Part No. P0941753 02
CallPilot
Fax User Guide
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3
CallPilot Fax User Guide
About CallPilot Fax
This guide explains how to use CallPilot Fax with your personal mailbox. It explains how to
receive, print and send fax messages.
Note: If you need information about other CallPilot features, refer to the CallPilot
Reference Guide.
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, refer to “Checking
Learning about Fax
With CallPilot Fax you can access Fax features from your personal mailbox.
A fax document in a mailbox is called a fax message. Fax messages can have a voice introduction.
This means that a caller can leave a fax message with or without an introductory voice message in
your personal mailbox.
You can:
•
•
retrieve and print the fax message on a fax machine
forward the fax message to another mailbox
About the Express Messaging Line
You can have an Express Messaging Line assigned to your mailbox. A fax message sent to the
Express Messaging Line bypasses the Automated Attendant and is sent immediately to your
mailbox. You access the fax message the same way you access other fax messages. For more
Ask your System Administrator for the telephone number of your Express Messaging Line. Then
you can inform people of your direct fax line number.
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CallPilot Fax User Guide
Telephone buttons
All one line and two line display telephones provide CallPilot voice prompts. On telephones with
display buttons, the voice prompts are delayed for five seconds. If you do not see an option on
your telephone display, wait for the voice prompt to announce the additional options.
To use Fax features, press the display buttons or the dialpad buttons on your telephone.
When you see a display button like this: PLAY, or a dialpad button like this: Û, press either button
to activate the CallPilot feature. This guide shows you both methods.
This table shows the Nortel Networks Business Series Terminal buttons. Use the buttons that
pertain to the type of telephone you use.
M7100, M7208, M7310,
M7324
M7100N, M7208N,
M7310N, M7324N
Button name
Feature
T7100, T7208, T7316
≤
Ä
©
ƒ
Handsfree
Bottom right-hand
button
©
Hold
≥
ú
Ã
¨
˙
Volume Control
Release
√
®
√
®
You can enter ≤, Ä or ƒ and the code to use a feature.
For example, press ≤·°⁄ to access your mailbox.
The T7100 works differently from other telephones on your system because it does not have line
buttons. Where other telephones require that you select a line button to answer a call, on the T7100
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 T7100 terminal.
On T7100 terminals, you can answer a second call by pressing ≤. Your active call is put on
hold and you connect to the waiting call. You can have no more than two active calls at one time.
The T7100 terminal does not have a
©
button.
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CallPilot Fax User Guide
5
Checking which mailbox interface you use
CallPilot supports two interfaces: Norstar Voice Mail and CallPilot. The System Administrator
determines which interface is assigned to your mailbox.
Use this procedure to check 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:
0 new 0 saved
PLAY REC
This is the Norstar Voice Mail interface.
ADMIN
EXIT
No messages
COMP MBOX
This is the CallPilot interface.
3
Press ® to end the session.
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CallPilot Fax User Guide
Telling callers about fax in your mailbox greeting
In your mailbox greeting, tell callers that they can leave fax messages in your mailbox. Tell callers
that they must call from a fax machine telephone to send you a fax message. The caller must press
START/SEND on the fax machine. CallPilot automatically receives and stores the fax message in
your mailbox. This is an example Personal mailbox greeting:
“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 the START/SEND button on the fax machine now, or when this message ends.”
For more information about mailbox greetings, refer to the CallPilot Reference Guide or ask your
System Administrator.
To record a mailbox greeting
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
Greeting options
REC CHOOSE CFWD
3
4
Press REC or ⁄.
Greeting:
PRIME
Press PRIME or ⁄ to record the Primary greeting
or
press ALT or ¤ to record the Alternate greeting.
ALT
PERS
QUIT
Record now?
YES NO
5
6
Press YES or ⁄ and record your greeting at the tone.
Record greeting:
RETRY
Press OK or £ to end the recording.
OK
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CallPilot Fax User Guide
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Accept greeting?
RETRY PLAY
7
8
Press OK or £ to accept the recording
or
press PLAY or ⁄ to listen to the greeting
or
OK
press RETRY or ¤ to re-record the greeting.
Press ® to end the session.
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CallPilot Fax User Guide
Receiving a fax message
Fax messages can contain a voice message that a caller records to introduce the fax message, or
they can contain just the fax message.
A caller can send a fax message to your personal mailbox by using the autosend feature on their
fax machine. If the call is answered by the Automated Attendant, the call transfers to the
designated Fax answering extension. If the call is answered by a mailbox, the fax message is
placed in the mailbox. If you answer the call, you hear a fax tone. Transfer the fax call to your
mailbox.
Transferring a fax call to your mailbox
If you answer a call and hear a fax tone, a caller is attempting to send a fax message to your
mailbox. You can 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:
Message for you
MSG
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.
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Opening your mailbox
To open your mailbox - Norstar Voice Mail
1
2
Press ≤·°⁄.
Pswd:
OTHR
Enter your mailbox password and press OK or £
or
RETRY
OK
if you are at another 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.
1 new 1 saved
PLAY REC
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.
ADMIN
In this example there is one new message and one saved
message.
To open your mailbox - CallPilot
1
2
Press ≤·°⁄.
Mbox:
RETRY
Press £
or
OK
if you are at another extension, enter your mailbox number and
then press OK or £.
Your mailbox number is usually the same as your extension.
Pswd:
RETRY
3
Enter your mailbox password and press OK or £.
After you open your mailbox, the telephone display shows how
many new messages you have.
OK
A voice prompt announces how many new and saved fax
messages you have.
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CallPilot Fax User Guide
Printing fax messages
You can print the fax messages in your mailbox on any fax machine. You can print all of your fax
messages at once or individually.
An average text fax message 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. Because
fax messages can be take up a lot of mailbox space, after you print or forward your fax messages,
delete them from your mailbox.
If you print all your fax messages at once, you cannot listen to any voice introductions that are
included with the fax messages. If you do not listen to a voice introduction, the fax message
remains “new” in your mailbox and you can listen to the voice introduction later.
If you print each fax message individually, you can listen to the introduction before you print the
fax message.
About destinations for printing fax messages
When you print a fax message, you can print it from:
Print msg
PRESET OTHR MANU
Fax destinations
You can set up a fax machine as the default destination. When you print and you select
Preset, the fax machine prints at the default destination. Unless you specify Other, faxes
print at the default destination.
Preset
Other
When you send a fax message to print and you select Other, you must enter a phone or
extension number as the destination.
Manual
Select Manual if you are printing from a fax telephone. The fax messages are printed on the
fax machine you use to access your mailbox.
Fax messages are preceded by a cover page if you select Preset or Other. A cover page is not added
for fax messages you print from a fax telephone. For more information refer to “Fax cover page”
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CallPilot Fax User Guide 11
To assign a preset fax machine
If you assign a preset fax machine, your fax messages print at the same fax machine every time.
1
2
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
If you use the CallPilot interface:
•
•
•
Press °‚ to open the Mailbox Options menu
Press ‹ to open the Fax Options menu
Go to step 3
If you use the Norstar Voice Mail interface:
•
•
•
Press ADMIN or °
Press ‡
Go to step 3
No Preset
3
4
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.
Destination:
EXT
Press PHONE or ⁄ to assign the phone number of a fax machine
or
PHONE
press EXT or ¤ to assign the extension number of a fax
machine.
This example shows assigning the phone number of a fax
machine.
Ph:
RETRY
5
6
Enter the fax telephone number and press OK or £.
OK
OK
<x>
ADD
Press OK or £ to accept the fax telephone number represented
by the <x>
or
press ADD to add special characters to the fax telephone number.
and follow the prompts.
After you add special characters press OK or £.
7
Press ® to end the session.
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CallPilot Fax User Guide
To print all your fax messages
Use this procedure if you want to print all your new or saved messages.
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 ⁄
Go to step 3
3
If you use the CallPilot interface:
•
•
•
Press MSG or ⁄ to print an individual message
or
press NEW or ¤ to print all unprinted fax messages
or
press ALL or ‹ to print all faxes with their attachments
If 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.
Print msg
PRESET OTHR MANU
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 preset fax machine and go to step 5.
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CallPilot Fax User Guide 13
Destination:
PHONE
5
Press PHONE or ⁄ to print fax messages at a fax telephone
number
EXT
or
press EXT or ¤to print fax messages at a fax extension number.
This example shows entering the phone number of a fax
machine.
Ph:
RETRY
6
7
Enter the fax telephone number and press OK or £.
OK
OK
<x>
ADD
Press OK or £ to accept the fax telephone number represented
by <x>
or
press ADD to add special characters to the fax telephone number
and follow the voice prompts.
Printed <x> msgs
8
9
The display shows the number of fax messages printed.
Press ® to end this session.
After you end the session, CallPilot prints the fax messages on the preset fax machine.
For information about changing the preset fax machine, refer to “To assign a preset fax machine”
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CallPilot Fax User Guide
To print an individual fax message
Use this procedure if you want to print an individual fax message.
1
2
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
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
<date> Fax:1
<<< STOP >>>
3
4
Wait until the prompt announces the Fax ID number, and then
press ⁄ to print the fax message.
Print msg
PRESET OTHR MANU
Press PRESET or ⁄ to print on the preset fax machine
or
press OTHR or ¤ if you want to specify another fax machine to
print the message on, and then enter the number of the fax
machine.
Printed msg
5
6
The display shows the message is printed.
End of message
COPY ERASE
Press ® to end this session.
NEXT
After you end the session, CallPilot prints the fax messages on the fax machine you specified.
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CallPilot Fax User Guide 15
To print fax messages from a fax telephone
1
2
From a fax machine telephone, call into a line that is answered by the Automated Attendant.
Press ••, or in the UK press °°, to access your mailbox while the Automated
Attendant Greeting plays.
3
Log on to your mailbox:
•
If you use the Norstar Voice Mail interface, enter your mailbox number and password and
press £
•
If you use the CallPilot interface, enter your mailbox number and press £, then enter
your password and press £
4
5
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
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 new fax messages or only saved fax messages.
6
7
8
Press ‹ to use the Manual option to print the new fax messages.
Press START/SEND on the fax machine.
Replace the fax machine telephone handset.
The session ends when all the faxes are printed.
CallPilot prints the fax message on the assigned fax machine.
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CallPilot Fax User Guide
Fax cover page
A fax cover page prints with each fax message you print using the Preset and Other feature.
The fax cover page shows:
•
•
•
•
•
the date and time the fax prints
the name and telephone number of the mailbox owner
the destination fax number
the Fax ID number (if you print a single fax message)
the number of pages to follow
Note: A fax cover sheet is not added if you print a fax from a fax telephone.
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CallPilot Fax User Guide 17
Sending fax messages
To send the fax message to a personal mailbox you must call from a fax machine telephone.
You can include a voice introduction to a fax message you send to a personal mailbox. The voice
introduction must be at least three seconds long. The system times out after five seconds of silence.
To send a fax message to a personal mailbox
1
2
Place the document that you want to send in the fax machine.
From the fax machine telephone dial the CallPilot telephone number of the person you want to
send a fax to.
3
4
Wait for the mailbox greeting or let the CallPilot operator transfer you to the mailbox to leave
a fax message. If the person you are calling answers their telephone, tell them to transfer you
to their mailbox so you can send a fax.
After the mailbox greeting plays, wait for a beep and record an introduction for the fax
message. Do not hang up the telephone.
5
6
Press START/SEND on the fax machine.
Replace the fax machine telephone handset. The session ends when the transmission is
complete.
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CallPilot Fax User Guide
Forwarding fax messages
You can forward a fax message that you have received to another mailbox and add a voice
introduction. If you record a voice message if must be longer than three seconds. The system times
out after five seconds of silence.
The message appears as a fax message in the recipient’s mailbox. If you cannot forward a fax
message, ask your System Administrator if your mailbox is set up to allow you to forward fax
messages.
You can send the same fax message to more than one person, but not to a Group List.
For information on forwarding a fax message to an external number, refer to “To forward a fax
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 CallPilot-generated fax
forward cover page, it is replaced by a new Fax forward cover page.
Fax forward cover page
A fax forward cover page contains the same information as a fax cover page plus:
•
•
the recipient’s name
the Fax ID number if the fax is forwarded to an external number
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CallPilot Fax User Guide 19
To forward a fax message to a mailbox - Norstar Voice Mail
1
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
2
Press PLAY or ¤ if you have a new fax message
or
press fl to review your messages until you find a saved fax
message you want to forward.
<date> Fax:1
<<< STOP >>>
3
4
5
The date received and the Fax ID number appear on the display.
End of message
COPY ERASE NEXT
Press COPY or fi.
Copy fax
MBOX
Press MBOX or ⁄ to forward the fax message to another
mailbox.
OTHR
NO
Record Intro?
YES
6
Press YES or ⁄ to record an introduction to the fax message
or
press NO or ¤ and go to step 10 if you do not want to record an
introduction to the forwarded fax message.
Record message:
RETRY PAUSE
7
Record the introduction and press OK or £ to end the recording
or
OK
press RETRY or ⁄ to re-record the introduction
or
press PAUSE or ¤ to pause while you record the introduction.
Accept rec?
RETRY
8
9
Press OK or £ to accept the recording.
PLAY
OK
Mbox:
DIR
Enter the mailbox number you want to forward the fax
message to
QUIT
or
press DI R or £ to search the Company Directory.
Wayne, Paul
OPTS CC
10 Press SEND or £ to forward the message without a delivery
SEND
option
or
press OPTS or ‹ to assign message delivery options. For
information about delivery options refer to the CallPilot
Reference Guide.
Another copy?
YES
11 To send this message to another mailbox owner,
press YES or ⁄ and repeat steps 6 to 11
or
QUIT
press QUIT to end the session.
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CallPilot Fax User Guide
To forward a fax message to a mailbox - CallPilot
1
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
End message
RESP DEL
2
Press ¤ to play the first message
or
press fl until you find the fax message you want to forward.
NEXT
NEXT
End message
PRINT DEL
3
4
Press ‡‹ to forward the message.
To:
NAME
Enter the mailbox number you want to forward the fax message
to and press OK or £
SPEC CNCL
or
press NAME or ⁄⁄ to search the Company Directory.
To:<xxxx>
RETRY
5
6
7
Press OK or £ to end the list of addresses.
OK
Empty
REC
If you want to attach a voice message, press REC or fi and
record your message.
Msg options
URG
If you want to attach message options, press ‡‚ to assign
message options.
PRIV
OTHR
8
9
Press ‡· to send the message.
Press ® to end the session.
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CallPilot Fax User Guide 21
To forward a fax message to an external number -
Norstar Voice Mail
You can forward a received fax message to an external number. However, you cannot add an
introductory voice message to the fax message.
1
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
2 new 0 saved
PLAY REC
2
Press PLAY or ¤ to play the first message
or
ADMIN
press fl until you find the fax message you want to forward.
<date> Fax:1
<<< STOP >>>
3
4
5
6
The date received and the Fax ID number appear on the display.
Press COPY or fi.
End of message
COPY ERASE NEXT
Copy fax
MBOX
Press OTHR or ¤.
OTHR
Name:
RETRY
Enter the recipient’s name. The name can be a maximum of eight
characters. Using the telephone dialpad, enter the name of the
recipient. After each letter, press £ to enter the next letter.
BKSP
OK
If you make an error in the name, press RETRY and re-enter the
name.
Press OK to accept the name.
Destination:
EXT
7
8
9
Press PHONE or ⁄ to enter the fax telephone number.
PHONE
Ph:
RETRY
Enter the fax telephone number and press OK or £.
OK
OK
<x>
ADD
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 on adding special characters, refer to “Adding
Msg sent
10 CallPilot forwards the fax message.
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CallPilot Fax User Guide
Another copy?
YES
11 Press YES or ⁄ and repeat steps 6 to 11 to send this message to
QUIT
another external number
or
press QUIT if you are done.
12 Press ® to end the session.
To forward a fax message to an external number - CallPilot
1
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
End message
RESP
2
3
Press ‡‡ to open the Print Command menu.
DEL
NEXT
ALL
Print
MSG
Press MSG or ⁄ to forward the current message
or
NEW
press NEW or ¤ to forward all your new fax messages
or
press ALL or ‹ to forward all your new and saved fax messages.
Print msg
PRESET OTHR MANU
4
5
6
7
Press OTHR or ¤ to specify the fax machine you are forwarding
the fax message to.
Destination:
PHONE
Press PHONE or ⁄.
EXT
Ph:
RETRY
Enter the phone number of the fax machine you are forwarding the
fax message to.
OK
OK
<xxxx>
ADD
Press OK or £ to accept the phone number
or
press ADD or ¤ to add special characters.
Printed msg
8
9
The display shows the message is printed.
Press ® to end the session.
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CallPilot Fax User Guide 23
About Fax Group messages
Send a Fax Group message if you want to send a group a fax message that pertains to them. Fax
Group Lists are created by the System Administrator.
Fax Group Lists
If you frequently fax information to the same group of people, use a Fax Group List.
A Fax Group List is a collection of fax machines at other locations. When you send a fax message
to a Fax Group List, you enter only the address of the list, but each fax machine in the Fax Group
List receives the fax message. Ask your System Administrator for a list of fax machines in each
Fax Group List.
If you need a Fax Group List, ask your System Administrator to create one 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.
To send a Fax Group message - Norstar Voice Mail
1
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
2
Press PLAY or ¤ to play the current message
or
press fl until you find the fax message you want to forward.
<date> Fax:1
<<< STOP >>>
3
4
5
6
The date received and the Fax ID number appear on the display.
Press COPY or fi.
End of message
COPY ERASE NEXT
Copy fax
MBOX
Press MBOX or ⁄ to forward the fax message to another mailbox.
OTHR
NO
Record Intro?
YES
Press NO or ¤.
Do not record an introduction because Fax Group List recipients
do not hear voice introductions.
Mbox:
DIR
7
Enter the Fax Group List number.
QUIT
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CallPilot Fax User Guide
<GList name>
OPTS
8
9
Press SEND or £ to send the fax message
or
CC
SEND
press OPTS or ‹ to assign message delivery options
or
press CC to send the message to another recipient.
For information about delivery options refer to the CallPilot
Reference Guide.
Press ® to end the session.
To send a Fax Group Message - CallPilot
1
Press ≤·°⁄.
Follow the voice prompts or the display button options on your
telephone to open your mailbox.
End message
RESP DEL
2
Press PLAY or ¤ to play the current message
or
press fl until you find the fax message you want to forward.
NEXT
NEXT
End message
PRINT
3
4
5
6
Press ‡‹ to forward the message.
DEL
To:
NAME
Enter the Group List number and press OK or £.
SPEC CNCL
SPEC CNCL
To:
NAME
Press ‡‹ when you have entered all the addresses you want to
send the message to.
Empty
REC
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.
Msg options
URG PRIV
7
If you want to attach message options, press ‡‚ to assign
message options.
OTHR
Msg delivered
8
9
Press ‡· to send the message.
Press ® to end the session.
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CallPilot Fax User Guide 25
Adding special characters to a fax telephone number
Follow the voice prompts or press ADD to add special characters to a fax telephone number.
Note: If you are adding special characters, do not press the dialpad buttons
£ to enter #, or • to enter *. Press the button directly below the option on a two line
display telephone, or listen to the voice prompts.
Press
To
resume adding digits to the destination phone number.
¤ or DI G S
enter a timed pause that appears as P on the display.
Pauses are four seconds long.
‹or PAUS
recognise dial tone (behind PBX).
The Recognise Dial Tone special character appears as D on the display.
›
enter #.
enter *.
fi or OTHR #
fl or OTHR *
TONE
recognise dial tone (behind PBX).
The Recognise Dial Tone special character appears as D on the display.
cancel and retry.
•
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26
CallPilot Fax User Guide
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