Voice Mail Information

Transcription

1 Voice Mail Information Greeting Passwor Personal Verification Play Messages Compose Messages Forwar Messages Note: Anything in re is a new change to the Voice Mail Instructions To log on from your own telephone: 1 Dial the Call Pilot access number (3600). (Certain telephones allow you to automatically ial Call Pilot by pressing the message waiting key.) "Call Pilot. Mailbox?" 2 Press #. (Call Pilot will then assume that your extension number is the same as your mailboxnumber.) "Passwor?" 3 Enter the passwor, followe by #. Note: If your passwor has expire, you are given the chance to change it. (You cannot access your messages until you change it). 4 You are now logge on. To log on from any telephone: 1 Dial the Call Pilot access number. "Call Pilot. Mailbox?" 2 Enter your mailbox number, followe by #. "Passwor" 3 Enter the passwor, followe by #. Note: If your passwor has expire, you will have to change it. You are now logge on to Call Pilot. A escription of new, urgent an unsent messages is playe. 4. Press 83 to log off when you are finishe. Assigning a custom operator To review an assign your custom operator number 1 While logge in to your mailbox, press 80 for mailbox options, then 1 to review the customoperator number. (A prompt tells you the current custom operator number). 2 Enter the new custom operator number. Personal Verification The Personal Verification is a recoring which you make of your name an extension number. This recoring is then playe by the system instea of your phone number so that callers hear your name an phone number, spoken in your voice. The personal verification is also playe to confirm the mailbox number entere when someone is composing a message to you. If your aministrator has not enable the Personal Verification feature, a prompt will tell you this. Why recor a personal verification? There are a number of reasons for recoring a personal verification: ôientification -Recoring your name an mailbox number or job title may be helpful to callers who on't know you very well. ôsening messages to numbers outsie your Call Pilot system -Messages elivere to people who o not have mailboxes on your Call Pilot system will inclue your personal verification. The recipient will recognize who the message is from an will be more likely to listen to it. ôname Dialing -When someone calls you using name ialing, the system will play your personal verification instea of spelling your name to the caller. ôremote

2 notification -Anyone who answers a call from the remote notification service will know who the call is for. Recoring a personal verification ôwhile logging in to your mailbox, press 82 for Greetings, then 9 to recor your name. You hear your current recore name, if there is one.ôpress 5 to recor. Wait for the tone, then recor your name.ôpress # to en the recoring. To play, elete, or re-recor your personal verification ô You can play, elete, or re-recor your personal verification the same way as your greetings. See Recoring greetings, page 9. If you elete your personal verification, your callers hear just your mailbox number or your name spelle one letter at a time. To return to your messages ôwhen you have finishe recoring your personal verification, press 4. Recoring Greetings To recor external, internal an temporary greetings: 1 While logge in to your mailbox press 82 2 Press 1 for external greeting, 2 for internal greeting, or 3 for temporary greeting. 3 Press 5 to recor. Wait for the tone, then recor your greeting. 4 Press # to en the recoring. To elete, or re-recor a greeting: While at your greeting, you can play, elete, or re-recor it. 1 To play your greeting, press 2. 2 To elete your greeting, press To re-recor your greeting or a to it, press 5 at the point in the greeting where you want to start. Recor the new greeting, then press #. To set the expiry ate for your temporary greeting You can set an expiry month, ay, an time for your temporary greeting. When the temporary greeting expires, your callers will hear your external or internal greeting. 1 While at your temporary greeting, press 9 to set the expiry ate. 2 Enter the month, ay, an time, pressing # after each entry. 3 For the current month or ay, press # only. 4 For a time setting of 9:00, press 900#. For a.m., press 1: for p.m., press 2. Expiry time will be 9:00 in the time zone at your mailbox location. 5 For the stanar expiry time of one minute after minight on the ate you specifie, press # for time. 6 For no expiry, press ###. If you o not set an expiry ate, or if you press # for the month, ay, an time, your temporary greeting will remain in effect until you elete it. Passwor Information:

3 Changing your passwor: 1 While logge in to your mailbox, press 84 2 Enter your current passwor, then press #. 3 You may see ashes instea of numbers if you have a isplay phone. 4 Enter your new passwor, then press # 5. Enter your new passwor again, then press # If your passwor expires, follow the steps for changing a passwor. If you forget your passwor, your aministrator can assign you a temporary passwor. Log in with the temporary passwor, then change it immeiately. Choosing a secure passwor: CallPilot prevents you from using some passwors if they are too short or too simple, or if you have use the same one recently. Also, CallPilot requires that you change your passwor by combining letters an numbers on your telephone keypa. Playing your messages: What you will hear is in quotation marks.to play the message just escribe, press 2. "(Message)"To go to the next message, press 6. "(Description of next message")to go to the previous message, press 4. "(Description of previous message")to go to a specific message, press 86, then message number, then #. "(Description of message)"to pause uring playback, press #. "Playback stoppe"to continue, press 2. "(Message playback resumes)"to skip backwar 5 secons at a time, press 1. "(Earlier part of message)"to skip forwar 5 secons at a time, press 3. "(Later part of message)"to start over at the first message from the en of your message list, press 6.To elete the message, press 76. "Message (number) elete. (Description of next message)"to restore the elete message (within the current session only), go to elete message, then press 76. "Message (number) restore. (Description of next message.)" For more information about the message, press 72. "(Detaile escription of message.)" When you have playe your messages, press 83 to isconnect from CallPilot, or hang up. Or, you can remain logge in to use other messaging features. Composing messages: 1 Press 75. "Compose. Enter a list of mailboxes." 2 Enter the first mailbox or istribution list number, followe by #. If you on t know the person s mailbox number, enter the name ialing prefix (usually 11) an spell the person s name. To remove a mailbox or istribution list number from the list of recipients, press 0# after entering mailbox number.

4 "Aress (mailbox number) cancelle." 3 Enter the next mailbox number, followe by #, or simply press # to tell Call Pilot that you have enter the last aress. "To begin recoring, press 5. To en recoring, press number sign." 4 Press 5. Wait for the tone, then speak. 5 When you have finishe speaking, press #. "Recoring stoppe." 6 If you want to sen the message at this point, press 79. "Message sent." 7 Go to another activity or hang up. Aressing by Name You can enter an aress by spelling a person's name on your telephone keypa instea of entering a number. You can use name aressing for aressing a message, creating a istribution list, express messaging, an thur-ialing. When you have entere all the require aresses, return to step 3 in To aress, recor, an sen a message. To Aress by Name ô When CallPilot prompts you for a mailbox number, enter the name aressing prefix. (If you on't know the prefix, press *.) Spell the last name, then the first name. ôfor Q, press 7: for Z, press 9. For example, to reach Quinn, Bob ial ôif you o not know the complete name, enter the first few letters, then press #. Select from the list of possible matches for the name. ôyou can stop spelling the name as soon as the system announces a match. You o not have to press #. The message is automatically aresse with the mailbox number for this name. ôif the name is part of a list of aresses, continue to enter aresses. When you are finishe, press # to en the list. Creating an eiting messages: What you will hear is in quotation marks. To pause uring a recoring, press #. "Playback stoppe." To check your message, press 2. "(Message.)"To skip backwar 5 secons at a time, press 1. "(Earlier part of message.)"to skip forwar 5 secon at a time, press 3. "(Later part of message.)"to erase the message an re-recor, press 5 at the beginning or the message. Wait for the tone, then re-recor.to a to the en of the message, press 5 at the en of the message. Wait for the tone, then recor.to re-recor part of the message, press 5 at the place in the message where you want to start to re- recor. Wait for the tone, an then re-recor from this point to the en of your message.to elete the message entirely, press 76. The message is cancelle an you are then positione at

5 the beginning of the next message escription. To restore the elete message (beforeisconnecting), return to the message an press 76.To get more information about the message, press 72. "(Detaile escription of message.)"to pause, press #; to continue, press 2. To slow own a message, press 21; to spee it up, press 23. You can increase the spee three times above normal, an ecrease it two times below normal. To play the message softer, press 24 ; to play the message louer, press 26. You can increase the volume three times above normal, an ecrease it two times below normal. The next time you log in, the message volume will be normal. To remove the mailbox or istribution list number last entere while aressing the message, press 0#. "Aress (mailbox/list number) cancelle." Aing Message Options When you create a message you can inicate that you want it hanle in a special way. The message options are URgent, Economy, Private, Acknowlegment, an Time Delivery. A message cannot be tagge both Urgent an Economy. Before sening the message, you can check the options by pressing 72 to play the message envelope. To A An Urgent Option When you sen a message marke Urgent, the recipient is notifie in the mailbox summary an inthe message heaer that the message is urgent.before or after recoring a message, press 70, then 1 to a the Urgent option.to cancel an Urgent option for a message, press 70, then 1 again. To A An Economy Option You can use the Economy option for messages sent to other networks. Your organization sens Economy messages at a lower overnight rate.before or after recoring a message, press 70, then 3 to a the Economy option.to cancel an Economy option for a message, press 70, then 3 again. To A An Private Option When you sen a message marke Private, recipients in your organization cannot forwar it orattach it to another message. Be aware that recipients in other organizations may not be tol yourmessage is Private, an they may be able to forwar it.before or after recoring a message, press 70, then 4 to a the Private option.to cancel an Private option for a message, press 70, then 4 again. To Request an acknowlegment To Your Message When you sen a message marke Acknowlegment, CallPilot automatically eposits a separate acknowlegment message in your mailbox after each recipient has rea your message. Some other networks may only acknowlege that your message has been recieve by the system, not rea by the recipients Before or after recoring a message, press 70, then 5 to a the Acknowlegment option. To cancel an Acknowlegment option for a message, press 70, then 5 again. To Set A Specific Time For Delivering A Message 1 You can compose a message to be elivere to the recipients at a future ate an time.

6 2 Before or after recoring a message, press 70, then 6 for Time Delivery. 3 Enter the month, ay, an time, pressing # after each entry. For a time setting of 9:00, press 900#. For a.m., press 1: for p.m., press 2. (Delivery will be 9:00 in each recipient's time zone.for the current month or ay, press # only.for elivery one minute after minight on the ate you secifie, press # for time.to cancel Time Delivery for a message, press # for month, ay, an time. Forwaring messages: 1 After hearing the message, press 73. "Forwaring message (number). Enter a list of mailboxes." 2 Enter the first mailbox number, followe by #. "(Name or mailbox user.)" To remove a mailbox number from the list of recipients, press 0# after entering the mailbox number. "Aress (mailbox number) cancelle." 1 Enter the next mailbox number, followe by #, or simply press # to tell Call Pilot that you have entere the last mailbox number. "To begin recoring, press 5. To en recoring, press number sign." 2 To sen the message at this point, press 79 or to recor an introuction, press 5, wait for the tone an then start speaking. 3 When you have finishe recoring the introuction, press #. "Recoring stoppe." 4 If you want to sen the message at this point, press 79. "Message sent " 5 Go to another activity or hang up. Note: You can forwar a message to another mailbox, to a istribution list, or to a telephone number. You can also recor an introuction to the original message. You cannot forwar a message marke "Private". Anolog/Single Line Phones Only: To transfer a call into voic , hit receiver for a half-secon, ial 3601, ial voic number, then hit receiver again. For Multi Line/Digital Phones Only: If a nee for forwaring on these phones are neee please call George in Network Services. For New Multi Line Phones Only: Press the "Forwar" button an type in the extention you woul like to forwar your phone to, then press the "Done" button. Aing Message Attachments: You can attach one or more voice, fax, or mixe voice an fax messages currently in your mailbox to your message before sening it. You canot attach a message marke Private. 1 Before or after recoring a message, press 70 for Message Options, then 7 for A Attachment. 2 Enter the message number or fax ID of the message that you want to attach to your unsent message, then press #. If you enter a number for a voice message, both voice an fax are attache. Distribution Lists: A istribution list saves you time when you sen messages to the same group of aresses. You can create up to 99 personal istribution lists, an recor a name to ientify each list. Each personal istribution list can contain up to 200 entries. You can also use share istribution lists supplie by your aministrator.

7 To Create A Personal Distribution List A personal istribution list can contain all of the same types of aresses to which you can sen a compose message, except other personal istribution lists. An entry can be a mailbox number, share istribution list number, network mailbox, open network mailbox, Internet user, or telephone number. 1 While logge in to your mailbox, press 85 for CallPilot Tools, then 5 to create istribution lists. To play a summary of all your lists, press *. 2 Enter a number from 1 to 99, then press #. 3 Press 9 if you want to recor a name to help you ientify this list in the future. At the prompt, press 5, recor the list name, then press #. 4 Press 5 to start entering aresses into the list. 5 Enter the first aress, then press # in the same way you aress a message. 6 Continue to enter aresses, pressing # after each one. To cancel the last number you entere in the list, press 0 #. 1 W hen the list is com plet e, pres s #. 2 W hen you are finis he, press 4 to return to your messages. To Play, Eit, Or Delete A Personal Distribution List After you create a personal istribution list, you can play it to hear all the aresses, a to it, elete it, an search for aresses in the list. 1 While logge in to your mailbox, press 8 5 for CallPilot Tools, then 5 to create istribution lists. To play a summary of all your lists, press *. 2 Enter the istribution list number, then press #. If you on't remember the T o number, press * to hear a summary of your personal istribution lists. To play the contents of the list, press 2. s to the list, press 5. Enter each aress, then press #. When the list is complete, press #. a To elete the entire list, press 7 6. You can restore the list by ppressing 7 6 immeiately after eleting it. a r e s s e To search for an aress in the list so you can a it or elete it, press 6. Enter the aress, then press #. CallPilot tells you if the aress is in the list. If the aress is not in the list, you can a it by pressing 5. If the aress is in the list, you can elete it by pressing 7 6. finishe, press 4 to return to your messages. 3. Whe n you are When You Are The Caller: When you are calling another person's CallPilot mailbox, you can use many of the messaging commans escribe

8 i n t h i s g u i e. Y o u c a n a l s o tell callers from outsie your organization how to use these commans. Here are some convenient an time-saving tips. Interrupting greetings While you are listening to a person's greeting, you can stop the greeting at any time by pressing # an then recoring your message. This saves time when you call the same person frequently an on't nee to hear the greeting. If you call a person who has recore a temporary absence greeting, you hear a warning when you try to stop the greeting. This allows you to continue listening if you want to, or to start recoring. Connecting To The custom Operator While you are listening to a person's greeting, you can press 0 to transfer to the custom operator number assigne for the mailbox. Thur-Dialing To Another Number You may be able to transfer to another person in the same organization by pressing 0, followe immeiately by the person's extension number. Home