Nortel Networks Telephone X 6000 User Manual

TM  
C a l l P i l o t .  
Release 2.0  
Voice Mail User Guide  
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Contents  
Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3  
Working with CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4  
CallPilot keypad commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5  
Using standard commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6  
Logging in to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7  
Changing your password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8  
Recording your name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8  
Recording greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9  
Assigning a custom operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10  
Blocking messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10  
Turning Autologin on or off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10  
Returning to speech commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10  
Playing your messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11  
Changing message speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12  
Changing message volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12  
Deleting and restoring messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12  
Calling the sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13  
Replying to the sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13  
Replying to the sender and all recipients . . . . . . . . . . . . . . . . . . . . . . . . 13  
Forwarding a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14  
Composing a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15  
Addressing a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16  
Addressing by name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17  
Checking and editing your message . . . . . . . . . . . . . . . . . . . . . . . . . . 17  
Adding message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18  
Adding message attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19  
Express messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20  
Thru-dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20  
Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21  
Remote Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22  
When you are the caller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26  
Your CallPilot numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27  
Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28  
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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.  
Add message options such as urgent, private, and timed delivery.  
Create personalized distribution lists for sending messages.  
Receive remote notification of incoming messages.  
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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.  
Mailbox  
Your CallPilot mailbox stores your messages, recorded greetings, distribution lists, and  
other personal settings. You can log in to your mailbox at any time to play your  
messages and use all of the available CallPilot features and services. Your  
administrator will assign 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 don’t 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 * for Help at any time while you are logged into your  
mailbox. You will 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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CallPilot keypad commands  
Login  
Message List Commands  
1
2
3
Skip  
Skip  
Back  
Play  
Forward  
4
5
6
Previous  
Message  
Next  
Record  
Message  
Greetings  
7
8
9
1
2
3
Message  
Mailbox  
Call  
External  
Greeting  
Internal  
Greeting  
Temporary  
Greeting  
Commands Commands Sender  
4
7
5
8
0
6
*
0
#
Attendant/  
Thru-Dial  
Stop  
Help  
9
Record  
Name  
Message Commands  
Mailbox Commands  
*
#
Greeting  
Help  
Cancel/  
Exit  
1
2
3
1
2
3
Play  
Envelope  
Forward  
Login  
Greetings Disconnect  
Reply  
CallPilot Tools  
4
5
6
4
5
6
Reply  
All  
Delete/  
Restore  
Password CallPilot  
Go to a  
Message  
1
2
3
6
9
#
Compose  
Change  
Tools  
7
8
9
7
8
9
4
7
5
Distribution  
Lists  
Send  
*
0
#
*
0
#
8
0
Message  
Help  
Message  
Options  
Cancel/  
Exit  
Mailbox  
Help  
Mailbox  
Options  
Cancel/  
Exit  
*
Tools  
Help  
Message Options  
Mailbox Options  
1
2
3
1
2
5
8
0
3
6
9
Urgent  
On/Off  
Economy  
On/Off  
Custom  
Operator  
4
5
6
4
Private  
On/Off  
Acknowl-  
Timed  
edge On/Off Delivery  
7
8
0
9
7
Add  
Block  
Messages  
Attachment  
*
#
*
#
Options  
Help  
Cancel/  
Exit  
Options  
Help  
Cancel/  
Exit  
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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.  
Playing and recording  
To play your messages, record messages, and record greetings, use these standard  
commands as needed:  
1
2
3
Skip  
Skip  
Back  
Play  
Forward  
4
5
6
Previous  
Message  
Next  
Record  
Message  
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.  
7
8
Message  
Mailbox  
Commands Commands  
Always available  
Press * for context sensitive Help prompts at any time. Press # to stop playback or  
recording, to cancel a menu selection, to end data entry, or to end addressing.  
*
#
Stop  
Help  
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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. See Changing your password, page 8.  
Follow the login steps below, using your temporary password.  
When you are asked to enter a new password, follow the prompts. See Changing  
your password, page 8.  
To log in  
You can log in to your mailbox from any touchtone telephone. When logging in from your  
own telephone, you may be able to press a message key instead of dialing the access  
number.  
1
Dial the CallPilot multimedia messaging access number, or press the message  
key on your telephone.  
2
3
Enter your mailbox number, then press #. Or, at your own telephone, just press #.  
Enter your password, then press #.  
You are now in your mailbox and can use all the message list commands.  
Not Available  
To log in using Autologin  
Autologin is an option that makes login easier because you don’t 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 10.  
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.  
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4
Changing your password  
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
2
3
4
5
While logged in to your mailbox, press 8 4.  
Enter your current password, then press #.  
You may see dashes instead of numbers if you have a display phone.  
Enter your new password, then press #.  
Enter your new password again, then press #.  
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 in 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.  
8
2
9
Recording your name  
Your personal verification is used in your greetings and addressed messages, and in  
express messaging, name dialing, and remote notification announcements.  
To record a personal verification  
1
While logged in to your mailbox, press 8 2 for Greetings, then 9 to record your name.  
You hear your current recorded name, if there is one.  
Press 5 to record. Wait for the tone, then record your name.  
Press # to end the recording.  
2
3
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 9. 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.  
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2
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 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. 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 10.  
Keep your greetings brief and informative, and speak clearly. Check your greetings by  
calling your number from external and internal telephones.  
To record your greeting  
While logged in to your mailbox, press 8 2.  
1
2
3
4
Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting.  
Press 5 to record. Wait for the tone, then record your greeting.  
Press # to end the recording.  
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 will hear your external or internal greeting.  
1
2
While at your temporary greeting, press 9 to set the expiry date.  
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 ###.  
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.  
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0
1
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 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.  
To review and assign your custom operator number  
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.  
8
0
7
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  
1
Press 8 0 for mailbox options, then 7 for message blocking.  
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.  
Not Available  
8
0
4
Turning Autologin on or off  
Ask your administrator if Autologin is available to you. See To log in using Autologin,  
page 7.  
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.  
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2
Playing your messages  
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.  
To play your messages  
When you log in to CallPilot, you hear the mailbox summary, then the header for your  
first new message. (If Autoplay is enabled, your messages play automatically.)  
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.  
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.  
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 play your messages softer, press 2 4; to play your messages louder, press 2 6.  
You can increase the volume three times above normal, and decrease it two  
times below normal. The next time you log in, 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 delete the message 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 respond to the message, see Calling the sender, page 15, Replying to the  
sender, page 15, Replying to the sender and all recipients, page 15, and  
Forwarding a message, page 16.  
Press 7 * for Help on message commands.  
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2
2
1
3
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.  
2
2
4
6
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 in, message volume will be  
normal.  
To play a message softer or louder  
While you are playing a message, press 2 4 to play it softer, or press 2 6 to play it louder.  
You can increase the volume three times above normal, and decrease it two times  
below normal.  
7
6
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 delete it and move to the next message.  
To restore a message  
Before disconnecting, return to the deleted message 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.  
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Calling the sender  
You can place a call to the sender of a message, if CallPilot can address the sender.  
To call the sender  
1
After listening to a message or while it is playing, press 9 to call the sender.  
2
3
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.  
7
1
Replying to the sender  
You can record a reply to the sender of a message, if CallPilot can address the sender.  
To record a reply to the sender  
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.  
Press 5 to record your reply. Wait for the tone, then begin recording.  
Press # to end recording your reply.  
2
3
To review your message, see Checking and editing your message, page 19.  
To add options, see Adding message options, page 20.  
To add attachments, see Adding message attachments, page 21.  
4
Press 7 9 to send the message.  
7
4
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  
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.  
2
3
Press 5 to record your reply. Wait for the tone, then begin recording.  
Press # to end recording your reply.  
To review your message, see Checking and editing your message, page 19.  
To add options, see Adding message options, page 20.  
4
Press 7 9 to send the message.  
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3
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  
After listening to a message or while it is playing, press 7 3 to forward the  
1
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 18,  
and Addressing by name, page 19.  
If you need to cancel an address, see To cancel an address entry, page 17.  
3
4
When you have finished entering addresses, press # again to end the list.  
Press 5 if you want to record an introduction. Wait for the tone, then begin  
recording.  
5
Press # to end recording your introduction.  
To review your message, see Checking and editing your message, page 19.  
To add options, see Adding message options, page 20.  
6
Press 7 9 to send the message.  
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5
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.  
1
2
3
While logged in to your mailbox, press 7 5.  
Enter the first address, then press #.  
Continue to enter addresses followed by #.  
See Addressing a message, page 18, and Addressing by name, page 19.  
If you need to cancel an address, see To cancel an address entry below.  
4
5
6
When you have finished entering addresses, press # again to end the list.  
Press 5 to record your message. Wait for the tone, then start recording.  
Press # to end the recording.  
To review your message, see Checking and editing your message, page 19.  
To add options, see Adding message options, page 20.  
7
Press 7 9 to send the message.  
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.  
1
2
Press 0 # to cancel the last address you entered in the list.  
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.  
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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.  
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 telephone  
You can address and send a recorded message to a telephone.  
Enter the prefix if required, followed by the recipient’s telephone, 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.  
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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  
11  
prefix.  
If you don’t know the prefix, press *.  
Spell the last name, then the first name.  
2
For Q, press 7; for Z, press 9. For example, to reach Quinn, Bob, dial 78466262.  
If you don’t know the complete name, enter the first few letters, then press #.  
Select from the list of possible matches for the name.  
3
4
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.  
If the name is part of a list of addresses, continue to enter addresses. When you  
are finished, press # to end the list.  
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.  
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 play the message softer, press 2 4; to play the message louder, press 2 6. You  
can increase the volume three times above normal, and decrease it two times  
below normal. The next time you log in, the message volume will be normal.  
To delete the message 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.  
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7
0
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 a Private option  
When you send a message marked Private, recipients in your organization cannot  
forward it or attach it to another message.  
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.  
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.  
1
2
Before or after recording a message, press 7 0, then 6 for Timed Delivery.  
Enter the month, day, and time, pressing # after each entry.  
For a time setting of 9:00, press 900#. 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.  
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7
7
0
Adding message attachments  
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 #.  
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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
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 19.  
Wait for the tone, then record your message.  
3
To review your message, see Checking and editing your message, page 19.  
To add options, see Adding message options, page 20.  
To add attachments, see Adding message attachments, page 21.  
4
Hang up.  
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.  
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.  
1
While logged in to your mailbox, press 0, then enter the name dialing prefix.  
If you don’t know the number, press *.  
Enter the last name, then the first, until your call is placed.  
2
For instructions on entering the name, see Addressing by name, page 19.  
To reach your custom operator number while logged in  
Your custom operator number is the number your callers reach when they press zero.  
While logged in to your mailbox, press 0, then wait for the call to be answered.  
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8
5
5
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 18. You  
can also add an entry by spelling a person’s name. See Addressing by name, page 19.  
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
3
Enter a number from 1 to 99, then press #.  
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 #.  
4
5
6
Press 5 to start entering addresses into the list.  
Enter the first address, then press # in the same way you address a message.  
Continue to enter addresses, pressing # after each one.  
To cancel the last number you entered in the list, press 0 #.  
7
8
When the list is complete, press #.  
When you are finished, press 4 to return to your messages.  
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.  
1
2
While logged in to your mailbox, press 8 5, then 5.  
Enter the distribution list number, then press #. If you don’t 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.  
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.  
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Not Available  
8
5
2
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 My CallPilot User Guide.  
You can have the two types of notification turned On simultaneously. For both types, 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.  
1
While logged in to your mailbox, press 8 5 for CallPilot Tools, then 2 for Remote  
Notification.  
2
3
Press 5 to set up Remote Notification.  
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.  
Press 1 if the remote number is a telephone; press 2 if the number is a pager.  
4
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.  
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.  
To return to your messages  
When you have finished working in Remote Notification, press 4.  
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Remote Notification (continued)  
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:  
1
While logged in to your mailbox, press 8 5 for CallPilot Tools, then 2 for Remote  
Notification.  
2
3
4
Press 5 to review your current settings.  
Press 5 again to change the first setting.  
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.  
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  
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Remote Notification (continued)  
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.  
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
4
Press 1 if the remote number is a telephone, or press 2 if the number is a pager.  
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.  
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.  
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
3
At the prompt, press 1 for Any, or press 2 for Urgent.  
Press 3 to go to the next setting, or press 1 to go to the previous setting.  
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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8
5
2
Remote Notification (continued)  
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.  
To deselect a day, press its number again.  
When you have finished selecting days, press #.  
To change your selections, press 5.  
Press 3 to go to the next setting, or press 1 to go to the previous setting.  
3
4
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.  
1
In Remote Notification setup change, press 5 when prompted for notification  
times.  
2
3
At the prompt for start time, enter a new time, or press # to keep the current time.  
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
5
6
At the prompt for start time, enter a new time, or press # to keep the current time.  
At the prompt for end time, enter a new time, or press # to keep the current time.  
Press 6 to exit Remote Notification setup change.  
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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 don’t 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 22.  
You may be able to use name dialing if you don’t know the extension number. Ask your  
administrator if these options are available to you.  
Editing your recorded messages  
When you record a message to leave in another person’s mailbox, you can play it,  
delete it, or rerecord it just as you do when you compose a message in CallPilot. Use  
the commands described in Checking and editing your message, page 19.  
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 20.  
To log in after leaving a message  
After you have left a message in another person’s mailbox, you may be able to log in  
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 in after leaving a message in another person’s mailbox, press # then 8 1, and  
follow the usual steps for logging in.  
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Your CallPilot numbers  
Voice Mail access number: 434-984-7099 or X-7099  
Express Messaging number: X-6000  
Name Dialing/Name Addressing prefix: 11  
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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 1.0  
September 2002  
28  
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