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Greetings and Spoken Name
Greetings and Spoken NameMailbox greetings play to callers who reach your mailbox. Greetings inform callers they have reached the correct mailbox and give callers any necessary information or instructions. You can change the greetings at any time.
Before you can use your mailbox to receive messages, you must record your spoken name in the Company Directory. The Company Directory is a list of mailbox users on the CallPilot system. Nortel recommends that you include your mailbox number in your Company Directory recording. For example, "Pat Smith, mailbox 5813."
Recording your spoken name establishes your voice name in a directory used by other CallPilot users and outside callers who use the Company Directory.
After you initialize your mailbox, you can record greetings. If you do not record any greetings, your Company Directory name plays to callers who reach your mailbox.
There are three types of mailbox greetings:
- Primary mailbox greeting - Record your Primary mailbox greeting for everyday use. In this greeting include your name and a brief message explaining to callers that you are unable to answer their calls. For example, "Hi. This is Pat Smith. I'm not able to take your call right now. Please leave me a message at the tone and I will return your call as soon as possible." If you are a new mailbox owner, record your Primary mailbox greeting immediately.
- Alternate mailbox greeting - Record your Alternate mailbox greeting for special circumstances. For example, "Hi. This is Pat Smith. I am out of the office until Thursday, the 17th of December. Although I am out of the office, I do check my mailbox daily. Please leave me a message at the tone and I will return your call as soon as possible. Thank you."
- Personalized mailbox greeting - Personalized mailbox greetings are available only if your company subscribes to Caller ID (CLID) service from your local telephone company. For more information about CLID, ask your System Administrator. A Personalized mailbox greeting plays to callers based on the caller's telephone number. CallPilot recognizes the assigned incoming telephone number and plays the Personalized mailbox greeting. For example, "Hi Susan. I may have missed your call, but I don't want to miss meeting you for lunch. See you at noon."
After you record your greetings, you must choose which greeting you want CallPilot to play. You can change the selection at any time.
The Greetings and Spoken Name page is available for all supported mailboxes. You can record or re-record your spoken name, standard greetings (primary and alternate), and three personalized greetings. For Information mailboxes, you can record or re-record only your spoken name and primary greeting. You can record an alternate greeting for an Information mailbox only if your system is configured to be bilingual.
See the CallPilot Reference Guide (NN40090-100) for more information about the types of greetings.
To record your Spoken Name, Standard Greetings, or
Personalized Greetings
- Choose the greeting you want to record.
- If you want to record your Spoken Name, click Voice beside the Spoken Name text.
The Mailbox Spoken Name page appears.
Go to Step 2.- If you want to record your Standard Greeting, select either the Primary Greeting or Alternate Greeting.
If you selected Primary Greeting, click Voice beside the Primary Greeting text.
The Primary Greeting page appears.
Go to Step 2.
or
If you selected Alternate Greeting, click Voice beside the Alternate Greeting text.
The Alternate Greeting page appears.
If you select Alternate Greeting, you can select Do not Accept Messages.
Select this check box if you do not want to accept voice mail messages when your Alternate Greeting is enabled.
Go to Step 2.- If you want to record your Personalized Greeting, Select Greeting 1, Greeting 2, or Greeting 3.
In the Phone Number box, enter the phone number associated with the selected greeting.
Click Voice beside the associated Personalized Greeting text.
The Personalized Greeting page appears.- In the Connect to box, type the extension number or telephone number you are using to record the greeting or prompt.
For a local extension, type only the extension number. For a telephone number that is not a local extension, type the sequence of digits that dial the telephone number from the voice mail system. For example, you might need to dial 9, the area code, and then the telephone number. For a telephone number that is not a local extension, the number you dial must use a destination code. For more information about destination codes, contact your telephony System Administrator.- Click Dial. The telephone rings.
- Pick up the handset or use a headset. Do not use Handsfree.
- Click Record. After the tone, record your greeting or prompt.
- When you finish recording, click Stop.
- To listen to the recording, click Play
or
to save the recording, click Save. Your recording is not saved if you hang up the telephone before you click Save.- Click Close and replace your telephone handset.
You return to the Greetings and Spoken Name page.To import a previously recorded Spoken Name, Standard Greeting, or Personalized Greeting
- Choose the greeting you want to import.
- If you want to import your Spoken Name, click Voice beside the Spoken Name text.
The Mailbox Spoken Name page appears.
Go to Step 2.- If you want to import your Standard Greeting, select either Primary Greeting or Alternate Greeting.
If you selected Primary Greeting, click Voice beside the Primary Greeting text.
The Primary Greeting page appears.
Go to Step 2.
or
If you selected Alternate Greeting, click Voice beside the Alternate Greeting text.
The Alternate Greeting page appears.
If you select Alternate Greeting, you can select Do not Accept Messages.
Select this check box if you do not want to accept voice mail messages when your Alternate Greeting is enabled.
Go to Step 2.- If you want to import your Personalized Greeting, Select Greeting 1, Greeting 2, or Greeting 3.
In the Phone Number box, enter the phone number associated with the selected greeting.
Click Voice beside the associated Personalized Greeting text.
The Personalized Greeting page appears.- If you know the location of the file, in the From box type the location of the file, click Send and go to step 8
or
if you do not know the location of the file, at the From option click Browse and follow steps 3 to 7.
The Open dialog box appears.- From the Look in list, select the location of the file.
- In the File name box, type the file name.
- From the Files of type list, select the file type.
Business Communications Manager supports Microsoft PCM WAV format.- Click Open.
- Click Send.
The amount of time it takes to import a greeting depends on which type of file you import.- To play the greeting or prompt, in the Connect to box type an extension or telephone number and click Dial.
Your telephone rings.- Answer the phone and click Play to listen to the greeting or prompt.
- Click Close and replace the telephone handset.
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