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CallPilot Fax User Guide

Contents

Chapter 1
CallPilot Fax User Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Symbols and text conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Telephone buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Related Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Learning about Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

About the Express Messaging Line . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Checking which mailbox interface you use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Telling callers about fax in your mailbox greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Receiving a fax message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Transferring a fax call to your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Opening your mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Printing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

About destinations for printing fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Assigning a preset fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

To print all your fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Fax cover page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Sending fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Forwarding fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

About Fax Group messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Adding special characters to a fax telephone number . . . . . . . . . . . . . . . . . . . . . . . . . 30

Summary of Contents for CallPilot

Page 1: ...Avaya Business Communications Manager Release 6 0 Document Status Standard Document Number NN40080 100 Document Version 03 02 Date October 2010 CallPilot Fax User Guide ...

Page 2: ...RIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Copyright Except where expressly stated otherwise no use should be made of the Doc...

Page 3: ...7 To print all fax messages 18 To print an individual fax message 19 To print fax messages from a fax telephone 20 To send a fax message to a personal mailbox 21 To forward a fax message to a mailbox Norstar Voice Mail 23 To forward a fax message to a mailbox CallPilot 24 To forward a fax message to an external number Norstar Voice Mail 24 To forward a fax message to an external number CallPilot 2...

Page 4: ...4 Task List NN40080 100 NN40080 100 ...

Page 5: ...interface you use 11 Telling callers about fax in your mailbox greeting 12 Receiving a fax message 13 Transferring a fax call to your mailbox 14 Opening your mailbox 15 Printing fax messages 15 About destinations for printing fax messages 16 Assigning a preset fax machine 16 To print all your fax messages 17 Fax cover page 21 Sending fax messages 21 Forwarding fax messages 22 About Fax Group messa...

Page 6: ...6 Contents NN40080 100 NN40080 100 ...

Page 7: ...fax messages 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 see Checking which mailbox interface you use on page 11 Audience This guide is for CallPilot Fax users Note If you need information about other CallPilot features see the CallPilot Reference Guide or ask your system a...

Page 8: ...rk improperly Note A Note alerts you to important information Tip Alerts you to additional information that can help you perform a task Security note Indicates a point of system security where a default should be changed or where the administrator needs to make a decision about the level of security required for the system Warning Alerts you to ground yourself with an antistatic grounding strap be...

Page 9: ...uttons Where other telephones require that you select a line button to answer a call on the Avaya 7100 Digital Deskphone 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 Avaya 7100 Digital Deskphone terminal On Avaya 7100 Digital Deskphone terminals you can answer a second call by pressing Your active call is put o...

Page 10: ...box About the Express Messaging Line You can have an Express Messaging Line assigned to your mailbox An Express Messaging Line allows you to send only a fax message when the fax only option is selected or to send voice and fax messages when the fax only option is not selected A fax message sent to the Express Messaging Line bypasses the Automated Attendant and is sent immediately to your mailbox Y...

Page 11: ...k 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 This is the Norstar Voice Mail interface This is the CallPilot interface ...

Page 12: ...lo 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 the START SEND button on the fax machine now or when this message ends For more information about mailbox greetings se...

Page 13: ...ne Transfer the fax call to your mailbox 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 3 Press REC or 4 Press PRIME or to record the Primary greeting or press ALT or to record the Alte...

Page 14: ...n transfer the call to your mailbox To transfer a fax call to your mailbox 1 Press ﬂ Do not put the call on hold 2 Enter your mailbox number The fax message is left in your mailbox 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 for messages you must open your mailbox Message ...

Page 15: ...other 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 3 After you open your mailbox the telephone display shows how many new and saved messages you have A voice prompt announces how many new and saved voice and fax messages you have In this...

Page 16: ...eset or Other A cover page is not added for fax messages you print from a fax telephone For more information see Fax cover page on page 21 Assigning a preset fax machine If you assign a preset fax machine your fax messages print at the same fax machine every time Table 1 Fax destinations Preset You can set up a fax machine as the default destination When you print and you select Preset the fax mac...

Page 17: ...ce Press ADMIN or Press Go to step 3 3 This display appears if there is no preset fax machine If the fax machine is preset the display shows Preset fax If you want to assign a different machine as the preset fax machine press CHNG 4 Press PHONE or to assign the phone number of a fax machine or press EXT or to assign the extension number of a fax machine This example shows assigning the phone numbe...

Page 18: ...f you use the Norstar Voice Mail interface and you have new fax messages Press NEW or to print all your new fax messages or press SAVED or to print all your saved fax messages If you do not have any new fax messages the display in step 4 appears 4 Press PRESET or if you want to print on the preset fax machine and go to step 8 or press OTHR or if you want to print on a fax machine other than the pr...

Page 19: ...shows the number of fax messages printed 9 Press to end this session 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 Print Command menu Go to step 3 If you use the Norstar Voice Mail interface Press ﬂ until you locate the fax you want to print Go to step 3 3 Wait until the prompt announces ...

Page 20: ... password and press 4 Send the fax message to print If you use the Norstar Voice Mail interface press to print your fax messages If you use the CallPilot interface press to print your fax messages 5 If you have new and saved fax messages you can print either all new or saved fax messages press to print all new fax messages press to print all saved fax messages Step 5 is bypassed if you have only n...

Page 21: ...ong The system times out after five seconds of silence To send a fax message to a personal mailbox 1 Place the document that you want to send in the fax machine 2 From the fax machine telephone dial the CallPilot telephone number of the person you want to send a fax to 3 Wait for the mailbox greeting or let the CallPilot operator transfer you to the mailbox to leave a fax message If the person you...

Page 22: ...to forward fax messages You can send the same fax message to more than one person but not to a Group List For information about forwarding a fax message to an external number see To forward a fax message to a mailbox Norstar Voice Mail on page 23 When you forward a fax message a new cover page is added to the original fax message becoming part of the new message If the fax message already has a Ca...

Page 23: ...arded fax message 7 Record the introduction and press OK or to end the recording or press RETRY or to re record the introduction or press PAUSE or to pause while you record the introduction 8 Press OK or to accept the recording 9 Enter the mailbox number you want to forward the fax message to or press DIR or to search the Company Directory 10 Press SEND or to forward the message without a delivery...

Page 24: ...orward the fax message to and press OK or or press NAME or to search the Company Directory 5 Press OK or to end the list of addresses 6 If you want to attach a voice message press REC or ﬁ and record your message 7 If you want to attach message options press to assign message options 8 Press to send the message 9 Press to end the session 1 Press Follow the voice prompts or the display button optio...

Page 25: ...8 Enter the fax telephone number and press OK or 9 Press OK or to accept the fax telephone number represented here by x or press ADD to add special characters to the fax telephone number For information about adding special characters see Adding special characters to a fax telephone number on page 30 10 CallPilot forwards the fax message 11 Press YES or and repeat steps 6 to 11 to send this messag...

Page 26: ...dministrator for a list of fax machines in each Fax Group List 1 Press Follow the voice prompts or the display button options on your telephone to open your mailbox 2 Press to open the Print Command menu 3 Press MSG or to forward the current message or press NEW or to forward all your new fax messages or press ALL or to forward all your new and saved fax messages 4 Press OTHR or to specify the fax...

Page 27: ... for you When you give the System Administrator the information include the names of the recipients a list of the fax machine numbers the Fax Group List name Before you send a Fax Group message be sure your System Administrator has created the Fax Group List and the list contains all the fax machines that are to receive the fax message ...

Page 28: ...ax Group List recipients do not hear voice introductions 7 Enter the Fax Group List number 8 Press SEND or to send the fax message or press OPTS or to assign message delivery options or press CC to send the message to another recipient For information about delivery options see the CallPilot Reference Guide 9 Press to end the session 1 Press Follow the voice prompts or the display button options o...

Page 29: ...ssage to 6 If you want to attach a voice message press REC or ﬁ and record your message External Group List recipients do not receive voice introductions to fax messages 7 If you want to attach message options press to assign message options 8 Press to send the message 9 Press to end the session To NAME SPEC CNCL To NAME SPEC CNCL Empty REC Msg options URG PRIV OTHR Msg delivered ...

Page 30: ...button directly below the option on a two line display telephone or listen to the voice prompts Press To or DIGS resume adding digits to the destination phone number or PAUS enter a timed pause that appears as P on the display Pauses are four seconds long recognize dial tone behind PBX The Recognize Dial Tone special character appears as D on the display ﬁ or OTHR enter ﬂ or OTHR enter TONE recogn...

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