Nortec CallPilot Reference Guide
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Chapter 7 Sending messages 51 CallPilot Reference Guide For more information about the message delivery refer to “Message delivery options” on page 49. To assign message delivery options - CallPilot 9Press SEND or £ to send the message now or press • to cancel all delivery options. 10Press ® to end the session. 1Record your message using “To record and send a message using the Open Mailbox feature - CallPilot” on page 45 or “To record and send a message using the Leave Message feature - CallPilot” on page 46. 2Press ‡‚ for message options. This is a voice prompt option and does not appear as a display button option. 3Press URG or ⁄ for Urgent delivery and go to step 9 or press PRIV or › for Private delivery and go to step 9 or press OTHR for Acknowledged or Timed delivery and go to step 4. If ACK appears on the third display button, the Timed delivery option is not available. If you are using a one line display phone, press fi for Private delivery or press fl for Timed delivery. 4Press ACK or fi to send a message with a Private delivery option and go to step 9 or press TIME or fl to set up a delivery time for the message. 5Enter the time that you want to send a message using the Timed delivery option. This is a four digit field. Any single-digit hour or minute must be preceded by a zero. For example, enter 0800 for eight o’clock. 6Press AM or ⁄ or PM or ¤. Wayne, Pat OP T S C C S E ND 0 new 8 saved PLAY REC ADMIN Msg options URG PRIV OTHR Msg options ACK TIME TIme hhmm: RETRY hh:mm RETRY AM PM
52 Chapter 7 Sending messages P0919417 02.2 7Press OK or £ to accept the time you entered or press RETRY or • to change the time. 8Press CHNG or ⁄ to change the date shown to a different date. Press NXTDAY to change the date to the next day (the day after the date that is shown). Press OK or £ to accept the date shown, which defaults to today or tomorrow, and select the one that corresponds to the next occurrence of the specified time. 9Press ‡· to send this message now or press ‡‚ to cancel all delivery options. 10Press ® to end the session. hh:mm am/pm RETRY OK Tu mm dd CHNG NXTDAY OK
Chapter 7 Sending messages 53 CallPilot Reference Guide Sending a message to more than one recipient Sending a message to a Group List A Group List is a list of mailbox owners. If you have a group of people that you frequently send messages to, you can send the message to a Group List. When you send a message to a Group List, each mailbox owner in the Group List receives the same message. If you are a member of the group you are addressing, you do not receive a copy of the message. If you need a Group List, ask your System Administrator to create one for you. Tell the System Administrator: the mailbox owners’ names a list of the mailbox numbers the Group List name Your System Administrator can publish a list of the mailboxes in each Group List. If you know the number of the Group List: and you use the Norstar Voice Mail interface, you can enter the Group List number instead of a mailbox number at the Mbox: prompt and you use the CallPilot interface, you can enter the Group List number instead of a mailbox number at the To: prompt If you know the name of the Group List: and you use the Norstar Voice Mail interface, enter the name of the Group List in the Company Directory at the DI R prompt and you use the CallPilot interface, enter the name of the Group List in the Company Directory at the NAME prompt Forwarding a copy of a message to one or more recipients You can forward a copy of a message during or after playing the message. When you forward a copy of a message to a mailbox, you can record an introduction to the message. If you use the Norstar Voice Mail interface, your introduction must be at least three seconds long. After you record an introduction to the message and enter the mailbox number, your introduction and a copy of the message are automatically sent to the mailbox you selected. You can then send an additional copy of the introduction and the message to another mailbox, or quit and return to the Listen to Messages menu. You can forward copies to as many mailboxes as you want. For more information on playing your messages, refer to “Playing your messages” on page 36. Note: You cannot forward Private messages.
54 Chapter 7 Sending messages P0919417 02.2 Replying to messages You can reply to internal and external callers. You can reply to a message from an external caller if your company subscribes to CLID. Use the procedure for replying to messages that applies to the interface you use: “To reply to an internal caller - Norstar Voice Mail” on page 54 “To reply to an internal caller - CallPilot” on page 55 Replying to an internal caller To reply to an internal caller - Norstar Voice Mail If you use and you want to press Norstar Voice Mail reply to the caller’s extension CALL to transfer to the internal caller’s extension. leave a message in the caller’s mailbox MSG to record and send a reply to the internal caller’s mailbox. CallPilot reply to the caller’s extension Call Sender · to transfer to the internal caller’s extension. leave a message in the caller’s mailbox Reply ‡⁄ to record and send a reply to the internal caller’s mailbox. 1Press ≤·°⁄. Follow the voice prompts or the display button options to open your mailbox. 2Press PLAY or¤.| 3After you listen to the message, press REPLY or ·. 4Press CALL or ¤ to call the caller or press MSG or ⁄ to record and send a reply. 1 new 0 saved PLAY REC ADMIN End of message REPLY ERASE NEXT Reply to msg MSG CALL QUIT
Chapter 7 Sending messages 55 CallPilot Reference Guide To reply to an internal caller - CallPilot 1Press ≤·°⁄ Follow the voice prompts or the display button options on your telephone to open your mailbox. 2A mailbox summary is announced. While you are in your message list, you can play any message . 3Press ¤ to play the current message. 4Press · to call the caller or press ‡⁄ to record and send a reply.
56 Chapter 7 Sending messages
P0919417 02.2
Replying to an external caller
You can reply to a message from an external caller if your company subscribes to CLID. Before
using the Reply option you must play the message.
Use the procedure that applies to the interface you use:
“To reply to an external caller - Norstar Voice Mail” on page 56
“To reply to an external caller - CallPilot” on page 56
To reply to an external caller - Norstar Voice Mail
To reply to an external caller - CallPilot
1Press ≤·°⁄.
Follow the voice prompts or the display button options to open
your mailbox.
2Press
PLAY or ¤.
3After you listen to the message, press
REPLY or ·.
CallPilot dials the external number directly.
1Press
≤·°⁄.
Follow the voice prompts or the display button options to open
your mailbox.
2A mailbox summary is announced.
While you are in the message list you can play any message.
3Press
¤ to play the current message.
4Press
· to call the caller.
CallPilot dials the external number directly.
1 new 0 saved
PLAY REC ADMIN
End of message
REPLY
ERASE NEXT
Chapter 7 Sending messages 57 CallPilot Reference Guide Placing a call with Thru-Dial With Thru-Dial you can call another number while you are logged on to your mailbox, or if you call someones extension and reach their voicemail. When to use Thru-Dial When you are making a call, you can make a second call without hanging up and dialing a second number by using Thru-Dial. This is especially useful if you are at a pay phone. Use Thru-Dial if you want callers to be able to dial another number to reach your Target Attendant, (which you can change to be an out-of-office number) or maybe another contact person if youre not available. When you are making calls from a hotel you can avoid toll charges by using Thru-Dial to call other extensions from one call. Examples of using Thru-Dial Pat calls her mailbox from a pay phone and hears an urgent message from Joe. Without hanging up, Pat can Thru-Dial Joe’s number and doesnt have to pay for another call. Pat is away from the office and needs to leave messages for Jill and Bob in the office. Pat can call Jills mailbox, leave a message, then Thru-Dial to Bob and leave a message. Pat calls Doris and gets her voicemail. Pat knows that Andy can provide the information she needs, so Pat Thru-Dials to Andy from Doris mailbox. To place a Thru-Dial call 1Open your mailbox: If you are calling remotely press •• during your greeting to open your mailbox. If you are in Europe or Australia press °°. Follow the voice prompts to enter your mailbox number and password. If you are calling from your Nortel Networks phone press ≤·°⁄. Follow the voice prompts or the display buttons to open your mailbox. 2Press ‚, followed immediately by the telephone number you want to call, then press £. Do not pause for more than two seconds while you are entering the number. Note: Thru-Dial is available only if you use the CallPilot interface. If you use the Norstar Voice Mail interface, Thru-Dial is not available. The System Administrator can restrict the numbers that you can dial, so ask your System Administrator if you can use Thru-Dial.
58 Chapter 7 Sending messages P0919417 02.2 To search the Company Directory while placing a Thru-Dial call If you enter a name instead of a number with Thru-Dial, CallPilot places the call as soon as it finds a match for the name. 1Open your mailbox: If you are calling remotely press •• during your greeting to open your mailbox. If you are in Europe or Australia press °°. Follow the voice prompts to enter your mailbox number and password. If you are calling from your Nortel Networks phone press ≤·°⁄. Follow the voice prompts or the display buttons to open your mailbox. 2Press ‚, followed immediately by ⁄⁄ to search the Company Directory. This is the default Company Directory number. The System Administrator can change the Company Directory number. If you don’t know the number, press •. 3Enter the last name, then the first, until your call is placed. For instructions on entering the name, refer to “Searching the Company Directory” on page 48. To use Thru-Dial to reach your Target Attendant Your Target Attendant is the number of the person your callers reach when they press zero. 1Open your mailbox: If you are calling remotely press •• during your greeting to open your mailbox. If you are in Europe or Australia press °°. Follow the voice prompts to enter your mailbox number and password. If you are calling from your Nortel Networks phone press ≤·°⁄. Follow the voice prompts or the display buttons to open your mailbox. 2Press ‚, then wait for the call to be answered by your Target Attendant. For information on setting up a Target Attendant refer to “Assigning a Target Attendant” on page 22.
59 CallPilot Reference Guide Chapter 8 Call Forwarding your calls You can call forward your calls if you do want your calls to go to CallPilot immediately, without ringing at your extension. For example, you can set up Call Forwarding if you are not going to be in the office and you do not want your ringing phone to disturb your colleagues, or if you do not want to take calls while you are working. While Call Forward is on, callers can leave a message for you without having to wait for the phone to ring several times. This chapter explains the following ways you can forward your calls: Call Forwarding your calls to your mailbox Setting up Call Forward remotely Call Forward with Caller ID Call Forwarding your calls to your mailbox To forward incoming calls to your mailbox, press ≤·°›. To cancel Call Forward, do one of the following: press ≤·°› again press ∞ press ≤£› press CANCEL
60 Chapter 8 Call Forwarding your calls P0919417 02.2 Setting up Call Forward remotely When you are away from the office you can forward your calls to your mailbox by using the dialpad of any tone dial telephone. To set up Call Forward remotely 1Call the Automated Attendant or your business telephone from any tone dial telephone. 2While the greeting plays press •• If you are in Europe or Australia press °°. 3Follow the voice prompts to open your mailbox. 4Press °¤. 5Press ‹ to open the Call Forward menu. 6Press ⁄ to turn Call Forward on or off. If Call Forward is on, the voice prompt says “Calls will be answered immediately.” All calls to your telephone are now answered by CallPilot. If Call Forward is off, the voice prompt says “Calls will ring at your set.” 7Press ⁄ to turn Call Display on or off. If Call Display is on, the voice prompt says “Caller information will be displayed at your set.” If Call Display is off, the voice prompt says “Caller information will not be displayed.” 8Replace the handset to end the session. Note: You can set up Call Forward remotely only if you use the Norstar Voice Mail interface. You cannot set up Call Forward remotely if you use the CallPilot interface.