Nortel CallPilot

Multimedia Messaging User

Guide

ATTENTION
Clicking on a PDF hyperlink takes you to the appropriate page. If necessary,
scroll up or down the page to see the beginning of the referenced section.

NN44200-106
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Document status: Standard
Document version: 01.01
Document date: 1 March 2007

Copyright © 2007, Nortel Networks

All Rights Reserved.

Sourced in Canada

Information is subject to change without notice. Nortel Networks reserves the right to make changes in design or
components as progress in engineering and manufacturing may warrant.

The process of transmitting data and call messaging between CallPilot and its servers, switches or system is
proprietary to Nortel Networks. Any other use of the data and the transmission process is a violation of the user
license unless specifically authorized in writing by Nortel Networks prior to such use. Violations of the license by
alternative usage of any portion of this process or the related hardware constitutes grounds for an immediate
termination of the license and Nortel Networks reserves the right to seek all allowable remedies for such breach.

Nortel Networks and third-party trademarks appear on the following pages:

*Nortel, the Nortel logo, the Globemark, and Unified Networks, BNR, CallPilot, DMS, DMS-100, DMS-250,
DMS-MTX, DMS-SCP, DPN, Dualmode, Helmsman, IVR, MAP, Meridian, Meridian 1, Meridian Link, Meridian Mail,
Norstar, SL-1, SL-100, Succession, Supernode, Symposium, Telesis, and Unity are trademarks of Nortel Networks.

3COM is a trademark of 3Com Corporation.

ACCENT is a trademark of Accent Software International Ltd.

ADOBE is a trademark of Adobe Systems Incorporated.

AMDEK is a trademark of Amdek Corporation.

AT&T is a trademark of American Telephone and Telegraph Corporation.

ATLAS is a trademark of Quantum Corporation.

ATRIA is a trademark of Pure Atria Corporation.

BLACKBERRY is a trademark of Research in Motion Limited.

CASEWARE is a trademark of Caseware International, Inc.

CONTINUUS is a trademark of Continuus Software Corporation.

CRYSTAL REPORTS is a trademark of Seagate Software Inc.

DEFINITY is a trademark of Avaya Inc.

DIALOGIC, INTEL and VOICEBRIDGE are trademarks of Intel Corporation.

DIVX is a trademark of DivXNetworks, Inc.

EUDORA and QUALCOMM are trademarks of Qualcomm, Inc.

eTrust and InoculateIT are trademarks of Computer Associates Think Inc.

DIRECTX, EXCHANGE.NET, FRONTPAGE, INTERNET EXPLORER, LINKEXCHANGE, MICROSOFT,

MICROSOFT EXCHANGE SERVER, MS-DOS, NETMEETING, OUTLOOK, POWERPOINT, VISUAL STUDIO,
WINDOWS, WINDOWS MEDIA, and WINDOWS NT are trademarks of Microsoft Corporation.

GROUPWISE and NOVELL are trademarks of Novell Inc.

HITACHI is a trademark of Hitachi Limited.

LOGITECH is a trademark of Logitech, Inc.

LUCENT is a trademark of Lucent Technologies, Inc.

MATRA is a trademark of Matra Hachette.

MCAFFEE and NETSHIELD are trademarks of McAfee Associates, Inc.

MYLEX is a trademark of Mylex Corporation.

NET2PHONE is a trademark of Net2Phone, Inc.

NETOPIA is a trademark of Netopia, Inc.

NETSCAPE COMMUNICATOR is a trademark of Netscape Communications Corporation.

NOTES is a trademark of Lotus Development Corporation.

NORTON ANTIVIRUS and PCANYWHERE are trademarks of Symantec Corporation.

POWERQUEST is a trademark of PowerQuest Corporation.

PROMARK and RHOBOT are trademarks of DMI Promark, Inc.

QUICKTIME is a trademark of Apple Computer, In.

RADISYS is a trademark of Radisys Corporation.

ROLM is a trademark of Siemens ROLM Communications Inc.

SLR4, SLR5, and TANDBERG are trademarks of Tandberg Data ASA.

SONY is a trademark of Sony Corporation.

SYBASE is a trademark of Sybase, Inc.

TEAC is a trademark of TEAC Corporation.

UNIX is a trademark of X/Open Company Limited.

US ROBOTICS, the US ROBOTICS logo, and SPORTSTER are trademarks of US Robotics.

WINAMP is a trademark of Nullsoft, Inc.

WINRUNNER is a trademark of Mercury Interactive Corporation.

WINZIP is a trademark of Nico Mark Computing, Inc.

 5

Contents
How to get help 7
Using CallPilot multimedia messaging 9
Working with CallPilot 9
CallPilot keypad commands 11
Using standard commands 11
Logging on to your mailbox 12
Changing your password 13
Recording your name 14
Recording greetings 15
Assigning a custom operator 17
Blocking messages 17
Turning Autologin on or off 18
Returning to speech commands 18
Playing your messages 18
Changing message speed 20
Changing message volume 20
Deleting and restoring messages 21
Printing fax messages 21
Listening to your e-mail messages 23
Calling the sender of a message 24
Replying to the sender 24
Replying to the sender and all recipients 25
Forwarding a message 26
Composing a message 27
Addressing a message 28
Addressing by name 30
Checking and editing your message 30
Adding message options 31
Adding message attachments 33
Express messaging 34
Thru-dialing 36
Distribution lists 37
Remote Notification 39

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6 Contents

Turning message forwarding on or off 44

Changing fax options 45
When you are the caller 47
Your CallPilot numbers 48

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 7

How to get help

This section explains how to get help for Nortel products and services.

Getting help from the Nortel Web site

The best way to get technical support for Nortel products is from the Nortel
Technical Support Web site:
http://www.nortel.com/support
This site provides quick access to software, documentation, bulletins, and
tools to address issues with Nortel products. More specifically, the site
enables you to:
• download software, documentation, and product bulletins
• search the Technical Support Web site and the Nortel Knowledge Base
for answers to technical issues
• sign up for automatic notification of new software and documentation
for Nortel equipment
• open and manage technical support cases

Getting help over the phone from a Nortel Solutions Center

If you do not find the information you require on the Nortel Technical Support
Web site, and have a Nortel support contract, you can also get help over the
phone from a Nortel Solutions Center.

In North America, call 1-800-4NORTEL (1-800-466-7835).

Outside North America, go to the following Web site to obtain the phone
number for your region:

http://www.nortel.com/callus

Getting help from a specialist by using an Express Routing Code

To access some Nortel Technical Solutions Centers, you can use an Express
Routing Code (ERC) to quickly route your call to a specialist in your Nortel
product or service. To locate the ERC for your product or service, go to:

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8 How to get help

http://www.nortel.com/erc

Getting help through a Nortel distributor or reseller

If you purchased a service contract for your Nortel product from a distributor
or authorized reseller, contact the technical support staff for that distributor
or reseller.

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 9

Using CallPilot multimedia messaging

CallPilot* from Nortel is an advanced business communications system that
offers exceptional flexibility for managing your messaging needs.
You can work with CallPilot from your telephone or your computer. Here are
some of the many CallPilot features you can use by entering commands on
the keypad of your touchtone telephone:
• Play your messages.
• Forward and reply to messages.
• Compose, edit, and send messages.
• Dial and address by name or by number.
• Add message options such as urgent, private, and timed delivery.
• Create personalized distribution lists for sending messages.
• Receive remote notification of incoming messages.
• Receive, print, and send fax messages.
• Listen to your e-mail messages.
• Turn message forwarding on or off.

Some features, such as fax messaging and listening to e-mail, are options.
Ask your administrator if these features are available to you.

Working with CallPilot

How to use this guide
This guide explains in detail how to work with CallPilot from the keypad of
your touchtone telephone. If you want to use a feature or service described
in this guide but you cannot access it, check with your administrator.

CallPilot terms
Access numbers
Your administrator gives you the access numbers you need for CallPilot.
Keep a handy record of these numbers in "Your CallPilot numbers" (page
48).

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10 Using CallPilot multimedia messaging

Mailbox
Your CallPilot mailbox stores your messages, recorded greetings,
distribution lists, and other personal settings. You can log on to your mailbox
at any time to play your messages and use all of the available CallPilot
features and services. Your administrator assigns you a mailbox number,
which is usually your extension number.

Password
Your personal password provides security for your mailbox and its contents.
All of your interaction with CallPilot is confidential. No one else can access
your mailbox.

Help sources
Voice prompts
On your telephone, CallPilot guides you with voice prompts at each step.
The prompts tell you what to do next, or what options are available, so
you do not have to remember every step. You can interrupt a prompt by
pressing the key for the next step.

Context-sensitive help
On your telephone, you can press the star key (*) for help at any time while
you are logged in to your mailbox. You hear the options that are available
for your next step.

My CallPilot
On your computer, Web-based My CallPilot provides a Useful Information
page specific to the mailbox options, features, and services that are
available to you.

Printed help
In addition to this user guide, a printed Quick Reference Card and a printed
Wallet Card are available. Keep them near your telephone or take them with
you when you travel.

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 Using standard commands 11

CallPilot keypad commands

Using standard commands

CallPilot has many standard commands that are common to all features, so
you do not need a main menu. For example, Play is always 2, Record is
always 5, and help is always *. If you learn these standard commands, you
can use all CallPilot features without memorizing every step.

Playing and recording

To play your messages, record messages, and record greetings, use these
standard commands as needed:

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12 Using CallPilot multimedia messaging

Message commands and mailbox commands

To access more features from your message list, use these two families of
commands. Commands that you use on the current message begin with 7.
Commands that you use to manage your mailbox begin with 8.

Always available
Press the star key (*) for context-sensitive Help prompts at any time.
Press the number key (#) to stop playback or recording, to cancel a menu
selection, to end data entry, or to end addressing.

Logging on to your mailbox

To log on to your CallPilot mailbox, you need the CallPilot multimedia
messaging access number, and your own mailbox number and password.

Your administrator gives you these numbers and any other numbers you
need for CallPilot features and services. Keep a handy record of these
numbers in "Your CallPilot numbers" (page 48).

To log on for the first time

Your administrator gives you a temporary password that you change the
first time you log on.

Step Action

1 Decide on a new password. See "Changing your password" (page

13).

2 Follow the login steps below, using your temporary password.

3 When you are asked to enter a new password, follow the prompts.
See "Changing your password" (page 13).

—End—

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 Changing your password 13

To log on
You can log on to your mailbox from any touchtone telephone. When logging
on from your own telephone, you may be able to press a message key
instead of dialing the access number.

Step Action

1 Dial the CallPilot multimedia messaging access number, or press

the message key on your telephone.

2 Enter your mailbox number, then press #. Or, at your own telephone,
just press #.
3 Enter your password, then press #.
You are now in your mailbox and can use all the message list
commands.

—End—

To log on from a faxphone

You can log on to your mailbox from a faxphone using the faxphone access
number. Follow the steps for logging in, as described above. For details on
printing at a faxphone, see "Printing fax messages" (page 21).

To log on using Autologin

Autologin is an option that makes login easier because you do not have to
enter your mailbox and password. Your administrator can allow secure
numbers, such as your office or home telephone, for Autologin. See
"Turning Autologin on or off" (page 18).

To access your mailbox when Autologin is turned on, dial the CallPilot
access number or press the message key at one of your specified Autologin
numbers.

To disconnect
When you have finished your CallPilot session, press 8 3 to disconnect,
or hang up.

Changing your password

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14 Using CallPilot multimedia messaging

When you log on for the first time, you must change your password from
the one you were first assigned. After that, you can change your password
as often as required. Your administrator sets the minimum length for a
password.

To change your password

Step Action

1 While logged in to your mailbox, press 8 4.

2 Enter your current password, then press #.

Note: You may see dashes instead of numbers if you have a
display phone.

3 Enter your new password, then press #.

4 Enter your new password again, then press #.

—End—

If your password expires, follow the steps for changing a password.

If you forget your password, your administrator can assign you a temporary
password. Log on with the temporary password, then change it immediately.

Choosing a secure password

CallPilot prevents you from using some passwords if they are too short
or too simple, or if you have used the same one recently. Also, CallPilot
requires that you change your password on a regular schedule set by your
administrator.

Keep your mailbox secure by choosing passwords that are not easily
discovered. Decide on a system for choosing passwords that is easy for
you to remember but hard for anyone else to guess. For example, you can
create a unique and easy-to-remember password by combining letters and
numbers on your telephone keypad.

Recording your name

Your personal verification is used in your greetings and addressed

messages, and in express messaging, name dialing, and remote notification
announcements.

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 Recording greetings 15

To record a personal verification

Step Action

1 While logged in to your mailbox, press 8 2 for Greetings, then 9 to

record your name.

2 At the prompt, enter your mailbox number, and then press #.

You hear your current recorded name, if there is one.

3 Press 5 to record. Wait for the tone, then record your name.
4 Press # to end the recording.

—End—

To play, delete, or re-record your personal verification

You can play, delete, or re-record your personal verification the same way
as your greetings. See "Recording greetings" (page 15). If you delete your
personal verification, your callers hear just your mailbox number or your
name spelled one letter at a time.

To return to your messages

When you have finished recording your personal verification, press 4.

Recording greetings

You can record external, internal, and temporary greetings. Callers from
outside your organization hear your external greeting; callers within your
organization hear your internal greeting. If you do not record an internal
greeting, all callers hear your external greeting.

You can record a temporary greeting to tell your callers that you are away
from the office. All callers hear your temporary greeting if you record one.
Tell your callers the times or dates of your absence, and when you will
retrieve your messages. You can set up your mailbox to refuse messages
while you are away. See "Blocking messages" (page 17).

Keep your greetings brief and informative, and speak clearly. Check your
greetings by calling your number from external and internal telephones.

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16 Using CallPilot multimedia messaging

To record your greeting

Step Action

1 While logged in to your mailbox, press 8 2.

2 Press 1 for external greeting, 2 for internal greeting, or 3 for

temporary greeting.

3 Press 5 to record. Wait for the tone, then record your greeting.

4 Press # to end the recording.

—End—

To play, delete, or re-record your greeting

While at your greeting, you can play, delete, or re-record it.
• To play your greeting, press 2.
• To delete your greeting, press 7 6.
• To re-record your greeting or add to it, press 5 at the point in the greeting
where you want to start. Record the new greeting, then press #.

To set the expiry date for your temporary greeting

You can set an expiry month, day, and time for your temporary greeting.
When the temporary greeting expires, your callers hear your external or
internal greeting.

Step Action

1 While at your temporary greeting, press 9 to set the expiry date.

2 Enter the month, day, and time, pressing # after each entry.
• For the current month or day, press # only.
• For a time setting of 9:00, press 9 0 0 #. For a.m., press 1; for
p.m., press 2. Expiry time will be 9:00 in the time zone at your
mailbox location.
• For the standard expiry time of one minute after midnight on the
date you specified, press # for time.
• For no expiry, press ###.

—End—

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 Blocking messages 17

If you do not set an expiry date, or if you press # for month, day, and time,
your temporary greeting will remain in effect until you delete it.

To return to your messages

When you have finished recording your greetings, press 4.

Assigning a custom operator

You can offer your callers the option of leaving a message or speaking to
one of your assistants or colleagues. In your greeting, tell callers to press 0
if they wish to speak to this person in your absence. The custom operator
number is the number your callers reach when they press 0. Ask your
administrator if this feature is available to you.

To review and assign your custom operator number

Step Action

1 While logged in to your mailbox, press 8 0 for mailbox options, then

1 to review the custom operator number.
A prompt tells you the current custom operator number.
2 Enter the new custom operator number, and then press #.

—End—

Blocking messages

You can temporarily prevent your callers from leaving messages in your
mailbox. You can choose to transfer callers to an operator, or disconnect
them. As a courtesy to your callers while message blocking is turned
on, you should record a temporary greeting that provides details of your
absence and tells callers what to do. Ask your administrator if message
blocking is available to you.

To block your messages and set options

Step Action

1 Press 8 0 for mailbox options, then 7 for message blocking.

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18 Using CallPilot multimedia messaging

2 Turn message blocking on or off:

• To turn message blocking on at all times, press 1.
• To turn message blocking off, press 2.
• To block your messages only when a temporary greeting is in
effect, press 3.

3 To allow callers to speak to the custom operator you assigned, press

1. Or, to have callers disconnected after your greeting, press 2.

—End—

Turning Autologin on or off

Ask your administrator if Autologin is available to you. See "To log in using
Autologin" (page 13).

Step Action

1 While logged in to your mailbox, press 8 0 for mailbox options, then

4 for Autologin.
2 Press 1 to turn Autologin on, or press 2 to turn it off.

—End—

Returning to speech commands

If you are logged in to your mailbox through speech activated messaging

and temporarily switch to keypad commands, you can easily return to
speech commands.

Press 8 5 for CallPilot Tools, then 4 to return to speech activated messaging.

Playing your messages

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 Playing your messages 19

CallPilot lets you know when you have new messages. Your telephone may
have a message waiting light, or you may hear a special dial tone when
you pick up the handset. Messages can be voice, fax, voice and fax, or
e-mail. E-mail messages are in a separate list; see "Listening to your e-mail
messages" (page 23). Ask your administrator if the fax and e-mail options
are available to you.

Your mailbox summary tells you the number of new voice and fax messages
in your message list and if any of them are urgent. The summary also tells
you if any recorded messages are unsent and if fax messages have been
printed.

Each message header tells you the sender’s name, and the date and time
that the message was received at your mailbox. Faxes have an ID and a
print status.

To play your messages

When you log on to CallPilot, you hear the mailbox summary, then the
header for your first new message. (If Autoplay is enabled, your messages
play automatically.)

Step Action

1 While you are in your message list, you can go to any message
and play it.
• To play the current message, press 2.
• To go to the next message, press 6; to go to the previous
message, press 4.
• To go to a specific message, press 8 6, enter the message
number, then press #.
• To start over at the first message from the end of your message
list, press 6.

2 When you have played your messages, press 8 3 to disconnect from

CallPilot, or hang up. Or, you can remain logged in to use other
messaging features.

—End—

To review and respond to your messages

While you are playing a message, you can use these message commands:
• To skip back five seconds in the message, press 1; to skip forward five
seconds in the message, press 3.

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20 Using CallPilot multimedia messaging

• To pause, press #; to continue, press 2.

• To slow down a message, press 2 1; to speed it up, press 2 3. You
can increase the speed three times above normal, and decrease it two
times below normal.
• To decrease message volume, press 2 4; to increase message volume,
press 2 6. You can increase the volume three times above normal, and
decrease it two times below normal. The next time you log on, message
volume will be normal.

Before, during, or after playing a message, you can use these message
commands:
• To play the message envelope, press 7 2.
• To mark the message for deletion at logout and move to the next
message, press 7 6. To restore the deleted message (before
disconnecting), return to the message and press 7 6.
• To print a fax message, press 7 7. See "Printing fax messages" (page
21).
• To respond to the message, see "Calling the sender" (page 24),
"Replying to the sender" (page 24), "Replying to the sender and all
recipients" (page 25), and "Forwarding a message" (page 26).
• Press 7 * for Help on message commands.

Changing message speed

You can change the speed of a message while playing it. For example, if
your caller spoke very fast, you can slow down the message.

To play a message slower or faster

While you are playing a message, press 2 1 to slow it down, or press 2 3
to speed it up. You can increase the speed three times above normal, and
decrease it two times below normal.

Changing message volume

You can change the volume of a message while playing it. For example, if
you are playing your messages in a noisy environment, you can increase
the volume to hear better. While you are logged in to CallPilot, all your
messages play at the volume you set unless you change the setting. The
next time you log on, message volume will be normal.

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 Printing fax messages 21

To increase or decrease message volume

While you are playing a message, press 2 4 to decrease the volume, or
press 2 6 to increase the volume. You can increase the volume three times
above normal, and decrease it two times below normal.

Deleting and restoring messages

You can delete and restore (undelete) messages before, during, or after
playing the message. Deleted messages are removed from your mailbox
at the end of your CallPilot session. You cannot restore a message after
you disconnect.

To delete a message
While at a message, press 7 6 to mark it for deletion at logout and move
to the next message.

To restore a message
Before disconnecting, return to the message marked for deletion and press
7 6 to restore it.

Message storage
Your played messages are automatically deleted on a schedule set by your
administrator. You can review auto-deleted messages and restore them.
To restore an auto-deleted message, when prompted, press 7 6. Ask your
administrator if this feature is available to you.

Printing fax messages

In CallPilot, you can receive a fax message in your mailbox and print the
fax at a selected fax number. A fax message can be a fax only, or a fax
attached to a voice message. A voice message can have more than one fax
attachment. Ask your administrator if the fax option is available to you.

See "Changing fax options" (page 45), to set a default fax number or to
select Autoprinting.

To print fax messages

You can print a specific fax message, or you can print all your faxes.

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22 Using CallPilot multimedia messaging

Step Action

1 While at a message that is a fax or has a fax attachment, press 7

7 for Print.
• To print this fax only, press 1.
• To print all unprinted faxes after playing your messages, press 2.
• To print all faxes in your mailbox, press 3.

2 Tell CallPilot where to print the fax.

• Enter the fax number for printing, then press #.
• Or, press # to print at the default fax number. See "Changing
fax options" (page 45).

3 When CallPilot confirms your selection, press #.

—End—

To print at the faxphone you are calling from

You can print at the faxphone you are calling from by logging in to your
mailbox from the faxphone using the faxphone access number. Print faxes
at the end of your mailbox session. CallPilot disconnects when fax printing
starts.

Step Action

1 Log in from a faxphone using the faxphone access number.

2 While at a message that is a fax or has a fax attachment, press 7

7 for Print.
• To print this fax only, press 1.
• To print all unprinted faxes after playing your messages, press 2.
• To print all faxes in your mailbox, press 3.

3 Press 0 # when prompted to enter the fax number.

4 Press Send or Start on the faxphone.

—End—

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 Listening to your e-mail messages 23

Listening to your e-mail messages

While you are logged in to CallPilot, you can check to see if you have
any new e-mail messages. You can quickly scan through your e-mail list
to hear the sender and subject of each e-mail. You can listen to the text
content of an e-mail, and you can print the e-mail at a fax machine. Ask
your administrator if this feature is available to you.

To review your e-mail messages

Step Action

1 While logged in to CallPilot, press 8 9 to switch from your voice

message list to your e-mail message list. CallPilot starts to retrieve
any new e-mail messages in your Inbox.

2 While you wait, you can press 8 9 to return to your voice messages.
Press 8 9 again to switch to your e-mail messages. When your
e-mail messages are ready, CallPilot tells you how many new e-mail
messages you have.
3 Listen to the header information of your first new e-mail. You hear
the sender’s name, the subject, the date and time. You can listen to
the message or press 6 to go to the next new e-mail.

4 Press 2 to listen to the text content of the message.

• Use the standard playback commands to pause, skip back or
forward, and change speed and volume. See "Playing your
messages" (page 18).
• To mark the message for deletion when you log off, press 7 6.
• To print an e-mail message at a fax machine, press 7 7. Enter
the fax number, then press #, or press # to print at the default
fax number. If you are calling from a faxphone, press 0 # when
prompted to enter the fax number, then press Send or Start
on the faxphone.

5 When you have finished reviewing your e-mail, press 8 9 to return

to your voice messages.

—End—

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24 Using CallPilot multimedia messaging

Note 1: The header information may not play if the e-mail was sent in a
language that is not encoded for translation to your specified language
preference.
Note 2: To forward or reply to your e-mail messages, and compose new
e-mail messages, you must access your e-mail from your computer,
either by logging in to your e-mail application, or by clicking the e-mail
tab in My CallPilot.

To change your e-mail account settings for CallPilot

You tell CallPilot how to handle your e-mail messages by changing the
settings in My CallPilot. Whenever you change your e-mail password, you
must update it in My CallPilot. You can select a male or female voice to
read your messages.

Calling the sender of a message

You can place a call to the sender of a message, if CallPilot can address
the sender.

To call the sender

Step Action

1 After listening to a message or while it is playing, press 9 to call

the sender.

2 Speak to the sender or leave a message.

3 When you have finished your call, hang up.

You may be able to return to your messages without hanging up
and logging in again.

—End—

Note: You can finish the session by returning to the message, then
hanging up the telephone. If you do not return to the message before
hanging up, the session ends after 2.5 minutes.

Replying to the sender

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 Replying to the sender and all recipients 25

You can record a reply to the sender of a message, if CallPilot can address
the sender.

To record a reply to the sender

Step Action

1 After listening to a message or while it is playing, press 7 1 to reply

to the sender.
Your reply is addressed automatically. You do not have to enter a
name or number.
2 Press 5 to record your reply. Wait for the tone, then begin recording.

3 Press # to end recording your reply.

• To review your message, see "Checking and editing your
message" (page 30).
• To add options, see "Adding message options" (page 31).
• To add attachments, see "Adding message attachments" (page
33).

4 Press 7 9 to send the message.

—End—

Replying to the sender and all recipients

You can record a reply to the sender and all the recipients of a message, if
CallPilot can address the numbers.

To record a reply to the sender and all recipients of a message

Step Action

1 After listening to a message or while it is playing, press 7 4 to reply

to the sender and all recipients of the message.
Your reply is addressed automatically. You do not have to enter
names or numbers.
• To play the list of recipients to whom your reply will be sent,
press 7 2.

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26 Using CallPilot multimedia messaging

2 Press 5 to record your reply. Wait for the tone, then begin recording.

3 Press # to end recording your reply.

• To review your message, see "Checking and editing your
message" (page 30).
• To add options, see "Adding message options" (page 31).
• To add attachments, see "Adding message attachments" (page
33).

4 Press 7 9 to send the message.

—End—

Forwarding a message

You can forward a message to another mailbox, to a distribution list, or to

a telephone number. You can also record an introduction to the original
message. You cannot forward a message marked Private.

To forward a message

Step Action

1 After listening to a message or while it is playing, press 7 3 to forward

the message.
2 Enter the number to which you want to forward the message, then
press #. Repeat this step for each additional number to which you
want to forward the message.
• For details on addressing your message, see "Addressing a
message" (page 28), and "Addressing by name" (page 30).
• If you need to cancel an address, see "To cancel an address
entry" (page 28).

3 When you have finished entering addresses, press # again to end

the list.

4 Press 5 if you want to record an introduction. Wait for the tone, then
begin recording.

5 Press # to end recording your introduction.

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 Composing a message 27

• To review your message, see "Checking and editing your

message" (page 30).
• To add options, see "Adding message options" (page 31).
• To add attachments, see "Adding message attachments" (page
33).

6 Press 7 9 to send the message.

—End—

To forward a fax
You can forward a fax the same way as you forward a voice message,
including recording an introduction. The recipients must have the fax option
at their mailbox to receive a fax message. CallPilot tells you if your fax
message was not delivered.

Follow the same steps as above. When you send the fax, CallPilot sends
a fax forward header page showing the new recipient and your name or
number as the sender.

Composing a message

To compose a message, you address it first, then record your message and
send it. You can address a message to one or more people or distribution
lists. Before you send a message, you can edit it and add message options.
You can also attach other messages, including faxes, to your new message
and send them together.

To address, record, and send a message

You address a message to one or more recipients before you start recording.
An address is typically a mailbox number or a distribution list number. You
may also be able to address messages to other numbers. You can also
address a message by spelling a person’s name.

Step Action

1 While logged in to your mailbox, press 7 5.

2 Enter the first address, then press #.

3 Continue to enter addresses followed by #.

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• See "Addressing a message" (page 28), and "Addressing by

name" (page 30).
• If you need to cancel an address, see To cancel an address
entry, below.

4 When you have finished entering addresses, press # again to end

the list.
5 Press 5 to record your message. Wait for the tone, then start
recording.

6 Press # to end the recording.

• To review your message, see "Checking and editing your
message" (page 30).
• To add options, see "Adding message options" (page 31).
• To add attachments, see "Adding message attachments" (page
33).

7 Press 7 9 to send the message.

—End—

To cancel an address entry

You can cancel an address you entered while you are at step 2, above.
After you have pressed the final # at the end of the list, you cannot cancel
any entries. If you cancel a distribution list number, the entire distribution
list is deleted from your address list.

Step Action

1 Press 0 # to cancel the last address you entered in the list.

2 Repeat this step for each address you want to cancel, erasing
entries one at a time from the end of the list.

3 Return to step 3, above.

—End—

Addressing a message
You can address your messages to local mailboxes and distribution lists.
You may also be able to address messages to mailboxes at other sites
(networks), to other voice mail systems (open networks), to Internet

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users, and to recipients at telephones or faxphones with no voice mail.

For the required prefixes, press * for Help when addressing, or ask your
administrator. Keep a record of these prefixes in "Your CallPilot numbers"
(page 48).

When CallPilot prompts you for a mailbox number, enter the appropriate
prefix if required, then the number. When you have entered all the required
addresses, return to step 3 in "To address, record, and send a message"
(page 27).

To address a message to a local mailbox

Enter the mailbox number, then press #.

To address a message to a distribution list

Enter the distribution list number, then press #.

To address a message to a mailbox at another network site

Enter the network prefix followed by the mailbox number, then press #.

To address a message to an open network mailbox

Enter the open network prefix followed by the system access telephone
number (using the same prefixes you use for a local or long-distance call
from your telephone), then press #. Enter the mailbox number, then press #.

To address a message to an Internet user

Enter the Simple Mail Transfer Protocol (SMTP) prefix and the recipient’s
number as one continuous string of digits, then press #.

To address a message to a telephone or faxphone

You can address and send a recorded message to a telephone, and you
can send a fax message to a faxphone.

Enter the prefix if required, followed by the recipient’s telephone or fax

number, then press #.

When you send a message to a person at a telephone number, CallPilot

calls the person’s telephone and states that there is a message from you.
The system tells the recipient which key to press to hear the message, or
the message plays automatically. The recipient can respond by recording
a reply.

If you send a mixed voice and fax message, CallPilot delivers the voice or
fax portion, or both, depending on the type of messages the recipient can
receive. CallPilot tells you if either the voice or fax portion of the message
was not delivered.

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30 Using CallPilot multimedia messaging

Addressing by name
You can enter an address by spelling a person’s name on your telephone
keypad instead of entering a number. You can use name addressing for
addressing a message, creating a distribution list, express messaging, and
thru-dialing.

When you have entered all the required addresses, return to step 3 in "To
address, record, and send a message" (page 27).

To address by name

Step Action

1 When CallPilot prompts you for a mailbox number, enter the name
addressing prefix.
• If you do not know the prefix, press *.

2 Spell the last name, then the first name.

• For Q, press 7; for Z, press 9. For example, to reach Quinn,
Bob, dial 78466262.
• If you do not know the complete name, enter the first few letters,
then press #. Select from the list of possible matches for the
name.

3 You can stop spelling the name as soon as the system announces a
match. You do not have to press #. The message is automatically
addressed with the mailbox number for this name.
4 If the name is part of a list of addresses, continue to enter addresses.
When you are finished, press # to end the list.

—End—

Checking and editing your message

After you have recorded your message, you can review it before sending it.
To play or change the message, use any of these standard commands:
• To play the message, press 2.
• To skip back five seconds in the message, press 1; to skip forward five
seconds in the message, press 3.
• To pause, press #; to continue, press 2.
• To play the message envelope, including the list of recipients, press 7 2.

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• To slow down a message, press 2 1; to speed it up, press 2 3. You

can increase the speed three times above normal, and decrease it two
times below normal.
• To decrease message volume, press 2 4; to increase message volume,
press 2 6. You can increase the volume three times above normal, and
decrease it two times below normal. The next time you log on, the
message volume will be normal.
• To mark the message for deletion at logout and move to the next
message, press 7 6. To restore the deleted message (before
disconnecting), return to the message and press 7 6.
• To re-record the message or add to it, press 5 at the point in the
message where you want to start. Record the new message, and end
by pressing #.
• The new recording erases the old one from the point where you start
to re-record.

Adding message options

When you create a message, you can indicate that you want it handled
in a special way. The message options are Urgent, Economy, Private,
Acknowledgment, and Timed Delivery. A message cannot be tagged both
Urgent and Economy. Before sending the message, you can check the
options by pressing 7 2 to play the message envelope.

To add an Urgent option

When you send a message marked Urgent, the recipient is notified in the
mailbox summary and in the message header that the message is urgent.
Before or after recording a message, press 7 0, then 1 to add the Urgent
option.
• To cancel an Urgent option for a message, press 7 0, then 1 again.

To add an Economy option

You can use the Economy option for messages sent to other networks. Your
organization sends Economy messages at a lower overnight rate.
Before or after recording a message, press 7 0, then 3 to add the Economy
option.
• To cancel an Economy option for a message, press 7 0, then 3 again.

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32 Using CallPilot multimedia messaging

To add a Private option

When you send a message marked Private, recipients in your organization
cannot forward it or attach it to another message. Be aware that recipients
in other organizations may not be told your message is Private, and they
may be able to forward it.
Before or after recording a message, press 7 0, then 4 to add the Private
option.
• To cancel a Private option for a message, press 7 0, then 4 again.

To request an acknowledgment to your message

When you send a message marked Acknowledgment, CallPilot automatically
deposits a separate acknowledgment message in your mailbox after
each recipient has read your message. Some other networks may only
acknowledge that your message has been received by the system, not
read by the recipients.
Before or after recording a message, press 7 0, then 5 for Acknowledgment.
• To cancel an Acknowledgment request for a message, press 7 0, then
5 again.

To set a specific time for delivering a message

You can compose a message to be delivered to the recipients at a future
date and time.

Step Action

1 Before or after recording a message, press 7 0, then 6 for Timed

Delivery.

2 Enter the month, day, and time, pressing # after each entry.
• For a time setting of 9:00, press 9 0 0 #. For a.m., press 1; for
p.m., press 2. Delivery will be 9:00 in each recipient’s time zone.
• For the current month or day, press # only.
• For delivery one minute after midnight on the date you specified,
press # for time.
• To cancel Timed Delivery for a message, press # for month, day,
and time.

—End—

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 Adding message attachments 33

Adding message attachments

To add an attachment to a message

You can attach one or more voice, fax, or mixed voice and fax messages
currently in your mailbox to your message before sending it. You cannot
attach a message marked Private.

Step Action

1 Before or after recording a message, press 7 0 for Message Options,

then 7 for Add Attachment.
2 Enter the message number or fax ID of the message that you want
to attach to your unsent message, then press #.
• If you enter a number for a voice/fax message, both voice and
fax are attached.
• If you enter an ID number for a fax, just the fax is attached.

—End—

To add a fax message attachment at a faxphone

You can send a fax by logging in to your mailbox from a faxphone using
the faxphone access number. This method allows you to send a fax that
is not currently in your mailbox to other mailboxes or addresses. Place
your document in the fax feeder first.
When you are logged in at a faxphone, print faxes at the end of your mailbox
session. CallPilot disconnects when fax printing starts.

Step Action

1 Log in to your mailbox from a faxphone using the faxphone access

number.

2 Press 7 5, then address your message, then:

• Record a message if required.
• Or select an unsent message from your mailbox.

3 Press 7 0 for Message Options, then 7 for Add Attachment.

4 Press 0 # when prompted for the fax number.

5 Tell CallPilot when to send the message:

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• Press 1 to send the message as soon as the fax is received.

• Or press 2 to save it in your mailbox until you manually send it.

6 Press Send or Start on the faxphone.

—End—

Express messaging
Express messaging is a fast way to send a message to another mailbox
without logging in to your own mailbox to compose and send the message.
You may also be able to send a fax by express fax messaging. Ask
your administrator for the express messaging number and if express fax
messaging is available.

To send a voice message without logging in

Step Action

1 Dial the CallPilot express messaging number.

2 Enter the mailbox number of the person for whom you are leaving
the message, then press #. To address your message by name, see
"Addressing by name" (page 30).

3 Wait for the tone, then record your message.

Note: For an explanation of the prompts you hear before the
tone, see the tables following this procedure.

• To review your message, see "Checking and editing your

message" (page 30).
• To add options, see "Adding message options" (page 31).
• To add attachments, see "Adding message attachments" (page
33).

4 Hang up.

—End—

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 Express messaging 35

There are two ways to set up the express voice messaging service.
The service can be set up to dial express voice messaging directly or
indirectly through an Application Builder application. Depending on how the
recipient’s mailbox is set up, you hear different prompts, as shown in the
following two tables:

Prompts for direct express voice messaging

Personal User’s Prompt
Verification Greeting
recorded recorded
No No <user’s mailbox number> Please leave a
message after the tone <beep>
Yes No <user’s personal verification> Please leave a
message after the tone <beep>
Yes Yes <user’s personal verification> Please leave a
message after the tone <beep>
No Yes <user’s mailbox number> <user’s greeting>
<beep>

Prompts for indirect express voice messaging (through and Application

Builder application)
Personal User’s Prompt
Verification Greeting
recorded recorded
No No <user’s mailbox number> Please leave a
message after the tone <beep>
Yes No <user’s personal verification> Please leave a
message after the tone <beep>
Yes Yes <user’s personal verification> <user’s
greeting> <beep>
No Yes <user’s mailbox number> <user’s greeting>
<beep>

Note 1: If you record a temporary greeting, the system plays the

temporary greeting in place of the greeting.
Note 2: If you access Express Messaging Service through Application
Builder and you have recorded a personal verification and a temporary
greeting, the system plays both your personal verification and your
temporary greeting.

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36 Using CallPilot multimedia messaging

To send a fax message without logging in

Step Action

1 Dial the CallPilot express messaging number.

2 Enter the mailbox number, then press #. To address your message

by name, see "Addressing by name" (page 30).

3 At the tone, begin fax transmission by using the appropriate button

on your fax machine.
Note: For an explanation of the prompts you hear before the
tone, see the table following this procedure

—End—

Depending on how the recipient’s mailbox is set up, you hear one of the
following prompts:

Prompts for express fax messaging

Personal User’s Prompt
Verification Greeting
recorded recorded
No No <user’s mailbox number> Please begin
transmitting the fax now <beep>
Yes No <user’s personal verification> Please begin
transmitting the fax now <beep>
Yes Yes <user’s personal verification> <user’s
greeting> Please begin transmitting the fax
now <beep>
No Yes <user’s mailbox number> <user’s greeting>
Please begin transmitting the fax now <beep>

Thru-dialing
While you are using CallPilot, you can make a call without hanging up. Ask
your administrator if thru-dial is available to you.

To place a call while logged in

While logged in to your mailbox, press 0, 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.

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 Distribution lists 37

To place a call while logged in using name dialing

When 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.

Step Action

1 While logged in to your mailbox, press 0, then enter the name dialing
prefix.
• If you do not know the number, press *.

2 Enter the last name, then the first, until your call is placed.
• For instructions on entering the name, see "Addressing by
name" (page 30).

—End—

To reach your custom operator number while logged in

Your custom operator number is the number your callers reach when they
press 0.

While logged in to your mailbox, press 0, then wait for the call to be
answered.

Distribution lists

A distribution list saves you time when you send messages to the same
group of addresses. You can create up to 99 personal distribution lists,
and record a name to identify each list. Each personal distribution list can
contain up to 200 entries. You can also use shared distribution lists supplied
by your administrator.

To create a personal distribution list

A personal distribution list can contain all of the same types of addresses
to which you can send a composed message, except other personal
distribution lists. An entry can be a mailbox number, shared distribution list
number, network mailbox, open network mailbox, Internet user, or telephone
number. See "Addressing a message" (page 28). You can also add an entry
by spelling a person’s name. See "Addressing by name" (page 30).

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38 Using CallPilot multimedia messaging

Step Action

1 While logged in to your mailbox, press 8 5 for CallPilot Tools, then 5

to create distribution lists.
• To play a summary of all your lists, press *.

2 Enter a number from 1 to 99, then press #.

3 Press 9 if you want to record a name to help you identify this list in
the future. At the prompt, press 5, record the list name, then press #
to stop recording.

4 Press # again to return to the main menu.

5 Press 5 to start entering addresses into the list.

6 Enter the first address, then press # in the same way you address
a message.
7 Continue to enter addresses, pressing # after each one.
• To cancel the last number you entered in the list, press 0 #.

8 When the list is complete, press #.

9 When you are finished, press 4 to return to your messages.

—End—

To play, edit, or delete a personal distribution list

After you create a personal distribution list, you can play it to hear all the
addresses, add to it, delete it, and search for addresses in the list.

Step Action

1 While logged in to your mailbox, press 8 5, then 5.

2 Enter the distribution list number, then press #. If you do not

remember the number, press * to hear a summary of your personal
distribution lists.
• To play the contents of the list, press 2.
• To add addresses to the list, press 5. Enter each address, then
press #. When the list is complete, press #.
• To delete the entire list, press 7 6. You can restore the list by
pressing 7 6 immediately after deleting it.

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• To search for an address in the list so you can add it or delete

it, press 6. Enter the address, then press #. CallPilot tells you
if the address is in the list. If the address is not in the list, you
can add it by pressing 5. If the address is in the list, you can
delete it by pressing 7 6.

3 When you are finished, press 4 to return to your messages.

—End—

Remote Notification

CallPilot can notify you of new messages at a remote telephone or pager.

Instead of calling in to your mailbox to retrieve your messages, you can
specify a number, day, and time for Remote Notification. You can change
these settings easily, and turn Remote Notification on or off as needed.
Messages can be voice, fax, or mixed voice and fax. Ask your administrator
if this option is available to you.

CallPilot can also notify you of new messages at a wireless e-mail device
using Remote Text Notification. This feature can only be set up from My
CallPilot, not from your telephone. See the Desktop Messaging User Guide
for My CallPilot (NN44200-109).

You can have the two types of notification turned on simultaneously. For
each type, you can set up two time periods for notification, and tell CallPilot
whether you want to be notified of all messages or urgent messages only.

To set up Remote Notification the first time

All you need to do the first time you set up Remote Notification is enter
your remote number and select telephone or pager. You can change the
message type, notification days, and notification times now, or use the
standard settings.

Step Action

1 While logged in to your mailbox, press 8 5 for CallPilot Tools, then 2

for Remote Notification.

2 Press 5 to set up Remote Notification.

3 At the prompt, enter the number of the telephone or pager at which

you want to receive notification, then press #.

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40 Using CallPilot multimedia messaging

• If you enter the wrong number, press #, then press 5 and re-enter
the number.

4 Press 1 if the remote number is a telephone; press 2 if the number

is a pager.

—End—

To change your Remote Notification settings, see the following pages.

To turn Remote Notification on and off

After you have set up Remote Notification for the first time, you can turn it
on or off as needed, and change the setup at any time.

Step Action

1 While logged in to your mailbox, press 8 5 for CallPilot Tools, then 2

for Remote Notification.

2 If Remote Notification is off, press 1 to turn it on.

or
If Remote Notification is on, press 2 to turn it off.

—End—

To return to your messages

When you have finished working in Remote Notification, press 4.

Working in Remote Notification setup

There are four main settings in Remote Notification: telephone or pager
number, message notification type, notification days, and notification times.
At each setting, CallPilot tells you the current setting and allows you to
keep the setting or change it. For detailed explanations of each setting, see
the following pages.
This is how to go from one setting to the next:

Step Action

1 While logged in to your mailbox, press 8 5 for CallPilot Tools, then 2

for Remote Notification.

2 Press 5 to review your current settings.

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3 Press 5 again to change the first setting.

4 At each setting, change it if required, or press # to leave a setting

without changing it. Press 3 to go to the next setting, or press 1 to
go to the previous setting.
5 Press 6 to exit Remote Notification setup change.

—End—

Use the Remote Notification Planner below to decide how you want to set
up your notification day and time periods.

Remote Notification Planner

Remote phone/pager number _____________ Notification type: Any ___ Urgent ___
Monday Tuesday Wednesday Thursday Friday Saturday Sunday

You can set one number at which you will be notified of new messages on
all the days and times you specify. The remote number you specify must be
a number allowed by CallPilot. Ask your administrator if you can use this
number for remote notification. Your administrator may have to configure
your mailbox for the pager or pager service you are using.

Step Action

1 In Remote Notification setup change, press 5 when prompted for

telephone or pager number change. You can press # to leave this
setting without changing it, or continue.
2 At the prompt, enter the number of the telephone or pager at which
you want to receive notification, then press #.
• If you enter the wrong number, press #, then press 5 and re-enter
the number.

3 Press 1 if the remote number is a telephone, or press 2 if the number

is a pager.

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4 If you selected pager, specify the pager type:

• To select tone only pager, press 1.
• To select tone and voice pager, press 2.
• To select digital or numeric pager, press 3. You can then enter
a callback number followed by #, or just press # to use your
organization’s standard callback number.
• To select a paging service, press 4. At the prompt, enter your
Pager Identification Number (PIN), then press #.
• To select an alphanumeric pager, press 5. At the prompt, enter
your Pager Identification Number (PIN), then press #.

5 Press 3 to go to the next setting.

—End—

To change your notification message type

You can select one of two notification message types. This message type
applies to all days and times you specify. If you select Any, the standard
setting, you receive notification of all new messages. If you select Urgent,
you receive notification only about messages that were marked urgent by
the sender. Notification is for voice and fax messages.

Step Action

1 In Remote Notification setup change, press 5 when prompted

for message type. You can press # to leave this setting without
changing it, or continue.

2 At the prompt, press 1 for Any, or press 2 for Urgent.

3 Press 3 to go to the next setting, or press 1 to go to the previous
setting.

—End—

To change your notification days

You can set the days of the week on which you want to receive message
notification remotely. The standard setup is Monday to Friday. You select
each of the seven days individually, and you can omit some days. For
example, you can select Monday, Wednesday, and Friday for remote
notification. You can listen to a summary of your current selections by
pressing * for Help.

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 Remote Notification 43

Step Action

1 In Remote Notification setup change, press 5 when prompted for

notification days. You can press # to leave this setting without
changing it, or continue.

2 Select each notification day by pressing the number corresponding

to that day of the week. For example, to select Monday, press 1; to
select Sunday, press 7. Each day is assumed to be off until you
select it, regardless of any previous settings.
• To deselect a day, press its number again.

3 When you have finished selecting days, press #.

• To change your selections, press 5.

4 Press 3 to go to the next setting, or press 1 to go to the previous

setting.

—End—

To change your notification times

You can set the times of the day at which you want to receive remote
notification of messages. The standard time is all day. You can set two
non-overlapping time periods within a 24-hour day; both periods apply to
the one sequence of notification days that you selected above. Here are
some tips for setting times:
• Time settings include minutes, and each setting must end with #. For a
time setting of 9:00, press 9 0 0 #. For a.m., press 1; for p.m., press 2.
Time setting is for the time zone at your mailbox location.
• Ask your administrator if your mailbox can be set up so that you
receive notification when new messages are waiting at the start of your
notification time period.
• You can enter times that span midnight by entering an end time that is
earlier than the start time; the end time is assumed to be on the next
day. Select only the first day as a notification day.
For example, if you select Monday as your only notification day, and you
set up the time period for 11 p.m. to 7 a.m., you will receive notification
from 11 p.m. Monday to 7 a.m. Tuesday.

Step Action

1 In Remote Notification setup change, press 5 when prompted for

notification times.

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44 Using CallPilot multimedia messaging

2 At the prompt for start time, enter a new time, or press # to keep
the current time.

3 At the prompt for end time, enter a new time, or press # to keep
the current time.
• If a second time period already exists, you hear the times
currently set. To delete the second time period, press 7 6. To
change the times, press 5.
• If a second time period does not exist and you want to add one,
press 5.

4 At the prompt for start time, enter a new time, or press # to keep
the current time.
5 At the prompt for end time, enter a new time, or press # to keep
the current time.

6 Press 6 to exit Remote Notification setup change.

—End—

Turning message forwarding on or off

Using the telephone, you can enable and disable message forwarding
for your CallPilot messages. Before you can enable or disable message
forwarding, you or your CallPilot administrator must configure a message
forwarding rule for your mailbox, which forwards your CallPilot messages
to another CallPilot mailbox or to an external e-mail address. For security
reasons, you must enable and disable it yourself.

In certain circumstances, the system might automatically disable your

message forwarding rule, for example, if the administrator modified it for you
or if there is a message delivery problem. You can use the telephone to
enable it again.

The following procedures explain the telephone commands you use to

enable and disable message forwarding once it is configured. For more
information about configuring a message forwarding rule, see the Desktop
Messaging User Guide for My CallPilot (NN44200-109).

Note: You can also enable and disable message forwarding using My
CallPilot or Desktop Messaging, if you have access.

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 Changing fax options 45

To enable or disable message forwarding

Step Action

1 While logged in to your mailbox, press 8 5 for CallPilot Tools, then 1

for the Message Forwarding Rule service.
Note: If you do not have a message forwarding rule configured,
this option is not available to you.

2 Respond to the prompts to enable or disable message forwarding.

—End—

Changing fax options

If your CallPilot mailbox has fax messaging capability, you can receive a fax
message in your mailbox and print the fax at a selected fax number. You
can set options for Autoprinting, default fax number, and print cover page.

To change your fax options

Step Action

1 While logged in to your mailbox, press 8 0 for mailbox options, then

3 for fax options.

2 Change fax options as described below.

3 When you are finished, exit fax options by pressing #.

—End—

To turn Autoprinting on or off

When Autoprinting is turned on, any faxes that arrive at your mailbox are
automatically printed at a specified default fax number. A message that
has been autoprinted remains in your mailbox so that you can reprint it
or forward it. Your printed faxes may be automatically deleted from your
mailbox on a schedule set by your administrator.
Autoprinting is the most convenient way to handle fax messages while
you are in one location. If you are away from your office, you can turn
Autoprinting off and print your faxes at another fax number.

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46 Using CallPilot multimedia messaging

Step Action

1 While in fax options, press 1 to select Autoprinting.

CallPilot tells you whether Autoprinting is on or off.

2 If Autoprinting is turned off, press 1 to turn it on.

• If you turn Autoprinting on, you must set a default fax number.

3 Or, if Autoprinting is turned on, press 2 to turn it off.

You hear your change confirmed and you return to fax options.

—End—

To change the default printer

If you turn Autoprinting on, you must set a default fax number. Even if you
are not using Autoprinting, a default fax number is the simplest way to print.
The default number can be any fax number that CallPilot can dial, including
any normally required prefixes.

Step Action

1 While in fax options, press 2 to set the default fax number.

You hear the current default fax number.
2 Enter a new default fax number, then press #.
You hear the number or its spoken name confirmed.

3 To exit without changing the setting, just press #.

You return to fax options.

—End—

To turn fax separator page printing on or off

You can select whether to print a fax separator page when you print a fax
message. A separator page identifies you and gives details of the print job,
such as the number of pages. Separator pages are useful if you receive
faxes without cover pages. If the sender of the fax includes a header page
with the fax, the header page also prints.

Step Action

1 While in fax options, press 7 to turn separator page printing on or off.

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 When you are the caller 47

You hear the current separator page printing status.

2 Change the separator page printing status, or exit without change.

• To print with a separator page, press 1.
• To print without a separator page, press 2.
You hear your change confirmed.
• To exit without changing the setting, just press #.
You return to fax options.

—End—

When you are the caller

When you are calling another person’s CallPilot mailbox, you can use many
of the messaging commands described in this guide. You can also tell
callers from outside your organization how to use these commands. Here
are some convenient and time-saving tips.

Interrupting greetings
While you are listening to a person’s greeting, you can stop the greeting at
any time by pressing # and then recording your message. This saves time
when you call the same person frequently and do not need to hear the
greeting.

If you call a person who has recorded a temporary absence greeting,

you hear a warning when you try to stop the greeting. This allows you to
continue listening if you want to, or to start recording.

Connecting to the custom operator

While you are listening to a person’s greeting, you can press 0 to transfer to
the custom operator number assigned for that mailbox.

Thru-dialing to another number

You may be able to transfer to another person in the same organization by
pressing 0, followed immediately by the person’s extension number. See
"Thru-dialing" (page 36). You may be able to use name dialing if you do
not know the extension number. Ask your administrator if these options
are available to you.

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48 Using CallPilot multimedia messaging

Editing your recorded messages

When you record a message to leave in another person’s mailbox, you can
play it, delete it, or re-record it just as you do when you compose a message
in CallPilot. Use the commands described in "Checking and editing your
message" (page 30).

Adding options to your recorded messages

When you record a message to leave in another person’s mailbox, you can
add options such as Urgent and Private just as you do when you compose a
message in CallPilot. Use the commands described in "Adding message
options" (page 31).

Adding a fax attachment to your recorded message

If you are calling from a faxphone and the recipient’s mailbox has fax
capability, you can add a fax attachment to your voice message. When you
have finished recording your voice message, press 7 0, then 7 to attach the
fax. Press Send or Start on your faxphone. Ask your administrator for
details on using this option.

To log on after leaving a message

After you have left a message in another person’s mailbox, you may be
able to log on again to your CallPilot mailbox without hanging up. This is
useful if you are using a pay phone or a credit card. Ask your administrator
if this option is available.

To log on after leaving a message in another person’s mailbox, press # then

8 1, and follow the usual steps for logging in.

Your CallPilot numbers

Keep a record of your CallPilot user numbers here. Do not show your
password.

Mailbox number _____________________________________________

Login numbers
Multimedia Messaging access number ___________________________

Multimedia Messaging faxphone access number __________________

Speech Activated Messaging access number _____________________

___________________________________________________________

Service numbers
Express Messaging number ___________________________________

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 Your CallPilot numbers 49

Express Fax Messaging number ________________________________

Custom commands number ____________________________________

Addressing prefixes
Name Dialing/Name Addressing prefix ___________________________

Open network prefix __________________________________________

Telephone addressing prefix ___________________________________

Prefixes for other network sites ________________________________

___________________________________________________________

___________________________________________________________

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50 Using CallPilot multimedia messaging

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Multimedia Messaging User Guide
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Copyright © 2007, Nortel Networks Nortel Networks Confidential
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Nortel CallPilot

Multimedia Messaging User Guide

Copyright © 2007, Nortel Networks
All Rights Reserved.

Publication: NN44200-106
Document status: Standard
Document version: 01.01
Document date: 1 March 2007

To provide feedback or report a problem in this document, go to www.nortel.com/documentfeedback.

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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.

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