Mike's PBX Cookbook

CallPilot User Guide

SETTING UP YOUR MAILBOX

➤ First-Time Login

  1. Press the MESSAGE key or dial _____________, the voice mail access number
  2. Enter your MAILBOX NUMBER (if required), then press #
  3. Enter your temporary PASSWORD, (12 + MAILBOX NUMBER) then press #

➤ Change Your PASSWORD

  1. Press 84
  2. Enter your old PASSWORD, (12 + MAILBOX NUMBER) then press #
  3. Enter your new password (4-16 digits) then press #
  4. Enter your new password again, then press #

NOTE: After changing your password, ignore audible prompts and immediately go to next step and record your name.

➤ Record Your Name

  1. Press 829
  2. Press 5 to record
  3. Press # to end the recording
  4. Press 4 to return to your messagess

ACCESSING YOUR MAILBOX

➤ From Your Own Extension

  1. Press the MESSAGE key or dial ____________, the voice mail access number
  2. When prompted for "Mailbox?", press #
  3. Enter your PASSWORD, then press #

➤ From Another Extension

  1. Press the MESSAGE key or dial _____________, the voice mail access number
  2. Enter your MAILBOX NUMBER (your extension number), then press #
  3. Enter your PASSWORD, then press #

➤ From an Outside Line

  1. Dial XXX-XXXX or ____________________
  2. Enter your MAILBOX NUMBER (your extension number), then press #
  3. Enter your PASSWORD, then press #

➤ Record Your Greeting

  1. Press 82
  2. Press 1 to select your external greeting (2 for internal, 3 for temporary)
  3. Press 5 to record
  4. Press # to end the recording
    • Press 2 to PLAY the greeting
    • To re-record, press 76 to delete, then 5 to record
  5. Press 4 to return to your messages

➤ Logging Off of Voicemail

Always press 83

PLAYING YOUR MESSAGES

After logging in you will hear the mailbox summary, you may listen to the summary or begin to play your messages.

FORWARD A MESSAGE

From your mailbox to another mailbox.

  1. Press 73 after listening to the message
  2. Enter the MAILBOX NUMBER or distribution list number where the message is to be forwarded, then press #
  3. Enter other mailbox or distribution list numbers followed by #
  4. After you have entered all numbers, end with #
  5. Press 5 to record an introduction
  6. Press # to end your recording
  7. Press 79 to send the message
  8. Press 83 to log off

REPLY TO THE SENDER

From your mailbox to the sender's mailbox.

  1. Press 71 after listening to the message
  2. Press 5 to record
  3. Press # to end your recording
  4. Press 79 to send the message
  5. Press 83 to log off

CALL THE SENDER

From your mailbox to the sender's phone

  1. Press 9 to call the sender's telephone immediately after listening to the message
  2. SPEAK to the sender
  3. Hang up when finished

COMPOSING MESSAGES

Send a message directly to a mailbox without ringing the telephone

  1. Press 75 while logged into your mailbox
  2. Enter the MAILBOX NUMBER or distribution list number, then press #
  3. Enter other mailbox or distribution list numbers followed by #
  4. After you have entered all numbers, end with #
  5. Press 5 to record
  6. Press # to end your recording
  7. Press 79 to send the MESSAGE
  8. Press 83 to log off

MESSAGE TAGGING

Use Message Tagging before pressing 79 to send

  1. Press 701 for URGENT delivery (Urgent messages play back first.)
  2. Press 704 for PRIVATE delivery (messages cannot be forwarded.)
  3. Press 705 for ACKNOWLEDGMENT (Receive notification that your message has been played.)
  4. Press 706 for TIMED DELIVERY (Record a message today for future delivery.)
  5. Press 701, 704, 705, or 706 to REMOVE a tag before sending
  6. Press 79 to send the message

TO BYPASS A PERSONAL GREETING

  1. Press # while listening to the greeting
  2. After the tone, leave your MESSAGE

CREATING/MODIFYING DISTRIBUTION LISTS

➤ To Access Distribution Lists

  1. Press 85 while logged into your mailbox
  2. Enter a number from 1-99 to identify the list
  3. Press #

➤ To Create a Distribution List

  1. While logged into your mailbox press 85
  2. Press 9 to record a name for the list
  3. Press 5, record the LIST NAME
  4. Press # to end your recording
  5. Press 5 to begin adding mailboxes to the list
  6. Enter each mailbox number followed by #
  7. Press # when the list is complete

➤ To PLAY the Contents of the List

  1. Press 2

➤ To Edit a Distribution List

  1. Press 6 to search for a mailbox
  2. Enter the MAILBOX NUMBER followed by #
  3. Press 5 to add a mailbox
  4. Press 76 to delete a mailbox

➤ To Delete an Entire List

  1. Press 76 to delete the list

NAME ADDRESSING

You may use name addressing whenever Call Pilot prompts for a mailbox number.

  1. Enter 11 when prompted for a mailbox number
  2. Spell the last name, then the first (Q = 7, Z = 9)
  3. Press # when finished spelling, or STOP as soon as the system announces a match
  4. If you don't know the complete spelling, enter the first few letters, then press #

EXPRESS MESSAGING

Leave a message directly in a mailbox without logging into your own mailbox.

Dial the Express Messaging Access Number, _______________

  1. Enter the MAILBOX NUMBER where you wish to leave a message
  2. Press #
  3. Wait for tone, then record your message
  4. Hang up

TRANSFER AN OUTSIDE CALLER DIRECTLY TO VOICEMAIL

  1. Press TRANSFER
  2. Dial the Express Messaging Access Number, ________________
  3. Enter the MAILBOX NUMBER where the call is to be transferred
  4. Press #
  5. Press CONNECT or TRANSFER to complete the transfer
  6. Hang up