Call Pilot Reference Guide

		Call Pilot Dialing Instructions
		Call Pilot Voicemail Commands (ppt 60k)
		Call Pilot Flow Chart (excel 21k)




CALL PILOT VOICE MAIL QUICK REFERENCE GUIDE 


 

  



CALL PILOT ACCESS NUMBER: x4444 


EXPRESS MESSAGING ACCESS NUMBER: x4443 


CALL PILOT OUTSIDE: 1-510-259-4444 


TEMPORARY PASSWORD - 11 PLUS YOUR 4 DIGIT EXT.

QUICK TIPS

Primary Extension: Your mailbox number is your primary extension (directory number or DN).
Password: Your default Password is 11 plus your primary extension .
"#": The '#' key acts as an ENTER key. It is used to notify the system that you have completed your entry.
Message Limit: There is no limit to the number of messages that may be received by your mailbox. However, each person has been allotted a maximum of 30 minutes of compressed voice storage, (60 minutes for super users of voicemail), which can be used for saving and forwarding messages.
Mailbox full: If you have exceeded the amount of voice storage space, the system will prompt you that your mailbox is full and will suggest that you delete any unneeded messages. Also, if the limit is exceeded and you attempt to forward a message to another user or compose a message, the system will deny you that capability until deletions have been made from your archives.
Stored Messages: Messages heard will be stored for 7 days and unheard messages can be stored for 14 days and then will be automatically purged.

`Reference Guide Contents`
`1. LOG ON 2. LOG OFF 3. MAILBOX GREETINGS 4. PERSONAL VERIFICATION (Record Name and Extension) 5. CHANGE PASSWORD 6. PLAYING YOUR MESSAGES 7. MOVING AROUND YOUR MAILBOX 8. COMPOSE A MESSAGE 9. REPLY TO MESSAGES 10. FORWARDING MESSAGES`	`11. TAGGING MESSAGES 12. ALTERNATIVE LOG ON 13. COMPOSE A PERSONAL DISTRIBUTION LIST 14. BYPASS PERSONAL GREETING 15. HELP SERVICE 16. THRU DIAL 17. EXPRESS MESSAGING 18. ATTENDANT SERVICE 19. REMOTE NOTIFICATION`

1. LOG ON (FROM YOUR OWN EXTENSION)

Lift handset or press extension (DN) key.
Press MESSAGE key or dial 4444.
Call Pilot answers with "Call Pilot. Mailbox?".
Press # key (the system automatically recognizes your DN as your mailbox number).
Enter password (the default is 11 plus your 4 digit extension number).
Press # key again.

LOG ON (FROM ANOTHER EXTENSION)

Lift handset or press extension (DN) key.
Press MESSAGE key or dial 4444.
Call Pilot answers with "Call Pilot. Mailbox?".
Enter your mailbox number.
Press # key.
Enter password .
Press # key again.

LOG ON (FROM OFF-SITE) with additional options

Dial the voicemail pilot number 1510-259-4444.
Call Pilot greeting answers with options as follows:
Enter your mailbox number, followed by a #.
Enter password, followed by a #.

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2. LOG OFF

While in the Call Pilot, dial 83.
Call Pilot will say "Goodbye".
Hang up. (note): You may choose to hang up instead of logging off; however, this may not release the voice mail ports as quickly as may be needed and may cause blockage to other callers (busy signal).

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3. RECORD OR CHANGE MAILBOX GREETINGS

Three different greetings are available to you: external, internal, and temporary:
The external greeting will be heard by all outside callers. When giving an external greeting, make sure that you identify yourself by your full name and company so that callers know that they have reached the right person and company.
The internal greeting will be heard by the internal callers. If you want all callers to hear the same message, only record an external greeting.
The temporary greeting is to be used in the cases of extended absences such as vacation, medical leave, business travel, etc. Important: When recording a temporary greeting, make sure that you alert the callers right away to your absence so that they do not use the # sign to skip the greeting.
A sample greeting is:
"STOP and listen to this message. This is (full name) with AvantGo. During the week of (week), I will be out of town and NOT listening to messages. During my absence, please call (person's name and number) or leave a message and I will get back to you when I return."
NOTE: If you do not wish to record a greeting, simply record your name and extension in the personal verification (see below) and callers will hear that recording when Call Pilot answers plus "is unavailable. Please leave a message after the tone."

To record the external and/or internal greeting:

Log On.
To Record the External Greeting, Press 821.
To Record the Internal Greeting, Press 822.
To Record the Temporary Greeting, Press 823.
Press 5, wait for the record tone.
Record greeting.
Press # to stop recording.

To record the temporary greeting:

Log On.
To Record the Temporary Greeting, Press 823.
Press 5, wait for the record tone.
Record greeting.
Press # to stop recording.

To set the expiry date, press 9.

"Expiry month?" To set the current month by default, press #. Otherwise, enter the month number 1-12 plus #.
"Expiry day?" Enter the day of the month the greeting will expire plus #.
"Expiry time?" Enter the time at which the greeting will expire plus #. To select one minute past midnight, press #. You may enter the time in military format or the system will prompt you for AM/PM.

For no automatic expiry, press ### to override the month, day, and time prompts.

Once the recording is made, these additional options are available:

Press 2 to hear recording.
Press 5 to make additions to the recording
Press 76 to delete plus 5 to re-record.
Press 83 to log off.

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4. PERSONAL VERIFICATION (RECORD NAME AND EXTENSION)

When recorded, the personal verification identifies you to other mailbox owners when you leave messages.

Log On.
Press 89.
Press 5, wait for the record tone.
Say your name and extension.
Press # to end recording.

Once the recording is made, these additional options are available:

Press 2 to hear recording.
Press 5 to re-record
Press 76 to delete.
Press 83 to log off.

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5. PASSWORD CHANGE

Log On.
Press 84.
When prompted, enter current password + # key .
Enter new password again + # key, again (the password must be at least 5 digits) (The system requires you to enter your new password twice so that it verifies that you have not mis-dialed).
Enter new password + # key (The system requires you to enter your old password because it wants to verify that it is you, the mailbox owner, that is making the change).
Password changed.

6. PLAYING YOUR MESSAGES

Log On
Press 2 to Play Messages or wait for message information to complete and message will automatically play.
Press # to pause during playback, and 2 to continue.
Press 1 to skip backwards 5 seconds.
Press 3 to skip forward 5 seconds.
Press 76 to delete message; if you wish to restore a message that you have deleted, go back to the top of the message and press 76 again. The system will prompt you that the message has been restored. You may only restore a message that has been deleted before you log off.

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7. MOVING AROUND YOUR MAILBOX

Press 6 to go to the Next Message
Press 4 to go back to the Previous Message.
Press 86 + the Message Number + # to GO TO a specific message.

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8. COMPOSING A MESSAGE

Many people confuse composing a message with recording a mailbox greeting. The COMPOSE feature allows you to record a message and edit its content before SENDING it to another mailbox user.

Log On.
Press 75.
Enter mailbox number(s) + # (Repeat for each mailbox until you reach the end of the list).
Press # again after entering all mailboxes.
Press 5, wait for record tone.
Press # to stop recording.

Once the message is recorded, these options are available to you:

Press 2 to hear recording.

Press 5 to re-record.

Press 76 to delete.

Press 79 to send message to the addressed mailboxes.

Press 83 to log off.

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9. REPLY TO MESSAGES

To call the sender of the message:

While listening to the message, press 9.


    To send a recorded reply to a message from another Call Pilot user:
    
      Press 71.
      Press 5, wait for record tone.
      Press # to stop recording.
      Press 79 to send reply.
    
    

To Reply to a Distribution message, & to all users who received it:
    
      

Press 74 to reply to all.
      

Press 72 to hear list of users who will receive the reply.
      

Press 5, wait for record tone.
      

Press # to stop recording.
      

Press 79 to send reply.

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10. FORWARDING A MESSAGE

Press 73.
Enter mailbox number (s) separated by #.
Press # again after entering all mailboxes.
Press 5 to record introductory comments (not a necessary step).
Press # to stop recording introductory comments.
Press 79 to send copy.

11. TAGGING MESSAGES

Before pressing 79 to send a message,
Press 701 to mark the message urgent.
Press 704 to mark the message private (i.e. the receiver of the message .would not be able to forward the message on to another mailbox user).
Press 705 to receive acknowledgment of the receipt of the message.
Press 706 to post date the message for time delivery.

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12. ALTERNATIVE LOG ON

To log on to your own mailbox after leaving a message in another user's mailbox:

Finish recording the message by pressing #.
Press 81. The Call Pilot will respond with "Message left. Mailbox?".
Log on as per usual.

13. COMPOSING A DISTRIBUTION LIST

Log On.
Press 85.
Enter a number from 1 to 9 (to identify the list with a number) .
Press #.
Press 5 to "Compose Distribution List".
Enter mailbox numbers separated by #.
Press # again to complete the list.
Press 2 to review and edit the list.
Press 76 to delete it.
Press 6 to find a specific address.

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14. BYPASS MAILBOX GREETING

Press 5 or #, hear record tone, leave message.

If listening to a temporary greeting and the attempt is made to bypass the greeting, the system will prompt the caller that this is a special greeting. The caller will have the choice to hear the entire message by pressing 2 or to press # to leave a message immediately.

15. HELP SERVICE

Press * for General Help.
Press 7* for Message Command Help.
Press 8* for Mailbox Command Help.

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16. THRU DIAL SERVICE

To dial thru to another extension in the system while in the voice mail:

Dial 0 + extension number + #.
Dialed extension will ring.
To dial thru to the operator, press 0 only or press 00#.

17. EXPRESS MESSAGING

To leave a voicemail message for a user without ringing the telephone set:

Lift handset or press extension (DN) key.
Dial 4443.
Voicemail will answer with "Express Messaging. To mailbox?".
Enter the mailbox number + #.
Leave a message as per usual.

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18. ATTENDANT SERVICE

When an inbound caller presses 0 to reach an operator from your mailbox, they will automatically be transferred to main lobby operator. If you would like to choose another extension to be dialed when someone presses 0, you may change the Attendant Option in your mailbox.

Log On.
Dial 801.
Enter the new Operator Assistance number + #.
The system will then confirm your choice.

19. REMOTE NOTIFICATION

To be notified by the Call Pilot that any new messages or urgent messages only have been left in your mailbox. If you require this type of service, please contact your system administrator. When activating this feature, please refer to the formal Call Pilot User's Guide for specific information on establishing the Remote Notification schedule for your mailbox. Special reminder: when entering the telephone number where you are to be notified of incoming messages, be sure to include the 9 plus the Area Code, for outside access when required.

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(Quick Tips)

Contents List

Call Pilot Dialing Instructions

Voicemail Commands (ppt)

Flow Chart (excel)

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