Nortel Voice Mail User manual

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Norstar Voice Mail 4.0 FAX

User Guide

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.

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

P0886631 Issue 1.0 FAX User Guide

Recording a Greeting

To record a Greeting:

1. Press

ƒ·°⁄

2. Enter your password and press

. 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

4. Press

GREET

5. Press

REC

⁄

6. Press

PRIME

⁄

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

⁄

Pswd:

OTHR RETRY

0 new 0 saved

PLAY REC

Mailbox admin

PSWD QUIT

Greeting options

CHOOSE CFWD

Greeting:

ALT PERS

Record new?

NO QUIT

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

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

to accept the greeting.

Press

RETRY

to erase and re-

record the greeting. Press

PLAY

⁄

to play the greeting.

10. Press

to end this session.

Record greeting:

RETRY

Accept greeting?

RETRY PLAY

Norstar Voice Mail FAX User Guide

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

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

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

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

°›

. 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

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

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

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