CallPilot . TM Release 2.
Contents Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Working with CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 CallPilot keypad commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Using standard commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Logging in to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Welcome to CallPilot CallPilot from Nortel Networks 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.
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.
CallPilot keypad commands Login Message List Commands 1 2 3 Skip Back Play Skip Forward 4 5 6 Previous Message Record Next Message 7 8 9 Message Commands Mailbox Commands * 0 Help Attendant/ Thru-Dial Call Sender 2 3 # 4 5 6 7 8 * 0 Mailbox Commands 1 3 1 2 3 Forward Login Greetings Disconnect 6 4 5 6 Compose Delete/ Restore 8 9 7 8 9 Reply Play Envelope 4 5 Reply All 7 Password Change CallPilot Tools External Greeting Go to a Message Greeting
Using standard commands CallPilot has many standard commands that are common to all features, so you don’t 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.
Logging in to your mailbox To log in 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 31. To log in for the first time Your administrator will give you a temporary password that you change the first time you log in. 1 2 3 Decide on a new password.
Changing your password 8 4 When you log in 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 1 While logged in to your mailbox, press 8 4. 2 Enter your current password, then press #. 3 You may see dashes instead of numbers if you have a display phone. 4 Enter your new password, then press #.
Recording greetings 8 2 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 don’t 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.
Assigning a custom operator 8 0 1 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 zero if they wish to speak to this person in your absence. The custom operator number is the number your callers reach when they press zero. Ask your administrator if this feature is available to you.
Playing your messages 2 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. 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. Each message header tells you the sender’s name, and the date and time that the message was received at your mailbox.
Changing message speed 2 1 2 3 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 2 4 2 6 You can change the volume of a message while playing it.
Calling the sender 9 You can place a call to the sender of a message, if CallPilot can address the sender. To call the sender 1 2 3 After listening to a message or while it is playing, press 9 to call the sender. Speak to the sender or leave a message. When you have finished your call, hang up. You may be able to return to your messages without hanging up and logging in again. Replying to the sender 7 1 You can record a reply to the sender of a message, if CallPilot can address the sender.
Forwarding a message 7 3 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 1 5 After listening to a message or while it is playing, press 7 3 to forward the message. 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.
Composing a message 7 5 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.
Addressing a message You can address your messages to local mailboxes and distribution lists. For the required prefixes, press * for Help when addressing, or ask your administrator. Keep a record of these prefixes in Your CallPilot numbers, page 31. 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 17.
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 17. To address by name 1 When CallPilot prompts you for a mailbox number, enter the name addressing prefix.
Adding message options 7 0 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.
Adding message attachments 7 0 7 To add an attachment to a message You can attach one or more voice messages currently in your mailbox to your message before sending it. You cannot attach a message marked Private. 1 2 Before or after recording a message, press 7 0 for Message Options, then 7 for Add Attachment. Enter the message number of the message that you want to attach to your unsent message, then press #.
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 message without logging in 1 2 3 4 Dial the CallPilot express messaging number. Enter the mailbox number of the person for whom you are leaving the message, then press #.
Distribution lists 8 5 5 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.
Remote Notification Not Available 8 5 2 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.
Remote Notification (continued) 8 5 2 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.
Remote Notification (continued) 8 5 2 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.
Remote Notification (continued) 8 5 2 To change your notification days (continued) 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.
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 timesaving 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.
Your CallPilot numbers Voice Mail access number: 434-984-7099 or X-7099 Express Messaging number: X-6000 Name Dialing/Name Addressing prefix: 11 27
Document information CallPilot Multimedia Messaging User Guide Copyright © 2002 Nortel Networks, All Rights Reserved 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. For soft copy release only Product release: Document issue: Date: 2.0 Standard 1.
