Nortel jAZZ X-6000 User manual

CallPilot.
TM
Release 2.0
Voice Mail User Guide

2
Contents
Welcome to CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Working with CallPilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
CallPilot keypad commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Using standard commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Logging in to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Changing your password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Recording your name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Recording greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Assigning a custom operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Blocking messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Turning Autologin on or off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Returning to speech commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Playing your messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Changing message speed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Changing message volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Deleting and restoring messages .. . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Calling the sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Replying to the sender . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Replying to the sender and all recipients . . . . . . . . . . . . . . . . . . . . . . . . 13
Forwarding a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Composing a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Addressing a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Addressing by name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Checking and editing your message . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Adding message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Adding message attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Express messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Thru-dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Distribution lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Remote Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
When you are the caller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Your CallPilot numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Document information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

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

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Working with CallPilot
How to use this guide
This guide explains in detail how to work with CallPilot from the keypad of your
touchtone telephone. If you want to use a feature or service described in this guide
but you cannot access it, check with your administrator.
CallPilot terms
Access numbers
Your administrator gives you the access numbers you need for CallPilot. Keep a handy
record of thesenumbersin YourCallPilotnumbers.
Mailbox
Your CallPilot mailbox stores your messages, recorded greetings, distribution lists, and
other personal settings. You can log in to your mailbox at any time to play your
messages and use all of the available CallPilot features and services. Your
administrator will assign you a mailbox number, which is usually your extension number.
Password
Your personal password provides security for your mailbox and its contents. All of your
interaction with CallPilot is confidential; no one else can access your mailbox.
Help sources
Voice prompts
On your telephone, CallPilot guides you with voice prompts at each step. The prompts
tell you what to do next, or what options are available, so you don’t have to remember
every step. You can interrupt a prompt by pressing the key for the next step.
Context-sensitive help
On your telephone, you can press *for Help at any time while you are logged into your
mailbox. You will hear the options that are available for your next step.
My CallPilot
On your computer, web-based My CallPilot provides a Useful Information page specific
to the mailbox options, features, and services that are available to you.
Printed help
In addition to this user guide, a printed Quick Reference Card and a printed Wallet Card
are available. Keep them near your telephone or take them with you when you travel.

CallPilot keypad commands
Message Options
Login Message List Commands
1
Urgent
On/Off
2 3
Economy
On/Off
4
Private
On/Off
5
Acknowl-
edge On/Off
6
Timed
Delivery
7
Add
Attachment
8 9
*
Options
Help
0 #
Cancel/
Exit
4
Reply
All
5
Compose
6
Delete/
Restore
7 8 9
Send
*
Message
Help
0
Message
Options
#
Cancel/
Exit
1
Reply
2
Play
Envelope
3
Forward
Message Commands Mailbox Commands
Mailbox Options
1
Custom
Operator
2
3
4 5
6
7
Block
Messages
8
9
*
Options
Help
0
#
Cancel/
Exit
1
Login
2
Greetings
3
Disconnect
4
Password
Change
5
CallPilot
Tools
6
Go to a
Message
7
8 9
*
Mailbox
Help
0
Mailbox
Options
#
Cancel/
Exit
Fax Options
Greetings
CallPilot Tools
4
5
6
7
8 9
Record
Name
*
Greeting
Help
0 #
Cancel/
Exit
1
External
Greeting
2
Internal
Greeting
3
Temporary
Greeting
1
2
3
4 5
Distribution
Lists
6
7 8 9
*
Tools
Help
0 #
1
Skip
Back
2
Play
3
Skip
Forward
4
Previous
Message
5
Record
6
Next
Message
7
Message
Commands
8
Mailbox
Commands
9
Call
Sender
*
Help
0
Attendant/
Thru-Dial
#
Stop
5

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Using standard commands
CallPilot has many standard commands that are common to all features, so you don’t
need a main menu. For example, Play is always 2, Record is always 5, and Help is
always *. If you learn these standard commands, you can use all CallPilot features
without memorizing every step.
Playing and recording
To play your messages, record messages, and record greetings, use these standard
commands as needed:
Message commands and mailbox commands
To access more features from your message list, use these two families of commands.
Commands that you use on the current message begin with 7. Commands that you use
to manage your mailbox begin with 8.
Always available
Press *for context sensitive Help prompts at any time. Press #to stop playback or
recording, to cancel a menu selection, to end data entry, or to end addressing.
1
Skip
Back
2
Play
3
Skip
Forward
4
Previous
Message
5
Record
6
Next
Message
7
Message
Commands
8
Mailbox
Commands
*
Help
#
Stop

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Logging in to your mailbox
To log in to your CallPilot mailbox, you need the CallPilot multimedia messaging access
number, and your own mailbox number and password.
Your administrator gives you these numbers and any other numbers you need for
CallPilot features and services. Keep a handy record of these numbers in Your CallPilot
numbers, page 31.
To log in for the first time
Your administrator will give you a temporary password that you change the first time you
log in.
1Decide on a new password. See Changing your password, page 8.
2Follow the login steps below, using your temporary password.
3When you are asked to enter a new password, follow the prompts. See Changing
your password, page 8.
To log in
You can log in to your mailbox from any touchtone telephone. When logging in from your
own telephone, you may be able to press a message key instead of dialing the access
number.
1Dial the CallPilot multimedia messaging access number, or press the message
key on your telephone.
2Enter your mailbox number, then press #. Or, at your own telephone, just press #.
3Enter your password, then press #.
You are now in your mailbox and can use all the message list commands.
To log in using Autologin
Autologin is an option that makes login easier because you don’t have to enter your
mailbox and password. Your administrator can allow secure numbers such as your
office or home telephone for Autologin. See Turning Autologin on or off, page 10.
To access your mailbox when Autologin is turned on, dial the CallPilot access number or
press the message key at one of your specified Autologin numbers.
To disconnect
When you have finished your CallPilot session, press 83to disconnect, or hang up.

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Changing your password
When you log in for the first time, you must change your password from the one you
werefirstassigned. After that,you canchangeyour password as oftenas required.Your
administrator sets the minimum length for a password.
To change your password
1While logged in to your mailbox, press 8 4.
2Enter your current password, then press #.
3You may see dashes instead of numbers if you have a display phone.
4Enter your new password, then press #.
5Enter your new password again, then press #.
If your password expires, follow the steps for changing a password.
If you forget your password, your administrator can assign you a temporary password.
Log in with the temporary password, then change it immediately.
Choosing a secure password
CallPilot prevents you from using some passwords if they are too short or too simple, or
if you have used the same one recently. Also, CallPilot requires that you change your
password on a regular schedule set by your administrator.
Keep your mailbox secure by choosing passwords that are not easily discovered.
Decide on a system for choosing passwords that is easy for you to remember but hard
for anyone else to guess. For example, you can create a unique and easy-to-remember
password by combining letters and numbers on your telephone keypad.
ecording your name
Your personal verification is used in your greetings and addressed messages, and in
express messaging, name dialing, and remote notification announcements.
To record a personal verification
1While logged in to your mailbox, press 8 2 for Greetings, then 9 to record your name.
You hear your current recorded name, if there is one.
2Press 5to record. Wait for the tone, then record your name.
3Press #to end the recording.
To play, delete, or re-record your personal verification
You can play, delete, or re-record your personal verification the same way as your
greetings. See Recording greetings, page 9. If you delete your personal verification,
your callers hear just your mailbox number or your name spelled one letter at a time.
To return to your messages
When you have finished recording your personal verification, press 4.
8 4
8 2 9

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ecording greetings
You can record external, internal, and temporary greetings. Callers from outside your
organization hear your external greeting, callers within your organization hear your
internal greeting. If you don’t record an internal greeting, all callers hear your external
greeting.
You can record a temporary greeting to tell your callers that you are away from the
office. All callers hear your temporary greeting if you record one. Tell your callers the
times or dates of your absence, and when you will retrieve your messages. You can set
up your mailbox to refuse messages while you are away. See Blocking messages,
page 10.
Keep your greetings brief and informative, and speak clearly. Check your greetings by
calling your number from external and internal telephones.
To record your greeting
1While logged in to your mailbox, press 8 2.
2Press 1for external greeting, 2for internal greeting, or 3for temporary greeting.
3Press 5to record. Wait for the tone, then record your greeting.
4Press #to end the recording.
To play, delete, or re-record your greeting
While at your greeting, you can play, delete, or re-record it.
To play your greeting, press 2.
To delete your greeting, press 7 6.
To re-record your greeting or add to it, press 5at the point in the greeting where
you want to start. Record the new greeting, then press #.
To set the expiry date for your temporary greeting
You can set an expiry month, day, and time for your temporary greeting. When the
temporary greeting expires, your callers will hear your external or internal greeting.
1While at your temporary greeting, press 9to set the expiry date.
2Enter the month, day, and time, pressing #after each entry.
For the current month or day, press #only.
For a time setting of 9:00, press 9 0 0 #. For a.m., press 1; for p.m., press 2.
Expiry time will be 9:00 in the time zone at your mailbox location.
For the standard expiry time of one minute after midnight on the date you
specified, press #for time.
For no expiry, press ###.
If you do not set an expiry date, or if you press # for month, day, and time, your
temporary greeting will remain in effect until you delete it.
To return to your messages
When you have finished recording your greetings, press 4.
8 2

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Assigning a custom operator
You can offer your callers the option of leaving a message or speaking to one of your
assistants or colleagues. In your greeting, tell callers to press zero if they wish to speak
to this person in your absence. The custom operator number is the number your callers
reach when they press zero. Ask your administrator if this feature is available to you.
To review and assign your custom operator number
1While logged in to your mailbox, press 8 0 for mailbox options, then 1to review
the custom operator number.
A prompt tells you the current custom operator number.
2Enter the new custom operator number.
Blocking messages
You can temporarily prevent your callers from leaving messages in your mailbox. You
can choose to transfer callers to an operator, or disconnect them. As a courtesy to your
callers while message blocking is turned on, you should record a temporary greeting
that provides details of your absence and tells callers what to do. Ask your administrator
if message blocking is available to you.
To block your messages and set options
1Press 8 0 for mailbox options, then 7for message blocking.
2Turn message blocking on or off:
To turn message blocking on at all times, press 1.
To turn message blocking off, press 2.
To block your messages only when a temporary greeting is in effect, press 3.
3To allow callers to speak to the custom operator you assigned, press 1.
Or, to have callers disconnected after your greeting, press 2.
Turning Autologin on or off
Ask your administrator if Autologin is available to you. See To log in using Autologin,
page 7.
1While logged in to your mailbox, press 8 0 for mailbox options, then 4 for
Autologin.
2Press 1to turn Autologin on, or press 2to turn it off.
8 0 1
8 0 7
8 0 4