Nortel Voice Mail User manual

•••••••••••••••••••••••••
••••••••••••••••••••••••••••••••••••••••
Norstar Voice Mail 4.0 FAX
User Guide

COPYRIGHT NOTICE
This Nortel documentation is protected by copyright. It may not
be copied in any form or medium except pursuant to the Nortel
License to Copy Documentation ("License"). If a License has
been purchased, it will be enclosed with this copy of Nortel
documentation.

P0886631 Issue 1.0 FAX User Guide
Contents
Norstar Voice Mail FAX User Guide 1
Learning about the Norstar Voice Mail FAX option 1
About the virtual Fax line 2
Your Personal mailbox greeting 2
Recording a Greeting 3
Receiving a Fax message 4
Retrieving Fax messages 5
Transferring a Fax message to your mailbox 6
Setting the Preset fax machine 6
Printing Fax messages 8
Printing all the new or saved Fax messages in your mailbox 8
Printing a Fax message 11
Fax cover sheet 15
Fax forward cover page 15
Sending Fax messages 16
Forwarding a Fax message to another mailbox 17
Forwarding a Fax message to an external number 19
Fax System Group message (Fax Broadcast) 20
About the Fax System Group List 20
Sending a Fax System Group message (Fax Broadcast) 21

P0886631 Issue 1.0 FAX User Guide
Norstar Voice Mail FAX User Guide
This guide explains how to use the Norstar Voice Mail FAX option with
your personal mailbox. It explains how to receive, print and send fax
documents (Fax messages).
All Norstar telephones provide Norstar Voice Mail voice prompts. On
telephones with display buttons, the voice prompts are delayed for five
seconds. If you don’t see an option on your telephone display, wait for the
voice prompt to announce the additional options.
To use Norstar Voice Mail FAX features, press the display buttons or the
dialpad buttons on your Norstar telephone.
When you see a display button like this: PLAY
,
or a dialpad button like this: ¤
,
press either one to activate the Norstar Voice Mail feature. This guide shows
you both methods.
Note: Thisdocumentexplains the NorstarVoiceMail features relatedtothe
FAX option. If you need instructions about how to use other
Norstar Voice Mail Features, refer to your Norstar Voice Mail User
Guide or your Norstar Voice Mail Reference Guide .
Learning about the Norstar Voice Mail FAX option
The Norstar Voice Mail FAX option allows you to use Fax features with
your personal mailbox.
A fax document in a mailbox is called a Fax message. Fax messages can be
either voice introduced or non-voice introduced. This means the caller can
leave a Fax message in a mailbox with or without an introductory voice
message. The Norstar Voice Mail FAX option allows a caller to leave a Fax
message in a personal mailbox for a mailbox owner. The mailbox owner can:
• retrieve and print the Fax message on a fax machine
• forward the Fax message to another mailbox.

2 Norstar Voice Mail FAX User Guide
FAX User Guide P0886631 Issue 1.0
About the virtual Fax line
A line can be assigned to a mailbox to act as a virtual fax line. Any Fax
messages sent to the virtual fax line bypass the greeting and Automated
Attendant. The Fax message is sent immediately to your mailbox. This Fax
messageisaccessed in thesameway that youaccessother Fax messages.For
more information about accessing Fax messages, refer to "Receiving a Fax
message" on page 4.
See your System Coordinator for the telephone number of your virtual fax
line. Then you can advise people of your new fax line number.
Your Personal mailbox greeting
In your Personal mailbox greeting, you must inform callers that they can
leave Fax messages in your mailbox. Also inform callers that they must be
calling from a fax machine telephone to send you a Fax message. The caller
must press
°
and START/SEND on the fax machine. Norstar Voice Mail
automatically receives and stores the Fax message in your mailbox. For
example:
“ Hello. You have reached Brian Purdy with Ideal Office Machines. I am in
the office today, but I am currently away from the phone. Please leave your
name, telephone number and a brief message after the tone.
If you want to send me a fax and you are calling from a fax machine
telephone, press
° and then press the START/SEND button on the fax
machine.”
For more information about Personal mailbox greetings, refer to the
Norstar Voice Mail User Guide or ask your System Coordinator.

Norstar Voice Mail FAX User Guide 3
P0886631 Issue 1.0 FAX User Guide
Recording a Greeting
To record a Greeting:
1. Press
ƒ·°⁄ .
2. Enter your password and press OK
or
£ . Your unique password was
determined when you first opened your
mailbox and performed the initialization
steps.
If you are recording a greeting from a
telephone that has not been assigned to
your personal mailbox, press OTHR
. The
display shows the Log: prompt. When
this prompt appears, enter your mailbox
number and password. If you are using a
single-line display telephone, press
•
at the Pswd: prompt to reach the Log:
prompt.
3. Press ADMIN
or
° .
4. Press GREET
or
¤ .
5. Press REC
or
⁄ .
6. Press PRIME
or
⁄ .
Note: Press ALT
to record your Alternate
Greeting. If you are changing your
greeting, your current recorded
Primary Greeting begins to play.
7. Press YES or
⁄ .
Pswd:
OTHR RETRY
0 new 0 saved
PLAY REC
Mailbox admin
PSWD QUIT
Greeting options
CHOOSE CFWD
Greeting:
ALT PERS
Record new?
NO QUIT

4 Norstar Voice Mail FAX User Guide
FAX User Guide P0886631 Issue 1.0
Receiving a Fax message
You can receive two types of Fax messages: non-voice introduced and voice
introduced. An introduction is a voice message the caller leaves with the Fax
message. In a non-voice introduced Fax message, the caller only leaves the
Fax message.
It is not possible for a caller to send a Fax message to your personal mailbox
by using the autosend feature on their fax machine. If the caller attempts to
use autosend, the call will be answered by a person, such as a receptionist or
the mailbox owner. A call sent by autosend may also be answered by the
Automated Attendant. If the Automated Attendant detects a fax tone, the call
is transferred to the designated Fax Answering extension.
Note: If you answer a call and hear a fax tone, transfer the call to your
mailbox by pressing
ƒ·°fl .
Then you receive the Fax
message in your mailbox.
8. At the tone, record your greeting and
press OK or
£ to end your recording.
Do not use the Norstar Handsfree
Feature to record a greeting. For best
results, speak directly into the telephone
handset, clearly and at a pace that is easy
to understand.
Note: Your greeting should tell callers they
can leave a Fax message in your
mailbox. Refer to "Your Personal
mailbox greeting" on page 2.
9. Press OK
or
£ to accept the greeting.
Press RETRY
or
¤ to erase and re-
record the greeting. Press PLAY
or
⁄
to play the greeting.
10. Press ® to end this session.
Record greeting:
RETRY
Accept greeting?
RETRY PLAY

Norstar Voice Mail FAX User Guide 5
P0886631 Issue 1.0 FAX User Guide
When you receive a message in your mailbox, your telephone display shows:
This display indicates that you have a new voice message or a Fax message
in your mailbox. To check messages you must open your mailbox.
To open your mailbox:
Anaverage Fax message, consisting of text only, uses 10 seconds of mailbox
message time per page. A Fax message that contains graphics can use as
much as two minutes of mailbox message time per page. After you have
printed or forwarded your Fax messages, delete them from your mailbox.
Retrieving Fax messages
When you retrieve a Fax message, Norstar Voice Mail shows the fax
identification number on the display. If the message is a voice introduced
Fax message, the Fax identification number plays before the voice message.
To retrieve your Fax messages:
• Press PLAY or
¤ to retrieve your new Fax messages.
• Press fl until you find the saved Fax message you want to print.
1. Press
ƒ·°⁄ .
2. Enter your mailbox password and press
OK
or
£ .
3. After you open your mailbox, the
telephone display shows you the number
of new and saved messages. In this
example, there is one new message and
one saved message. A voice prompt also
plays, indicating the number of new and
saved Fax messages.
Message for you
MSG
Pswd:
OTHR RETRY
1 new 1 saved
PLAY REC ADMIN

6 Norstar Voice Mail FAX User Guide
FAX User Guide P0886631 Issue 1.0
Transferring a Fax message to your mailbox
When a caller is attempting to leave a Fax message in your mailbox and you
answer the call, transfer the call to your mailbox. Inform the caller that you
are transferring them to your mailbox.
To transfer a fax call to your mailbox:
1. Press ƒ · °› . Do not put the call on hold.
The caller hears your mailbox greeting.
If you answer your telephone and hear a fax tone, transfer the fax call to your
mailbox.
While the call is active:
1. Press ƒ · ° fl . Do not put the call on hold.
2. Enter your mailbox number.
The Fax message is left in your mailbox.
Setting the Preset fax machine
Each personal mailbox can have a Preset fax machine assigned for printing
Fax messages. When the Preset option is selected, the Fax messages are
printed at the same fax machine every time.
To set up the Preset fax machine:
1. Press ƒ·°⁄ .
2. Enter your password and press OK or
£ .
3. Press ADMIN or
° .
4. Press ‡ .
Pswd:
OTHR RETRY
0 new 0 saved
PLAY REC
Mailbox admin
GREET PSWD QUIT

Norstar Voice Mail FAX User Guide 7
P0886631 Issue 1.0 FAX User Guide
5. This display appears if there is no preset
fax machine. If the fax machine is
preset, the display shows: Preset fax.
You have the option of changing the
preset fax telephone number.
6. Press PHONE or ⁄ to enter the fax
telephone number. Press EXT or ¤ to
enter the fax extension number.
7. Enter the fax telephone number and
press OK or £ .
8. Press OK or
£ to accept the fax
telephone number represented here by
the <x>. Press ADD to add special
characters to the fax telephone number.
For information on adding special
characters, refer to the
Norstar Voice Mail User Guide.
9. Press ® to end this session.
No Preset
Destination:
EXT
Dest ph:
RETRY
<x>>
>>
ADD
Mailbox admin
GREET PSWD QUIT