Nortel CallPilot Mini Reference Manual
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Nortel CallPilot Mini Reference Manual

Nortel CallPilot Mini Reference Manual

Nortel callpilot mini voice messaging: reference guide
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Download this manual See also: Installation and Maintenance Manual, Installation Manual
Part No. P0989496 03
CallPilot Mini
Reference Guide

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  • Page 1 Part No. P0989496 03 CallPilot Mini Reference Guide...
  • Page 2 Users must take full responsibility for their applications of any products specified in this document. The information in this document is proprietary to Nortel Networks NA Inc. The software described in this document is furnished under a license agreement and may be used only in accordance with the terms of that license.

  • Page 3: Table Of Contents

    Retrieving erased messages ..........26 CallPilot Mini Reference Guide...
  • Page 4 Contents Chapter 5 Sending messages..........27 Recording and sending messages .

  • Page 5: Chapter 1 Using Callpilot

    · ‚ £ Q Z Zero q z (comma) D E F 3 d e f M N O 6 m n o W X Y Z 9 w x y z Accepts displayed letter and, CallPilot Mini Reference Guide...

  • Page 6: Automated Attendant

    Chapter 1 Using CallPilot Auto Attendant The Auto Attendant acts as a receptionist for incoming calls. When it is enabled, the Auto Attendant answers your company’s incoming telephone lines depending on the time of day. If callers know which option they want, they can interrupt the Auto Attendant by entering their selection on the dialpad of any tone-dial telephone.

  • Page 7: Chapter 2 Setting Up Your Mailbox

    Company Directory name plays to callers who reach your mailbox. . The temporary password is £ £ for more information. If you do not record a Personal CallPilot Mini Reference Guide £ â â â â £ “Recording a Primary or...

  • Page 8: Opening Your Mailbox

    Chapter 2 Setting up your mailbox Opening your mailbox After you initialize your mailbox you can open it from: • your own extension • another extension • an outside tone dial telephone To open an initialized mailbox Note: To make logging on quicker, you can program the CallPilot Messaging access number to a speed dial button on your telephone.

  • Page 9: About Auto-Login

    Your System Administrator sets up Auto-Login for your mailbox. Ask your System Administrator whether you have Auto-Login capability. To log on using Auto-Login To access your mailbox if you have Auto-Login capability: Dial the CallPilot Messaging access number, then press £ CallPilot Mini Reference Guide...

  • Page 10: Changing Your Mailbox Password

    Chapter 2 Setting up your mailbox Changing your mailbox password You can change your mailbox password at any time. A password must be from four to eight digits long and cannot start with zero. It is recommended that you change your password every 30 days. Keep your mailbox secure by choosing an uncommon password, not a predictable password like 1234 or 1111.

  • Page 11: Recording Your Name In The Company Directory

    £ Press to accept the recording £ press to listen to the recording Ú press to re-record your name. Û Hang up to end the session. Chapter 2 Setting up your mailbox £ CallPilot Mini Reference Guide £...

  • Page 12: Assigning A Target Attendant

    Chapter 2 Setting up your mailbox Assigning a Target Attendant You can assign a Target Attendant to answer calls transferred from your mailbox. The default Target Attendant for your mailbox is the CallPilot Operator. The Target Attendant can be assigned to any valid extension.

  • Page 13: Callpilot Mailbox Options

    Record your name in the Company Directory. Assign a Target Attendant to answer calls transferred from your mailbox. Set up Outbound Transfer to transfer callers from your mailbox to an internal extension or an external telephone number. Page CallPilot Mini Reference Guide...
  • Page 14 Chapter 2 Setting up your mailbox P0989496 03...

  • Page 15: Chapter 3 Greetings

    I will return your call as soon as possible. Thank you.” After you record your greetings, you must choose which greeting you want CallPilot to play. You can change the selection at any time. 11”. CallPilot Mini Reference Guide “Recording your...

  • Page 16: Personalized Mailbox Greeting

    Chapter 3 Greetings Personalized mailbox greeting Personalized mailbox greetings are available only if your company subscribes to Caller ID (CLID) service from your local telephone company. For more information about CLID, ask your System Administrator. A Personalized mailbox greeting plays to callers based on the caller’s telephone number. CallPilot recognizes the assigned incoming telephone number and plays the Personalized mailbox greeting.

  • Page 17: Recording A Primary Or Alternate Mailbox Greeting

    Press to accept the recording £ press to listen to the greeting Ú press to rerecord the greeting. Û Hang up to end the session. Chapter 3 Greetings “Choosing a Primary or Alternate mailbox £ CallPilot Mini Reference Guide £...

  • Page 18: Choosing A Primary Or Alternate Mailbox Greeting

    Chapter 3 Greetings Choosing a Primary or Alternate mailbox greeting If you record a Primary and an Alternate mailbox greeting, you must choose which greeting plays. If you do not choose a greeting, the Primary mailbox greeting plays automatically. If you choose the Alternate mailbox greeting, you must set whether the mailbox accepts messages. If you choose Yes your mailbox receives messages in the normal way.

  • Page 19: Recording A Personalized Mailbox Greeting

    10 Press to accept the recording £ press to listen to the greeting Ú press to rerecord the greeting. Û 11 Hang up to end the session. Chapter 3 Greetings £ to end the recording. £ CallPilot Mini Reference Guide £...

  • Page 20: Deleting A Personalized Mailbox Greeting

    Chapter 3 Greetings Deleting a Personalized mailbox greeting If you no longer need a Personalized mailbox greeting, you can delete it. To delete a Personalized mailbox greeting Dial the CallPilot Messaging access number, then enter your mailbox number and press Enter your mailbox password and press Press to open the Greetings Options menu.

  • Page 21: Chapter 4 Accessing Your Messages

    The Never Full mailbox feature is not available to internal callers. Internal callers cannot leave messages in mailboxes that are technically “full”. CallPilot Mini Reference Guide...

  • Page 22: Playing Your Messages

    Chapter 4 Accessing your messages Playing your messages Dial the CallPilot Messaging access number, then enter your mailbox number and press Enter your mailbox password and press A voice prompt announces the number of new and saved messages that you have. You can play any message that you want to listen to.
  • Page 23 You can reply to an outside caller by dialing them back if your company subscribes to Caller ID (CLID) service. For further information about replying to an outside caller refer to “Replying to an external caller” on page Chapter 4 Accessing your messages “Retrieving erased messages” on CallPilot Mini Reference Guide...

  • Page 24: Retrieving Erased Messages

    Chapter 4 Accessing your messages Retrieving erased messages You can retrieve an erased message if you are still in the CallPilot session. An erased message remains in your mailbox until you end the current CallPilot session. After you play your messages and exit CallPilot, any messages that you do not erase are saved. Since message storage space is limited, we recommend that you erase messages that you no longer need.

  • Page 25: Chapter 5 Sending Messages

    £ Press when you are finished entering addresses. £ Press and record your message at the tone. Þ Press to end your recording. £ £ The System Administrator can change Ú Ú . CallPilot Mini Reference Guide £...
  • Page 26 Chapter 5 Sending messages Press t o listen to your message Û press to send the message now with the Normal delivery option à á press to erase and re-record the message. Þ 10 If you want to assign delivery options see hang up to end the session.

  • Page 27: Searching The Company Directory

    Personal greeting recorded and selected, you hear their Company Directory recording. to search the Company Directory, but the Ú Ú “Recording and sending messages” on page to search the Company Directory. Ú Ú to see the next matching name. Ú Chapter 5 Sending messages £ CallPilot Mini Reference Guide...

  • Page 28: Assigning Message Delivery Options

    Chapter 5 Sending messages Assigning message delivery options Option Dialpad button Normal Urgent Private Acknowledge Timed The Certified/Acknowledge and Timed delivery options are available only if you call from a telephone that has a mailbox associated with it. Messages sent with the Timed delivery option are delivered at the time that you specify.
  • Page 29 à á press to review the message Û press to rerecord the message Þ press to cancel all delivery options. à â Hang up to end the session. Chapter 5 Sending messages CallPilot Mini Reference Guide...

  • Page 30: Sending A Message To More Than One Recipient

    Chapter 5 Sending messages 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.

  • Page 31: Replying To Messages

    à Ú Chapter 5 Sending messages press to transfer to the internal caller’s extension. á to record and send a reply to the internal caller’s mailbox. à Ú £ £ CallPilot Mini Reference Guide...

  • Page 32: Replying To An External Caller

    Chapter 5 Sending messages 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. To reply to an external caller Dial the CallPilot Messaging access number, then enter your mailbox number and press Enter your mailbox password and press A mailbox summary is announced.

  • Page 33: Placing A Call With Thru-Dial

    Do not pause for more than two seconds while you are entering the number. Chapter 5 Sending messages during your greeting to open your mailbox. ¥ ¥ Follow the voice prompts to enter your ¡ ¡ . CallPilot Mini Reference Guide...
  • Page 34 Chapter 5 Sending messages To search the Company Directory while placing a Thru-Dial call If you enter a name instead of a number with Thru-Dial, You can enter up to four letters. After four letters CallPilot tells you what the matches are and you can select one. If the name you are searching for has fewer than four letters, or you wish to enter fewer than four letters, enter the letters and press .

  • Page 35: Call Forwarding Your Calls

    Call Forwarding your calls to your mailbox To forward incoming calls to your mailbox: Press the ∞ button. Enter the CallPilot Messaging access number. To cancel Call Forward: press ∞ button. Chapter 5 Sending messages CallPilot Mini Reference Guide...
  • Page 36 Chapter 5 Sending messages P0989496 03...

  • Page 37: Chapter 6 Outbound Transfer

    For Outbound Transfer to function properly, you must have a greeting recorded. When you set up Outbound Transfer, you can add special characters to the destination number. Refer to “Adding special characters to a destination number” on page 38 á . for more information. CallPilot Mini Reference Guide...

  • Page 38: Adding Special Characters To A Destination Number

    Chapter 6 Outbound Transfer Adding special characters to a destination number Special characters are pauses or other dialing instructions that you can add if they are required to access the network or a destination number. Follow the voice prompts or press ADD to add special characters to a destination telephone number (or a destination pager number if you are setting up a destination pager number in Remote Message Notification.) A destination telephone or pager number cannot be longer than 30 characters.

  • Page 39: Setting Up Outbound Transfer

    Outbound Transfer on if it is off. Ú 10 Hang up to end the session. £ £ Ú to accept the destination number. £ Chapter 6 Outbound Transfer £ and then press Ú Ú “Adding special characters to a CallPilot Mini Reference Guide...
  • Page 40 Chapter 6 Outbound Transfer To set up Outbound Transfer to an extension Dial the CallPilot Messaging access number, then enter your mailbox number and press Enter your mailbox password and press Press to open the Mailbox Options. ¡ â Press á...

  • Page 41: Turning Outbound Transfer On Or Off

    Outbound Transfer. Û Press to turn Outbound Transfer on if it is off Ú press to turn Outbound Transfer off if it is on. Ú Hang up to end the session. Chapter 6 Outbound Transfer £ CallPilot Mini Reference Guide £...
  • Page 42 Chapter 6 Outbound Transfer P0989496 03...

  • Page 43: Chapter 7 Message Notification

    The recipient of a Message Notification call hears the following voice prompt: “Message for (name of mailbox owner). To log on press press Û . If you have received this call by mistake, please Ú CallPilot Mini Reference Guide...

  • Page 44: Message Notification Parameters

    Chapter 7 Message Notification Message Notification parameters You can set up the parameters for Message Notification from any tone dial telephone. The parameters are: • destination type (telephone, extension or pager) • destination number (telephone, extension or pager) • time range for receiving calls at telephone numbers or extensions. Pagers are notified any time there is a qualifying message.

  • Page 45: Setting Up Message Notification

    Chapter 7 Message Notification “Changing Remote Message Notification” refer to page 45 page 48 page 48 £ . The destination telephone number is a £ to accept the destination number. £ “Adding special characters to a CallPilot Mini Reference Guide £...
  • Page 46 Chapter 7 Message Notification 14 Press to accept the stop time that you entered £ press to change the stop time. Ú 15 Press if you want to be notified when you receive a new message £ press if you want to be notified only when you receive an urgent message. Ú...
  • Page 47 £ press if you want to be notified only when you receive an urgent message. Ú 16 Hang up to end the session. Chapter 7 Message Notification £ £ CallPilot Mini Reference Guide £...

  • Page 48: Setting Up Message Notification To A Pager Number

    Chapter 7 Message Notification Setting up Message Notification to a pager number Example of a destination pager number If you are assigning a pager destination number from behind a PBX, remember to insert a (depending on your system) before the There is a combined limit of 30 characters for the pager telephone number and the pager message.
  • Page 49 £ press to change the message type to be notified only when you receive an urgent message. Ú 11 Hang up to end the session. Chapter 7 Message Notification CallPilot Mini Reference Guide...
  • Page 50 Chapter 7 Message Notification To set up Message Notification to more than one destination You can receive notification of a message at a maximum of five different destination numbers. The following steps show you how to enter a telephone number destination and then add a pager destination for the first time.
  • Page 51 Ú 20 Press to be notified when you receive a new message £ press to be notified only when you receive an urgent message. Ú 21 Hang up to end the session. Chapter 7 Message Notification CallPilot Mini Reference Guide...

  • Page 52: Changing Remote Message Notification

    Chapter 7 Message Notification Changing Remote Message Notification You can change the parameters and destinations for Message Notification. Refer to Notification parameters” on page 44 If you want to change the time or message type parameters, use the procedure range or type of message parameters” on page 52 If you want to change the destination type refer to the procedure for the destination type.
  • Page 53 13 If you want to change message notification, press if you want to be notified only when you receive an urgent message. Ú Press £ 14 Hang up to end the session. Chapter 7 Message Notification £ £ CallPilot Mini Reference Guide £...
  • Page 54 Chapter 7 Message Notification To change the destination from pager to telephone or extension Dial the CallPilot Messaging access number, then enter your mailbox number and press Enter your mailbox password and press Press to open the Message Notification menu. ¡...
  • Page 55 Ú 13 Hang up to end the session. Chapter 7 Message Notification £ to continue. £ to accept the destination number. £ “Adding special characters to a CallPilot Mini Reference Guide £...

  • Page 56: Deleting A Destination Number

    Chapter 7 Message Notification Deleting a destination number If you have more than one destination number for Message Notification, you can delete a destination. To delete a destination number Dial the CallPilot Messaging access number, then enter your mailbox number and press Enter your mailbox password and press Press to open the Message Notification menu.

  • Page 57: Adding A Destination Number

    Message Notification menu. ¡ Þ Û Press to activate or deactivate Message Notification Ú press to enter the time. Û Hang up to end the session. Chapter 7 Message Notification £ “To set up Message £ CallPilot Mini Reference Guide £ £...
  • Page 58 Chapter 7 Message Notification P0989496 03...

  • Page 59: Chapter 8 Broadcast And Information Messages

    Auto Attendant, or by asking the operator to route enquiries to the Information mailbox. Ask your System Administrator for details. Callers cannot leave messages in an Information mailbox. Callers automatically disconnect after they listen to an Information mailbox greeting. CallPilot Mini Reference Guide...

  • Page 60: Recording An Information Mailbox Greeting

    Chapter 8 Broadcast and Information messages Recording an Information mailbox greeting Before you record an Information mailbox greeting, you must determine what the greeting includes. Be sure to include important times and dates. For example: “Paddy’s Dance Studio proudly presents an extravaganza of dance. The entertainment begins at 8:00 pm on the fourth of July.

  • Page 61: Chapter 9 Callpilot Tips

    5th, and I will be returning to work on the 12th. If you care to do so, please leave a message and I will return your call when I return from vacation. For immediate assistance, please press zero.” CallPilot Mini Reference Guide...
  • Page 62 Chapter 9 CallPilot tips Record your greetings and messages clearly. For a better quality recording, speak directly into the handset. Do not use the Handsfree feature. Remember to speak clearly in a pleasant voice at a pace that is easy to understand. Do not speak too softly or loudly or make the greeting or message too lengthy.

  • Page 63: Chapter 10 Troubleshooting

    CallPilot records the number of incorrect attempts from the last time your mailbox was successfully accessed. If the number is exceeded you are locked out. You cannot open your mailbox until the System Administrator resets the password. “My mailbox is full” on page CallPilot Mini Reference Guide...
  • Page 64 Chapter 10 Troubleshooting CallPilot Timeout The Timeout feature allows ten seconds for you to choose an option. If CallPilot does not detect a selection, it replays the option list. If an option is still not selected, CallPilot ends the session. CallPilot has minimum voice level detection.

  • Page 65: Glossary

    Extension A two-digit to seven-digit number used to reach a designated telephone. An internal telephone is also referred to as an extension. CallPilot Mini Reference Guide...
  • Page 66 Glossary Greetings There are three types of CallPilot greetings: • Company greetings are played by the Auto Attendant to incoming callers. • Personal mailbox greetings are played to callers who want to leave a message in a mailbox. These greetings include your Primary, Alternate and Personalized greetings. •...
  • Page 67 System Administrator The person who configures, updates and maintains the CallPilot system. Touch tone telephone A push-button telephone that emits DTMF tones. Voice prompts The voice instructions that play when you access CallPilot features and options. Glossary CallPilot Mini Reference Guide...
  • Page 68 Glossary P0989496 03...

  • Page 69: Index

    Primary 15, 61 example 15 purpose 15 recording Alternate 17 Primary 17 recording technique 16 Group List name 30 Information mailbox greeting recording 59 Initializing your mailbox 7 Internal messages, replying to 31 Interrupting voice prompts 5 CallPilot Mini Reference Guide...
  • Page 70 Index Language, Alternate 6 Listening to your messages. see Playing your mailbox messages Mailbox Auto-Login 9 full 21 initializing 7 logging on 8 opening 8 opening remotely 8 Mailbox greetings Alternate 15 Personalized 16 Primary 15 recording technique 16 Mailbox logging on remotely 8 Mailbox password changing 10 Making selections using the dialpad...
  • Page 71 40 Skipping forward in messages 22 Timeout 64 Transferring calls to General Delivery mailbox 21 to Operator 21 to receptionist 21 Voice prompts 28 interrupting 5 on a one line display telephone 5 Index CallPilot Mini Reference Guide...

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