Nortel Networks Medical Alarms P0919417 03 User Manual

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Contents  
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CallPilot Reference Guide  
 
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Chapter 1  
How to use this guide  
This guide gives you detailed information about using CallPilot features on CallPilot 150 and  
Business Communications Manager 2.5 systems.  
To use this guide, you must determine which phone interface you use, and follow the procedures  
for that interface. For information about determining which interface you use, refer to “Checking  
which mailbox interface you use” on page 18. Some procedures apply to both interfaces.  
If you are a new CallPilot user, make sure you are familiar with how to operate your display  
telephone. Refer to the User Card for your telephone.  
For more information about using CallPilot, ask your System Administrator.  
Conventions and symbols used in this guide  
The following conventions and symbols are used to describe features and how they operate.  
Convention  
Example  
Used for  
Word is in a special font (in the top Pswd:  
line of the display)  
Command line prompts on display telephones.  
Underlined word in capital letters  
(shown in the bottom line of a  
two-line display telephone)  
Display button option. Available on two line display  
telephones. Press the button directly below the  
option on the display to proceed.  
PLAY  
Dialpad buttons  
Buttons you press on the dialpad to select a  
particular option.  
£
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Chapter 1 How to use this guide  
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9
Chapter 2  
Using CallPilot  
How CallPilot works  
CallPilot works with the telephone system to provide an automated receptionist service.  
CallPilot answers incoming calls, routes them to extensions and mailboxes in the system, and  
provides message taking capability.  
About display phones  
One line display phones  
You can use one line display phones for most CallPilot sessions. If you use a one line display  
phone, the display shows the CallPilot display command line. A one line display phone does not  
show display button options.  
On one line display phones, the options are announced by voice prompts.You make selections  
using the dialpad. You do not need to wait for the voice prompt to end before you can select an  
option. You can interrupt the voice prompt and make your selection immediately.  
Two line display phones  
Two line display phones show CallPilot commands and options. A two line display can show up to  
three display button options at once. In cases where there are more options, wait for the voice  
prompt to state the other available options. If you know the corresponding dialpad number for the  
option you want, you can press it any time during the voice prompt.  
An example of a two line display  
Display command line  
Display button options  
Pswd:  
OTHR  
RETRY  
OK  
Display buttons  
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10 Chapter 2 Using CallPilot  
About telephone buttons  
This table shows the Nortel Networks Business Series Terminal buttons. Use the buttons that  
pertain to the type of telephone you use.  
M7100, M7208, M7310,  
M7324  
M7100N, M7208N,  
M7310N, M7324N  
Button name  
Feature  
T7100, T7208, T7316  
ƒ
©
ƒ
Handsfree  
Bottom right-hand  
button  
©
Hold  
˙  
®
˙
®
˙
Volume Control  
Release  
®
You can enter , ƒ or ƒ and the code to use a feature. For example, press  
≤·°⁄ to access your mailbox.  
The T7100 works differently from other telephones on your system because it does not have line  
buttons. Where other telephones require that you select a line button to answer a call, on the T7100  
terminal you pick up the handset. Where other telephones require you to select a line button to take  
a call off hold, you press ˙ on the T7100 terminal.  
On T7100 terminals, you can answer a second call by pressing ˙. Your active call is put on  
hold and you connect to the waiting call. You can have no more than two active calls at one time.  
Alternate extensions  
You can have up to two Alternate extensions for your mailbox.  
If a caller dials the main extension (an extension that has Alternate extensions assigned), the call  
rings only at the main extension. If the call is not answered and the caller leaves a message, a  
message indicator appears at the main extension and any Alternate extensions. You can access the  
message from Alternate extensions with the Open Mailbox feature (≤·°⁄), the same way  
that you access messages from your main extension phone. Only an extension without a mailbox  
assigned to it can be used as an Alternate extension.  
If an Alternate extension is assigned to a phone with Caller ID (CLID) and Call Display is enabled,  
CLID information appears on the display. If the call is not answered, the call goes to CallPilot and  
an audible tone occurs at all phones. For information on enabling Call Display refer to “Call  
You can intercept the caller by using the Interrupt feature, ≤·°‡, from any phone as long  
as the caller is still leaving a message. For more information on Interrupt refer to “Interrupting a  
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Chapter 2 Using CallPilot 11  
Using CallPilot with an analog terminal adapter or an analog  
station module  
One or more analog single-line sets can be connected to telephone system using an Analog  
Terminal Adapter (ATA) or an Analog Station Module (ASM). This type of set works with  
Dual-Tone MultiFrequency (DTMF) tones to allow access to CallPilot options through the dialpad  
only. Rotary dials cannot be used internally with CallPilot.  
To access CallPilot features such as Leave Message or Open Mailbox, call the CallPilot extension  
and follow the voice prompts. You can determine the extension by entering ≤·°fi on any  
display telephone.  
You can also press:  
˚•·°⁄ to open your mailbox  
or  
˚•·°‚ to leave a message and follow the voice prompts.  
Using the dialpad  
The buttons on your display telephone dialpad act as both numbers and letters. Each button  
represents a number and letters of the alphabet.  
press the dialpad button that represents the letter or number. Press the  
button again to see the next letter or number.  
To enter a character  
To accept a character  
press £ or press a different button. When you press another button, the  
cursor advances and the display shows the first character on the new  
button.  
press the BKSP display button.  
To delete a character  
Numbers and letters on the dialpad.  
1 ’ -  
¤
A B C 2 a b c  
·
D E F 3 d e f  
G H I 4 g h i  
P Q R S 7 p q r s  
Quit  
J K L 5 j k l  
M N O 6 m n o  
W X Y Z 9 w x y z  
°
T U V 8 t u v  
Q Z Zero q z  
£ Accepts displayed letter and,  
(comma)  
The display can show up to 16 characters. Whether the prompt remains on the display depends on  
the prompt. The examples on the next page show how the prompt can appear.  
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12 Chapter 2 Using CallPilot  
An example of a display with fewer than 16 characters, where the command line prompt remains  
on the display is the Pswd: command line prompt.  
Pswd:  
OTHR  
RETRY  
OK  
The prompt disappears for these command line prompts:  
Name:  
Log:  
Dest ph:  
This display shows the Name: command line prompt:  
Name:  
RETRY  
BKSP  
OK  
When you begin to enter the last name, the Name: command line prompt disappears. For example,  
if you enter the name Partridge, you press the dialpad button for P, and the display drops the  
Name: prompt.  
P
RETRY  
BKSP  
OK  
Although the name is only nine characters long, the command line prompt is not shown on the  
display after you enter the entire name.  
Partridge  
RETRY  
BKSP  
OK  
CallPilot voice prompts  
Voice prompts announce which dialpad button to press to use CallPilot options. Voice prompts  
provide the same options as display buttons. Prompts also provide options that do not appear on  
the display. If you use a two line display phone, you can use either the display button or the dialpad  
button to access the option.  
On a one line display phone the voice prompt plays immediately. If you do not choose an option  
after five seconds, the voice prompt replays the options. If you still do not choose an option,  
CallPilot ends the session.  
On a two line display phone the voice prompt plays after a few seconds delay. If you do not choose  
an option, CallPilot ends the session.  
Interrupting a voice prompt  
You can interrupt a voice prompt by selecting any option on the display or dialpad. You can also  
interrupt a voice prompt by pressing £.  
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Chapter 2 Using CallPilot 13  
Automated Attendant  
The Automated Attendant acts as a receptionist for incoming calls. When it is enabled, the  
Automated Attendant answers your company’s incoming phone lines depending on the time of  
day. If callers know which option they want, they can interrupt the Automated Attendant by  
entering their selection on the dialpad of any tone-dial phone.  
The Automated Attendant provides callers with the voice prompts associated with:  
entering a mailbox number  
entering the extension  
using the Company Directory  
leaving a message  
reaching the Operator  
selecting an Alternate Language* (there is no voice prompt for this option)  
* If CallPilot is installed with bilingual capabilities, callers can press · to hear voice prompts in  
the other language.  
When a caller selects an option, the Automated Attendant responds to the command either by  
routing the call to an extension or mailbox within your company, or by directing the caller to the  
Company Directory or the Operator.  
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14 Chapter 2 Using CallPilot  
Types of mailboxes  
A mailbox is a storage place for messages. There are three types of mailboxes:  
Subscriber mailboxes, which include Guest mailboxes  
Information mailboxes  
Special mailboxes, which include the General Delivery Mailbox and the System Administrator  
Mailbox  
Other types of mailboxes are available on your system if you have the Network Messaging or the  
Fax option installed.  
Subscriber mailbox  
Most users have Subscriber mailboxes. A Subscriber mailbox is assigned by the System  
Administrator and is maintained by the mailbox owner. A Guest mailbox is a type of Subscriber  
mailbox.  
A Subscriber mailbox can be assigned to each mailbox owner who has an operating display  
telephone with an extension.  
Guest mailbox  
Guest mailboxes provide temporary employees and guests with access to internal messaging and  
call routing features. Guest mailboxes do not have an operating extension. They are assigned a  
number that looks and works like an extension. This lets the Guest mailbox owner access CallPilot  
the same way a subscriber accesses their mailbox from another extension or phone. If you need a  
guest mailbox, request one from the System Administrator.  
Information mailbox  
Information mailboxes play informative messages to callers. Information mailboxes do not have an  
operating extension, and callers cannot leave a message in them. A voice prompt provides callers  
with access to Information mailboxes. Callers reach an Information mailbox through the  
Automated Attendant, Custom Call Routing (CCR) or the Operator.  
Information mailboxes are created by the System Administrator, and either the System  
Administrator or a mailbox owner can record Information mailbox greetings. For more  
information on Information mailbox greetings, refer to “Information mailbox greetings” on page  
97.  
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Chapter 2 Using CallPilot 15  
Special mailboxes  
Special mailboxes are set up automatically when CallPilot is initialized.  
The Special mailboxes include:  
General Delivery Mailbox  
System Administrator Mailbox  
General Delivery Mailbox  
The General Delivery Mailbox stores messages:  
from callers who use a rotary dial phone  
for people in your company who do not have Subscriber mailboxes  
The System Administrator, Receptionist or designated Operator can access the messages in the  
General Delivery Mailbox and send them to the appropriate mailbox.  
System Administrator Mailbox  
This mailbox is used by your System Administrator as a personal mailbox.You can leave  
messages for the System Administrator in this mailbox. Broadcast messages must be sent from the  
System Administrator Mailbox.  
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16 Chapter 2 Using CallPilot  
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17  
Chapter 3  
Setting up your mailbox  
This chapter describes how to set up your mailbox and explains:  
Initializing your mailbox  
Initializing your mailbox prepares your mailbox to receive messages. Your mailbox cannot receive  
and store messages until it is initialized.  
Initializing your mailbox involves:  
choosing a password from four to eight digits long that does not start with zero  
changing the CallPilot default password to your password  
recording your name in the Company Directory  
To initialize your mailbox  
1
Press ·°⁄.  
2
3
Log on by following the voice prompts.  
Must change pswd  
This display appears briefly to indicate that you must change your  
password.  
Pswd:  
RETRY  
4
Enter a new password from four to eight digits long that does not  
start with zero.  
OK  
Press OK or £.  
Again:  
RETRY  
5
6
Reenter your new mailbox password and press OK or £.  
OK  
OK  
Record name:  
RETRY  
At the tone, record your name in the Company Directory.  
Include your mailbox number in the recording, For example, “Pat  
Smith, mailbox 5813.”  
Press OK or £ to end the recording.  
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18 Chapter 3 Setting up your mailbox  
Accept name?  
7
Press OK or £ to accept the recording  
or  
RETRY  
PLAY  
OK  
press PLAY or to listen to the recording  
or  
press RETRY or ¤ to re-record your name.  
8
Press ® to end the session.  
After you initialize your mailbox, record your mailbox greetings.  
you do not record a Personal greeting, your Company Directory name plays to callers who reach  
your mailbox.  
Checking which mailbox interface you use  
CallPilot supports two interfaces: Norstar Voice Mail and CallPilot. The System Administrator  
determines which interface is assigned to your mailbox.  
Use this procedure to check which mailbox interface you use, then follow the procedures in the  
guide that apply to the interface you use.  
Some procedures apply to both interfaces.  
To check which mailbox interface you use  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open your  
mailbox.  
2
Check the display to see which interface you use:  
0 new 0 saved  
PLAY REC  
This is the Norstar Voice Mail interface.  
ADMIN  
EXIT  
No messages  
This is the CallPilot interface.  
COMP  
MBOX  
3
Press ® to end the session.  
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Chapter 3 Setting up your mailbox 19  
Opening your mailbox  
After you initialize your mailbox you can open it from:  
your own extension  
another CallPilot extension  
an outside tone dial phone  
To open an initialized mailbox - Norstar Voice Mail  
1
Press ·°⁄.  
Pswd:  
OTHR  
2
Enter your mailbox password and press OK or £  
or  
RETRY  
OK  
if you are at another extension, or if you are using a Guest mailbox,  
press OTHR or to display the Log: prompt.  
When this prompt appears, enter your mailbox number and  
password. Your mailbox number is usually the same as your  
extension.  
To open an initialized mailbox - CallPilot  
1
Press ·°⁄.  
Mbox:  
RETRY  
2
Press £  
or  
OK  
if you are at another extension, enter your mailbox number and  
then press OK or £.  
Your mailbox number is normally the same as your extension.  
Pswd:  
RETRY  
3
Enter your mailbox password and press OK or £.  
OK  
Opening your mailbox remotely  
To open your CallPilot mailbox from an outside tone dial phone  
1
Press •• during your greeting to open your mailbox. If you are in Europe or Australia  
press °°.  
2
Follow the voice prompts to enter your mailbox number and password.  
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20 Chapter 3 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.Avoid giving your password to your co-workers. If someone else knows your  
password, they can access your mailbox and listen to or delete your messages.  
To change your password  
1
Press ·°⁄.  
Follow the voice prompts or the display buttons to open your  
mailbox.  
2
If you use the CallPilot interface:  
Press °› to open the Mailbox Password menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press PSWD or ›  
Go to step 3  
3
4
5
Enter your new mailbox password and press OK or £.  
Re-enter your new mailbox password and press OK or £.  
Press ® to end the session.  
Pswd:  
RETRY  
OK  
OK  
Again:  
RETRY  
Password lock-out  
For security reasons, the System Administrator can assign each mailbox a maximum number of  
incorrect password attempts. If the number is reached, you are locked out. You cannot access your  
mailbox until the password is reset. Ask your System Administrator to reset the password.  
Password expiry  
Mailboxes can be assigned a maximum number of days that a password remains active. If you  
open your mailbox after your password expires, you hear the message Your current password has  
expired.You must change your password. Please enter your new password, then press £.”  
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Chapter 3 Setting up your mailbox 21  
Recording your name in the Company Directory  
The Company Directory is a list of mailbox users on the CallPilot system. Before you can use your  
mailbox to receive messages, you must record your spoken name in the Company Directory. It is a  
good idea to include your mailbox number in your Company Directory recording. For example  
Pat Smith, mailbox 5813”.  
This establishes your “voice” name in a directory that is used by other CallPilot users and outside  
callers who use the Company Directory.  
If you do not want your name in the Company Directory, tell your System Administrator. The  
Company Directory feature can be disabled by the System Administrator. If you do not know  
whether you have this feature, ask your System Administrator.  
You can change or re-record your name in the Company Directory at any time.  
To record your name in the Company Directory  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °¤· to open the Company Directory  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press . This is a voice prompt and does not appear as a  
display button.  
Go to step 3  
Record name?  
RETRY OK  
3
4
At the tone, record your name.  
Press OK or £ to end the recording.  
Accept name?  
RETRY PLAY  
Press OK or £ to accept the recording  
or  
OK  
press PLAY or to listen to the recording  
or  
press RETRY or ¤ to re-record your name.  
5
Press ® to end the session.  
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22 Chapter 3 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.  
After you assign yourTarget Attendant, a caller who reaches your mailbox can press to speak  
with the Target Attendant.  
Remember to tell callers in your greetings that if they need assistance they can press to speak  
to the Target Attendant. For example, “Please press to speak to my assistant.”  
To assign a personal Target Attendant  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °‚ to open the Company Directory  
Press ASST or to open the Target Attendant menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open theTarget Attendant menu  
Go to step 3  
Atdt ext: oper  
CHNG  
3
4
Press CHNG or to change the Target Attendant.  
The Atdt ext: oper prompt shows that the current attendant is the  
CallPilot operator.  
QUIT  
OPER  
Ext:  
RETRY  
Enter the extension number of the new Target Attendant  
or  
press OPER or to change the Target Attendant to the CallPilot  
Operator.  
Atdt ext:<xxxx>  
CHNG  
5
6
The display shows the extension you entered.  
QUIT  
Press ® to end the session.  
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23  
Chapter 4  
Feature codes and mailbox options  
Feature codes  
Feature code name  
Leave Message  
Open Mailbox  
Dialpad buttons  
Description  
Leaves a message in a mailbox. No password is required.  
≤·°‚  
Opens your mailbox to play your messages and to access  
mailbox options.  
≤·°⁄  
Call Forward  
CallPilot extension  
Transfer  
Forwards incoming calls to your mailbox.  
≤·°›  
≤·°fi  
≤·°fl  
Displays the CallPilot extension number on your phone.  
Transfers calls to a mailbox on the CallPilot system.  
Interrupt  
Intercepts a caller who is listening to your mailbox greeting  
or leaving a message.  
≤·°‡  
Name Dialing  
Call Record  
Lets you dial calls by searching the Company Directory.  
Records a call and stores it in your mailbox.  
≤·°°  
≤·°·  
For information on programing a feature code onto a memory button of a display phone, refer to  
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24 Chapter 4 Feature codes and mailbox options  
Programming a memory button with a feature code  
Each CallPilot feature code can be programmed to a single memory button.  
1
Press ≤·•‹.  
Do not lift your handset.  
Program Features  
2
3
4
5
The display shows Program Features.  
Press a memory button with an LCD indicator.  
Press .  
Press a button  
QUIT  
Feature Code:  
QUIT  
F__  
Enter the feature code number that you want to program.  
For example, enter ·°‡ to program the Leave Message  
feature code. See the table “Feature codes” on page 23 for the  
feature codes.  
QUIT  
CLEAR  
Repeat steps 1 through 5 for each feature code you want to  
program.  
Programmed  
6
The display shows that the button is programmed, and then ends  
the session.  
Use the paper labels that come with your telephone to identify the programmed button. To use the  
feature, press the labeled button.  
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Chapter 4 Feature codes and mailbox options 25  
CallPilot mailbox options  
Mailbox  
option  
Display Dialpad  
button buttons  
Description  
Page  
Greetings  
GRTG  
Record and select personal mailbox greetings.  
°¤  
°›  
Password  
Change  
PSWD  
Change your mailbox password.  
Off-premise NOTIF  
Notification  
Set up Off-premise Notification parameters for  
messages left in your mailbox.  
°fi¤  
°fl  
Goto  
Message  
GOTO  
Enter a specific message number and go to that  
message:  
Press FIRST or to go to the first message in  
your mailbox.  
Press LAST or ¤ to go to the last message in your  
mailbox.  
Personal  
Verification  
NAME  
ATDT  
OTFR  
Record your name in the Company Directory.  
°¤·  
°‚⁄  
°‚·  
Target  
Attendant  
Assign a Target Attendant to answer calls transferred  
from your mailbox.  
Outbound  
Transfer  
Set up Outbound Transfer to transfer callers from your 66  
mailbox to an internal extension or an external  
telephone number.  
Norstar Voice Mail mailbox options  
Page  
Display Dialpad  
Mailbox option button button Description  
Greetings  
and  
GREET  
Record and select Personal mailbox greetings.  
¤
Call Forward  
Forward calls directly to your mailbox.  
Off-premise  
Notification  
--  
Set up Off-premise Notification parameters for  
messages left in your mailbox.  
°
Record  
message  
REC  
ADMIN  
--  
Record and send a message.  
--  
Mailbox  
administration  
Access mailbox administration options.  
Operator  
Place a call to the CallPilot Operator. If the Operator is --  
not available, you are transferred back to your main  
mailbox menu.  
Auto Attendant  
--  
Go to the Auto Attendant Menu options.  
--  
£
Company  
Directory  
DIR  
Record your name in the Company Directory.  
°⁄  
Listen to new  
messages  
PLAY  
Play any new messages in your mailbox.  
°¤  
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26 Chapter 4 Feature codes and mailbox options  
Change  
Password  
PSWD  
Change your mailbox password.  
°›  
°fi  
°fl  
°°  
Target  
Attendant  
--  
--  
--  
Assign a Target Attendant to answer calls transferred 22  
from your mailbox.  
Listen to saved  
Messages  
Play any saved messages in your mailbox.  
--  
Outbound  
Transfer  
Set up Outbound Transfer to transfer callers from your 66  
mailbox to an internal extension or to an external  
telephone number.  
Return to Main  
Menu  
QUIT  
Exit the Mailbox Administration menu and return to  
the Main Menu.  
--  
°•  
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27  
Chapter 5  
Greetings  
This chapter describes mailbox greetings and how to record them.  
This chapter includes:  
Types of mailbox greetings  
Mailbox greetings play to callers who reach your mailbox. Greetings inform callers that they have  
reached the correct mailbox and give callers any necessary information or instructions. You can  
change the greetings at any time.  
After you initialize your mailbox, you can record greetings. If you do not record any greetings,  
your Company Directory name plays to callers who reach your mailbox. Refer to “To record your  
There are three types of mailbox greetings: Primary, Alternate and Personalized.  
Primary mailbox greeting  
Record your Primary mailbox greeting for everyday use. In this greeting include your name and a  
brief message explaining to callers that you are unable to answer their calls.  
For example, Hi. This is Pat Smith. I’m not able to take your call right now. Please leave me a  
message at the tone and I will return your call as soon as possible.”  
If you are a new mailbox owner, record your Primary mailbox greeting immediately.  
Alternate mailbox greeting  
The Alternate mailbox greeting is normally used for special circumstances.  
For example, “Hi. This is Pat Smith. I am out of the office until Thursday, the 17th of December.  
Although I am out of the office, I do check my mailbox daily. Please leave me a message at the tone  
and 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.  
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28 Chapter 5 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.  
For example, “Hi Susan. I may have missed your call, but I don’t want to miss meeting you for  
lunch. See you at noon.”  
Recording technique for mailbox greetings  
When you record your mailbox greetings, remember to speak clearly and at a pace that is easy to  
understand. After you record a greeting, you can replay it before you accept it.You can record or  
change a greeting from any two line display telephone.  
If you are away from the office, you can record a greeting from any tone dial telephone. When you  
record a greeting, do not use the Handsfree feature. You get better results if you speak directly into  
the handset.  
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Chapter 5 Greetings 29  
Recording a Primary or Alternate mailbox greeting  
Only a Primary mailbox greeting is necessary, but you can record an Alternate mailbox greeting  
for times when you are out of the office, such as vacations. If you do not record any mailbox  
greetings, your Company Directory name recording plays to callers who reach your mailbox.  
If you record both Primary and Alternate mailbox greetings, you must choose which greeting  
plays. If you do not choose a greeting, the Primary mailbox greeting automatically plays. For  
information on how to choose a greeting, refer to“Choosing a Primary or Alternate mailbox  
To record a Primary or Alternate mailbox greeting  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °¤ to open the Greetings Options menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press GREET or ¤  
Go to step 3  
Greeting options  
REC CHOOSE CFWD  
3
4
Press REC or .  
Greeting:  
Press PRIME or to record the Primary greeting  
or  
PRIME  
ALT  
PERS  
press ALT or ¤ to record the Alternate greeting.  
If you are changing a greeting, the current greeting starts to play.  
5
If this is the first time you are recording a greeting, this display  
appears briefly.  
Not recorded  
Record now?  
6
7
8
Press YES or and record your greeting at the tone.  
YES  
NO  
QUIT  
Record greeting:  
RETRY  
Press OK or £ to end the recording.  
OK  
OK  
Accept greeting?  
Press OK or £ to accept the recording  
or  
RETRY  
PLAY  
press PLAY or to listen to the greeting  
or  
press RETRY or ¤ to rerecord the greeting.  
9
Press ® to end the session.  
CallPilot Reference Guide  
 
       
30 Chapter 5 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.  
If you choose No:  
Messages cannot be left in the mailbox.  
The Alternate mailbox greeting takes precedence over all other greetings.  
If a caller presses a button to fast forward the message, they hear a voice prompt that says this  
is a special greeting.  
If a caller presses a button to send a fax, the fax goes to the General Delivery Mailbox, not  
your personal mailbox.  
If you choose the Alternate mailbox greeting, remember to change back to the Primary mailbox  
greeting at the appropriate time.  
To choose a Primary or Alternate mailbox greeting  
1
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
If you use the CallPilot interface:  
Press °¤ to open the Greetings Options menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press GREET or ¤  
Go to step 3  
Greeting options  
REC CHOOSE CFWD  
3
4
Press CHOOSE or ¤ to select a greeting.  
Use greeting:  
PRIME ALT  
Press PRIME or to select the Primary mailbox greeting and  
go to step 6  
QUIT  
or  
press ALT or ¤ to select the Alternate mailbox greeting and  
go to step 5.  
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Chapter 5 Greetings 31  
Accept msgs:Y  
CHNG  
5
6
If you choose the Alternate mailbox greeting, you are asked  
OK  
whether the mailbox can accept messages.  
Press CHNG or to toggle from yes to no  
or  
press OK or £ to accept.  
Press ® to end the session.  
Note: If you choose a greeting that is not yet recorded, you are transferred back to the  
Greeting Options menu to record the greeting.  
CallPilot Reference Guide  
 
32 Chapter 5 Greetings  
Recording a Personalized mailbox greeting  
If your company subscribes to a CLID service, you can record a Personalized mailbox greeting.  
For more information about CLID, ask your System Administrator. A Personalized mailbox  
greeting plays only for a person calling from the telephone number that you designate. For the  
Personalized mailbox greeting to play, the telephone number you enter must match the caller’s  
phone number exactly.  
You can record up to three Personalized mailbox greetings, but you can assign each greeting to  
only one telephone number.  
If you record a Personalized greeting, program your mailbox to receive messages and choose an  
Alternate mailbox greeting, the Personalized greeting takes precedence over any other greetings. If  
you program your mailbox not to receive messages and choose an Alternate mailbox greeting, the  
Alternate mailbox greeting takes precedence over any other greeting, including Personalized  
mailbox greetings.  
To record a Personalized mailbox greeting  
1
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
If you use the CallPilot interface:  
Press °¤ to open the Greetings Options menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press GREET or ¤  
Go to step 3  
Greeting options  
REC CHOOSE CFWD  
3
4
5
6
7
Press REC or .  
Greeting:  
Press PERS or to record a Personalized mailbox greeting.  
Enter a Personalized greeting number of 1, 2, or 3.  
Press CHNG or .  
PRIME  
ALT  
PERS  
OK  
Greeting:  
RETRY  
Ph:<none>  
CHNG  
OK  
Ph:  
RETRY  
Enter the phone number (maximum 10 digits) that you are  
assigning the Personalized mailbox greeting to.  
Press OK or £ to accept the phone number.  
OK  
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Chapter 5 Greetings 33  
Record greeting:  
RETRY  
8
9
At the tone, record the greeting and press OK or £ to end the  
recording.  
OK  
OK  
Accept greeting?  
Press OK or £ to accept the recording  
or  
RETRY  
PLAY  
press PLAY or to listen to the greeting  
or  
press RETRY or ¤ to rerecord the greeting.  
10 Press ® to end the session.  
Deleting a Personalized mailbox greeting  
If you no longer need a Personalized mailbox greeting, you can delete it.  
To delete a Personalized mailbox greeting  
1
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone, to open your mailbox.  
2
If you use the CallPilot interface:  
Press °¤ to open the Greetings Options menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press GREET or ¤  
Go to step 3  
Greeting options  
REC CHOOSE CFWD  
3
4
5
Press REC or .  
Greeting:  
Press PERS or to choose a Personalized mailbox greeting.  
PRIME  
ALT  
PERS  
OK  
Greeting:  
RETRY  
Enter the Personalized greeting number (1, 2, or 3) that you want to  
delete.  
Ph: XXXXXXX  
6
7
Press DEL or ¤ to delete the greeting.  
CHNG  
DEL  
OK  
Press ® to end the session.  
CallPilot Reference Guide  
 
   
34 Chapter 5 Greetings  
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35  
Chapter 6  
Accessing your messages  
This chapter describes how to access your messages and explains:  
Receiving calls  
CallPilot can be used by outside callers and other mailbox owners in your company. When you are  
away from the office, you can use CallPilot with any tone dial telephone. When you are at the  
office, you can use CallPilot from any telephone connected to your company’s CallPilot system.  
Even outside callers who use a rotary dial telephone can use CallPilot. If a caller uses CallPilot  
from a rotary dial telephone, the system transfers the call to your company receptionist or the  
Operator. If the receptionist or Operator is not available to answer the call, the call transfers to the  
General Delivery Mailbox.  
Never Full mailbox feature  
The Never Full mailbox feature lets external callers leave a message in your mailbox, even if the  
mailbox is technically “full”. The message is stored in your mailbox, but you cannot access it until  
you delete at least one existing message to allow space for the new message. If you attempt to  
listen to any new messages before deleting an existing message, you hear this voice  
announcement:  
Your mailbox is full. You must erase some messages before you can listen to new messages.”  
If your mailbox is full, you cannot leave a message in another mailbox, create a new message,  
copy, send, or reply to a message until you delete at least one existing message.  
The Never Full mailbox feature is not available to internal callers. Internal callers cannot leave  
messages in mailboxes that are technically “full”.  
CallPilot Reference Guide  
 
                     
36 Chapter 6 Accessing your messages  
Playing your messages  
Use the procedure for playing your messages that corresponds to the interface you use:  
To play your messages - NorstarVoice Mail  
Use this procedure if you use the Norstar Voice Mail interface.  
1
2
3
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone, to open your mailbox.  
2 new 0 saved  
PLAY REC  
Press PLAY or ¤ to listen to your messages.  
For other options, refer to the table “Playing your messages -  
ADMIN  
Press ® to end the session.  
The table “Playing your messages - Norstar Voice Mail” shows the message options available to  
you during and after playing messages.  
Playing your messages - Norstar Voice Mail  
Option  
Button  
Available Available Description  
while  
after  
playing  
playing  
Back up  
Rewinds the message nine seconds and resumes playing  
it.  
or  
< <<  
Copy  
Sends a copy of the message to one or more mailboxes.  
If you record an introduction, it must longer than three  
seconds.  
or  
COPY  
End of  
Message  
Goes to the end of the message.  
‹‹  
or  
> >> > >>  
Envelope  
Erase  
Plays the information in the message envelope. Envelope  
information includes the date and time the message was  
sent and, if the message is internal, the directory name of  
the sender.  
Deletes the message currently playing. If no messages  
are playing, deletes the last message played. Deleted  
messages remain in your mailbox until the session is  
ended. (Refer to Notes 1 and 2 on page 37.)  
°
or  
ERASE  
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Chapter 6 Accessing your messages 37  
Playing your messages - Norstar Voice Mail  
Option  
Button  
Available Available Description  
while  
after  
playing  
playing  
Forward  
Advances the message nine seconds and continues  
playing from that point. A message can be forwarded as  
many times as required.  
or  
> >>  
Next  
Plays the next message in the skillset mailbox. If you use  
this while a message is playing, it stops playing the  
current message and plays the next message in your  
mailbox.  
or  
££  
Pause/  
Continue  
Temporarily stops a message. When you stop the  
message, you can play the previous message, continue  
playing the current message, or skip to the next message.  
¤
or  
STOP/  
PLAY  
Previous  
Quit  
Stops playing the current message and plays the previous  
message.  
Stops playing the message and plays the Mailbox main  
menu options.  
Replay  
Replays the message from the beginning.  
Replays the last message.  
⁄⁄  
or  
< << < <<  
Replay  
Reply  
Replies to a message. (Refer to Note 3 on page 38)  
The reply can be either:  
- a message to an internal sender’s mailbox  
- a telephone call to an internal or external  
party (Refer to Note 4 on page 38.)  
·
or  
REPLY  
Save  
Message  
Saves the message being played. (If you do not delete a  
message, it is automatically saved). This option is not  
shown on the display unless you erase a message. If you  
erase a message and try to play the message again, you  
can press SAVE on a two line display telephone. (Refer to  
Note 2 on page 37.)  
‡‡  
or  
SAVE  
Volume  
Control  
Adjusts the volume of the message that is playing. The  
volume increases each time you press . After four  
presses, the volume returns to the lowest level.  
Notes:  
1
Because your mailbox has limited message storage space, delete any messages you no longer  
need. After a certain time period, your saved messages are erased automatically. Ask your  
System Administrator about this.  
2
You can retrieve a deleted message only if you have not quit the session in which you deleted  
it. For information about retrieving deleted messages refer to “Retrieving erased messages” on  
page 40”.  
CallPilot Reference Guide  
 
                   
38 Chapter 6 Accessing your messages  
3
4
Applies only if the Reply feature is enabled.  
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  
To play your messages - CallPilot  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open your  
mailbox.  
A voice prompt announces the number of new and saved messages  
that you have.  
No messages  
COMP MBOX  
2
3
You can play any message that you want to listen to.  
Press ¤ to play the current message.  
For other message commands, refer to the table “Playing your  
EXIT  
Press ® to end the session.  
The table “Playing your messages - CallPilot” shows the message options that are available to you  
during and after playing messages.  
Playing your messages - CallPilot  
Available  
during and  
after  
Option  
Button  
playing  
Description  
Skip Back  
Rewinds the message five seconds and resumes playing it at that  
point.  
Skip  
Forward  
Advances the message five seconds and continues playing from that  
point.  
Previous  
Message  
Stops playing the current message and plays the previous message.  
Next  
Plays the next message in the skillset mailbox. If you use this while a  
message is playing, it stops playing the current message and plays  
the next message in your mailbox.  
Message  
Call  
Sender  
Places a call to the sender of a message.  
·
Help  
Offers a Help menu.  
Reply  
Replies to a message.  
‡⁄  
Envelope  
Plays the information in the message envelope. Envelope information  
includes the date and time the message was sent and, if the  
message is internal, the directory name of the sender.  
‡¤  
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Chapter 6 Accessing your messages 39  
Playing your messages - CallPilot  
Available  
during and  
after  
Option  
Button  
playing  
Description  
Forward  
Message  
Forwards the message to one or more mailboxes. You can record an  
introduction to the forwarded message.  
‡‹  
Reply  
All  
Replies to a message and all other recipients of the message.  
(Refer to Note 3 on page 38.)  
‡›  
‡fl  
Delete  
Deletes the current message. Deleted messages remain in your  
mailbox until the session ends. (Refer to Notes1 and 2 on page 38.)  
CallPilot Reference Guide  
 
     
40 Chapter 6 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.  
To retrieve an erased message - NorstarVoice Mail  
After you erase a new or saved message, the number of new or saved messages shown on the  
display is decreased by one. Even though the display shows 0 new 0 saved, you can still play and  
retrieve your erased messages. Press PLAY or ¤ to listen to your erased message.  
To retrieve an erased message - CallPilot  
You can retrieve a deleted message. A deleted message remains in your mailbox until you end the  
current CallPilot session. Locate the deleted message. Press ‡fl to restore the message.  
After you play your erased message, you can restore it. If you end the current session without  
restoring the erased message, it is permanently erased from CallPilot.  
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Chapter 6 Accessing your messages 41  
Screening your calls  
With Call Screening you can determine who is calling before you accept the call. Call Screening  
applies only to external calls transferred from the Automated Attendant or from Custom Call  
Routing (CCR). See your System Administrator for information on CCR.  
You can use Call Screening if:  
Caller ID (CLID) is not available  
Caller ID is not a reliable indication of the caller identity  
your telephone does not have display capabilities  
If Call Screening is enabled, CallPilot asks the caller to record their name after the tone. (If the  
caller presses when they are asked to record their name, the call goes back to the Automated  
Attendant.) The caller hears a hold tone while they wait. If you do not answer, the call transfers to  
your mailbox.  
Since some callers do not like to record their name and wait for service, use this feature with  
discretion.  
To use Call Screening  
1
2
3
You receive an external call that is transferred from the Automated Attendant or from Custom  
Call Routing (CCR).  
CallPilot announces the caller’s name to you.  
If the caller does not record their name, the voice prompt says, “Unknown caller.”  
You can answer the call or let the caller leave a message in your mailbox:  
press ANS or to answer the call  
press QUIT or to transfer the call to your mailbox.  
CallPilot Reference Guide  
 
         
42 Chapter 6 Accessing your messages  
Interrupting a caller  
With the Interrupt feature (≤·°‡) you can intercept a caller who is listening to your  
mailbox greeting or leaving a message. You can program the Interrupt feature to a memory button  
with an indicator on your Nortel Networks telephone. For more information about programming a  
24.  
When you interrupt a caller who is leaving a message in your mailbox, any part of the message that  
was recorded remains in your mailbox. Remember to delete this message for your mailbox.  
To interrupt a caller  
1
While a caller is listening to your mailbox  
greeting or leaving a message, the indicator (º  
or ) flashes on your telephone.  
2
Press the Interrupt button or press  
≤·°‡ to speak with the caller.  
Interrupt  
indicator  
Note: The indicator flashes quickly if the caller is listening to your greeting.  
The indicator flashes slowly if the caller is leaving a message.  
P0919417 03  
 
     
43  
Chapter 7  
Sending messages  
This chapter describes how to send messages and explains:  
Recording and sending messages  
The messages you record must be longer than three seconds. The system times out after five  
seconds of silence.  
You can record and send messages using:  
the Open Mailbox feature ≤·°⁄  
the Leave Message feature ≤·°‚  
When you use the Open Mailbox feature, you open your personal mailbox and enter your  
password. Then you record your message and enter the mailbox number of the message recipient.  
When you use the Leave Message feature, you enter the extension of the message recipient  
immediately. Then you record your message. You do not enter your password or open a mailbox.  
When you record and send messages you can:  
search the Company Directory  
assign message delivery options  
send a message to more than one recipient  
Use the procedures that apply to your interface:  
CallPilot Reference Guide  
 
           
44 Chapter 7 Sending messages  
To record and send a message using the Open Mailbox feature -  
Norstar Voice Mail  
1
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
0 new 0 saved  
PLAY REC  
2
3
Press REC or and record your message at the tone.  
ADMIN  
Record your message.  
Record message  
RETRY PAUSE  
OK  
Press PAUSE or ¤ to pause your message.  
When you wish to resume recording, press CONT or ¤ to continue  
recording your message.  
Press OK or £ to end your recording  
or  
press RETRY to erase and re-record your message.  
Accept rec?  
RETRY PAUSE  
4
Press OK or £ to accept your message  
or  
OK  
press PLAY or to listen to your message  
or  
press RETRY or ¤ to erase and re-record your message.  
Mbox:  
DIR  
5
6
Enter the mailbox number or the Group List number  
or  
press DI R or £ to search the Company Directory.  
QUIT  
SEND  
Smith, Pat  
OPTS  
Press SEND or £ to send the message now with the Normal  
delivery option  
CC  
or  
press CC or to send this message to more than one mailbox  
owner, with one set of delivery options applied to all recipients.  
The display shows the name of the mailbox owner or Group, in this  
example, mailbox owner Pat Smith.  
7
If you want to assign delivery options, see To assign message  
or  
press ® to end the session.  
P0919417 03  
 
 
Chapter 7 Sending messages 45  
To record and send a message using the Open Mailbox feature -  
CallPilot  
1
Press ·°⁄.  
Follow the voice prompts or display options to open your mailbox.  
2
3
Press COMP or ‡fi to enter the Compose Message option.  
To:  
NAME  
Enter the mailbox number or Group List address  
and press £  
SPEC  
DONE  
or  
press NAME or ⁄⁄ to search the Company Directory and go to  
step 5.  
(The default to search the Company Directory is ⁄⁄. The  
System Administrator can change this number.)  
To: XXXX  
RETRY  
4
Press OK or £ to accept the address  
or  
OK  
press RETRY to enter a new mailbox address and go to  
step 3.  
To:  
NAME  
5
6
7
Press DONE or £ when you are finished entering addresses.  
SPEC  
DONE  
REC  
OK  
EMPTY  
Press REC or and record your message at the tone.  
Recording....  
REREC  
Press OK or £ to end your recording  
or  
press REREC to erase and re-record your message.  
Rec stopped  
8
Press PLAY or ¤to listen to your message  
or  
PLAY  
DEL  
SEND  
press SEND or ‡· to send the message now with the Normal  
delivery option  
or  
press DEL or ‡fl and press to erase and re-record the  
message.  
9
If you want to assign delivery options see “To assign message  
or  
press ® to end the session.  
CallPilot Reference Guide  
 
 
46 Chapter 7 Sending messages  
To record and send a message using the Leave Message feature -  
Norstar Voice Mail  
1
Press ·°‚.  
Mbox  
DIR  
2
Enter the mailbox number or Group List number. If you do not  
know the mailbox number, press DI R or £ to use the Company  
Directory.  
QUIT  
OK  
Record message:  
RETRY PAUSE  
3
When you hear the tone, record your message.  
You can press PAUSE or ¤ to stop your recording and  
press CONT or ¤ to continue recording your message  
or  
press RETRY to erase and re-record your message.  
Record message:  
RETRY PAUSE  
4
5
Press OK or £ to end your recording.  
OK  
Message options:  
RETRY PLAY SEND  
Press SEND or £ or replace the handset to send the message using  
the Normal delivery option  
or  
press PLAY or to listen to your message  
or  
press RETRY or ¤ to erase and re-record your message  
or  
press to change the delivery options.  
To record and send a message using the Leave Message feature -  
CallPilot  
1
Press ≤·°‚.  
To:  
NAME  
2
Enter the mailbox address or Group List address.  
Press NAME or ⁄⁄ to use the Company Directory.  
DONE  
OK  
To: XXXX  
RETRY  
3
Press OK or £ to accept the address.  
Press RETRY to enter a new mailbox address.  
<xxxx>  
4
5
Record your message at the tone.  
Recording....  
REREC  
Press OK or £ to end your recording  
or  
OK  
press REREC to erase and re-record your message.  
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Chapter 7 Sending messages 47  
Rec stopped  
PLAY DEL  
6
Press PLAY or ¤ to listen to your message  
or  
SEND  
press SEND or ‡· to send the message now with the Normal  
delivery option  
or  
press DEL or ‡fl to erase and re-record your message.  
CallPilot Reference Guide  
 
48 Chapter 7 Sending messages  
Searching the Company Directory  
If you know the name but not the mailbox number of someone you want to send a message to, you  
can search the Company Directory. You can find any initialized mailbox by searching the  
Company Directory. By default, you can press ⁄⁄ to search the Company Directory, but the  
System Administrator can change the dialpad buttons.  
If the Company Directory is not enabled:  
the DI R display option for Norstar Voice Mail does not appear on the display  
the NAME display option for CallPilot does not appear on the display  
you do not hear a the voice prompt that announces the dialpad buttons to press for the  
Company Directory  
To search the Company Directory  
1
Press ·°‚.  
2
If you use the CallPilot interface:  
Press NAME or ⁄⁄ to search the Company Directory  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press DI R or £ to search the Company Directory  
Go to step 3  
Last name:  
3
Use the dialpad buttons associated with the first three or four letters  
of the mailbox owner’s name to locate and select the person’s  
mailbox.  
OK  
Enter the last name, first name or both names depending on how  
your system is set up.  
This display shows an example of a prompt for a mailbox owner’s  
last name. For example, to enter the letters “Wayn” enter  
·¤·fl.  
Wayne, Paul  
4
5
In this example, the name of the mailbox owner, Paul Wayne  
appears on the display and is announced. To accept the mailbox  
owner, press OK or £  
RETRY  
NEXT  
OK  
or  
if you do not want the person who is shown, press NEXT or to  
see the next matching name.  
Wayne, Paul  
The greeting of the mailbox owner plays. If the mailbox owner you  
select does not have a Personal greeting recorded and selected, you  
hear their Company Directory recording.  
P0919417 03  
 
 
Chapter 7 Sending messages 49  
Assigning message delivery options  
Use the procedure for the interface you use:  
Message delivery options  
Option  
Display Norstar CallPilot Description  
button  
Voice  
Mail  
dialpad  
button  
dialpad  
button  
Normal  
Sends a message with a Normal delivery option.  
SEND £® ‡·  
Certified/  
Acknowledge  
Sends you notification that your message has been  
received and played.  
CERT  
or  
¤
ACK  
Urgent  
Other  
Plays messages marked Urgent before other messages  
in the mailbox. Urgent messages are preceded by the  
voice prompt, This message is urgent.  
URGENT  
or  
URG  
Accesses the Private and Timed delivery options. If  
PRIV or ACK appears instead of OTHR, the Timed  
delivery option is not available.  
OTHR  
PRIV  
Private  
Timed  
Private messages cannot be forwarded to another  
mailbox.  
Lets you assign a delivery time to the message.  
TIME  
or  
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.  
If you use the Timed delivery option, you first enter the time, including a.m. or p.m. You are then  
prompted to accept or change the date, which defaults to today or tomorrow, and you can accept  
the date that corresponds to the next occurrence of the specified time. Dates are shown by month  
and day, and the year is inferred. If the month and day are earlier than the current date, the next  
year is assumed. When the specified time and date occurs, the message is sent.You cannot cancel  
the message prior to delivery.  
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50 Chapter 7 Sending messages  
To assign message delivery options - Norstar Voice Mail  
1
Record your message using  
or  
wayne, Pat  
OPTS CC  
2
3
Press OPTS for delivery options.  
SEND  
Press CERT for Certified delivery and go to step 9  
Delivery options  
CERT URGENT OTHR  
or  
press URGENT for Urgent delivery and go to step 9  
or  
press OTHR for Timed or Private delivery and go to step 4. If PRIV  
appears on the third display button, the Timed delivery option is  
not available.  
If you are using a one line display phone, press for Private  
delivery or press for Timed delivery.  
Delivery options  
4
5
6
Press PRIV or to send a message with a Private delivery option  
and go to step 9  
or  
PRIV  
TIME  
press TIME or to set up a delivery time for the message.  
Time hhmm:  
RETRY  
Enter the time that you want to send a message using the Timed  
delivery option.  
This is a four digit field. Any single-digit hour or minute must be  
preceded by a zero. For example, enter 0800 for eight o’clock.  
hh:mm  
RETRY  
Press AM or ⁄  
or  
AM  
PM  
PM or ¤.  
hh:mm am/pm  
RETRY  
7
8
Press OK or £ to accept the time you entered or press RETRY or  
to change the time.  
OK  
OK  
Tu mm dd  
CHNG NXTDAY  
Press CHNG or to change the date shown to a different date.  
Press NXTDAY to change the date to the next day (the day after the  
date that is shown).  
Press OK or £ to accept the date shown, which defaults to today or  
tomorrow, and select the one that corresponds to the next  
occurrence of the specified time.  
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Chapter 7 Sending messages 51  
Wayne, Pat  
9
Press SEND or £ to send the message now  
or  
OPTS  
CC  
SEND  
press to cancel all delivery options.  
0 new 8 saved  
10 Press ® to end the session.  
PLAY  
REC  
ADMIN  
For more information about the message delivery refer to “Message delivery options” on page 49.  
To assign message delivery options - CallPilot  
1
Record your message using  
or  
2
3
Press ‡‚ for message options.  
This is a voice prompt option and does not appear as a display  
button option.  
Msg options  
URG PRIV  
Press URG or for Urgent delivery and go to step 9  
or  
OTHR  
press PRIV or for Private delivery and go to step 9  
or  
press OTHR for Acknowledged or Timed delivery and go to step 4.  
If ACK appears on the third display button, the Timed delivery  
option is not available.  
If you are using a one line display phone, press for Private  
delivery or press for Timed delivery.  
Msg options  
ACK  
4
5
6
Press ACK or to send a message with a Private delivery option  
and go to step 9  
or  
TIME  
press TIME or to set up a delivery time for the message.  
TIme hhmm:  
RETRY  
Enter the time that you want to send a message using the Timed  
delivery option.  
This is a four digit field. Any single-digit hour or minute must be  
preceded by a zero. For example, enter 0800 for eight o’clock.  
hh:mm  
RETRY  
Press AM or ⁄  
or  
AM  
PM  
PM or ¤.  
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52 Chapter 7 Sending messages  
hh:mm am/pm  
RETRY  
7
Press OK or £ to accept the time you entered or press RETRY or  
to change the time.  
OK  
Tu mm dd  
CHNG  
8
Press CHNG or to change the date shown to a different date.  
Press NXTDAY to change the date to the next day (the day after the  
date that is shown).  
NXTDAY OK  
Press OK or £ to accept the date shown, which defaults to today or  
tomorrow, and select the one that corresponds to the next  
occurrence of the specified time.  
9
Press ‡· to send this message now  
or  
press ‡‚ to cancel all delivery options.  
10 Press ® to end the session.  
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Chapter 7 Sending messages 53  
Sending a message to more than one recipient  
Sending a message to a Group List  
A Group List is a list of mailbox owners. If you have a group of people that you frequently send  
messages to, you can send the message to a Group List. When you send a message to a Group List,  
each mailbox owner in the Group List receives the same message. If you are a member of the  
group you are addressing, you do not receive a copy of the message.  
If you need a Group List, ask your System Administrator to create one for you. Tell the System  
Administrator:  
the mailbox owners’ names  
a list of the mailbox numbers  
the Group List name  
Your System Administrator can publish a list of the mailboxes in each Group List.  
If you know the number of the Group List:  
and you use the Norstar Voice Mail interface, you can enter the Group List number instead of a  
mailbox number at the Mbox: prompt  
and you use the CallPilot interface, you can enter the Group List number  
instead of a mailbox number at the To: prompt  
If you know the name of the Group List:  
and you use the Norstar Voice Mail interface, enter the name of the Group List in the Company  
Directory at the DI R prompt  
and you use the CallPilot interface, enter the name of the Group List in the Company Directory  
at the NAME prompt  
Forwarding a copy of a message to one or more recipients  
You can forward a copy of a message during or after playing the message. When you forward a  
copy of a message to a mailbox, you can record an introduction to the message. If you use the  
Norstar Voice Mail interface, your introduction must be at least three seconds long.  
After you record an introduction to the message and enter the mailbox number, your introduction  
and a copy of the message are automatically sent to the mailbox you selected.You can then send  
an additional copy of the introduction and the message to another mailbox, or quit and return to the  
Listen to Messages menu. You can forward copies to as many mailboxes as you want.  
Note: You cannot forward Private messages.  
For more information on playing your messages, refer to “Playing your messages” on page 36.  
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54 Chapter 7 Sending messages  
Replying to messages  
You can reply to internal and external callers. You can reply to a message from an external caller if  
your company subscribes to CLID.  
Use the procedure for replying to messages that applies to the interface you use:  
Replying to an internal caller  
If you use  
and you want to  
press  
Norstar Voice Mail  
reply to the callers  
extension  
CALL to transfer to the internal callers extension.  
leave a message in the  
callers mailbox  
MSG to record and send a reply to the internal callers  
mailbox.  
CallPilot  
reply to the callers  
extension  
Call Sender · to transfer to the internal callers  
extension.  
leave a message in the  
callers mailbox  
Reply ‡⁄ to record and send a reply to the  
internal callers mailbox.  
To reply to an internal caller - Norstar Voice Mail  
1
Press ≤·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
1 new 0 saved  
PLAY REC  
2
3
4
Press PLAY or¤.|  
ADMIN  
End of message  
REPLY ERASE NEXT  
After you listen to the message, press REPLY or ·.  
Reply to msg  
Press CALL or ¤ to call the caller  
or  
MSG  
CALL  
QUIT  
press MSG or to record and send a reply.  
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Chapter 7 Sending messages 55  
To reply to an internal caller - CallPilot  
1
Press ≤·°⁄  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
A mailbox summary is announced.  
While you are in your message list, you can play any message.  
3
4
Press ¤ to play the current message.  
Press · to call the caller  
or  
press ‡⁄ to record and send a reply.  
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56 Chapter 7 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.  
Use the procedure that applies to the interface you use:  
To reply to an external caller - Norstar Voice Mail  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
1 new 0 saved  
PLAY REC  
2
3
Press PLAY or ¤.  
ADMIN  
End of message  
REPLY ERASE NEXT  
After you listen to the message, press REPLY or ·.  
CallPilot dials the external number directly.  
To reply to an external caller - CallPilot  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
A mailbox summary is announced.  
While you are in the message list you can play any message.  
3
4
Press ¤ to play the current message.  
Press · to call the caller.  
CallPilot dials the external number directly.  
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Chapter 7 Sending messages 57  
Placing a call with Thru-Dial  
With Thru-Dial you can call another number while you are logged on to your mailbox, or if you  
call someone's extension and reach their voicemail.  
Note: Thru-Dial is available only if you use the CallPilot interface.  
If you use the Norstar Voice Mail interface, Thru-Dial is not available.  
The System Administrator can restrict the numbers that you can dial, so ask your System  
Administrator if you can use Thru-Dial.  
When to use Thru-Dial  
When you are making a call, you can make a second call without hanging up and dialing a second  
number by using Thru-Dial. This is especially useful if you are at a pay phone.  
Use Thru-Dial if you want callers to be able to dial another number to reach your Target Attendant,  
(which you can change to be an out-of-office number) or maybe another contact person if you're  
not available.  
When you are making calls from a hotel you can avoid toll charges by using Thru-Dial to call other  
extensions from one call.  
Examples of using Thru-Dial  
Pat calls her mailbox from a pay phone and hears an urgent message from Joe. Without  
hanging up, Pat can Thru-Dial Joe’s number and doesn't have to pay for another call.  
Pat is away from the office and needs to leave messages for Jill and Bob in the office. Pat can  
call Jill's mailbox, leave a message, then Thru-Dial to Bob and leave a message.  
Pat calls Doris and gets her voicemail. Pat knows that Andy can provide the information she  
needs, so Pat Thru-Dials to Andy from Doris' mailbox.  
To place a Thru-Dial call  
1
Open your mailbox:  
If you are calling remotely press •• during your greeting to open your mailbox.  
If you are in Europe or Australia press °°. Follow the voice prompts to enter your  
mailbox number and password.  
If you are calling from your Nortel Networks phone press ·°⁄.  
Follow the voice prompts or the display buttons to open your mailbox.  
2
Press , 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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58 Chapter 7 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, CallPilot places the call as soon as it finds  
a match for the name.  
1
Open your mailbox:  
If you are calling remotely press •• during your greeting to open your mailbox.  
If you are in Europe or Australia press °°.  
Follow the voice prompts to enter your mailbox number and password.  
If you are calling from your Nortel Networks phone press ·°⁄.  
Follow the voice prompts or the display buttons to open your mailbox.  
2
3
Press , followed immediately by ⁄⁄ to search the Company Directory. This is the  
default Company Directory number. The System Administrator can change the Company  
Directory number. If you don’t know the number, press .  
Enter the last name, then the first, until your call is placed.  
For instructions on entering the name, refer to “Searching the Company Directory” on page  
48.  
To use Thru-Dial to reach yourTarget Attendant  
Your Target Attendant is the number of the person your callers reach when they press zero.  
1
Open your mailbox:  
If you are calling remotely press •• during your greeting to open your mailbox.  
If you are in Europe or Australia press °°.  
Follow the voice prompts to enter your mailbox number and password.  
If you are calling from your Nortel Networks phone press ·°⁄.  
Follow the voice prompts or the display buttons to open your mailbox.  
2
Press , then wait for the call to be answered by your Target Attendant.  
For information on setting up a Target Attendant refer to Assigning a Target Attendant” on  
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59  
Chapter 8  
Call Forwarding your calls  
You can call forward your calls if you do want your calls to go to CallPilot immediately, without  
ringing at your extension. For example, you can set up Call Forwarding if you are not going to be  
in the office and you do not want your ringing phone to disturb your colleagues, or if you do not  
want to take calls while you are working. While Call Forward is on, callers can leave a message for  
you without having to wait for the phone to ring several times.  
This chapter explains the following ways you can forward your calls:  
Call Forwarding your calls to your mailbox  
To forward incoming calls to your mailbox, press ≤·°›.  
To cancel Call Forward, do one of the following:  
press ≤·°› again  
press ∞  
press ≤£›  
press CANCEL  
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60 Chapter 8 Call Forwarding your calls  
Setting up Call Forward remotely  
When you are away from the office you can forward your calls to your mailbox by using the  
dialpad of any tone dial telephone.  
Note: You can set up Call Forward remotely only if you use the Norstar Voice Mail  
interface. You cannot set up Call Forward remotely if you use the CallPilot interface.  
To set up Call Forward remotely  
1
2
Call the Automated Attendant or your business telephone from any tone dial telephone.  
While the greeting plays press ••  
If you are in Europe or Australia press °°.  
3
4
5
6
Follow the voice prompts to open your mailbox.  
Press °¤.  
Press to open the Call Forward menu.  
Press to turn Call Forward on or off.  
If Call Forward is on, the voice prompt says  
“Calls will be answered immediately.”  
All calls to your telephone are now answered by CallPilot.  
If Call Forward is off, the voice prompt says  
“Calls will ring at your set.”  
7
8
Press to turn Call Display on or off.  
If Call Display is on, the voice prompt says  
“Caller information will be displayed at your set.”  
If Call Display is off, the voice prompt says  
“Caller information will not be displayed.”  
Replace the handset to end the session.  
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Chapter 8 Call Forwarding your calls 61  
Call Forward with Caller ID  
The Call Forward with Caller ID (CLID) feature is available only if your company subscribes to a  
CLID service. If you are not sure whether your company subscribes to a CLID service, ask your  
System Administrator. CLID does not appear if the caller has a private or unknown telephone  
number.  
You can set up Call Forward with CLID to screen calls forwarded to your mailbox. If the feature is  
enabled, you hear an Alert tone and the CLID information appears on the telephone display.  
To talk to a caller who is forwarded to your mailbox, press ≤·°‡ to interrupt the call.  
To turn Call Forward with CLID on or off  
1
Press ≤·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
3
4
Press ADMIN or °.  
Press GREET or ¤.  
Greeting options:  
REC CHOOSE CFWD  
Press CFWD or .  
Forward calls?  
Press YES or to have your calls go to CallPilot without ringing  
at your phone  
YES  
NO  
or  
press NO or ¤ to have calls ring at your set.  
Display caller: Y  
CHNG QUIT  
5
6
Press CHNG or to turn Call Display on or off.  
Press ® to end the session.  
Call Forward on Busy overrides CLID  
If your display telephone is assigned Call Forward on Busy, CLID information does not appear on  
the display. Call Forward on Busy is a feature that forwards your calls to another designated  
telephone or extension if your telephone is busy. Call Forward on Busy is assigned by the System  
Administrator.  
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62 Chapter 8 Call Forwarding your calls  
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63  
Chapter 9  
Transferring calls  
This chapter describes transferring calls and explains:  
Transferring calls to a CallPilot mailbox  
With the Transfer feature ≤·°fl you can transfer a call from your business telephone  
directly to a mailbox on the CallPilot system.  
Transferring calls to a CallPilot mailbox has these advantages:  
If you transfer a call to a mailbox instead of another telephone, the call does not come back to  
you. If you transfer a call to another telephone and the call is not answered, the call comes  
back to you.  
The call is immediately transferred to the mailbox, which saves time.  
≤·°fl is not available on the Companion Wireless telephone.  
To transfer a call to a mailbox from your telephone  
1
Press ≤·°fl.  
Do not press Hold because the call is put on hold automatically.  
2
Enter the mailbox number or search the Company Directory.To search the Company  
Directory:  
If you use the NorstarVoice Mail interface press the DIR display option.  
If you use the CallPilot interface press the NAME display option.  
3
Wait until the display shows Call transferred before you attempt any other CallPilot  
functions. The call automatically transfers and the CallPilot session ends.  
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64 Chapter 9 Transferring calls  
Transferring a mailbox owner’s call to their mailbox  
You can transfer a mailbox owner’s call to their CallPilot mailbox so that they can change their  
greetings or retrieve their messages.  
To transfer a mailbox owner’s call to their mailbox  
1
Press ≤·°fl.  
Do not press Hold because the call is put on hold automatically.  
2
3
Enter the mailbox owner’s mailbox number.  
Wait until the display shows Call transferred before you attempt any other telephone  
features.  
Note: Do not use ≤‡‚to transfer a mailbox owner’s call. This feature transfers  
the call to their telephone and the call returns to you.  
≤·°fl is not available on a Companion Wireless telephone.  
After a mailbox owner’s call transfers to their mailbox, the mailbox owner must:  
1
Press •• while their mailbox greeting plays.  
2
Follow the voice prompts to open their mailbox.  
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Chapter 9 Transferring calls 65  
Transferring a call to Custom Call Routing (CCR)  
CCR is a single-digit application that provides callers with a more sophisticated menu and a wider  
range of options than the Automated Attendant.  
Callers can use CCR to:  
listen to the Home menu and make a selection  
listen to a pre-recorded CCR Information message  
leave a message in a mailbox  
transfer to another extension or an external number  
For more information about CCR, ask your System Administrator.  
You can transfer a call to the beginning of a CCR Tree.  
To transfer a call to a CCR Tree  
1
Press ≤·°fl.  
Do not press Hold because the call is put on hold automatically.  
2
3
Choose a CCR Tree by entering a digit from 1 to 8 and pressing £.  
Wait until the display shows Call transferred before you attempt any other features.  
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66 Chapter 9 Transferring calls  
About Outbound Transfer  
You can set up Outbound Transfer to transfer a caller who reaches your mailbox to a number that  
you assign. A caller can use Outbound Transfer from any tone dial telephone, and you can direct  
your Outbound Transfer calls to any telephone.  
You can tell callers about this feature in your personal greeting. If you inform callers of this feature  
in your mailbox greeting, you must tell them what number to press to transfer:  
If you use the NorstarVoice Mail interface, tell callers to press ‡  
If you use the CallPilot interface, tell callers to press ·  
For example:  
“Hi. This is Brenda Whately. I’m away from the office today. Please leave me a message after the  
tone and I will return your call as soon as possible. If you need to reach me before tomorrow, press  
and you will be transferred to my cell phone. Thanks.”  
Note: The restrictions that apply to your telephone line also apply to Outbound Transfer  
numbers. For example, if you cannot dial long distance telephone numbers from your  
telephone, you cannot have a long distance Outbound Transfer destination. If your  
mailbox is restricted to extension destinations for Outbound Transfer, see your System  
Administrator.  
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.  
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 Off-premise  
Message Notification.) A destination telephone or pager number cannot be longer than 30  
characters.  
Note: If you are adding special characters, do not press the dialpad buttons £ to enter  
a #, or to enter a *. Press the button directly below the option on a two line display  
telephone, or listen to the voice prompts.  
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Chapter 9 Transferring calls 67  
Adding special characters to a destination number  
Press  
Description  
to resume adding digits to the destination phone number  
¤ or DI G S  
or PAUS  
to enter a timed pause that appears as P on the display. Pauses are four seconds long.  
to recognize dial tone (behind PBX). The Recognize Dial Tone special character  
appears as D on the display.  
to enter a #  
or OTHR #  
or OTHR *  
TONE  
to enter a *  
to recognize dial tone (behind PBX). The Recognize Dial Tone special character  
appears as D on the display.  
to cancel and retry  
Setting up Outbound Transfer  
To set up Outbound Transfer to a phone number  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °‚ to open the Mailbox Options  
Press ·  
Press to open the Outbound Transfer menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press ° to open the Outbound Transfer menu  
Go to step 3  
Outbound xfr  
ADMIN SELECT  
3
Press ADMIN or to set up Outbound Transfer  
or  
if you have previously set up Outbound Transfer press CHNG.  
Destination:  
PHONE EXT  
4
5
Press PHONE to select an external phone as the destination.  
Ph:  
RETRY  
Enter the destination phone number and press OK or £.  
OK  
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68 Chapter 9 Transferring calls  
<x>  
ADD  
6
7
Press OK or £ to accept the destination number, represented by  
<x>  
or  
press ADD or ¤ to add special characters. For information, refer to  
After you add special characters, press OK or £ to accept the  
destination number.  
OK  
Transfer: off  
CHNG  
Press CHNG or to turn Outbound Transfer on.  
QUIT  
QUIT  
Transfer: on  
CHNG  
8
9
Press QUIT or .  
Press ® to end the session.  
To set up Outbound Transfer to an extension  
1
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
If you use the CallPilot interface:  
Press °‚ to open the Mailbox Options  
Press ·  
Press to open the Outbound Transfer menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press ° to open the Outbound Transfer menu  
Go to step 3  
Outbound xfr  
ADMIN  
3
4
5
Press ADMIN or to set up Outbound Transfer.  
SELECT  
OK  
Ext:  
RETRY  
Enter the destination extension and press OK or £.  
Accept<x>  
RETRY  
Press OK or £ to accept the number.  
The <x> represents the extension.  
OK  
Transfer: off  
CHNG  
6
Press CHNG or to turn Outbound Transfer on.  
QUIT  
QUIT  
Transfer: on  
CHNG  
7
8
Press QUIT or .  
Press ® to end the session.  
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Chapter 9 Transferring calls 69  
Turning Outbound Transfer on or off  
You can turn Outbound Transfer on or off at any time after you set it up. Turning Outbound  
Transfer off does not affect any of its assigned parameters.  
To turn Outbound Transfer on or off  
1
Press ·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
If you use the CallPilot interface:  
Press °‚ to open the Mailbox Options  
Press ·  
Press to open the Outbound Transfer menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press ° to open the Outbound Transfer menu  
Go to step 3  
Outbound xfr  
ADMIN  
3
4
Press SELECT or ¤ to access Outbound Transfer.  
SELECT  
QUIT  
Transfer: off  
CHNG  
Press CHNG or to turn Outbound Transfer on.  
Press CHNG again to turn Outbound Transfer off.  
Transfer: on  
CHNG  
5
6
Press QUIT or .  
QUIT  
Press ® to end the session.  
CallPilot Reference Guide  
 
   
70 Chapter 9 Transferring calls  
Optimizing Outbound Transfer  
When CallPilot transfers a call to an external telephone number using Outbound Transfer, two  
lines are used. An incoming line connects a caller to a mailbox and an outgoing line transfers a  
caller to an Outbound Transfer telephone number. Both lines remain in use while the caller  
connects to the Outbound Transfer telephone number.  
To optimize the use of CallPilot lines, the Outbound Transfer call to an external telephone number  
can transfer to the incoming line to make the outgoing call. This type of transfer is called a Link  
transfer.  
Note: You can perform a Link transfer only if the CallPilot line is equipped with Link  
transfer capability. The most common type of line that supports Link transfer is a  
Centrex line. If Link transfer is programmed for an Outbound Transfer and your  
CallPilot lines do not support this feature, the caller is disconnected. Ask your System  
Administrator before programming a Link transfer.  
To perform a Link transfer with Outbound Transfer you must add £ before the Outbound  
Transfer telephone number.  
For example, the telephone number looks like:  
£fififi⁄¤‹›  
where:  
£ instructs CallPilot to use the incoming line to perform the transfer  
fififi⁄¤‹› is the telephone number dialed  
Programming Outbound Transfer when CallPilot is behind a PBX  
If you have CallPilot installed behind a PBX and you want to access an outside line and recognize  
dial tone, enter:  
·£›¤fififi⁄¤‹›  
where:  
· accesses an outside line  
£ specifies the next digits are special characters  
recognizes dial tone  
¤ specifies that the next digits are the numbers to be dialed  
fififi⁄¤‹› is the telephone number dialed  
After you enter this dialing sequence, the display shows:  
9D5551234  
ADD  
OK  
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71  
Chapter 10  
Off-premise Message Notification  
This chapter describes how to set up and change Off-premise Message Notification and explains:  
About Off-premise Message Notification  
About Off-premise Message Notification  
You can program CallPilot to call you at a phone number, an extension, or a pager when you have  
a message. Your System Administrator enables Off-premise Message Notification.  
If you program CallPilot to call you at a phone, you are prompted to enter your password before  
you can listen to your messages.  
You can receive notification of a message at a maximum of five different destination numbers.  
When the number of retry attempts is reached for each destination number, the next number in the  
series is called. For example, CallPilot can contact your car phone number first to let you know  
you have a message. If there is no answer, the call rings at your home number. If there is still no  
answer, the call rings at your pager number, and so on. The number of retry attempts is assigned by  
your System Administrator.  
If the destination type is Phone, you must assign start and stop times. The start and stop times  
apply to all five notification numbers.  
Off-premise Message Notification begins at the start time. Set the start time for the time you are at  
the destination phone number, so you are there to receive your calls.  
A person who receives a Off-premise Message Notification call can cancel Off-premise Message  
Notification to their destination number. This is useful if a destination is incorrectly programmed  
and the wrong person receives the calls.  
The recipient of an Off-premise Message Notification call hears the following voice prompt:  
Message for (name of mailbox owner). To log on press . If you have received this call by  
mistake, please press ¤.  
CallPilot Reference Guide  
 
         
72 Chapter 10 Off-premise Message Notification  
Off-premise Message Notification parameters  
You can set up the parameters for Off-premise Message Notification from any tone dial phone.  
The parameters are:  
destination type (phone, extension or pager)  
destination number (phone, extension or pager)  
time range for receiving calls at phone numbers or extensions. Pagers are notified any time  
there is a qualifying message.  
types of message you want to receive (all new messages or just urgent messages)  
Note: The restrictions that apply to your phone line also apply to Off-premise Message  
Notification numbers. For example, if you cannot dial long distance phone numbers  
from your phone, you cannot have a long distance Off-premise Message Notification  
destination number.  
P0919417 03  
 
           
Chapter 10 Off-premise Message Notification 73  
Setting up Off-premise Message Notification  
Follow these instructions if you are setting up Off-premise Message Notification for the first time.  
If you have already set up Off-premise Message Notification, refer to the section “Changing  
To set up Off-premise Message Notification to  
refer to  
a phone number  
an extension  
a pager  
To set up Off-premise Message Notification to a phone number  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
5
Press ADMIN or to set up Off-premise Message Notification.  
Destination:  
PHONE EXT PAGER  
Press PHONE or to choose a phone number destination.  
Ph:  
RETRY  
Enter the destination phone number and press OK or £. The  
destination phone number is a maximum of 30 digits.  
OK  
CallPilot Reference Guide  
 
       
74 Chapter 10 Off-premise Message Notification  
<x>  
ADD  
6
Press OK or £ to accept the destination phone number represented  
by <x>  
OK  
or  
press ADD or ¤ to add special characters and use your dialpad or  
follow the voice prompts to add characters.  
After you add special characters, press OK or £ to accept the  
destination number.  
Start hhmm:  
RETRY  
7
8
9
Enter the start time for Off-premise Message Notification. This is a  
four-digit field. You must precede a single-digit hour and minute  
with a zero.  
OK  
PM  
<start time>  
Press AM or ⁄  
or  
PM or ¤.  
RETRY  
AM  
<start time>  
RETRY  
Press OK or £ to accept the start time.  
OK  
OK  
Stop hhmm:  
RETRY  
10 Enter the time when Off-premise Message Notification is to stop.  
This is a four digit field. You must precede a single-digit hour and  
minute with a zero.  
<stop time>  
11 Press AM or ⁄  
RETRY  
AM  
PM  
OK  
or  
PM or ¤.  
<stop time>  
RETRY  
12 Press OK or £ to accept the stop time.  
More dest?  
13 Press YES or if you want to set up another destination number  
YES  
NO  
or  
press NO or £ if you do not want to set up another destination  
number.  
Start:<start time>  
14 Press NEXT or £ to accept the start time that you entered  
CHNG  
NEXT  
or  
press CHNG or to change the start time.  
Stop:<stop time>  
15 Press NEXT or £ to accept the stop time that you entered  
CHNG  
NEXT  
or  
press CHNG or to change the stop time.  
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Chapter 10 Off-premise Message Notification 75  
Msg type: new  
CHNG  
16 Press OK or £ if you want to be notified when you receive a new  
OK  
message  
or  
press CHNG or if you want to be notified only when you receive  
an urgent message.  
Msg notify  
ADMIN SELECT  
17 Press ® to end the session.  
CallPilot Reference Guide  
 
76 Chapter 10 Off-premise Message Notification  
To set up Off-premise Message Notification to an extension  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN  
3
4
5
6
7
Press ADMIN or to set up Off-premise Message Notification.  
Press EXT or ¤ to choose an extension as the destination.  
Enter the destination number and press OK or £.  
SELECT  
Destination:  
PHONE EXT PAGER  
Ext:  
RETRY  
OK  
OK  
OK  
Accept:<x>  
RETRY  
Press OK or £ to accept the destination extension.  
The <x> represents the extension.  
Start hhmm:  
RETRY  
Enter the start time for Off-premise Message Notification. This is a  
four-digit field. Any single-digit hour and minute must be preceded  
by zero.  
<start time>  
8
9
Press AM or ⁄  
or  
PM or ¤.  
RETRY  
AM  
PM  
<start time>  
RETRY  
Press OK or £ to accept the start time.  
OK  
OK  
Stop hhmm:  
RETRY  
10 Enter the time when Off-premise Message Notification is to stop.  
This is a four digit field. You must precede a single-digit hour and  
minute with a zero.  
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Chapter 10 Off-premise Message Notification 77  
<stop time>  
11 Press AM or ⁄  
RETRY  
AM  
PM  
OK  
or  
PM or ¤.  
<stop time>  
RETRY  
12 Press OK or £ to accept the stop time.  
More dest?  
13 Press YES or if you want to set up another destination number  
YES  
NO  
or  
press NO or £ if you do not want to set up another destination  
number.  
Start:<start time>  
14 Press NEXT or £ to accept the start time that you entered  
CHNG  
NEXT  
or  
press CHNG or to change the start time.  
Stop:<stop time>  
15 Press NEXT or £ to accept the stop time that you entered  
CHNG  
NEXT  
or  
press CHNG or to change the stop time.  
Msg type: new  
CHNG  
16 Press OK or £ if you want to be notified when you receive a new  
OK  
message  
or  
press CHNG or if you want to be notified only when you receive  
an urgent message.  
Msg notify  
ADMIN SELECT  
17 Press ® to end the session.  
CallPilot Reference Guide  
 
78 Chapter 10 Off-premise Message Notification  
Setting up Off-premise 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 £ to access an outside line.  
There is a combined limit of 30 characters for the pager phone number and the pager message.  
For example, to reach your pager, enter:  
£›¤fififi⁄¤‹›£‹  
where:  
£ specifies the next digits are special characters  
recognizes dial tone  
¤ specifies that the next digits are the numbers to be dialed  
fififi⁄¤‹› is the pager phone number dialed  
inserts a timed pause  
Depending on the company supplying your paging service, the programming sequence can vary.  
For more information about setting the destination phone number parameters for your pager,  
contact your pager company.  
To set up Off-premise Message Notification to a pager  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
Press ADMIN or to set up Off-premise Message Notification.  
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Chapter 10 Off-premise Message Notification 79  
Press PAGER or to select a pager number destination.  
Enter the destination pager number and press OK or £.  
Destination:  
PHONE EXT PAGER  
4
5
6
Pager:  
RETRY  
OK  
OK  
<x>  
ADD  
Press OK or £ to accept the destination pager number represented  
by <x>  
or  
press ADD or ¤ to add special characters and use your dialpad or  
follow the voice prompts to add characters.  
After you add special characters, press OK or £.  
Show:<xxxx>  
CHNG  
7
Press NEXT or £ to accept the default pager message represented  
by <xxxx>. The default pager message that CallPilot sends is the  
CallPilot extension. This is the sequence of digits that is sent after  
the pager service is dialed, to notify you of who is paging you  
or  
NEXT  
press CHNG or to change the pager message.  
The combined limit is 30 characters for the pager phone number  
and the pager message.  
More dest?  
8
9
Press YES or if you want to set up another destination number  
or  
press NO or £ if you do not want to set up another destination  
number.  
YES  
NO  
Msg type: new  
CHNG  
Press OK or £ to be notified when you receive a new message  
or  
OK  
press CHNG or to change the message type to be notified only  
when you receive an urgent message.  
Msg notify  
ADMIN SELECT  
10 Press ® to end the session.  
CallPilot Reference Guide  
 
 
80 Chapter 10 Off-premise Message Notification  
To set up Off-premise 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 phone number destination and then add a pager  
destination for the first time.  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
5
6
Press ADMIN or to set up Off-premise Message Notification.  
Destination:  
PHONE EXT PAGER  
Press PHONE or to choose a destination phone number.  
Ph:  
RETRY  
Enter the destination phone number and press OK or £. The  
destination phone number cannot be longer than 30 digits.  
OK  
OK  
<x>  
ADD  
Press OK or £ to accept the destination phone number,  
represented by <x>  
or  
press ADD or ¤ to add special characters and use your dialpad or  
follow the voice prompts to add characters.  
Start: hhmm:  
RETRY  
7
8
Enter the start time for Off-premise Message Notification. This is a  
four-digit field. You must precede a single-digit hour and minute  
with a zero.  
OK  
PM  
<start time>  
Press AM or ⁄  
or  
RETRY  
AM  
PM or ¤.  
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Chapter 10 Off-premise Message Notification 81  
<start time>  
RETRY  
9
Press OK or £ to accept the start time.  
OK  
OK  
Stop hhmm:  
RETRY  
10 Enter the time when Off-premise Message Notification is to stop.  
This is a four digit field. You must precede a single-digit hour and  
minute with a zero.  
<stop time>  
11 Press AM or ⁄  
RETRY  
AM  
PM  
or  
PM or ¤.  
<stop time>  
RETRY  
12 Press OK or £ to accept the stop time.  
OK  
More dest?  
13 Press YES or to set up another destination number.  
14 Press SETUP to set up another destination number.  
15 Press PAGER or to select a pager number destination.  
16 Enter the destination pager number and press OK or £.  
YES  
NO  
Notify2: none  
SETUP  
NEXT  
Destination:  
PHONE EXT PAGER  
Pager:  
RETRY  
OK  
OK  
<xxxx>  
ADD  
17 Press OK or £ to accept the destination pager number represented  
by <x>  
or  
press ADD or ¤ to add special characters and use your dialpad or  
follow the voice prompts to add characters.  
After you add special characters, press OK or £.  
Show<xxxx>  
CHNG  
18 Press NEXT or £ to accept the default pager message represented  
by <xxxx>. The default pager message that CallPilot sends is the  
CallPilot extension. This is the sequence of digits that is sent after  
the pager service is dialed, to notify you of who is paging you  
or  
NEXT  
press CHNG or to change the pager message.  
The combined limit is 30 characters for the pager phone number  
and the pager message.  
Notify2: pager  
CHNG OTHR  
19 The display shows that the second destination is a pager.  
NEXT  
NEXT  
Press NEXT or £ to continue.  
Notify 3: none  
SETUP  
20 Press NEXT or £ to continue  
or  
press SETUP to add another destination.  
CallPilot Reference Guide  
 
 
82 Chapter 10 Off-premise Message Notification  
Start:<start time>  
21 Press NEXT or £ to accept the start time that you entered  
CHNG  
NEXT  
or  
press CHNG or to change the start time.  
Stop:<stop time>  
22 Press NEXT or £ to accept the stop time that you entered  
CHNG  
NEXT  
or  
press CHNG or to change the stop time.  
Msg type: new  
CHNG  
23 Press OK or £ to be notified when you receive a new message  
OK  
or  
press CHNG or to be notified only when you receive an urgent  
message.  
Msg notify  
ADMIN SELECT  
24 Press ® to end the session.  
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Chapter 10 Off-premise Message Notification 83  
Changing Off-premise Message Notification  
You can change the parameters and destinations for Off-Premise Message Notification. Refer to  
parameters.  
If you want to change the time or message type parameters, use the procedure “To change the time  
If you want to change the destination type refer to the procedure for the destination type.  
To change the destination type  
refer to  
from a phone to an extension, pager or another phone number  
from a pager to an extension or phone  
from a phone or extension to a pager  
To change the time range or type of message parameters  
1
Press ≤·°⁄.  
Follow the voice prompts or the display button options on your  
telephone to open your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
Press ADMIN or to set up Off-premise Message Notification.  
Notify:<x>  
CHNG  
Press NEXT.  
NEXT  
If you want to change the destination type refer to “To change the  
destination type” on page 83 for the appropriate procedure.  
More dest?  
5
Press NO or £ to continue.  
YES  
NO  
CallPilot Reference Guide  
 
       
84 Chapter 10 Off-premise Message Notification  
Start:<start time>  
6
7
8
Press CHNG or to change the start time  
or  
press NEXT or £ to accept the start time.  
CHNG  
NEXT  
Stop:<stop time>  
Press CHNG or to change the stop time  
or  
press NEXT or £ to accept the stop time.  
CHNG  
NEXT  
Msg type: new  
CHNG  
Press CHNG or to change the message type to urgent.  
Press OK or £ to accept the new default message.You can choose  
to be notified of all new messages or urgent messages only.  
Change the message type to urgent to be notified only when you  
receive an urgent message.  
OK  
Msg notify  
ADMIN SELECT  
9
Press ® to end the session.  
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Chapter 10 Off-premise Message Notification 85  
To change the destination from phone to another destination  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
5
Press ADMIN or to set up Off-premise Message Notification.  
Notify: phone  
CHNG  
Press CHNG or to change the destination.  
NEXT  
Destination:  
PHONE EXT PAGER  
Press PHONE or to choose another phone number destination  
or  
press EXT or ¤ to choose an extension destination  
or  
press PAGER or to choose a pager number destination.  
<x>  
RETRY  
6
7
Enter the destination number and press OK or £.  
The destination phone number cannot be longer than 30 digits.  
OK  
OK  
Accept:<xxxx>  
RETRY  
Press OK or £ to accept the destination number  
or  
press RETRY or to re-enter the destination number.  
Notify:<x>  
CHNG  
8
9
Press NEXT or £ to continue  
or  
press CHNG or to change the destination, and repeat steps 6  
through 8.  
NEXT  
More dest?  
Press YES or if you want to set up another destination number  
or  
YES  
NO  
press NO or £ if you do not want to set up another destination  
number.  
CallPilot Reference Guide  
 
 
86 Chapter 10 Off-premise Message Notification  
Start:<start time>  
10 Press CHNG or to change the start time  
CHNG  
NEXT  
or  
press NEXT or £ to accept the start time.  
Stop:<stop time>  
11 Press CHNG or to change the stop time  
CHNG  
NEXT  
or  
press NEXT or £ to accept the stop time.  
Msg type:new  
CHNG  
12 If you want to change message notification,  
press CHNG or if you want to be notified only when you receive  
an urgent message.  
OK  
Press OK or £.  
Msg notify  
ADMIN SELECT  
13 Press ® to end the session.  
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Chapter 10 Off-premise Message Notification 87  
To change the destination from pager to phone or extension  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
Press ADMIN or to change Off-premise Message Notification.  
The display is a review of the first destination type and destination  
number.  
Modify:pager  
CHNG  
4
5
Press CHNG or to change the destination type and the  
destination number.  
NEXT  
Destination:  
PHONE EXT PAGER  
Choose the type of destination number:  
press PHONE or to choose a phone number destination  
or  
press EXT or ¤ to choose an extension destination.  
<xxxx>:  
RETRY  
6
Enter the destination number you want to set up Off-Premise  
Message Notification for.  
OK  
<x> represents the destination number.  
Press OK or £ to accept the destination number  
or  
press RETRY or to re-enter the number.  
Notify:<x>  
CHNG  
7
8
Press NEXT or £ to continue.  
NEXT  
More dest?  
Press YES or if you want to set up another destination, and  
repeat steps 6 through 8  
YES  
NO  
or  
press NO or £ if you do not want to set up another destination.  
CallPilot Reference Guide  
 
 
88 Chapter 10 Off-premise Message Notification  
Start:<start time>  
9
Press CHNG or to change the start time  
or  
CHNG  
NEXT  
press NEXT or £ to accept the start time.  
Stop:<stop time>  
10 Press CHNG or to change the stop time  
CHNG  
NEXT  
or  
press NEXT or £ to accept the stop time.  
Msg type:new  
CHNG  
11 If you want to change message notification,  
press CHNG or if you want to be notified only when you receive  
an urgent message.  
OK  
Press OK or £.  
Msg notify  
12 Press ® to end the session.  
ADMIN  
SELECT  
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Chapter 10 Off-premise Message Notification 89  
To change the destination from phone or extension to pager  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
Press ADMIN or to change Off-premise Message Notification.  
The displays show a review of the first destination type and  
destination number.  
Notify:<x>  
CHNG  
Press CHNG or to change the destination type and the  
destination number.  
NEXT  
<x> represents the type of destination (phone or extension).  
Destination  
PHONE EXT PAGER  
5
6
7
Press PAGER or to choose a pager number destination.  
Pager:  
RETRY  
Enter the pager number and press OK or £ to continue.  
OK  
OK  
<x>  
ADD  
Press OK or £ to accept the destination pager number represented  
by <x>  
or  
press ADD or ¤ to add special characters and use your dialpad or  
follow the voice prompts to add characters.  
After you add special characters, press OK or £.  
CallPilot Reference Guide  
 
 
90 Chapter 10 Off-premise Message Notification  
Show:<xxxx>  
CHNG  
8
Press NEXT or £ to accept the default pager message represented  
NEXT  
by <xxxx>. The default pager message that CallPilot sends is the  
CallPilot extension. This is the sequence of digits that is sent after  
the pager service is dialed, to notify you of who is paging you  
or  
press CHNG or to change the pager message.  
The combined limit is 30 characters for the pager phone number  
and the pager message.  
Notify: pager  
CHNG  
9
The display shows notification is set up to a pager.  
Press NEXT or £ to continue.  
NEXT  
More dest?  
10 Press YES if you want to set up another destination number  
YES  
NO  
or  
press NO if you do not want to set up another destination number.  
Msg type: new  
CHNG  
11 Press OK or £ if you want to be notified when you receive a new  
OK  
message  
or  
press CHNG or if you want to be notified only when you receive  
an urgent message.  
Msg notify  
ADMIN SELECT  
12 Press ® to end the session.  
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Chapter 10 Off-premise Message Notification 91  
Deleting a destination number  
If you have more than one destination number for Off-premise Message Notification, you can  
delete a destination.  
To delete a destination number  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
Press ADMIN or to set up Off-premise Message Notification.  
Notify1:<x>  
Press OTHR if you want to delete the first destination  
or  
CHNG  
OTHR  
NEXT  
press NEXT or £ to view the other destinations until you find the  
destination that you want to delete. When you find the destination  
that you want to delete, press OTHR.  
Notify 1:<x>  
DEL INS  
5
6
Press DEL to delete the first destination number.  
QUIT  
NEXT  
Notify1:<x>  
CHNG OTHR  
The first destination number is deleted. The Notify 2 destination  
changes to become the Notify 1 destination number.  
To delete more destination numbers, press OTHR and repeat steps 4  
and 5.  
Msg notify  
ADMIN SELECT  
7
Press ® to end the session.  
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92 Chapter 10 Off-premise Message Notification  
Adding a destination number  
Use this procedure if you have set up Off-premise Message Notification and you want to add  
another destination number.You can have up to five destination numbers.  
To add a destination number  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
5
6
Press ADMIN or to set up Off-premise Message Notification.  
Press NEXT or £ to continue.  
Notify:<x>  
CHNG  
NEXT  
NEXT  
More dest?  
Press YES or to set up another destination number.  
YES  
NO  
Notify2: none  
SETUP  
Press SETUP or to set up another destination number and follow  
or  
or  
78.  
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Chapter 10 Off-premise Message Notification 93  
Turning Off-premise Message Notification on or off  
You can turn Off-premise Message Notification on or off at any time. If you turn Off-premise  
Message Notification off, you do not affect any of the assigned parameters.  
To turn Off-premise Message Notification on or off  
1
Press ·°⁄.  
Follow the voice prompts or the display button options to open  
your mailbox.  
2
If you use the CallPilot interface:  
Press °fi to open the MailboxTools  
Press NOTIF or ¤ to open the Off-premise Message  
Notification menu  
Go to step 3  
If you use the Norstar Voice Mail interface:  
Press ADMIN or °  
Press to open the Off-premise Message Notification  
menu  
Go to step 3  
Msg notify  
ADMIN SELECT  
3
4
5
Press SELECT or ¤ to set up Off-premise Message Notification.  
Notify on  
Press CHNG or to turn Off-premise Message Notification off if  
it is on (as shown).  
CHNG  
TIME  
OK  
OK  
Notify off  
Press OK or •  
or  
CHNG  
TIME  
press TIME to review the start and stop time parameters.  
Mailbox admin  
GREET PSWD QUIT  
6
Press ® to end the session.  
CallPilot Reference Guide  
 
   
94 Chapter 10 Off-premise Message Notification  
P0919417 03  
 
95  
Chapter 11  
Recording a call  
About Call Record  
With Call Record ≤·°· you can record an active telephone call and put the resulting  
message in your mailbox. Before you activate Call Record, ask the parties on the call for  
permission to record the call.  
The maximum length of the Call Record message is determined by the Class of Service setting for  
your incoming message length. If the mailbox message length is reached, you hear the voice  
prompt “Recording stopped. The recording limit has been reached” and the recording ends. After  
Call Record stops, you can re-activate ≤·°· to start another record call session. The call  
is recorded in two separate messages if you do this. Ask your System Administrator for the  
message length that is assigned to your mailbox.  
Note: Call Record is not enabled by default. The System Administrator must enable this  
feature by assigning you a Class of Service that includes Call Record. In some areas Call  
Record is not available as it contravenes local laws. Ask your System Administrator  
about the availability of Call Record in your area.  
Using Call Record  
If you use record a call, CallPilot puts the recorded call in your mailbox.You can forward the  
recorded call to other mailboxes.  
To record a call  
1
2
While you are on an active call, press ≤·°·.  
Before recording begins, all parties on the call hear the prompt  
“This call is being recorded” and a recording tone.  
Recording  
PAUSE  
Press QUIT to end recording  
or  
QUIT  
press PAUSE to suspend recording.  
Press RESUME to continue recording or press QUIT to end recording.  
3
4
When you stop recording, all the parties on the call hear the prompt  
“Recording stopped.”  
Press ® to end the call.  
CallPilot Reference Guide  
 
       
96 Chapter 11 Recording a call  
P0919417 03  
 
97  
Chapter 12  
Broadcast and Information messages  
About Broadcast messages  
You can ask the System Administrator to send a Broadcast message if you need to send a message  
to every initialized mailbox on your phone system.You can ask the System Administrator to send  
a Broadcast message to announce meetings, special company events, and reminders. Sending a  
Broadcast message eliminates recording and sending the same message several times.  
Broadcast messages play on all mailboxes initialized with CallPilot.  
Note: Broadcast messages are not sent to Information or General Delivery mailboxes.  
Information mailbox greetings  
Your business or department can use Information mailboxes to provide callers with messages and  
announcements. You can record and update greetings for an Information mailbox.  
You can use Information mailbox greetings to:  
announce sales  
provide product lists  
announce special events  
Make it easy for callers to access Information mailbox greetings by mentioning the Information  
mailbox in the Automated 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 Reference Guide  
 
             
98 Chapter 12 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. Toddlers tap is in the White Room. Folk  
dance is in the Green Room. Classical ballet is in the Pink Room. Contemporary jazz is in the Blue  
Room. The studio and recital rooms are located at 222 Main Street.”  
Write the greeting down and practice reading it aloud. When you are confident the greeting  
includes everything you want it to, record the greeting. If you are using a phone system with  
bilingual capability, you must record the Information mailbox greeting in both languages.  
An Information mailbox greeting can be either a Primary or an Alternate mailbox greeting.  
To record an Information mailbox greeting  
Log:  
QUIT  
1
Press ·°⁄.  
Enter the mailbox number and password, then  
press OK or £.  
RETRY  
OK  
The System Administrator creates the password when they  
initialize the mailbox. Ask the System Administrator for the  
Information mailbox password.  
Primary greeting  
REC PLAY QUIT  
2
3
4
Press REC or .  
Record greeting?  
RETRY PAUSE  
At the sound of the tone, record the Information mailbox greeting.  
Press OK or £ when you are done.  
OK  
OK  
Accept greeting?  
Press OK or £ to accept the recording  
or  
RETRY  
PLAY  
press PLAY or to listen to the greeting  
or  
press RETRY or ¤ to rerecord the greeting.  
Primary greeting  
5
Press QUIT or £ to end the session.  
REC  
PLAY  
QUIT  
P0919417 03  
 
 
99  
Chapter 13  
CallPilot tips  
This chapter contains tips on how to optimize your use of CallPilot.  
Listen to your messages frequently. Answer your messages promptly to encourage callers to use  
CallPilot and reassure them that it is as reliable as speaking with you personally.  
You do not have to be at your desk to play your messages. When you are away from your desk, you  
can play your messages from any tone dial phone.  
Clean up your mailbox. There is limited storage in your mailbox and within CallPilot. Do not  
save messages unless you need to listen to them again. When you are finished with a message,  
erase it to create storage space.  
Keep a record of your password in a secure place. Treat your CallPilot password as a secret  
code. Write down your password and keep it in a safe place. Do not keep your password near your  
phone. If you let someone else have temporary access to your mailbox, change your password  
afterwards. If you forget your password, the System Administrator can reset it to the default  
password 0000. You can then enter a new password.  
When sending messages, make them brief and to the point. More than 75% of the time spent on  
a normal business phone call consists of making small talk, pleasantries and other socializing.  
Sending a message rather than making a call can save you time. Try to avoid sounding hurried or  
rude while restricting your messages to the essentials.  
Change your Primary greeting frequently. It is a good idea to change your Primary greeting on  
a regular basis. Change your greeting to indicate that you listen to your messages and maintain  
your mailbox on a regular basis. Change your Primary greeting to provide a personal touch that  
frequent callers appreciate.  
Make your Alternate greeting specific. Choosing an Alternate greeting usually means you are  
away from the office. If you are out of the office, indicate in your Alternate greeting when you  
expect to return. If you will be checking your mailbox while you are out of the office, include that  
in your message. If callers can reach you at another phone number, ensure that your message  
includes the phone number and the time period of the temporary arrangement. If you are going to  
be out of the office, remember to forward your phone to CallPilot.  
Use an Extended Absence Greeting. Begin this greeting by announcing your vacation or travel  
plans. This gets the attention of the caller. For example, Vacation alert! Hi, this is Marshall. I will  
be on vacation starting on the 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 Reference Guide  
 
       
100 Chapter 13 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. After you record a greeting or message play it back. Make sure that your greeting or  
message sounds the way you want it to before you accept it.  
Do not forget to use the Copy and Reply features. You can use CallPilot to send copies of  
messages to other mailboxes and reply to messages with a message of your own. When you send  
copies of messages to other people, ensure that your introduction explains:  
why you are forwarding a copy of the message  
whether the copy is for information only  
whether the message is meant for the person you are forwarding it to  
who is responsible for the action on the message  
Use Group Lists for multiple copies of messages. If you find that you regularly send the same  
message to several people, ask the System Administrator to create a Group List for you. With a  
Group List, you can send the same message to all the mailboxes in the Group List.  
Encourage CallPilot use. Old habits are sometimes hard to break, and some people have  
difficulty accepting or trying new technologies. Use your Personal mailbox and other CallPilot  
features, and encourage your co-workers and frequent callers to use them too.  
Report problems promptly. If you encounter problems using CallPilot, report the trouble to the  
System Administrator as soon as possible.  
P0919417 03  
 
101  
Chapter 14  
Troubleshooting  
This chapter describes some problems that can occur when you use CallPilot.  
Some typical problems are listed and what to do if they occur.  
The Automated Attendant transfers some callers to the General Delivery Mailbox  
CallPilot requires a tone signal and a minimum voice level. If CallPilot does not receive a  
response, the caller is automatically transferred by the Automated Attendant to the CallPilot  
operator. If the operator is not available, the call transfers to the General Delivery Mailbox.  
Possibly the extension called does not have a mailbox assigned to it. Ask your System  
Administrator to verify that the mailbox is assigned to the extension.  
Feature 981 produces a LOG prompt on my phone display  
Possible causes of the Log prompt:  
The extension you are using does not have an operating mailbox. If the extension does not  
have a mailbox, CallPilot requests both a mailbox number and a password.  
The extension is a Guest mailbox, which normally does not have an assigned extension. Ask  
your System Administrator to verify that your extension is properly assigned to your mailbox.  
I cannot forward my phone to CallPilot  
If you try to forward your extension to CallPilot and the display shows Not in service you can  
be forwarding to the wrong extension number. Use ≤·°fi to verify you are calling the  
correct CallPilot extension number.  
My mailbox is not accepting messages  
Make sure your mailbox is initialized. A mailbox cannot receive messages until it is initialized by  
Make sure your mailbox is not full. Refer to “My mailbox is full” on page 102.  
If you are using an Alternate greeting, check if you have set up your mailbox to accept messages.  
My name does not play in the Company Directory  
Check to ensure that your mailbox is initialized. If it is not initialized, your name does not play in  
the Company Directory and your mailbox cannot receive any messages. If you have recorded your  
Company Directory name, ask your System Administrator to ensure that the Company Directory is  
available.  
CallPilot Reference Guide  
 
       
102 Chapter 14 Troubleshooting  
I forgot my mailbox password  
A forgotten password cannot be recovered. Your old password must be reset to the default  
password of four zeroes (0000). After the System Administrator resets your password, you must  
open your mailbox and change the default password.  
My mailbox is locked  
Your mailbox is locked if you attempt to access your mailbox and you hear the recording: “This  
mailbox has been locked to prevent unauthorized access. Please contact your administrator for  
assistance.”  
Your mailbox is assigned a maximum number of incorrect password attempts. 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.  
CallPilot Timeout  
The Timeout feature allows five 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. If CallPilot does not detect an audio signal, it  
requests the caller to speak louder and provides the option to re-record. If no voice level is detected  
after the prompt, CallPilot ends the session.  
Messages are cut off  
If people need to leave long messages in your mailbox (up to 10 minutes), you can ask the System  
Administrator to give you more message recording storage space.  
My mailbox is full  
You know that your mailbox is full if you attempt to listen to your messages and you hear the  
message, Your mailbox is full. You must erase some messages before you can listen to new  
messages.”  
Your mailbox is equipped with the Never Full Mailbox feature, which lets a caller leave a message  
in your mailbox, even if the mailbox is “full”. The message is stored, but you cannot access it until  
you delete at least one saved message. If you find that you need more message time in your  
mailbox, ask your System Administrator to give you more storage space.  
The wrong prompt language appears on the display of my phone  
If the wrong language appears on the display of your phone, notify the System Administrator.  
Outbound Transfer does not work  
Ensure that you have recorded the correct instructions for callers in your personal greeting. In your  
greeting, tell callers to press if you use the Norstar Voice Mail interface, or · if you use the  
CallPilot interface, to reach you. Refer to “About Outbound Transfer” on page 66 for information.  
P0919417 03  
 
           
Chapter 14 Troubleshooting 103  
Ensure that the destination number you enter is not restricted. For example, if you cannot call long  
distance numbers from your phone, you cannot set up Outbound Transfer to a long distance  
number.  
Check to see if Outbound Transfer is turned on. Refer to “Turning Outbound Transfer on or off” on  
page 69 for more information.  
Off-premise Message Notification does not work  
If Off-premise Message Notification does not work, ask the System Administrator to check the  
Off-premise Message Notification parameters. Also, ask the System Administrator to check  
whether you are allowed to have Off-premise Message Notification. Ensure that the destination  
phone number and time parameters are correct.  
Ensure that the destination numbers that you enter are not restricted. For example, if you cannot  
call long distance numbers from your phone, you cannot set up Off-premise Message Notification  
to a long distance number.  
Check to see if Off-premise Message Notification is turned on. Refer to “Turning Off-premise  
CallPilot Reference Guide  
 
 
104 Chapter 14 Troubleshooting  
P0919417 03  
 
105  
Glossary  
Administration  
The tasks involved in maintaining CallPilot mailboxes, greetings and set up configuration.  
Alternate greeting  
A greeting recorded for a Personal mailbox and played on occasions such as absence,  
illness, or vacation.  
Attendant sign On/Off  
The task performed by a company receptionist or Operator that indicates to CallPilot when  
an Operator is available to answer calls.  
ATA 2  
A Nortel Networks product that lets you connect an analog device, such as a single line  
telephone or a fax machine, to your telephone system.  
Automated Attendant  
The CallPilot answering service that answers incoming calls with a Company greeting,  
plays a list of CallPilot options to a caller and performs call routing functions in response  
to a caller’s dialpad selections.  
Broadcast Message  
A message that can be sent only by the System Administrator. This type of message plays  
in all initialized Subscriber mailboxes.  
Business Status  
A CallPilot setting that tells CallPilot whether a company is closed or open for business.  
Class of Service  
A predetermined number designation that specifies the CallPilot options for a mailbox.  
Company Directory  
A voice list that contains the names of users with initialized mailboxes that are designated  
to appear in the Company Directory.  
Conventions  
The way certain information is described. For example, using underlined text to represent  
second-line display prompt information.  
Default  
The parameters preset in CallPilot.  
Designated Operator  
A person who is assigned to answer the CallPilot Operator Request option.  
Display  
A one line or two line screen on a display telephone that shows CallPilot commands and  
options.  
CallPilot Reference Guide  
 
 
106 Glossary  
Display buttons  
The three buttons on a two line display telephone. Users press these buttons to select the  
specified CallPilot option.  
Display options  
The choices available to a user that appear on a two line display telephone. Options shown  
on the display can be selected using the display or dialpad buttons  
DTMF  
Dual-Tone MultiFrequency. The type of audio signals that are generated when you press  
the buttons on a touch-tone telephone.  
Envelope information  
A date and time stamp that appears on messages left in a mailbox. If the message is left by  
another mailbox owner, envelope information includes the names of the sender and other  
recipients.  
Extension  
A two-digit to seven-digit number used to reach a designated telephone.  
An internal telephone is also referred to as an extension.  
Feature code  
A unique three-digit code used to access CallPilot features and options.  
General Delivery Mailbox  
One of the two Special mailboxes used to store messages for people who do not have a  
Subscriber mailbox.  
Greetings  
There are three types of CallPilot greetings: Company greetings, Personal mailbox  
greetings and Information greetings. Company greetings are played by the Automated  
Attendant to incoming callers. Personal mailbox greetings are played to callers who want  
to leave a message in a selected mailbox. Information mailbox greetings are played to  
describe goods or services available to callers.  
Group Lists  
A collection of mailbox numbers assigned to a special group name and number by the  
System Administrator. If a message is sent to a Group List, each mailbox in the list  
receives the same message.  
Guest mailbox  
A mailbox assigned to a user who does not have an extension.  
Information mailbox  
A mailbox that provides a caller with a message describing goods or services available  
from your company.  
P0919417 03  
 
Glossary 107  
Initializing a mailbox  
Preparing a mailbox to receive messages, which includes changing a mailbox default  
password and recording a Company Directory name.  
Leave Message  
The feature code used to leave messages in CallPilot mailboxes.  
Mailbox  
A storage place for voice messages on the CallPilot system.  
Mailbox number length  
The number of digits allowed in a mailbox number.  
Mailbox properties  
Mailbox properties are optional parameters in addition to the Class of Service values. The  
mailbox properties are: Include in Company Directory, Alternate Extensions, Express  
Messaging Line, Call Screening, Message Waiting Notification and Outdial route.  
Message delivery options  
Message sending options for a message. A message delivery option can be assigned to a  
message after it is recorded.  
Message delivery options are:  
Normal  
Certified/Acknowledge  
Urgent  
Private  
Timed  
Message Waiting Notification  
A display prompt that informs a mailbox owner when a message is left in a mailbox. This  
feature is controlled by the Class of Service for your mailbox.  
Never Full mailboxes  
Your CallPilot mailbox is equipped with the Never Full mailbox feature, which lets an  
external caller leave a message in your mailbox, even if the mailbox is “full”. The message  
is stored, but you cannot access it until you delete at least one saved message.  
Off-premise Message Notification  
The CallPilot feature that calls destination numbers that you set up, to let you know you  
have a new or urgent message. This feature is controlled by the Class of Service for your  
mailbox.  
Operator Status  
The CallPilot indicator that determines if a company’s receptionist or Designated Operator  
is available.  
CallPilot Reference Guide  
 
108 Glossary  
Option  
A CallPilot choice that is given to a user through voice or display prompts.  
Password  
A four- to eight-digit number that is entered on the dialpad. A password is used to open  
mailboxes or perform configuration tasks.  
Pause  
You use pauses when you set up pager notification. Each pause character that you enter  
makes the system wait four seconds before sending out the tones for the digits that follow.  
For voice pagers, enter pauses after the pager number to delay the start of the CallPilot  
voice prompt that activates the pager. For alphanumeric pagers, enter pauses after the  
pager number and before the digits that appear on the pager display.  
Personal mailboxes  
Mailboxes assigned to users as a place to store messages.  
Primary greeting  
The main greeting played in a Personal mailbox.  
Programmable memory buttons  
On display telephones, buttons that can store feature codes and numbers.  
Recognize dial tone  
After accepting an Outbound Transfer or Off-premise Message Notification destination  
phone number, entering adds a D to the digit string. CallPilot uses this to recognize  
dial tone when an access code is required.  
Resetting passwords  
A System Administrator task that changes a mailbox password from its current setting  
back to the CallPilot default setting 0000 (four zeros).  
Special mailboxes  
The two mailboxes used by the System Administrator and designated CallPilot Operator.  
The two Special mailboxes are the System Administrator Mailbox and the General  
Delivery Mailbox.  
System Administrator  
The person who configures, updates and maintains the CallPilot system.  
System Administrator Mailbox  
One of the two Special mailboxes. This mailbox is used by the System Administrator for  
sending Broadcast Messages. This is also the System Administrator’s Personal mailbox.  
Touch tone phone  
A push-button telephone that emits DTMF tones.  
Voice prompts  
The prerecorded voice instructions that play when you access CallPilot features and  
options.  
P0919417 03  
 
109  
Index  
A
D
Deleted messages  
B
Destination number  
Broadcast message  
C
Destination pager number  
Call Forward  
Destination telephone number  
Display telephone  
Call Forward on Busy  
Display telephones  
E
Erased messages  
CallPilot  
F
Feature 986 64  
Feature 987 61  
Calls  
transferring  
Forwarded messages  
G
Character limit  
for Off-premise Message Notification  
for Outbound Transfer  
CallPilot Reference Guide  
 
 
110 Index  
recording  
Making selections using the dialpad  
Message Delivery options  
Messages  
Group List  
H
I
Information mailbox greeting  
Information message  
N
Name  
L
Listening to your messages. see Playing your mailbox  
O
M
Mailbox  
destination number  
destination pager number and message  
Mailbox password  
setting up  
Mailboxes  
General Delivery  
P0919417 03  
 
Index 111  
Off-premise Message Notification parameters  
Replying  
Opening your mailbox  
S
Outbound Transfer  
Setting up  
Off-premise Message Notification  
Outbound Transfer  
destination telephone number  
setting up  
P
Special mailboxes  
Personal greetings  
T
Transferring calls  
V
Private messages  
R
Recording  
Recording technique  
CallPilot Reference Guide  
 

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