MANU Destination PHOME EXT Ph RETR Ok ZII ADL DE Printed msa 1 Press 2 J 9 8 f1 Follow the voice prompts or the display button options on your telephone to open your mailbox Press 7 Z to open the Print Command menu Press MSG or fi to forward the current message or press HEW or 2 to forward all your new fax messages or press ALL or 8 to forward all your new and saved fax messages Press QTHF or 2 to specify the fax machine you are forwarding the fax message to Press FHOHE or f Enter the phone number of the fax machine you are forwarding the fax message to Press OF or to accept the phone number or press ALG or 2 to add special characters
8. session P0941753 02 CallPilot Fax User Guide 21 To forward a fax message to an external number Norstar Voice Mail You can forward a received fax message to an external number However you cannot add an introductory voice message to the fax message f 2 neu A saved PLAY FEC ace date Faxil lt lt lt STOP gt gt gt End of message COPY ERASE NEXT Cory fax MBO OTHE Hame RETRY BESP Ok Destination PHOHE EXT Fh RETRY E ADE OK Meg sent 1 Press 2 J 9 8 A Follow the voice prompts or the display button options on your telephone to open your mailbox Press PLAY or 2 or press 6 until you find the fax message you want to forward to play the first message The date received and the Fax ID number appear on the display Press COF or 5 Press OTHE or 2 Enter the recipient s name The name can be a maximum of eight characters Using the telephone dialpad enter the name of the recipient After each letter press tt to enter the next letter If you make an error in the name press RETR and re enter the name Press DK to accept the name Press FHOHE or f to enter the fax telephone number Enter the fax telephone number and press OK or J Press DE or to accept the fax telephone number represented
9. 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 e retrieve and print the fax message on a fax machine e 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 CallPilot Fax User Guide 4 CallPilot Fax User Guide 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 optio
10. Part No P0941753 02 CallPilot Fax User Guide RTEL NETWORKS CallPilot Fax User Guide Copyright O 2002 Nortel Networks All rights reserved 2002 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 P0941753 02 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 Note If you need information about other CallPilot features refer to the CallPilot Reference Guide To use this guide you must determine which phone interface you use and follow the procedures for
11. Pilot Fax User Guide P0941753 02
12. eir mailbox so you can send a fax After the mailbox greeting plays wait for a beep and record an introduction for the fax message Do not hang up the telephone Press START SEND on the fax machine Replace the fax machine telephone handset The session ends when the transmission is complete CallPilot Fax User Guide 18 CallPilot Fax User Guide Forwarding fax messages You can forward a fax message that you have received to another mailbox and add a voice introduction If you record a voice message 1f must be longer than three seconds The system times out after five seconds of silence The message appears as a fax message in the recipient s mailbox If you cannot forward a fax message ask your System Administrator if your mailbox is set up to allow you to forward fax messages You can send the same fax message to more than one person but not to a Group List For information on forwarding a fax message to an external number refer to To forward a fax message to a mailbox Norstar Voice Mail on page 19 When you forward a fax message a new cover page is added to the original fax message becoming part of the new message If the fax message already has a CallPilot generated fax forward cover page it is replaced by a new Fax forward cover page Fax forward cover page A fax forward cover page contains the same information as a fax cover page plus e the recipient s name the Fax ID number if the fax is f
13. f you want to specify another fax machine to print the message on and then enter the number of the fax machine The display shows the message is printed Press to end this session After you end the session CallPilot prints the fax messages on the fax machine you specified P0941753 02 CallPilot Fax User Guide 15 To print fax messages from a fax telephone 1 From a fax machine telephone call into a line that is answered by the Automated Attendant 2 Press or in the UK press 8 8 to access your mailbox while the Automated Attendant Greeting plays 3 Logon to your mailbox e Ifyou use the Norstar Voice Mail interface enter your mailbox number and password and press e If you use the CallPilot interface enter your mailbox number and press then enter your password and press 4 Send the fax message to print e If you use the Norstar Voice Mail interface press to print your fax messages e Ifyou use the CallPilot interface press 7 7 to print your fax messages 5 If you have new and saved fax messages you can print either all new or saved fax messages e press 1 to print all new fax messages e press Jto print all saved fax messages Step 5 is bypassed if you have only new fax messages or only saved fax messages Press to use the Manual option to print the new fax messages Press START SEND
14. n this prompt appears enter your mailbox number and password Your mailbox number is usually the same as your extension 1 new 1 saved 3 After you open your mailbox the telephone display shows how PLAY REC ADMIN 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 To open your mailbox CallPilot 1 Press f 8 h Mbox 2 Press RETRY OF n 1f you are at another extension enter your mailbox number and then press OK or Your mailbox number is usually the same as your extension Psuwd 3 Enter your mailbox password and press OK or ELLAS DR 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 CallPilot Fax User Guide 10 CallPilot Fax User Guide 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
15. ne 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 1 Press J 8 A Follow the voice prompts or the display button options to open your mailbox 2 If you use the CallPilot interface e Press 8 2 to open the Greetings Options menu e Go to step 3 If you use the Norstar Voice Mail interface Press ADMIH or e Press GREET or e Go to step 3 Greeting options 3 Press FEC or ff REC CHOOSE CFE Greeting PRIME ALT FERS Press FRIME or 1 to record the Primary greeting or press ALT or 2 to record the Alternate greeting Record now YES HO QUIT Press YES or 1 and record your greeting at the tone Record greeting 6 Press OK or to end the recording RETRY Ok P0941753 02 CallPilot Fax User Guide 7 Accert greeting 7 Press OE or to accept the recording RETRY PLA DE or press PLAY or to listen to the greeting or press RETR or 2 to re record the greeting 8 Press to end the session CallPilot Fax User Guide 8 CallPilot Fax User Guide Receiving a fax message Fax messages can c
16. ns To use Fax features press the display buttons or the dialpad buttons on your telephone When you see a display button like this FLA or a dialpad button like this 2 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 M7100 M7208 M7310 M7100N M7208N Button name T7100 T7208 T7316 M7324 M7310N M7324N Feature Feature Fx Handsfree Bottom right hand Handsfree Handsfree button Hold ic Hold as Volume Control CT 4 W K amp K X Release a Ris D You can enter 2 Feature or Fx and the code to use a feature For example press 9 B f_ 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 J 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 Y button
17. number and press QE or Press 7 8 when you have entered all the addresses you want to send the message to If you want to attach a voice message press FEC or and record your message External Group List recipients do not receive voice introductions to fax messages If you want to attach message options press 7 0 to assign message options Press 7 9 to send the message Press to end the session P0941753 02 CallPilot Fax User Guide 25 Adding special characters to a fax telephone number Follow the voice prompts or press ALL to add special characters to a fax telephone number Note If you are adding special characters do not press the dialpad buttons to enter or to enter Press the button directly below the option on a two line display telephone or listen to the voice prompts Press To 2 or DIGS resume adding digits to the destination phone number 3 jor FAUS enter a timed pause that appears as F on the display a Pauses are four seconds long 4 recognise dial tone behind PBX EA The Recognise Dial Tone special character appears as D on the display 5 or OTHE enter 6 or OTHE enter TONE recognise dial tone behind PBX The Recognise Dial Tone special character appears as D on the display cancel and retry CallPilot Fax User Guide 26 Call
18. on the fax machine Replace the fax machine telephone handset The session ends when all the faxes are printed CallPilot prints the fax message on the assigned fax machine CallPilot Fax User Guide 16 CallPilot Fax User Guide Fax cover page A fax cover page prints with each fax message you print using the Preset and Other feature The fax cover page shows e the date and time the fax prints e the name and telephone number of the mailbox owner e the destination fax number e the Fax ID number if you print a single fax message e the number of pages to follow Note A fax cover sheet is not added if you print a fax from a fax telephone gt P0941753 02 CallPilot Fax User Guide 17 Sending fax messages To send the fax message to a personal mailbox you must call from a fax machine telephone You can include a voice introduction to a fax message you send to a personal mailbox The voice introduction must be at least three seconds long The system times out after five seconds of silence To send a fax message to a personal mailbox 1 2 Place the document that you want to send in the fax machine From the fax machine telephone dial the CallPilot telephone number of the person you want to send a fax to Wait for the mailbox greeting or let the CallPilot operator transfer you to the mailbox to leave a fax message If the person you are calling answers their telephone tell them to transfer you to th
19. ontain 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 1 Press 8 J Q 8 6 Do not put the call on hold 2 Enter your mailbox number The fax message is left in your mailbox When you receive a message in your mailbox your telephone display shows Message for you MSG 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 P0941753 02 CallPilot Fax User Guide 9 Opening your mailbox To open your mailbox Norstar Voice Mail 1 Press J 8 A Fwd 2 Enter your mailbox password and press DK or OTHR RETR OF or if you are at another extension or if you are using a Guest mailbox press OTHF or to display the Loa prompt Whe
20. orwarded to an external number P0941753 02 CallPilot Fax User Guide 19 lt date gt Faxil lt lt lt STOP gt gt gt End of message COPY ERASE HEST Cory fax MBO OTHR Record Intro VES HO Record message RETRY PAUSE OF Accert rec RETR FLAY OK Mbox DIF QUIT Wasne Paul OPTS cc SEND Another cora VES QUIT 1 10 11 To forward a fax message to a mailbox Norstar Voice Mail Press o Ba Follow the voice prompts or the display button options on your telephone to open your mailbox Press PLA or 2 or press 6 to review your messages until you find a saved fax message you want to forward 1f you have a new fax message The date received and the Fax ID number appear on the display Press COPY or 5 Press MBO or f mailbox to forward the fax message to another Press YES or to record an introduction to the fax message or press HO or and go to step 10 if you do not want to record an introduction to the forwarded fax message Record the introduction and press OK or to end the recording or press RETR or 1 or press PAUSE or 2 to re record the introduction to pause while you record the introduction Press OK or to accept the recording Enter the mailbox number you want to forward the fax message to or press GIF or tt
21. phone number of a fax machine Enter the fax telephone number and press OK or J Press OF or to accept the fax telephone number represented by x or press ALL to add special characters to the fax telephone number and follow the voice prompts The display shows the number of fax messages printed Press to end this session After you end the session CallPilot prints the fax messages on the preset fax machine For information about changing the preset fax machine refer to To assign a preset fax machine on page 11 CallPilot Fax User Guide 14 CallPilot Fax User Guide To print an individual fax message Use this procedure if you want to print an individual fax message dater Faxil lt lt lt STOP gt gt gt Print msa FRESET OTHE MANU f Printed msa ES of message COPY ERASE HEST 1 Press o Boa Follow the voice prompts or the display button options on your telephone to open your mailbox If you use the CallPilot interface e Press 7 7 to open the Print Command menu e Go to step 3 If you use the Norstar Voice Mail interface e Press 6 until you locate the fax you want to print e Go to step 3 Wait until the prompt announces the Fax ID number and then press to print the fax message Press PRESET or 1 to print on the preset fax machine or press OTHR or 2 i
22. 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 Print msa FRESET OTHE MANU Fax destinations Preset You 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 Other When you send a fax message to print and you select Other you must enter a phone or extension number as the destination Manual Select Manual if you are printing from a fax telephone The fax messages are printed on the fax machine you use to access your mailbox 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 P0941753 02 CallPilot Fax User Guide 11 To assign a preset fax machine If you assign a preset fax machine your fax messages print at the same fax machine every time Ho Preset
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