Voice Processing System
Subscriber’s Manual
KX-TVA50
Model KX-TVA200
Thank you for purchasing a Panasonic Voice Processing System.
Please read this manual carefully before using this product and save this manual
for future use.
KX-TVA50/KX-TVA200:Version 1.0
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Table of Contents
1
Introduction to the VPS................................................ 7
1.1
Introduction to the VPS.................................................................. 7
2
Logging in to and Configuring Your Mailbox........... 10
Logging in to Your Mailbox........................................................... 10
Subscriber Tutorial (Easy Mailbox Configuration)........................ 12
Changing or Deleting Your Personal Greeting Messages............ 15
Changing or Deleting Your Password........................................... 17
Changing or Deleting Your Subscriber Name .............................. 18
Common Service Commands and Navigation Commands.......... 19
2.1
2.2
2.3
2.4
2.5
2.6
3
Message Playback and Related Features................. 20
Playing Messages........................................................................ 20
Replying to Messages.................................................................. 23
Transferring Messages................................................................. 25
Remote Access............................................................................ 27
3.1
3.2
3.3
3.4
4
Sending Messages ..................................................... 29
Sending Messages—Overview.................................................... 29
Message Delivery ........................................................................ 30
External Message Delivery.......................................................... 32
Receiving External Delivery Messages ....................................... 35
4.1
4.2
4.3
4.4
5
Other Features............................................................ 36
Call Transfer................................................................................. 36
Incomplete Call Handling............................................................. 38
Assigning Your Covering Extension............................................. 40
Interview Mailbox ......................................................................... 41
Message Reception Mode........................................................... 43
Personal Group Distribution Lists................................................. 44
External Message Delivery Lists.................................................. 46
Message Waiting Notification....................................................... 48
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
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5.9
E-mail Integration (Message Notification by E-mail).................... 50
5.10 Personal Greeting for Caller ID.................................................... 51
5.11 Personal Caller Name Announcement......................................... 53
5.12 Live Call Screening (LCS)............................................................ 55
5.13 Recording Your Conversations..................................................... 56
5.14 Remote Call Forwarding .............................................................. 57
5.15 Assigning and Canceling Telephone Numbers for Call Transfer to
Outside Line................................................................................. 59
5.16 Assigning Your Telephone Numbers for Remote Automatic Log-in
and Toll Saver .............................................................................. 60
5.17 Personal Custom Service ............................................................ 61
5.18 Timed Reminder .......................................................................... 64
5.19 Bookmark..................................................................................... 65
5.20 Recovering Deleted Messages.................................................... 66
5.21 Mailbox Capacity Warning ........................................................... 67
6
System Manager's Guide........................................... 68
Logging in to the System Manager's Mailbox .............................. 68
Setting Up Mailboxes................................................................... 70
Setting Class of Service (COS) Parameters................................ 74
Setting the System Clock............................................................. 80
Changing the Service Mode Setting ............................................ 81
Changing the Company Greeting and Incoming Call Service Setting.... 83
Delivering Messages.................................................................... 85
Changing the System Manager's Password ................................ 87
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
7
Message Manager's Guide......................................... 88
Logging in to the Message Manager's Mailbox............................ 88
Managing the General Delivery Mailbox...................................... 90
Setting Up Message Waiting Notification..................................... 92
Customizing the Message Manager's Mailbox............................. 94
Setting the System Clock............................................................. 96
7.1
7.2
7.3
7.4
7.5
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7.6
7.7
7.8
7.9
Recording Messages................................................................... 97
Remote Call Forwarding Set...................................................... 100
Setting the Timed Reminder...................................................... 102
List of Prompts for Voice Mail and AA Service........................... 103
Appendix.......................................................................... 106
A1
Quick Reference ........................................................................ 106
A2
KX-TDA and KX-TAW Series Feature Programming for DPT
Integration.................................................................................. 110
A2.1 Live Call Screening (LCS) Programming................................................110
A2.2 Live Call Screening Password Assignment ............................................110
A2.3 Live Call Screening Password Canceling...............................................111
A2.4 Live Call Screening Recording Mode Assignment .................................111
A2.5 Live Call Screening Private/Hands-Free Mode Assignment...................112
A2.6 Live Call Screening Assignment via PC Programming...........................113
A2.7 Live Call Screening Button Assignment .................................................114
A2.8 Two-way Recording (TWR) Button Assignment......................................115
A2.9 Two-way Transfer (TWT) Button Assignment..........................................116
A2.10 One-touch Two-way Transfer (One-touch TWT) Button Assignment......117
A2.11 Voice Mail Transfer (VTR) Button Assignment........................................118
A2.12 Button Assignment via PC Programming...............................................119
A2.13 Live Call Screening Activation................................................................120
A2.14 Two-way Recording (TWR) into Mailbox.................................................121
A2.15 Two-way Transfer (TWT) into Mailbox.....................................................122
A2.16 One-touch Two-way Transfer (One-touch TWT) into Mailbox.................123
A2.17 Voice Mail Transfer (VTR) Programming ................................................124
A3
KX-TA and KX-TD Series PBX Feature Programming for APT/DPT
Integration.................................................................................. 125
A3.1 Live Call Screening (LCS) Programming................................................126
A3.2 Live Call Screening Password Assignment ............................................127
A3.3 Live Call Screening Password Canceling...............................................128
A3.4 Live Call Screening Recording Mode Assignment .................................129
A3.5 Live Call Screening Private/Hands-Free Mode Assignment...................130
A3.6 Live Call Screening Assignment via PC Programming...........................131
A3.7 Live Call Screening Button Assignment .................................................135
A3.8 Live Call Screening Cancel Button Assignment .....................................136
A3.9 Two-way Recording Button Assignment.................................................137
A3.10 Two-way Transfer Button Assignment.....................................................138
A3.11 Voice Mail Transfer Button Assignment ..................................................139
A3.12 Button Assignment via PC Programming...............................................140
A3.13 Live Call Screening Activation................................................................143
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A3.14 Live Call Screening Password Control ...................................................144
A3.15 Two-way Recording into Mailbox ............................................................145
A3.16 Two-way Transfer into Mailbox................................................................146
A3.17 A Restriction on TWR/TWT Activation (KX-TD500 Only).......................147
A4
A5
Training the Subscriber .............................................................. 148
Using VM Menu ......................................................................... 149
Glossary........................................................................... 153
Index................................................................................. 165
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a) The extension number of the VPS that
you should dial in order to access the
VPS.
Section 1
Introduction to the VPS
b) Your mailbox number and extension
number (In many cases these are the
same number, but it is possible they
are not).
1.1 Introduction to the
VPS
c) Your mailbox password (if set).
The Panasonic Voice Processing System
(VPS) is a powerful tool that will help you
manage your voice communications and
thereby increase your productivity. As a
subscriber (the owner of a VPS mailbox),
you can:
d) The System Manager's telephone
number. The System Manager is the
person you should refer to when you
have any problems with the VPS.
Once you know this information, you are
ready to use the VPS.
a) Send a message to one or more
people inside or outside your office.
b) Transfer messages to other
subscribers and add your own
comments.
Using the VPS
There are two ways to use the VPS; you
can be either a subscriber, or a caller.
A subscriber is a VPS user who has his or
her own mailbox. Subscribers can play
back their own messages, leave
messages for other subscribers, record a
message that is then sent to multiple
parties (including outside parties), record
greeting messages, etc. In order to use
the VPS as a subscriber, you must first
"log in" to your mailbox. This usually
involves dialing your mailbox number and
entering your password. Once you have
logged in, you can use "Subscriber
c) Access your mailbox and listen to
your messages, even when out of the
office.
d) Have the VPS call, beep, or e-mail
you when someone leaves you a
message.
e) Be notified by the message waiting
lamp on your extension when new
messages have been recorded in
your mailbox.
f) Screen your calls.
g) Create a set of options and functions
Services"; Subscriber Services are all the
features and functions you can access or
exclusive to your mailbox (Personal
Custom Service) that can be selected perform as a subscriber.
by your callers.
A caller can generally be thought of as an
outside party. Callers can leave
messages for VPS subscribers or use the
VPS to be connected to specific
extensions, but they do not log in to the
VPS before using these features, and the
number of features they can use is
limited.
h) And more…
Before You Begin
In order to use the VPS as a subscriber,
you need to know the following
information. The VPS System Manager
can help you if you do not know this
information.
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VM Menu example:
Prompts
Main Menu of Subscriber Services
One essential characteristic of the VPS is
its use of "prompts". Prompts are
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
recorded voice guidance messages that
help you set and use VPS features.
Prompts also help callers when the VPS
is handing their calls. Depending on how
your VPS is programmed, subscribers
and callers can select the language they
prefer for VPS prompts.
Prompt example:
Main Menu of Subscriber Services
"To receive the message, press [1]."
"To deliver a message, press [2]."
"For mailbox management, press [3]."
Note
•
If too many subscribers are using VM
Menu at the same time, VM Menu
messages will not be displayed and
prompts will be heard instead.
This feature is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
"For Automated Attendant status,
press [4]."
"To set up Message Waiting
Notification, press [5]."
•
"For other features, press [6]."
"To end this call, press [ ]."
•
For more information on VM Menu,
see Appendix "A5 Using VM Menu".
VM Menu
Certain PBXs (telephone systems) and
telephones are compatible with "VM
Menu"; this feature displays VPS prompts
on the display of your telephone,
Logging in to Your Mailbox for the
First Time
prompting you visually instead of audibly.
To select a VPS operation displayed on
the display, press the soft button next to
the desired prompt. Use the Navigator
Key to scroll up or down to view additional
prompts when available (When the
Navigator Key is not used to scroll up or
down through options, it can be used to
adjust volume.).
The first time you log in to your mailbox,
there are certain mailbox settings you
should perform before using any other
Subscriber Services. These settings
identify you as the owner of your mailbox,
and are described in "Section 2 Logging
in to and Configuring Your Mailbox".
a) Password
b) Subscriber's Name
c) No Answer Greeting
Your VPS may be programmed to initiate
a "Subscriber Tutorial" the first time you
log in to your mailbox. If the Subscriber
Tutorial is enabled, VPS prompts will
Operations shown in this manual are for
when operating the VPS by following
audible prompts.
Operations necessary tooperate the VPS
using VM Menu will vary slightly from
these instructions.
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guide you through the mailbox
configuration process.
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Automatic Log-in
Section 2
Logging in to and
Configuring Your
Mailbox
1. Go off-hook.
2. Enter the extension number of the
VPS.
#
Password
3.
2.1 Logging in to Your
Mailbox
•
You can skip this step if your
mailbox has no password.
In order to access Subscriber Services
(to play messages, change mailbox
settings, etc.), you must first log in to your
mailbox. There are 2 ways to log in to your
mailbox:
Manual Log-in
1. Go off-hook.
2. Enter the extension number of the
a) Automatic Log-in:
VPS.
When logging in to your mailbox from
your own extension, you do not need
to enter any special commands or
your mailbox number. This feature is
not available with certain PBXs and
may be disabled by the System
Administrator or System Manager for
your mailbox.
#
6
3.
4.
5.
and your mailbox number.
#
Password
•
You can skip this step if your
mailbox has no password.
b) Manual Log-in:
Note
You need to enter the Voice Mail
Service Command [#6] followed by
•
If Autoplay New Messages is enabled
for your mailbox, new messages will
be played back automatically each
time you log in to your mailbox. New
messages will be played back one
after the other automatically (i.e., you
do not need to press a button to play
the next message). For more
information, consult your System
Administrator or System Manager.
If Message Waiting Lamp is enabled
for your mailbox, the message lamp on
your telephone will light when you
receive a new message. You can log in
to your mailbox and play back a new
message automatically simply by
going off-hook and pressing the
[
] and your mailbox number. Manual
Log-in is necessary when logging in
to your mailbox using someone else's
extension, when Automatic Log-in is
not available with your PBX, or when
Automatic Log-in is not enabled for
your mailbox.
You will know that you have logged in
successfully because the VPS will
announce either the Main Menu of
Subscriber Services or the number of
new messages you have, or the VM Menu
will be displayed.
•
message button on your telephone.
The VPS will play back the first new
message only. To play back other
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messages, press the appropriate
button.
•
If the Subscriber Tutorial is enabled for
your mailbox, VPS prompts will guide
you through the mailbox configuration
process the first time you log in to your
mailbox (see 2.2 Subscriber Tutorial
(Easy Mailbox Configuration)).
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password, ask your System
Administrator.
2.2 Subscriber Tutorial
(Easy Mailbox
Configuration)
Your VPS may be programmed to present
a "Subscriber Tutorial" to you the first time
you log in to your mailbox. If the
Subscriber Tutorial is enabled, VPS
prompts will guide you through the
mailbox configuration process. Simply by
following the prompts, you can configure
the following items. You can configure
these items later manually if necessary,
as explained later in this section.
This feature may be disabled by the
System Administrator or System
Manager for your mailbox.
Password: If your mailbox has a
password, you must enter it using the dial
keys (0–9) whenever you log in to your
mailbox. Your password can contain up to
16 digits.
Subscriber's Name: This is a recording
of your name. Other subscribers will hear
your name when they listen to messages
you left for them. It may also be heard by
callers when they use the Dialing by
Name feature.
No Answer Greeting: Callers are
directed to your mailbox when you do not
answer their call will hear your No Answer
greeting message. A common example
might be, "This is (name). I can't take your
call right now…". After the greeting is
played, a tone will sound, and the caller
can leave a message.
Other greeting messages can be
recorded manually later. For details, see
2.3 Changing or Deleting Your Personal
Greeting Messages.
Note
•
You may be asked to enter your
password after logging in to your
mailbox. If you do not know this
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System Administrator or
System Manager.
Starting the Subscriber Tutorial
1. Log in to your mailbox.
2
2.
to accept.
•
See 2.1 Logging in to Your
Mailbox if necessary.
3. Continue from "Recording the
Owner's Name (Your Subscriber
Name)".
2. Confirm that the Subscriber
Tutorial has begun.
•
The VPS will announce,
Changing or Deleting Your
Password
"Welcome to the Panasonic
Voice Mail System. This is the
Subscriber Tutorial service.".
•
If the tutorial does not begin, it
may be disabled for your
mailbox. For more information,
consult your System
1
1.
to change your password.
2. Set your new password by entering
the desired password then
Administrator or System
Manager.
#
pressing
.
•
Press only [#] if you want to
delete your password.
To prevent unauthorized
3. Continue from "Setting Your
Password for the First Time" or
"Changing or Deleting Your
Password" as necessary.
•
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
Setting Your Password for the First
Time
2
3.
to accept.
4. Continue from "Recording the
Owner's Name (Your Subscriber
Name)".
1. Set your password when prompted
by entering the desired password
#
then pressing
.
•
Press only [#] if you do not want
to set a password.
To prevent unauthorized
Recording the Owner's Name
(Your Subscriber Name)
•
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
1. State your name after the tone.
1
2.
3.
to end recording.
to accept.
2
•
It is necessary to set a
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
4. Continue from "Recording Your
Greeting Messages".
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Recording Your Greeting
Messages
The VPS will prompt you to record your
No Answer greeting message. If you do
not record a greeting message, a
prerecorded greeting message will be
used.
Other greeting messages can be
recorded manually later. For details, see
2.3 Changing or Deleting Your Personal
Greeting Messages.
1. Record your greeting message,
after the tone.
1
2.
to end recording.
3. Follow the prompts as necessary.
1
2
3
•
•
•
to review.
to accept.
to record the message
again.
to add.
to delete and exit.
•
•
4
Confirming Your Settings
1
1.
to confirm your settings.
2. Go on-hook.
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2.3 Changing or Deleting
Your Personal
1. Log in to your mailbox.
Greeting Messages
•
See 2.1 Logging in to Your
After callers reach your mailbox, they will
hear your personal greeting message.
You can record 4 kinds of Personal
Greetings; the appropriate greeting will
be played for callers. If you delete or do
not record a greeting message, a
prerecorded greeting message will be
used.
1
2.
3
3. Select the desired greeting.
1
2
3
4
No Answer Greeting.
Busy Signal Greeting.
After Hours Greeting.
Caller ID Greeting (may not
a) No Answer Greeting:
Heard by callers when you do not
answer their calls. A common
example might be, "This is (name). I
can't take your call right now…".
be available; see 5.10 Personal
Greeting for Caller ID).
Temporary Greeting.
4. Follow the prompts as necessary.
5
b) Busy Signal Greeting:
Heard by callers when you are on
another call. A common example
might be, "This is (name). I'm on
another call right now…".
1
to change the greeting.
3
to delete the selected
greeting.
The greeting will be deleted; go
on-hook to finish.
c) After Hours Greeting:
•
Heard by callers when the VPS is in
night mode. A common example
might be, "This is (name). I've gone
home for the day…".
5. Record your greeting message,
after the tone.
•
We recommend stating your
name in your greeting
messages, so that callers will
know they have reached the
correct mailbox.
The maximum length of each
greeting message is 1 minute
by default.
d) Temporary Greeting:
A special greeting that, if recorded, is
heard by callers instead of the other
greetings. A common example might
be, " This is (name). I'm out of the
office this week…".
•
Follow the steps below to record or delete
your Personal Greeting Messages.
1
6.
to end recording.
7. Follow the prompts as necessary,
or continue from step 8.
1
•
•
to review.
3
to rerecord the greeting
message (repeat the steps
above as necessary).
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•
•
4
to add to the greeting
message you just recorded.
to delete the greeting
message and exit.
2
8.
to accept.
messages as necessary by
following the prompts, or continue
from step 10.
1
2
3
4
No Answer Greeting.
Busy Signal Greeting.
After Hours Greeting.
Caller ID Greeting (may not
be available; see 5.10 Personal
Greeting for Caller ID).
Temporary Greeting.
10. Go on-hook.
Note
5
•
A Temporary Personal Greeting is
played instead of all your other
greetings until it is deleted. Each time
you log in to your mailbox, the VPS will
ask you if you want to turn off (delete)
your Temporary Personal Greeting.
Make sure you go on-hook only after
you have accepted your new greeting
in step 8. If you go on-hook without
accepting your new greeting, it will not
be saved.
•
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2.4 Changing or Deleting
Your Password
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
You can password protect your mailbox to
prevent unauthorized access to your
mailbox. If your mailbox has a password,
you must enter it using the dial keys (0–9)
whenever you log in to your mailbox. Your
password can contain up to 16 digits.
You can change your password at any
time. When choosing a password, avoid
using obvious number combinations. If
you forget your password, have your
System Administrator or System
Manager clear your password. You may
then set a new one.
3
2
1
2.
3. Enter the desired password, then
#
press
.
•
Press only [#] if you want to
delete your password.
•
It is necessary to set a
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
System Administrator or
System Manager.
2
4.
to accept.
5. Go on-hook.
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2.5 Changing or Deleting
Your Subscriber Name
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
You can record your name in the VPS.
The VPS can then announce your name
for callers to let them know that they have
reached the correct mailbox. If a caller
does not know your mailbox number, the
caller can try to reach you by entering the
first few letters of your first or last name
(Dialing by Name feature). After entering
the first few letters of your name, the VPS
will announce the names of VPS
1
2.
3
3
•
Enter [3] [3] [3] to delete your
subscriber name, then go on-
hook to finish.
3. State your name after the tone.
1
4.
5.
to end recording.
to accept.
2
subscribers whose names share those
same letters, and the caller can select
your name.
6. Go on-hook.
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2.6 Common Service
Commands and
Activates Automated
#
8
Attendant Service. You
can call an extension by
dialing the desired
Navigation Commands
extension number when
guided. If the called party
does not answer, the VPS
can offer you other
options, such as leaving a
message, calling the
operator, etc. Note that
these optionsareavailable
only when calling the
extension via Automated
Attendant Service, i.e.
after you have entered this
service command.
Commands for Changing the
Current VPS Service
After going off-hook and dialing an
extension number of the VPS, you can
enter a service command to access
certain VPS features quickly. While VPS
guidance is being provided, you can also
use service commands to, for example,
switch to a different VPS service mode.
Some of the more commonly used
commands are listed below. For a
complete list, see Appendix.
Activates Custom Service.
#
2
You will be guided to enter
a Custom Service number
(1–100).
Prompts—only Commands
The following commands can be used to
help you navigate through VPS menus.
Activates Voice Mail
#
6
Service. You can record a
message for another
subscriber by entering his
or her mailbox number
when guided. You can also
log in to your mailbox by
entering this command
followed by your mailbox
number.
Takes you back to the
previous menu.
Repeats the current menu.
0
Takes you back to the
Main Menu.
#
7
VM Menu—only Command
Switches you to the Main
Menu (top menu) of the
prompts.
#
#
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Section 3
Message Playback and
Related Features
1. Log in to your mailbox.
See 2.1 Logging in to Your
Mailbox if necessary.
•
1
2.
3.1 Playing Messages
3. Follow the prompts as necessary.
Callers and other subscribers can leave
messages for you, and you can play them
back later after you have logged in to your
mailbox.
Messages in your mailbox are divided
into 3 types:
1
2
3
to play new messages.
to play old messages.
to play deleted messages.
4. Listen to the message.
•
Pressing the [ ] during
a) New Messages:
message playback will return
you to the previous menu. You
can then select another
Messages in your mailbox which you
have not played back yet.
b) Old Messages:
message type to listen to.
Messages in your mailbox which you
have played back but have not yet
deleted.
Listen to Message:
1 New Message
2 Old Message
c) Deleted Messages:
3 Deleted Message
Messages in your mailbox which you
have deleted. You can "recover" your
deleted messages, after which they
will be treated as old messages (see
5.20 Recovering Deleted Messages).
If you do not recover deleted
1
2
Receive New Message
Receive Old Message
messages, they will be permanently
deleted at the end of the next day.
Receive Deleted Message
3
When playing back a message, the VPS
can also announce the message's
"envelope"—the date and time of the
message, and the message sender's
information.
Note
•
Additional features are available
during and/or after message playback.
Refer to the table below and press the
appropriate dialing key. Note that
certain features are not available
depending on the message type (new,
old, deleted).
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Message Type
Key
Feature
New
Old
Deleted
Repeat the message
1
1
1
2
Replay the previous message
Play the next message
1
2
Pause/restart message playback
(during playback only)
Play the message envelope
Set Bookmark (during playback only)
Start playback at the Bookmark
Save this message as new
Delete this message
2
2
2
2
3
4
—
—
—
—
5
—
—
6
(+
)
3
3
4
1
Recover this message
—
Reply to this message
—
—
*
*
Rewind (during playback only)
5
6
Fast-forward, skip envelope
(during playback only)
Transfer this message
7
8
Adjust playback volume
(during playback only)
*
Adjust playback speed
(during playback only)
9
9
*
Play back at normal speed
(during playback only)
0
* These keys also function when using VM Menu.
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Note
Level 1
•
VPS programming determines if the
message envelope is played before
each message, after each message,
or only when you press [2] [3]. For
more information, consult your System
Administrator or System Manager.
The VPS will automatically delete both
new and old messages after a
Level 2
Level 3 (default)
Level 4
•
Level 5
specified number of days have
passed. Your System Administrator or
System Manager controls how many
days messages are retained for. Each
time you play a new or old message,
When messages are deleted, they will
be retained until the end of the next
day. For example, if you delete a
message Monday morning, it will be
permanently deleted at the end of the
day on Tuesday. Deleted messages
can be recovered before then by
pressing [3] during or after playback.
A Bookmark allows you to set a point
in a message that you can jump to
quickly during playback (see 5.19
Bookmark). You can set one
Bookmark for each message in your
mailbox. If you set a second Bookmark
in the same message, the previous
one is deleted.
During playback, you can adjust
playback volume and speed by
pressing [8] and [9] respectively. Press
the desired key repeatedly to adjust
the volume and speed as necessary. If
volume or speed are at the highest
setting, pressing the dialing key will
select the lowest setting, as shown
below.
•
•
•
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Calling Back the Message Sender
3.2 Replying to Messages
1. Play back the desired message.
You can reply to messages left in your
mailbox by either calling back the caller or
by leaving a message in the caller's
mailbox.
Calling back is possible when the person
who left you the message is another
subscriber. Calling back outside callers is
possible if their Caller ID information is
received by the PBX and VPS, however,
this feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
Replying by leaving a message in the
caller's mailbox is possible only if the
caller is another subscriber (i.e., the
person must have his or her own
mailbox). When replying by leaving a
message in the caller's mailbox, you can
set any of the following:
•
See 3.1 Playing Messages if
necessary.
•
Only new and old messages
can be replied to. To reply to a
deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
2.
3.
4
during or after message
playback.
1
to call the sender.
Note
•
Calling back outside callers (Caller ID
Callback) is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
a) Urgent Status:
The message will be heard before
other messages by the recipient.
Leaving a Message for the Sender
b) Private Status:
The recipient will not be able to
forward the message, ensuring
privacy.
1. Play back the desired message.
•
See 3.1 Playing Messages if
necessary.
c) Auto Receipt:
•
Only new and old messages
can be replied to. To reply to a
deleted message, recover the
message first (see 5.20
Recovering Deleted
You will receive notification (receipt
message) once the recipient has
played back the message.
Finally, you can send your reply
Messages).
immediately or set a message delivery
time. However, please note that you
cannot reply to receipt messages.
2.
3.
4
during or after message
playback.
2
to begin recording.
4. Speak after the tone.
You can pause and resume
recording by pressing [2]. If you
•
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pause for more than 20
seconds, recording will stop
automatically.
1
2
13.
14.
to make the message private.
to continue.
1
2
1
5.
6.
7.
to end recording.
to accept.
1
2
to request a receipt.
to continue.
15. Go on-hook.
Note
1
to set the delivery time
of the message.
•
Auto Receipt is not enabled by default.
For more information, consult your
System Administrator or System
Manager.
1
2
to send the message
immediately (continue from step
12).
8. Enter the desired delivery time,
•
New urgent messages are played
before any other messages. However,
old urgent messages are played with
other messages, in the original order.
#
then
.
For example:
•
•
To enter 5:00, press [5] [#].
To enter 5:15, press [5] [1] [5]
[#].
1
2
9.
for AM.
for PM.
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
10. Enter the day of the month for
#
delivery, then
For example:
.
•
If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
•
If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
2
11.
12.
to accept.
1
2
to make the message urgent.
to continue.
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Specifying the Recipients by
Number
3.3 Transferring
Messages
You can transfer (forward) messages in
your mailbox to other subscribers.
However, please note that you cannot
transfer receipt messages, or messages
that were specified by the sender as
"private".
•
See 3.1 Playing Messages if
necessary.
•
Only new and old messages
can be transferred. To transfer
adeleted message, recover the
message first (see 5.20
Recovering Deleted
When transferring a message, you can:
a) Specify the recipient by entering
Messages).
another subscriber's mailbox number.
b) Specify several recipients by entering
a Personal Group Distribution List
number (see 5.6 Personal Group
Distribution Lists) or a Mailbox Group
number.
2.
7
during or after message
playback.
3. Enter one of the following:
A mailbox number.
A Personal Group Distribution List
c) Record your own comments and send
them along with the transferred
message.
#
number, then
.
A Mailbox Group number.
2
4.
5.
to accept.
1
to transfer the message
without recording your comments
(continue from step 8).
2
to record your comments.
6. Record your comments after the
tone.
1
7.
8.
to end recording.
to accept.
2
9. Go on-hook.
Specifying the Recipients by
Name (Dialing by Name)
1. Play back the desired message.
•
See 3.1 Playing Messages if
necessary.
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•
Only new and old messages
can be transferred. To transfer
a deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
2.
3.
7
during or after message
playback.
#
1
4. Using the dialing keys, enter the
first 3 or 4 letters of the desired
recipient's name.
1
5.
to select the announced
name.
2
3
to hear the next name.
to repeat the current name.
6. Enter one of the following:
1
to transfer the message
without recording your comments
(continue from step 10).
2
to record your comments.
7. Record your comments after the
tone.
1
8.
9.
to end recording.
to accept.
2
10. Go on-hook.
Note
•
No acknowledgement will be given to
indicate the message has been
transferred.
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Remote Automatic Log-in
3.4 Remote Access
1. Call the VPS from the
You can call the VPS while outside and
log in to your mailbox in order to listen to
your messages. There are 2 ways to log
in to your mailbox remotely:
•
Ask your System Administrator
or System Manager what
telephone number you should
dial in order to access the VPS
remotely.
When logging in to your mailbox
remotely from a preprogrammed
outside telephone, you do not need to
enter any special commands or your
mailbox number. The VPS can
recognize the telephone number you
are calling from and therefore
determine you are the caller (see 5.16
Assigning Your Telephone Numbers
for Remote Automatic Log-in and Toll
Saver). This feature is not available
with certain PBXs and may be
#
Password
2.
3.
•
You can skip this step if your
mailbox has no password.
1
to play back messages.
4. Follow the prompts or select one of
the following as necessary.
#
8
to call an extension.
disabled by the System Administrator
or System Manager for your mailbox.
#
8
0
to call the
b) Manual Log-in:
operator.
You need to enter the Voice Mail
Service Command [#6] followed by
#
5.
when finished.
9
6. Go on-hook.
[
] and your mailbox number. Manual
Log-in is necessary when logging in
to your mailbox when Automatic Log-
in is not available with your PBX,
when your mailbox is not programmed
for Automatic Log-in, or when you are
calling from a telephone number not
programmed for Automatic Log-in.
Note
•
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
Remote Manual Log-in
1. Call the VPS from an outside
telephone.
•
Ask your System Administrator
or System Manager what
telephone number you should
dial in order to access the VPS
remotely.
#
6
2.
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3.
4.
and your mailbox number.
#
Password
•
You can skip this step if your
mailbox has no password.
1
5.
to play back new messages.
6. Follow the prompts or select one of
the following as necessary.
#
8
to call an extension.
#
8
0
to call the
operator.
#
7.
when finished.
9
8. Go on-hook.
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Section 4
Sending Messages
4.1 Sending Messages—
Overview
You can record messages and send them
to other subscribers, to PBX extension
users who do not have VPS mailboxes,
and even to outside parties. Messages
can be sent using one of the following
features:
a) Message Delivery:
Sending a message to other
subscribers (see 4.2 Message
Delivery).
b) External Message Delivery:
Sending a message to parties that do
not have VPS mailboxes, i.e., PBX
extension users and outside parties
(see 4.3 External Message Delivery).
There are several ways to determine the
recipients of your messages. You can
specify recipients by:
a) Mailbox number or subscriber name
(specifies an individual recipient for
Message Delivery).
b) Personal Group Distribution List
number or Mailbox Group number
(specifies a group of recipients for
Message Delivery).
c) Extension number or telephone
number (specifies an individual
recipient for External Message
Delivery).
d) External Message Delivery List
number (specifies a group of
recipients for External Message
Delivery).
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4.2 Message Delivery
1. Log in to your mailbox.
You can send messages to other
subscribers. You can specify message
recipients either by number or by
subscriber name.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2
2.
To specify the recipients by number:
3. Continue from "Specifying the
Recipients by Number" or
a) Enter the subscriber's mailbox
number.
"Specifying the Recipients by
Name (Dialing by Name)".
b) Enter a Personal Group Distribution
List number (see 5.6 Personal Group
Distribution Lists for creating your own
Personal Group Distribution Lists).
Specifying the Recipients by
Number
c) Enter a Mailbox Group number (these
must be created by the System
Administrator or System Manager;
For more information, consult your
System Administrator or System
Manager).
1. Enter one of the following:
A mailbox number.
A Personal Group Distribution List
To specify the recipients by name:
#
number, then
.
a) Enter the first few letters of the
subscriber's name (Dialing by Name
feature).
A Mailbox Group number.
2
2.
to accept.
Once you have specified the recipients,
you can record a message. Before
sending your message, you can set any
of the following:
3. Continue from "Recording Your
Message".
Specifying the Recipients by
Name (Dialing by Name)
a) Urgent Status:
The message will be heard before
other messages by the recipient.
#
1
1.
b) Private Status:
The recipient will not be able to
forward the message, ensuring
privacy.
2. Using the dialing keys, enter the
first 3 or 4 letters of the desired
recipient's name.
c) Auto Receipt:
1
3.
to select the announced
You will receive notification once the
recipient has played back the
message.
name.
2
3
to hear the next name.
Finally, you can send your message
immediately or set a message delivery
time.
to repeat the current name.
4. Continue from "Recording Your
Message".
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Recording Your Message
8. Enter the day of the month for
#
delivery, then
For example:
.
1
1.
to record your message.
•
Press [2] to add another
recipient (continue from
"Specifying the Recipients by
Number" or "Specifying the
Recipients by Name (Dialing by
Name)").
•
If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
•
•
Press [3] to review the
recipients.
2
9.
to accept.
2. Speak after the tone.
You can pause and resume
1
2
10.
to make the message urgent.
to continue.
•
recording by pressing [2]. If you
pause for more than 20
seconds, recording will stop
automatically.
1
2
11.
12.
to make the message private.
to continue.
1
2
to request a receipt.
to continue.
1
2
1
3.
4.
5.
to end recording.
to accept.
13. Go on-hook.
Note
1
to set the delivery time
of the message.
•
Auto Receipt is not enabled by default.
For more information, consult your
System Administrator or System
Manager.
1
2
to send the message
immediately (continue from step
10).
•
New urgent messages are played
before any other messages. However,
old urgent messages are played with
other messages, in the original order.
6. Enter the desired delivery time,
#
then
.
For example:
•
•
To enter 5:00, press [5] [#].
To enter 5:15, press [5] [1] [5]
[#].
1
2
7.
for AM.
for PM.
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
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Sending an External Delivery
Message
4.3 External Message
Delivery
1. Log in to your mailbox.
You can send messages to outside
parties and to PBX extension users who
do not have their own VPS mailboxes.
After you record your message, the VPS
will dial the appropriate telephone
numbers and/or extension numbers, and
once the party on the other end answers
the call, the VPS can play back your
recorded message. You can specify
message recipients by:
•
See 2.1 Logging in to Your
6
2
1
2.
3. Continue from "Specifying a Single
Recipient" or "Specifying Multiple
Recipients (External Message
Delivery List)".
a) Extension number
b) Outside telephone number
Specifying a Single Recipient
c) External Message Delivery List
number (see 5.7 External Message
Delivery Lists)
1
1.
2. Enter the outside line access
number needed for making outside
calls.
Unlike recipients who have their own VPS
mailboxes, you have no way of knowing
who may answer the call when the VPS
sends an External Delivery Message. To
protect the privacy of your messages, you
may assign a password that must be
entered by the other party before your
message is played back.
•
To specify a PBX extension
instead of an outside telephone
number, enter the extension
number, then continue from
step 4.
3. Enter the outside party's telephone
number (including area code if
needed).
You can set Auto Receipt so that you will
receive notification once the recipient has
played back your message. You can also
send your message immediately or set a
message delivery time. Finally, recipients
of an External Delivery Message can
reply to your message, and can even set
urgent and private message status.
•
To insert a pause or special
command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS
will announce a list of available
options, for example, "To insert
a pause, press [5]. Press [4] to
continue entering the
Note
•
This feature must be enabled for your
mailbox by the System Administrator
or System Manager.
telephone number.".
•
If you have any difficulties using this
feature, consult your System
Administrator.
2
4.
to accept.
5. Enter a 4-digit password required
for listening to the message.
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•
Press [#] if you do not want to
set a password.
1
2
2.
for AM.
for PM.
6. State the recipient's name after the
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
tone.
1
7.
8.
to end recording.
#
for immediate delivery, then
3. Enter the day of the month for
continue from "Recording Your
Message".
#
delivery, then
For example:
.
•
To set message delivery time,
continue from "Setting
Message Delivery Time".
•
If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
•
If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
Specifying Multiple Recipients
(External Message Delivery List)
2
1.
Recording Your Message
1
2. Enter the desired list number (
2
or
).
1
1.
to request a receipt.
to continue.
3. Enter a 4-digit password required
2
2
for listening to the message.
2.
to accept.
•
Press [#] if you do not want to
set a password.
3. Record your message after the
tone.
#
4.
for immediate delivery, then
•
You can pause and resume
recording by pressing [2]. If you
pause for more than 20
seconds, recording will stop
automatically.
continue from "Recording Your
Message".
•
To set message delivery time,
continue from "Setting
Message Delivery Time".
1
2
4.
5.
to end recording.
to accept.
Setting Message Delivery Time
6. Go on-hook.
1. Enter the desired delivery time,
Note
#
then
.
•
If you set a password required for
listening to the message, make sure
you notify each recipient what the
password is.
For example:
•
•
To enter 5:00, press [5] [#].
To enter 5:15, press [5] [1] [5]
[#].
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•
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. For more
information, consult your System
Administrator.
•
Auto Receipt is not enabled by default.
For more information, consult your
System Administrator or System
Manager.
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4.4 Receiving External
Delivery Messages
1
1.
to receive the message.
2. Enter the 4-digit password, then
When you send an External Delivery
Message, the VPS will call each of the
specified recipients. When a recipient
answers the call, the VPS will guide him
or her through the following procedure.
After a recipient has listened to an
External Delivery Message, he or she can
send you a reply to your message, and
even set urgent or private message
status.
#
.
•
If you did not set a password,
this step will be skipped.
3. The message is played back.
2
4.
to reply.
•
To end the call, press [ ], then
go on-hook to finish.
5. Record a reply.
1
6.
7.
8.
to end recording.
2
to accept.
1
2
to make the message urgent.
to continue.
1
2
9.
to make the message private.
to continue.
10. Go on-hook.
Note
•
If the recipient enters an incorrect
password 3 times, the VPS will
announce the following information if it
has been programmed. This
information can help the recipient track
down the message or message
sender (you).
–
–
–
Company name
Callback telephone number
Your subscriber name
•
The VPS may be able to guide
recipients using a different
language. For more information,
consult your System
Administrator.
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Beeper Access: The VPS will prompt the
caller to enter his or her telephone
number, then will send the caller's
telephone number to your beeper so you
can return the call.
Transfer to Mailbox: The VPS will
transfer the caller to your mailbox where
he or she can leave a message for you.
The call will not ring at your extension.
Transfer to Custom Service: The VPS
will transfer the caller to the Custom
Service you specify here. The call will not
ring at your extension.
Disable Call Transfer: Turns the Call
Transfer feature off. The call will ring at
your extension.
Section 5
Other Features
5.1 Call Transfer
When a call reaches your extension via
the Automated Attendant service,
normally your extension will ring and you
can answer the call. If you use the Call
Transfer feature, however, the VPS can
handle the call in a number of ways. The
status you set for Call Transfer
determines what happens to the call. You
can set one of the following:
Call Blocking: The call will be handled
by the Incomplete Call Handling feature
(see 5.2 Incomplete Call Handling), which
allows you to have your calls ring at
another extension, transferred to your
mailbox, transferred to the operator, etc.
The call will not ring at your extension.
The call will be handled according to the
settings you have made for Incomplete
Call Handling for No Answer.
Call Screening: The VPS will prompt the
caller to record his or her name. If you are
available to answer calls, the VPS will ring
your extension and play back the name of
the caller. You can then answer the call if
you choose. If you do not or cannot
answer the call, the call will be handled
according to the settings you have made
for Incomplete Call Handling for No
Answer.
Intercom Paging: The VPS will page you
using the Intercom Paging feature of the
PBX. The call will not ring at your
extension. Your name will be announced
to alert you to the call. This feature is
available with certain PBXs only. If you do
not or cannot answer the call, the call will
be handled according to the settings you
have made for Incomplete Call Handling
for No Answer.
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1. Log in to your mailbox.
See 2.1 Logging in to Your
•
Mailbox if necessary.
1
2.
4
3. Select the desired Call Transfer
status.
1
2
3
4
5
6
for Call Blocking.
for Call Screening.
for Intercom Paging.
for Beeper Access.
for Transfer to Mailbox.
for Transfer to Custom
Service.
7
for Disable all Transfer.
4. Follow the prompts as necessary.
•
The prompts heard will vary
depending on the feature you
set in step 3.
5. Go on-hook.
Note
•
Intercom Paging is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
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Transfer to Custom Service: The VPS
will transfer the caller to the Custom
5.2 Incomplete Call
Handling
Transfer to Operator: The VPS will
transfer the caller to the operator.
Return to Top Menu: The caller is
returned to the top menu of the
Automated Attendant service and can
then choose to call a different extension.
When a call is directed to your extension
via the Automated Attendant service,
Incomplete Call Handling will handle the
calls if:
a) You do not answer the call (These
calls are considered "no answer"
calls).
b) You are on another call (These calls
are considered "busy" calls).
c) You have set Call Blocking (see 5.1
Call Transfer).
The status you set for Incomplete Call
Handling determines what happens to
these calls. You can set one or more of
the following for no answer calls and for
busy calls separately. If you select more
than one option, the caller will be
prompted to select his or her desired
option.
Leaving a Message: The VPS will
transfer the caller to your mailbox where
he or she can leave a message for you.
Transfer to Covering Extension: The
VPS will transfer the caller to your
Covering Extension (see 5.3 Assigning
Your Covering Extension). If you have not
assigned your Covering Extension, this
option is not available.
Intercom Paging: The VPS will page you
using the Intercom Paging feature of the
PBX. Your name will be announced to
alert you to the call. This feature is
available with certain PBXs only.
Beeper Access: The VPS will prompt the
caller to enter his or her telephone
number, then will send the caller's
telephone number to your beeper so you
can return the call.
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APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
1. Log in to your mailbox.
See 2.1 Logging in to Your
•
Mailbox if necessary.
2.
3.
4
4
5
for no answer calls.
for busy calls.
4. Select the desired Incomplete Call
Handling status.
1
for Leaving a Message.
2
for Transfer to Covering
Extension.
3
4
5
for Intercom Paging.
for Beeper Access.
for Transfer to Custom
Service.
6
7
for Transfer to Operator.
for Return to Top Menu.
5. Follow the prompts as necessary.
•
The prompts heard will vary
depending on the feature you
set in step 4.
1
2
6.
to change.
to accept.
7. Continue from step 4 to select
additional options, or go on-hook if
finished.
8. Go on-hook.
Note
•
When Call Blocking is enabled,
blocked calls are treated by
Incomplete Call Handling for no
answer calls.
•
Intercom Paging is only available with
Panasonic KX-T series PBXs using
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5.3 Assigning Your
Covering Extension
1. Log in to your mailbox.
See 2.1 Logging in to Your
•
Mailbox if necessary.
A Covering Extension is an extension that
receives your calls instead of you. Your
calls can be transferred to your Covering
Extension in 2 ways:
a) By the Incomplete Call Handling
Feature:
3. Enter the desired extension
number.
•
If you have already assigned
your Covering Extension and
want to assign a different
extension, press [1] before
entering the desired extension
number.
When the Incomplete Call Handling
feature handles the call (i.e., if you do
not answer, if you are on another call,
or if you have set Call Blocking), it will
transferred to your Covering
Extension if you have set Incomplete
Call Handling to "Transfer to Covering
Extension" (see 5.2 Incomplete Call
Handling).
2
4.
to accept.
5. Go on-hook.
Note
b) By Pressing [0]:
•
Once you assign a Covering
If the caller presses [0] during your
greeting message or while recording
a message for you, the call will be
transferred to your Covering
Extension.
Extension, remember to tell callers in
your greeting message that they can
"press [0] to be transferred to (name of
your Covering Extension)".
Note
•
You can change the dialing key that
transfers your callers to your Covering
Extension. If you assign the "Transfer
to Operator" option in your Personal
Custom Service to a dialing key other
than [0], callers who press that dialing
key will be transferred to your Covering
Extension (see 5.17 Personal Custom
Service).
•
If you do not assign your Covering
Extension, callers will be transferred to
the operator instead.
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Recording Questions
5.4 Interview Mailbox
1. Log in to your mailbox.
See 2.1 Logging in to Your
Mailbox if necessary.
An interview mailbox is a mailbox
designed to ask questions to callers and
record their answers. If you have an
interview mailbox (not all subscribers do),
you can record up to 10 questions and set
the answer recording time individually for
each question from 1 to 60 seconds.
Your interview mailbox can be used, for
example, to allow callers to place orders
or request information from your
•
6
1
1
2.
3.
1
to change (record or re-
record) this question, then
continue from step 4.
2
to skip to the next question,
company. You can ask them to record
their names, address, and order or
request information, and then you can
note their information later while playing
back their messages. You can even ask
your System Administrator to create a
Custom Service, for example, to record
customer information for callers who call
after business hours when your staff have
already gone home for the day.
then repeat this step.
3
to skip to the previous
question, then repeat this step.
4
to select a specific question.
•
Enter the question number and
[#], then repeat this step.
4. Record the question.
1
5.
6.
to end recording.
to accept.
2
7. Continue from step 3, or go on-
hook if finished.
Changing Answer Lengths
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
6
1
1
2
2.
3.
to change the answer length,
then continue from step 4.
2
to skip to the next question,
then repeat this step.
3
to skip to the previous
question, then repeat this step.
4
to select a specific question.
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•
Enter the question number and
[#], then repeat this step.
seconds.
5. Continue from step 3, or go on-
hook if finished.
Deleting Questions
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
6
1
1
2.
3.
3
to delete the current
question.
2
to skip to the next question,
then repeat this step.
3
to skip to the previous
question, then repeat this step.
4
to select a specific question.
•
Enter the question number and
[#], then repeat this step.
4. Go on-hook if finished.
Note
•
If you would like to use this feature, you
must first be assigned an Interview
Mailbox. For more information, consult
your System Administrator.
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Mode
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
If you have an interview mailbox (see 5.4
Interview Mailbox) in additional to your
regular mailbox, Message Reception
Mode determines which mailbox is used
when:
2.
3.
4
1
3
to toggle between Interview
Mode (interview mailbox) and
Message Recording Mode (regular
mailbox).
a) Calls are directed to your mailbox by
the "Leaving a Message" setting of
the Incomplete Call Handling feature
(see 5.2 Incomplete Call Handling).
4. Go on-hook.
Note
b) Your extension is a Logical Extension
(i.e., your mailbox receives your calls
automatically, perhaps because you
do not have your own telephone for
regular use).
•
Not all subscribers have interview
mailboxes. For more information,
consult your System Administrator or
System Manager.
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5.6 Personal Group
Distribution Lists
1. Log in to your mailbox.
See 2.1 Logging in to Your
•
Mailbox if necessary.
Personal Group Distribution Lists allow
you to send messages to several
2.
3
4
subscribers at once (see 4.2 Message
Delivery). You can create and edit 4
Personal Group Distribution Lists, and
these lists can only be used by you. You
can assign 40 group members
(subscribers) to each list and record a
name for each group (for example, "Sales
Team", "Department Heads", etc.).
3. Enter the desired Personal Group
Distribution List number (1–4).
1
4.
to record a name for the
group.
5. State the list name after the tone.
1
6.
7.
8.
to end recording.
to accept.
2
2
to add.
9. Enter the mailbox number of the
subscriber you wish to add to the
list.
2
10.
to add the subscriber to the
list.
1
11.
to add more subscribers to
the list, then continue from step 8.
2
to end.
12. Go on-hook.
Deleting Members from Personal
Group Distribution Lists
You can delete members of your Personal
Group Distribution Lists one by one or all
at once.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
3
4
3. Enter the desired Personal Group
Distribution List number (1–4).
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Note
4.
5.
3
1
to delete a group member.
to delete all members, then
•
The System Administrator can create
"Mailbox Groups", which are similar to
Personal Group Distribution Lists
except they can be used by other
subscribers. For more information,
consult your System Administrator or
System Manager.
go on-hook to finish.
2
to delete one member.
1
6.
to delete the announced
member.
2
to keep the member and
announce the next member.
•
Repeat this step to delete other
members.
7. Go on-hook.
Changing Personal Group
Distribution List Names
You can change or delete Personal Group
Distribution List names.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
3
4
3. Enter the desired Personal Group
Distribution List number (1–4).
1
4.
5.
to change the list name.
1
to change (record) the list
name.
3
to delete the list name, then
go on-hook to finish.
6. State the list name after the tone.
1
7.
8.
to end recording.
to accept.
2
9. Go on-hook.
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Creating or Adding to an External
Message Delivery List
5.7 External Message
Delivery Lists
1. Log in to your mailbox.
Your External Message Delivery Lists
allow you to send messages to several
outside parties and PBX extension users
who do not have their own VPS mailboxes
at once (see 4.3 External Message
Delivery). You can create and edit 2
External Message Delivery Lists, and
these lists can only be used by you. You
can assign up to 8 members to each list
and record a name for each member.
•
See 2.1 Logging in to Your
Mailbox if necessary.
6
2
2
2.
3.
1
2
for list number 1.
for list number 2.
1
4.
5. Enter the outside line access
number needed for making outside
calls.
•
To store an extension number,
simply enter the extension
number then continue from
step 7.
6. Enter the outside telephone
number (including area code if
needed).
•
To insert a pause or special
command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS
will announce a list of available
options, for example, "To insert
a pause, press [5]. Press [4] to
continue entering the
telephone number.".
2
7.
to accept.
8. State the member's name after the
tone.
1
9.
to end recording.
2
10.
to add the member.
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1
11.
to add another member, then
continue from step 5.
2
to end.
12. Go on-hook.
Deleting Members from an
External Message Delivery List
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
6
2
2
2.
3.
1
2
for list number 1.
for list number 2.
2
4.
5.
1
to delete all members, then
continue from step 7.
2
to delete one member.
1
6.
to delete the announced
member.
2
to keep the member and
announce the next member.
•
Repeat this step to delete other
members.
7. Go on-hook.
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Turning Message Waiting Lamp
Notification On/Off
5.8 Message Waiting
Notification
1. Log in to your mailbox.
The Message Waiting Notification feature
lets you know you have received new
messages in your mailbox by:
•
See 2.1 Logging in to Your
Mailbox if necessary.
Message Waiting Lamp: The message
lamp on your telephone (if it has one) will
light when you receive a new message. If
you have a compatible PBX and
Panasonic telephone with a 6-line display,
you can also see the number of new
messages you have on your display.
1
2.
3.
5
1
to enable/disable lamp
notification.
4. Go on-hook.
Note
Device Notification: Notifying you via a
"device", i.e., an outside telephone,
another PBX extension, your mobile
phone, beeper, etc. You can assign three
different devices. For each device, you
have the option of receiving notification
for urgent messages only, or for all
messages. You can also choose to
receive notification during certain hours
only (called "scheduling"), useful if you do
not want to be disturbed at night, for
example. For more information on
Administrator.
•
Displaying the number of new
messages is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
Turning Device Notification On/Off
•
See 2.1 Logging in to Your
Mailbox if necessary.
If you turn device notification on for more
than one device, the lowest numbered
device (1, 2, or 3) will be used first. If
notification is not possible (for example, if
your outside telephone is busy), the next
device will be used.
Message notification by e-mail may also
be available for your mailbox (see 5.9 E-
mail Integration (Message Notification by
E-mail)).
2
2.
5
3. Enter the desired device number
(1–3).
1
4.
5.
to send notification for all
messages.
2
to send notification for urgent
messages only.
1
to use a preprogrammed
schedule.
2
to receive notification always
(continuously).
3
to not receive notification at
all (i.e. turn off).
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feature may be disabled for
your mailbox.
6. Go on-hook.
2
1
7.
8.
to accept.
Changing Device Numbers
if the assigned number is a
1. Log in to your mailbox.
telephone number.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2
if the assigned number is a
beeper number.
9. Go on-hook.
3
2.
5
3. Enter the desired device number
Note
(1–3).
•
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. Consult your
System Administrator for more
information.
1
4.
to change the assigned
number.
•
To delete the assigned number,
press [3] then go on-hook to
finish.
5. Enter the outside line access
number needed for making outside
calls.
•
To store an extension number,
simply enter the extension
number then continue from
step 7.
6. Enter the outside telephone
number (including area code if
needed).
•
To insert a pause or special
command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS
will announce a list of available
options, for example, "To insert
a pause, press [5]. Press [4] to
continue entering the
telephone number.".
•
If you insert a beeper display
command here, the VPS will
prompt callers to enter their
telephone numbers. Caller
telephone numbers can then
be sent to your beeper. This
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5.9 E-mail Integration
(Message Notification
by E-mail)
When you receive new messages in your
mailbox, you can receive notification by e-
mail. The recorded message can also be
added to the e-mail as an attachment.
Consult your System Administrator for
more information.
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Recording a Personalized
Greeting for the First Time
5.10 Personal Greeting for
Caller ID
1. Log in to your mailbox.
You can record personalized greetings for
specific callers. If you have assigned their
telephone numbers (Caller ID numbers)
to a personalized greeting, they will hear
the appropriate greeting when they call
you, instead of your other greeting
•
See 2.1 Logging in to Your
Mailbox if necessary.
3
1
4
2.
3. Enter the personalized greeting
messages normally played for callers.
number (1–4).
You can record 4 personalized greetings
and assign 8 callers to each greeting.
Record your personalized greetings
before assigning Caller ID numbers.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
4. Record your greeting message
after the tone.
1
5.
6.
to end recording.
to accept.
2
7. Go on-hook.
Changing a Personalized Greeting
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
3
1
4
3. Enter the personalized greeting
number (1–4).
1
4.
to change the greeting, then
continue from step 4, "Recording a
Personalized Greeting for the First
Time".
3
to delete the greeting.
5. Go on-hook.
Assigning Caller ID Numbers for
the First Time
1. Log in to your mailbox.
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•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
3
1
4
3. Enter the personalized greeting
2.
3
1
4
number (1–4).
3. Enter the personalized greeting
2
4.
5.
to accept.
number (1–4).
1
to add a Caller ID number,
2
4.
to accept.
then continue from step 5,
"Assigning Caller ID Numbers for
the First Time".
5. Enter the Caller ID number (caller's
telephone number, 20 digits max.)
#
then
.
2
to delete a Caller ID number.
•
While entering a Caller ID
3
to review all assigned Caller
number, you can press [ ] to
enter a "wild card". This allows
several telephone numbers to
match the Caller ID number
that you assigned. For
ID numbers, then go on-hook when
finished.
1
6.
7.
to delete all numbers, then go
on-hook to finish.
example, if you store the Caller
2
1
to delete one number.
ID number as "012[ ]"…[ ]"
to delete the announced
(enter the number of [ ]s as
requiredfortelephonenumbers
in your area), any telephone
number that begins with "012"
(for example, all callers from
the "012" area code) will hear
your personalized greeting.
number.
2
to keep the number and
announce the next number, then
repeat this step.
8. Go on-hook when finished.
2
1
6.
7.
to accept.
Note
•
In order for this feature to function
properly, your PBX must be able to
receive Caller ID information. For more
information, consult your System
Administrator or System Manager.
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
to add more Caller ID
numbers, then continue from step
5.
2
to end.
•
8. Go on-hook.
To Add, Delete, or Review Caller ID
Numbers Later
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
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Assigning Caller ID Numbers and
Recording Names
5.11 Personal Caller Name
Announcement
1. Log in to your mailbox.
By storing caller telephone numbers and
recording caller names, you can have the
VPS announce the caller name to you
when:
•
See 2.1 Logging in to Your
Mailbox if necessary.
3
1
5
2.
a) You play back a message from one of
3. Enter the Caller ID number (caller's
the assigned callers.
telephone number, 20 digits max.)
b) The VPS transfers a call to you from
one of the assigned callers.
#
then
.
c) The VPS pages you to inform you that
you have a call from one of the
assigned callers.
This feature utilizes Caller ID; telephone
numbers assigned for this feature are
referred to as "Caller ID numbers". This
feature is not available with certain PBXs
and may be disabled by the System
Administrator or System Manager for
your mailbox.
2
4.
to accept.
5. State the caller's name after the
tone.
1
6.
7.
8.
to end recording.
to accept.
2
1
to add more Caller ID
numbers, then continue from step
4.
2
to end.
9. Go on-hook.
Changing Caller ID Numbers and
Recorded Names
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
3.
3
1
2
5
to change the Caller ID
number, then continue from step 4,
"Assigning Caller ID Numbers and
Recording Names".
2
to change the caller's name,
then continue from step 6,
"Assigning Caller ID Numbers and
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Recording Names".
to accept the current item as
3
is and skip to the next item, then
repeat this step.
4. Go on-hook when finished.
Deleting Caller ID Numbers and
Recorded Names
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
3.
3
1
3
5
to delete all numbers, then go
on-hook to finish.
2
to delete one number.
1
4.
to delete the announced
number.
2
to keep the number and
announce the next number, then
repeat this step.
5. Go on-hook when finished.
Note
•
The number of callers you can assign
for this feature is controlled by the
System Administrator or System
Manager.
•
•
In order for this feature to function
properly, your PBX must be able to
receive Caller ID information. For more
information, consult your System
Administrator or System Manager.
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
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5.12 Live Call Screening
(LCS)
If you have a Panasonic telephone that is
compatible with this feature, you can
screen your calls. When you receive a
call, you can listen to the caller as he or
she leaves a message in your mailbox,
then answer the call if you choose.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator for your mailbox.
There are 2 modes for LCS:
Hands-free Mode: When a caller is
leaving you a message, you will hear the
caller's voice through your telephone's
speaker. You can speak to the caller by
going off-hook.
Private Mode: When a caller is leaving
you a message, you will hear a
notification tone. You can hear the caller's
voice by lifting your telephone's handset.
You can speak to the caller by pressing a
customized button on your telephone.
Note
•
•
•
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
This feature is only available with
Panasonic proprietary telephones and
portable stations. To use Hands-free
Mode, your telephone must have a
speaker.
For more information about this
feature, refer to the User Manual of
your PBX.
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information, consult your System
Administrator.
5.13 Recording Your
Conversations
•
Two-way Record (TWR) and Two-way
Transfer (TWT) are only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. One-touch
Two-way Transfer (One-touch TWT) is
only available with Panasonic KX-
TDA/KX-TAW series PBXs using DPT
Integration. For more information,
consult your System Administrator or
System Manager.
If you have a Panasonic telephone that is
compatible with these features, you can
record your telephone conversations.
This feature is not available with certain
PBXs.
There are 3 features that allow you to
record your conversations:
Two-way Record (TWR): By pressing
the button on your telephone that is
assigned as the TWR button, you can
record the current conversation into your
own mailbox.
Two-way Transfer (TWT): By pressing
the button on your telephone that is
assigned as the TWT button and then
entering a subscriber's extension
number, you can record the current
conversation into that subscriber's
mailbox.
•
•
•
These features is only available with
Panasonic proprietary telephones and
portable stations.
For more information about these
features, refer to the User Manual of
your PBX.
If all VPS ports are busy when you try
to use one of these features, you will
hear a warning tone, dial tone, or busy
tone, depending on the feature you are
trying to use.
One-touch Two-way Transfer (One-
touch TWT): By pressing a button on
your telephone previously assigned as a
One-touch TWT button, you can record
the current conversation into a specific
subscriber's mailbox. Because you
assign the extension number when you
create the button on your telephone, you
do not need to enter the extension
number when using this feature.
Note
•
Many states have imposed regulations
on the manner in which two-way
telephone conversations may be
recorded, so you should inform the
other party that the conversation is
being recorded. Consult your local
telephone company for further
information.
•
Recording time when using these
features may be limited. For more
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Assigning Outside Telephone
Numbers for Remote Call
Forwarding
5.14 Remote Call
Forwarding
Before you can forward your calls to an
outside telephone, you should first store
the telephone numbers you plan on using
with this feature. You can store 2
telephone numbers for use with Remote
Call Forwarding.
You can program the VPS to forward your
calls to another extension or to an outside
telephone (if authorized). You can do this
even when you are away from the office.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
1. Log in to your mailbox.
When activatingRemoteCallForwarding,
you can select one of the following
options:
•
See 2.1 Logging in to Your
Mailbox or 3.4 Remote Access,
if necessary.
Forward All Calls: All your calls will be
forwarded to a specified extension.
6
2.
3.
3
1
Forward Busy Calls: Your calls are
forwarded to a specified extension if you
are already on another call.
Forward No Answer Calls: Your calls
are forwarded to a specified extension if
you do not answer your telephone.
Forward Busy and No Answer Calls:
Your calls are forwarded to a specified
extension if you are busy or do not answer
your telephone.
to change telephone number
1.
2
to change telephone number
2.
•
If you have already set a
telephone number and wish to
change it, press [1] after
selecting telephone number 1
or 2.
4. Enter the outside line access
number needed for making outside
calls.
Forward to an Outside Line: All your
calls are forwarded to the specified
outside telephone number if you are
authorized to use this feature.
5. Enter the outside party's telephone
number (including area code if
needed, 24 digits max.).
2
6.
to accept.
7. Go on-hook.
Note
•
If you change one of the outside
telephone numbers for Remote Call
Forwarding, you will need to set
Remote Call Forwarding to "Forward
to an outside line" once again before
the new outside telephone number will
be used as the forward destination. If
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you do not do this, the old telephone
2
to set telephone number 2,
then continue from step 8.
to set another telephone
number will continue to be used.
The number of digits that can be
stored for outside telephone numbers
depends on the PBX being used. For
more information, consult your System
Administrator or System Manager.
•
3
number
number needed for making outside
calls.
Setting and Canceling Remote Call
Forwarding
You can set and cancel Remote Call
Forwarding even when you are away from
the office (see 3.4 Remote Access).
7. Enter the outside party's telephone
number (including area code if
needed, 24 digits max.).
2
8.
to accept.
9. Go on-hook.
1. Log in to your mailbox.
Note
•
See 2.1 Logging in to Your
Mailbox or 3.4 Remote Access,
if necessary.
•
•
This feature is only available with
Panasonic KX-T series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
The number of digits that can be
stored for outside telephone numbers
depends on the PBX being used. For
more information, consult your System
Administrator or System Manager.
6
2.
3.
3
1
2
3
to forward all calls.
to forward busy calls only.
to forward no answer calls
only.
4
to forward busy and no
answer calls only.
to forward all to an outside
5
line, then continue from step 5.
•
This option is announced only if
you are authorized to use it. For
more information, consult your
System Administrator or
System Manager.
6
to cancel call forwarding,
then continue from step 8.
4. Enter the extension number of the
transfer destination, then continue
from step 8.
1
5.
to set telephone number 1,
then continue from step 8.
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Call Transfer to Outside Line
5.15 Assigning and
Canceling Telephone
Numbers for Call
Transfer to Outside
Line
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
When you assign a telephone number for
Call Transfer to Outside Line, your calls
will be transferred to the assigned
telephone number when:
6
2.
4
•
If you have already stored a
telephone number and wish to
change it, press [1] before
continuing.
a) You have set Call Screening (see 5.1
Call Transfer).
3. Enter the outside line access
number needed for making outside
calls.
b) You have set Disable Call Transfer
(see 5.1 Call Transfer).
4. Enter the outside party's telephone
number (32 digits max.) including
area code if needed.
2
5.
to accept.
6. Go on-hook.
Canceling Telephone Numbers for
Call Transfer to Outside Line
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
6
2.
4
3
3. Go on-hook.
Note
•
This feature must be enabled for your
mailbox by the System Administrator
or System Manager.
•
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. Consult your
System Administrator for more
information.
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5.16 Assigning Your
Telephone Numbers
for Remote Automatic
Log-in and Toll Saver
1. Log in to your mailbox.
See 2.1 Logging in to Your
•
Mailbox if necessary.
3
1
7
2.
3.
When logging in to your mailbox remotely
(i.e., from an outside telephone) to listen
to your messages, the Remote Automatic
Log-in (see 3.4 Remote Access) and Toll
Saver (see Glossary) features identify
you by recognizing your telephone
number. In order to use these features,
you must first store the telephone
numbers that you will use to access your
mailbox remotely.
to change telephone number
to change telephone number
1.
2
2.
•
If you have already set a
telephone number and wish to
change it, press [1] after
selecting telephone number 1
or 2.
Automatic Log-in and Toll Saver are not
available with certain PBXs and may be
disabled by the System Administrator or
System Manager for your mailbox.
4. Enter your outside telephone
number (20 digits max.) including
area code if needed.
2
5.
to accept.
6. Go on-hook.
Note
•
•
•
In order for Remote Automatic Log-in
and Toll Saver to function properly,
your PBX must be able to receive
Caller ID information. For more
information, consult your System
Administrator or System Manager.
Remote Automatic Log-in and Toll
Saver are only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
The System Administrator or the
System Manager must enable
Automatic Log-in and Toll Saver for
your mailbox before it can be used.
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Automated Attendant Service: The
5.17 Personal Custom
Service
VPS will prompt the caller to dial an
extension number in order to speak with
someone else.
A Personal Custom Service is a set of
options you can present to your callers,
allowing them to press buttons on their
telephones in order to access certain
features. You should explain the options
available to your callers in each of your
personal greeting messages, for
example, "This is (name). I can't take your
call right now. Press [1] to leave me a
message. Press [2] to speak with my
assistant. Press [3] to dial another
extension…". For details on recording
your greeting messages, see 2.3
using the Intercom Paging feature of the
alert you to the call. This feature is
available with certain PBXs only.
Repeat Greeting: The caller can play
your greeting message back from the
beginning in order to listen to your
Personal Custom Service options once
again.
Transfer to Operator: The VPS will
transfer the caller to the operator, or to
your Covering Extension if you have
assigned one (see 5.3 Assigning Your
Covering Extension).
Changing or Deleting Your Personal
Greeting Messages or 5.10 Personal
Greeting for Caller ID.
You can also select what happens when a
caller makes no selection (No DTMF
Input Operation) while listening to your
greeting, perhaps because the caller is
using a rotary/pulse telephone. The caller
can either be transferred to your mailbox
or be disconnected.
You can create your own personal custom
service and allow your callers to access
the following features:
Transfer to Mailbox: The VPS will
transfer the caller to your mailbox (or
another mailbox you specify here) where
he or she can leave a message.
Transfer to Extension: The VPS will
transfer the caller to the extension you
specify when creating the custom
service.
Transfer to Outside: The VPS will
transfer the caller to the outside
telephone number you specify when
creating the custom service. This feature
must be enabled for your mailbox by the
System Administrator or System
Manager.
Transfer to Custom Service: The VPS
will transfer the caller to the Custom
Service you specify here.
Voice Mail Service: The VPS will prompt
the caller to enter a mailbox number and
leave a message.
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Creating Your Personal Custom
Service
2
6.
to accept.
7. Go on-hook.
Deleting Options from Your
Personal Custom Service
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
1. Log in to your mailbox.
8
2.
3
1
•
See 2.1 Logging in to Your
Mailbox if necessary.
3. Press the desired dialing key (0, 3–
9) that you want to assign an option
to.
8
3
1
2.
3. Press the desired dialing key (0, 3–
9) that you want to delete an option
from.
1
4.
(skip this step if you are
creating your Personal Custom
Service for the first time.)
4.
3
1
5.
to transfer to a mailbox, then
5. Go on-hook.
enter the desired mailbox number.
2
to transfer to an extension,
then enter the desired extension
number.
To Select the No DTMF Input
Operation
3
to transfer to an outside
telephone (may not be available).
1. Log in to your mailbox.
•
Next enter the outside line
access number and the desired
outside telephone number
(including area code if
needed).
•
See 2.1 Logging in to Your
Mailbox if necessary.
8
3
1
1
2.
3.
to select the No DTMF Input
Operation.
4
to transfer to a Custom
Service, then enter the desired
Custom Service number.
1
1
4.
5.
for message recording.
to activate Voice Mail
5
Service.
2
to disconnect the caller.
6
to activate Automated
3
for disconnect the caller after
Attendant Service (Call Transfer
Service).
hours (message recording for all
other times).
7
8
to activate paging.
2
6.
to accept.
to repeat the greeting.
to transfer to the operator.
7. Go on-hook.
9
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To Confirm the Settings for Your
Personal Custom Service
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
8
2.
3.
3
2
to review.
4. Go on-hook.
Note
•
The System Administrator or the
System Manager must enable Transfer
to Outside for your mailbox before it
can be used.
•
•
The Transfer to Outside option can be
used a maximum of 4 times in your
Personal Custom Service.
Intercom Paging is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. For more
information, consult your System
Administrator.
•
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5.18 Timed Reminder
1. Log in to your mailbox.
See 2.1 Logging in to Your
•
Timed Reminder is a PBX feature that is
similar to an alarm clock; you can set your
telephone to ring at a set time once or
daily. When you go off-hook to answer a
Timed Reminder, a special dial tone or
prerecorded message will be heard.
Mailbox if necessary.
6
2.
3.
4
1
2
to change the setting.
to accept the current setting,
This feature is not available with certain
PBXs.
then go on-hook to finish.
3
to cancel (turn off) the Timed
Reminder, then go on-hook to
finish.
#
4. Enter the desired time, then
.
For example:
•
•
To enter 5:00, press [5] [#].
To enter 5:15, press [5] [1] [5]
[#].
1
2
5.
for AM.
for PM.
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
1
2
6.
7.
to set once.
to set daily.
2
to accept.
8. Go on-hook.
Note
•
This feature is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
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5.19 Bookmark
While listening to a message in your
mailbox (see 3.1 Playing Messages), you
can set a "Bookmark". A Bookmark lets
you easily resume playback from a
specific point in a specific message later.
You can set one Bookmark for each
message in your mailbox; if you set a new
Bookmark, the old one is deleted.
To Set the Bookmark
press [2] [4] while listening to a message.
To Start Playback at the Bookmark
press [2] [5].
Note that you cannot set or use
Bookmarks for deleted messages.
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5.20 Recovering Deleted
Messages
You can delete messages in your mailbox
(see 3.1 Playing Messages). Once a
message has been deleted, it is retained
until the end of the next day, then it will be
permanently deleted. Deleted messages
can be "recovered", after which they will
be treated as old messages.
To Recover a Deleted Message
press [3] while listening to the message.
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5.21 Mailbox Capacity
Warning
When your mailbox is almost full, you will
receive a Mailbox Capacity Warning
shortly after logging in to your mailbox.
When you hear a Mailbox Capacity
Warning, you should delete unnecessary
messages to make more recording time
in your mailbox available.
The amount of recording time that
remains when you hear the Mailbox
Capacity Warning depends on how your
mailbox is configured.
This feature may be disabled by the
System Administrator or System
Manager for your mailbox.
For more information, consult your
System Administrator or System
Manager.
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•
•
If there are new messages in the
mailbox, the messages will be played
automatically. The System Manager
can listen to them continuously without
listening to the system prompts. This
feature is only available when "Yes" is
set for "Autoplay New Message" in the
Class of Service (COS) settings.
If the VPS is being programmed via
KX-TVA Maintenance Console, the
System Manager cannot create or edit
mailboxes. The VPS will announce,
"Sorry, this function is not available".
Section 6
System Manager's
Guide
6.1 Logging in to the
System Manager's
Mailbox
The System Manager must log in before
performing any System Manager task. To
log in as the System Manager, 3 items of
information must be known: the extension
number of a port connected to the VPS,
the System Manager's mailbox number,
and the System Manager's mailbox
password.
–
The System Manager's mailbox
number is 99, 999, 9999 or 99999
depending on the mailbox number
length specified in System
Programming.
–
The System Manager's password
can be assigned by the System
Administrator using KX-TVA
Maintenance Console or by the
System Manager using his or her
extension telephone (see 6.8
Changing the System Manager's
Password).
Note
•
Before the System Manager can
perform System Manager task,
"System Manager Access from
Telephone" must be enabled and
Password for System Manager must
be set by the System Administrator
using KX-TVA Maintenance Console.
The VPS will announce the number of
total messages, the number of new
messages, or the length of new
messages depending on the COS
settings of the System Manager.
•
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Manual Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
#
6
3.
4.
and your mailbox number.
•
The System Manager's
mailbox number is 99, 999,
9999 or 99999.
#
Password
5.
Note
•
For more information on logging in,
see 2.1 Logging in to Your Mailbox.
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not be the same number as an
existing mailbox.
6.2 Setting Up Mailboxes
•
•
•
•
All Calls Transfer Mailbox
Message Notification
External Message Delivery
Auto Forwarding Status
The System Manager's primary function
is to create mailboxes for new subscribers
and to maintain system organization by
deleting unneeded passwords and
mailboxes.
Follow the steps listed below to create,
edit or delete any mailbox parameter.
Note
•
If the VPS is being programmed via
KX-TVA Maintenance Console, the
System Manager cannot create or edit
mailboxes. The VPS will announce,
"Sorry, this function is not available".
Creating and Editing a Mailbox
The System Manager can create and edit
subscriber mailboxes by following the
steps below.
While editing a mailbox's parameters,
press [1] to save the current setting or
press [2] to leave the setting unchanged.
When creating a new mailbox, the
following parameters can be set:
•
•
Mailbox Number
Subscriber's Spoken Name—
The VPS allows a maximum of 10
s for each name. The name
should be spoken slowly and
clearly. (We recommend using the
subscriber's last name.)
•
•
Extension Number
Initial 3 or 4 Letters of the
Subscriber's Last Name—Enter
only the first 3 or 4 letters of the
owner's last name.
•
Initial 3 or 4 Letters of the
Subscriber's First Name—Enter
only the first 3 or 4 letters of the
subscriber's first name.
•
•
ClassofServiceNumber—Enter
any COS number (1-62).
Interview Mailbox Number—
Interview Mailbox Numbers must
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1
1.
to change the current
1. Log in to the Main Menu.
setting.
•
See 6.1 Logging in to the
System Manager's Mailbox.
2. Enter the Class of Service
Number (1-62).
1
2.
3.
4
1
2
3.
to accept.
to assign or edit.
f) Interview Mailbox Number
4. Enter the mailbox number.
1
1.
to change the current
setting.
2
5.
to accept.
2. Enter the Interview Mailbox
a) Subscriber’s Spoken Name
1
Number.
1.
to change the current
setting.
2
3.
to accept.
g) All Calls Transfer Mailbox
2. Record the subscriber’s name.
1
1.
to change the current
2
3.
to accept.
setting (enable or disable).
b) Extension Number
1
h) Message Waiting Lamp
Notification for Unreceived
Message
1.
to change the current
setting.
2. Enter the subscriber’s
1
1.
to change the current
extension number.
setting (enable or disable).
2
3.
to accept.
2
2.
to accept.
c) Initial 3 or 4 Letters of the
Subscriber’s Last Name
i) Device Notification for
Unreceived Message
1
1.
to change the current
1
1.
to change the current
setting.
setting (enable or disable).
2. Enter the first 3 or 4 letters of
2
2.
to accept.
subscriber’s last name.
j) External Message Delivery
1
2
3.
to accept.
1.
to change the current
d) Initial 3 or 4 Letters of the
Subscriber’s First
setting (enable or disable).
•
If set to "Disable", continue
from l).
1
1.
to change the current
setting.
k) Prompt Mode
2. Enter the first 3 or 4 letters of
1
1.
for Primary.
subscriber’s first.
2
for System.
2
3.
to accept.
•
Enter System Prompt
number (1-10).
e) Class of Service Number
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3
for Caller Select.
7.
to return to the Main
Menu.
2.
4
to accept the current
setting, then continue from j).
Deleting a Mailbox
•
To change the current
setting, continue from step
1.
The System Manager should delete
mailboxes that are no longer needed.
When another person accesses the VPS,
the action is automatically canceled.
l) Auto Forwarding Status
1
1.
to change the current
setting (enable or disable).
•
1. Log in to the Main Menu.
If set to "Disable", continue
from Step 6.
•
See 6.1 Logging in to the
System Manager's Mailbox.
m)Forwarding Mailbox Number
1
1
2
2.
4
1.
to change the current
3. Enter the mailbox number.
setting.
•
If there's no mailbox
number is assigned,
continue from Step 2.
1
4.
to delete the mailbox.
Resetting a Mailbox Password
2. Enter the forwarding mailbox
When a password is forgotten, the
System Manager must reset the
password before it can be reassigned by
the subscriber.
number.
2
3.
to accept.
n) Forwarding Delay Time
1
1.
to change the current
1. Log in to the Main Menu.
setting.
•
See 6.1 Logging in to the
System Manager's Mailbox.
2. Enter the delay time, and #.
2
3.
to accept.
1
3
2.
4
o) Forwarding Mode
1
3. Enter the mailbox number.
1.
2.
to change the current
1
4.
to delete the password.
setting (Copy or Move).
Note
2
to accept, then continue
•
The password for System Manager
cannot be deleted here. The System
Administrator needs to reset their
password using KX-TVA Maintenance
Console.
from l).
6. The Auto Forwarding Status
parameter is the last parameter to
be entered. When this entry is
completed, the prompt at step 3
will appear. Continue assigning or
editing other mailboxes by
•
After the password is reset, the
conditions will be as follows:
<Subscribers' mailboxes>
repeating from step 4.
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If the System Administrator has
set "Default Password For New
Mailbox" to "Enable", the
password will be set to the default
password. If set to "Disable", the
mailbox will have no password.
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•
•
Remote Call Forward to
Outside* —Enable/Disable
6.3 Setting Class of
Service (COS)
2
Play System Prompt after
Parameters
1
Personal Greeting* —Enable/
Disable
Use Call Waiting on Busy* —
Enable/Disable
Message Cancel for Live Call
A Class of Service (COS) defines the set
of VPS services available to the
mailboxes assigned to it. There are 64
Classes of Service;
they can be assigned to mailboxes by the
System Administrator using KX-TVA
Maintenance Console or by the System
Manager using a telephone. COS No. 63
and No. 64 are assigned by default to the
Message Manager and the System
Manager respectively.
1
•
•
•
•
1
Screening* —Enable/Disable
Intercom Paging Group—1-32/
1
All*
Number of Caller IDs for Caller
Name Announcement—1-30/0:
1
None*
•
•
•
Number of New Messages
Announcement—Settings are
Subscriber Service, Receiving
Message, or None.
Total Number of Message
Announcement—Settings are
Subscriber Service, Receiving
Message, or None.
Mailbox Capacity Warning—1-60
min/0: None
VM Menu* —Enable/Disable
Personal Greeting for Caller ID* —
Enable/Disable
Caller ID Screen* —Enable/
Disable
Call Transfer to Outside* —
Enable/Disable
Subscriber Tutorial* —Enable/
Disable
Notify of Transfer—Enable/
Disable
Directory Listing* —Enable/
Class of Service
Follow the steps detailed below to set the
following Class of Service parameters:
•
•
•
•
•
Personal Greeting Length—1-360
s*
New Message Retention Time—
1-30 days/0: Unlimited
Saved Message Retention Time—
1-30 days/0: Unlimited
Message Length—1-60 min/0:
Unlimited
Mailbox Capacity Maximum
Message Time—(KX-TVA200) 1-
600 min/0: Unlimited, (KX-TVA50)
1-120 min/0: Unlimited
1
1
•
•
1
1
•
•
•
•
•
1
•
Message Retrieval Order—
Settings are LIFO (Last In First
Out) or FIFO (First In First Out)
1
•
•
•
Prompt Mode—Settings is one of
installed languages.
Delete Message Confirmation—
Enable/Disable
Message Envelope Setting—
Settings are Before, After, or
Require.
1
Disable
•
•
Auto Receipt—Enable/Disable
Autoplay New Message—Enable/
Disable
First Playback Urgent
Messages—Enable/Disable
•
•
Caller ID Callback—Enable/
Disable
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•
•
•
Announce Message Transferred
Information—Enable/Disable
Caller ID Number
1. Log in to the Main Menu.
See 6.1 Logging in to the
•
Announcement—Enable/Disable
System Manager's Mailbox.
Announce Option Menu After
Erasing Messages—Enable/
Disable
New Message Length
Announcement—Enable/Disable
2
2.
4
3. Enter the Class of Service Number
•
(1-64).
4. Continue from "Personal Greeting
1
2
Length".
*
Not available for COS No. 63
(Message Manager) and COS No.
64 (System Manager)
Not available for COS No. 64
(System Manager)
Personal Greeting Length
*
1
1.
to change the greeting
Note
length.
•
If the VPS is being programmed
via KX-TVA Maintenance
Console, the System Manager
cannot set COS parameters.
The VPS will announce, "Sorry,
this function is not available".
2
to accept the current setting,
then continue from "New Message
Retention Time".
2. Enter the greeting length (1-360 s).
2
3.
to accept.
New Message Retention Time
1
1.
to change the retention time.
to accept the current setting,
2
then continue from "Saved
Message Retention Time".
2. Enter the retention time (a
maximum of 30 days or 0:
Unlimited).
2
3.
to accept.
Saved Message Retention Time
1
1.
to change the retention time.
to accept the current setting,
2
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then continue from "Message
Length".
Message Retrieval Order
2. Enter the retention time (a
maximum of 30 days or 0:
Unlimited).
1
1.
to change the current setting
(LIFO or FIFO).
2
to accept the current setting,
2
3.
to accept.
then continue from "Prompt Mode".
2
2.
to accept.
Message Length
Prompt Mode
1
1.
to change the message
length.
1
1.
for Primary.
2
to accept the current setting,
2
for System.
then continue from "Mailbox
Capacity Maximum Message
Time".
•
If set to "Primary", continue
from Step 2.
2. Press [1] to [10] (KX-TVA200) or
press [1] to [3] (KX-TVA50) to
change the desired mode.
2. Enter the message length (1-60
min or 0: Unlimited).
2
3.
to accept.
KX-TVA200
1
2
3
4
5
6
7
8
for System 1 Prompt.
for System 2 Prompt.
for System 3 Prompt.
for System 4 Prompt.
for System 5 Prompt.
for System 6 Prompt.
for System 7 Prompt.
for System 8 Prompt.
for System 9 Prompt.
for System 10 Prompt.
Mailbox Capacity Maximum
Message Time
1
1.
to change the total message
time.
2
to accept the current setting,
then continue from "Message
Retrieval Order".
2. Enter the total message time ([KX-
TVA200] 1-600 min or 0: Unlimited,
[KX-TVA50] 1-120 min or 0:
Unlimited).
9
10
2
3.
to accept.
KX-TVA50
1
2
3
for System 1 Prompt.
for System 2 Prompt.
for System 3 Prompt.
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Play System Prompt after Personal
Greeting
3.
3
to accept.
Delete Message Confirmation
1
1.
2.
to change the current setting
(enable or disable).
1
1.
2.
to change the current setting
2
to accept.
(enable or disable).
2
to accept.
Use Call Waiting on Busy
Message Envelope Setting
1
1.
2.
to change the current setting
(enable or disable).
1
1.
for Before.
2
to accept.
2
3
4
for After.
for Require.
Message Cancel for Live Call
Screening
to accept the current setting,
then continue from "Caller ID
Callback".
1
1.
2.
to change the current setting
2.
4
to accept.
(enable or disable).
2
to accept.
Caller ID Callback
Intercom Paging Group
1
1.
2.
to change the current setting
(enable or disable).
1
1.
to change the paging group.
to accept the current setting,
2
to accept.
2
then continue from "Number of
Caller IDs for Personal Caller
Name Announcement".
Remote Call Forward to Outside
2. Enter the group number (1-33).
1
1.
2.
to change the current setting
(enable or disable).
2
3.
to accept.
•
If set to "33 (Group 33)", the
Intercom Paging feature is
activated for all groups.
2
to accept.
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Number of Caller IDs for Personal
Caller Name Announcement
Mailbox Capacity Warning
1
1.
to change the current setting.
to accept the current setting,
1
1.
to change the current setting.
to accept the current setting.
2
2
then continue from "Number of
New Message Announcement".
2. Enter the warning threshold (1-60
min or 0: None).
2. Enter the number of
announcements that can be
programmed by subscribers (1-30/
0: None).
2
3.
to accept.
VM Menu
2
3.
to accept.
1
1.
to change the current setting
to accept.
Number of New Message
Announcement
(enable or disable).
2
2.
1
1.
2.
for Subscriber Service.
for Receiving Message.
for None.
Personal Greeting for Caller ID
2
3
4
1
1.
2.
to change the current setting
(enable or disable).
to accept the current setting,
then continue from "Total Number
of Message Announcement".
2
to accept.
4
to accept.
Caller ID Screen
Total Number of Message
Announcement
1
1.
2.
to change the current setting
(enable or disable).
2
to accept.
1
1.
2.
for Subscriber Service.
for Receiving Message.
for None.
2
3
4
Call Transfer to Outside
to accept the current setting,
1
1.
2.
to change the current setting
then continue from "Mailbox
Capacity Warning".
(enable or disable).
2
to accept.
4
to accept.
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Subscriber Tutorial
First Playback Urgent Messages
1
1
1.
2.
to change the current setting
1.
2.
to change the current setting
(enable or disable).
(enable or disable).
2
2
to accept.
to accept.
Notify of Transfer
Announce Message Transferred
Information
1
1.
2.
to change the current setting
(enable or disable).
1
1.
2.
to change the current setting
(enable or disable).
2
to accept.
2
to accept.
Directory Listing
Caller ID Number Announcement
1
1.
2.
to change the current setting
(enable or disable).
1
1.
2.
to change the current setting
(enable or disable).
2
to accept.
2
to accept.
Auto Receipt
Announce Option Menu After
Erasing Messages
1
1.
2.
to change the current setting
(enable or disable).
1
1.
2.
to change the current setting
2
to accept.
(enable or disable).
2
to accept.
Autoplay New Message
New Message Length
Announcement
1
1.
2.
to change the current setting
(enable or disable).
2
to accept.
1
1.
2.
to change the current setting
(enable or disable).
2
to accept.
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6.4 Setting the System
Clock
1. Log in to the Main Menu.
•
See 6.1 Logging in to the
System Manager's Mailbox.
The system clock can be set directly from
the telephone. It is important to set the
clock accurately because Message
Waiting Notification, External Message
Delivery, redialing and rescheduling of
External Message Delivery, and
Automatic Message Deletion are all
scheduled using this setting. The System
Administrator and Message Manager are
also able to set the clock.
2.
3.
4
1
3
to change the current setting.
#
4. Enter the current time, then
.
For example:
•
•
To enter 5:00, press [5] [#].
To enter 5:15, press [5] [1] [5]
[#].
If the start and end dates for daylight
saving time are programmed, the VPS
automatically adjusts the time for daylight
saving time.
1
2
5.
for AM.
for PM.
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
Note
•
The System Manager cannot set the
system clock while:
–
the VPS is being programmed
via KX-TVA Maintenance
Console.
the Message Manager is
setting the system clock,
recording Voice Labels and
System Caller Names, or
customizing the Message
Manager's Mailbox.
2
1
6.
7.
to accept.
to change.
–
8. Enter the current month, then
#
.
For example:
•
To enter January, press [1] [#].
#
9. Enter the day, then
.
The VPS will announce, "Sorry, this
function is not available".
10. Enter the last 2 digits of the year,
#
then
.
2
11.
to accept.
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assigned to the current time
mode.
Manual Day Mode: Incoming calls
will be handled by the Call Service
assigned to the day mode,
6.5 Changing the Service
Mode Setting
•
•
When an incoming call is received by a
Service Group, the way the call is
handled is determined by the Service
Mode assigned to the Service Group
which received the call.
regardless of the time of day.
Manual Night Mode: Incoming
calls will be handled by the Call
Service assigned to the night
mode, regardless of the time of
day.
Manual Lunch Mode: Incoming
calls will be handled by the Call
Service assigned to the lunch
mode, regardless of the time of
day.
Manual Break Mode: Incoming
calls will be handled by the Call
Service assigned to the break
mode, regardless of the time of
day.
PBX Control Mode: The VPS will
switch time modes according to
when the PBX changes time
modes, and incoming calls
–
If the Service Mode is set to
"Automatic", the call will be handled
by the Call Service assigned to the
current time mode.
•
•
•
–
If the Service Mode is set to one of the
manual modes (day, night, lunch, or
break), the Call Service assigned to
that time mode will always handle the
call.
–
If the Service Mode is set to "PBX
Control Mode", the VPS will switch
time modes when the PBX does, and
the call will be handled by the Call
Service assigned to the current time
mode (available with APT/DPT
Integration only).
Only the System Manager or System
Administrator can change the Service
Mode. Once it is changed, the setting is
retained even after if the VPS is
shutdown.
handled by the Call Service
assigned to the current time
mode. This mode is available only
with APT/DPT Integration. If this
mode is selected when using
other integration types, the VPS
will operate in Automatic Mode.
Note
•
If the VPS is being programmed via
KX-TVA Maintenance Console, the
System Manager cannot change the
Service Mode. The VPS will
announce, "Sorry, this function is not
available".
Note
•
Depending on the model and/or the
software version of the connected
PBX, PBX Control Mode may not
function properly. For more
information, consult your dealer.
Assigning the Service Mode
There are following Service Modes
available:
In the Automatic Mode, services have the
following order of priority:
•
Automatic Mode: Incoming calls
will be handled by the Call Service
Automatic Log-in (Toll Saver) >
Holiday Service > Caller ID Call
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Routing > DID Call Routing > Trunk
Service > Port Service
(Automatic Log-in [Toll Saver] has the
highest priority.)
1. Log in to the Main Menu.
•
See 6.1 Logging in to the
System Manager's Mailbox.
2.
4
4
In the Manual Modes (Day, Night, Lunch,
or Break), services have the following
order of priority:
3. Enter the Service Group number
(1-8).
1
4.
to change.
Automatic Log-in (Toll Saver) >
Caller ID Call Routing > DID Call
Routing > Trunk Service > Port
Service
5. Select the desired Service Mode.
1
2
3
4
5
6
for Automatic Mode.
(Holiday Service are disregarded.)
for Manual Day Mode.
for Manual Night Mode.
for Manual Lunch Mode.
for Manual Break Mode.
for PBX Control Mode.
Follow the steps below to assign a
Service Mode to each Service Group 1-8.
2
6.
to accept.
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Changing Service Group Setting
6.6 Changing the
Company Greeting
and Incoming Call
Service Setting
1. Log in to the Main Menu.
•
See 6.1 Logging in to the
System Manager's Mailbox.
When the VPS answers calls, it greets the
callers with a Company Greeting and
then activates an Incoming Call Service.
The System Manager or System
Administrator can choose:
2.
3.
4
2
5
to change Service Group
setting.
4. Enter the Service Group Number
–
The appropriate company
(1-8).
greeting for each time mode (Day,
Night, Lunch, and Break) of each
call service. The default company
greeting is the System Greeting.
5. Select the desired Time Service
period entry.
1
2
3
4
for Day Time service.
for Night Time service.
for Lunch Time service.
for Break Time service.
–
–
ThedesiredIncomingCallService
for each time mode of each call
service. The default service is
Automated Attendant service.
The assignment of the Service
Group for each Port/Trunk.
1
6.
7.
to change the Company
Note
Greeting.
•
If the VPS is being programmed via
KX-TVA Maintenance Console, the
System Manager cannot change the
Company Greeting and Incoming Call
Service Setting. The VPS will
announce, "Sorry, this function is not
available".
2
to change the Incoming Call
Service.
1
to change the setting, then
continue from step 8 for the
Company Greeting setting, or step
10 for the Incoming Call Service
setting.
2
to accept.
8. Select the desired setting entry.
1
to select a Company
Greeting number.
2
to select the System
Greeting, then continue from step
12.
3
to disable, then continue from
step 12.
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9. Enter a Company Greeting number
2
8.
to accept.
(1-32), then continue from step 12.
10. Select the desired setting entry.
1
to set Voice Mail Service,
then continue from step 12.
2
to set Automated Attendant
Service, then continue from step
12.
3
4
to set Custom Service.
to set Interview Service.
(1-100), or the Interview Mailbox
number.
2
12.
to accept.
Changing Service Group
Assignment
1. Log in to the Main Menu.
•
See 6.1 Logging in to the
System Manager's Mailbox.
2.
3.
4
1
5
to change Service Group
Assignment.
1
4.
for Port setting.
for Trunk setting.
2
5. Enter the Port/Trunk number.
1
6.
to change the service group,
then continue from step 7.
2
to accept.
7. Enter the Service Group Number
(1-8).
(1-8, or 9: to disable [for Trunk
setting only])
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Delivering Messages to All
Mailboxes (Broadcasting
Messages)
6.7 Delivering Messages
The System Manager can deliver a
message to multiple subscribers with one
operation. Messages can be sent to all
subscribers (Broadcasting Message
feature) or to specified subscribers only.
When delivering a message to specified
subscribers, the System Manager can
receive verification when the recipients
listen to the message.
The Broadcasting Messages feature
allows the System Manager to deliver the
same message to all subscribers' mailbox
at the same time. The message has top
priority to other regular message to be
heard, other than that, it is treated like a
regular message. This feature is useful
when informing subscribers about the
current VPS status such as remaining
hard disk capacity, requesting that
unnecessary messages be erased, etc.
1. Log in to the Main Menu.
•
See 6.1 Logging in to the
System Manager's Mailbox.
2
1
2.
3.
to record a broadcast
message.
1
4.
5.
to end recording.
to accept.
2
Delivering Messages to Specified
Mailboxes
Use this feature to deliver the same
message to one or more subscribers by
specifying their mailbox numbers.
1. Log in to the Main Menu.
•
See 6.1 Logging in to the
System Manager's Mailbox.
2
2
2.
3. Enter the mailbox number of the
intended recipient.
•
Enter by name by pressing [#]
[1] first.
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Use a Mailbox Group by
specifying its number.
1
2
14.
15.
to make the message private.
to continue.
2
1
4.
5.
to accept.
1
2
to request a receipt.
to continue.
to record a message.
•
Press [2] to add mailbox
numbers. Press [3] to review
the mailing list. Press [ ] to
cancel message transfer.
1
2
1
6.
7.
8.
to end recording.
to accept.
1
to specify the delivery
time.
•
Press [1] [2] to send the
message immediately, then
continue from step 14.
9. Enter the desired delivery time,
#
then
.
1
2
10.
for AM.
for PM.
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
11. Enter the day of the month for
#
delivery, then
For example:
.
•
If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
•
If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
2
12.
13.
to accept.
1
2
to make the message urgent.
to continue.
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6.8 Changing the System
Manager's Password
1. Log in to the Main Menu.
See 6.1 Logging in to the
•
System Manager's Mailbox.
The System Manager must enter the
System Manager password in order to log
in before performing any System
Manager task. In order to ensure system
security, we recommend selecting a long
(maximum 16 digits) password that can
not be easily guessed.
2.
3.
3
1
to change the mailbox
password.
2
to accept the current setting.
4. Enter the desired password, then
Note
#
•
If the VPS is being programmed via
KX-TVA Maintenance Console, the
System Manager cannot change the
System Manager password. The VPS
will announce, "Sorry, this function is
not available".
.
2
5.
to accept.
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•
•
If there are new messages in the
mailbox, the messages will be played
automatically. The Message Manager
can listen to them continuously without
listening to the system prompts. This
feature is only available when "Yes" is
set for "Autoplay New Message" in the
Class of Service (COS) settings.
While listening to messages, playback
volume and speed can be adjusted by
pressing [8] for volume and [9] for
speed.
Section 7
Message Manager's
Guide
7.1 Logging in to the
Message Manager's
Mailbox
The Message Manager must log in before
performing any Message Manager task.
To log in as the Message Manager, 3
items of information must be known: the
extension number of a port connected to
the VPS, the Message Manager's
mailbox number, and the Message
Manager's mailbox password.
–
The Message Manager's mailbox
number is 98, 998, 9998 or 99998
depending on the mailbox number
length specified in System
Programming.
–
The Message Manager's
password can be assigned by the
System Administrator using KX-
TVA Maintenance Console or by
the Message Manager using his
or her extension telephone.
Note
•
Before the Message Manager can
perform Message Management
(recording Custom Service Menus,
messages, etc.), "Message Manager
Access from Telephone" must be
enabled and Password for Message
Manager must be set by the System
Administrator using KX-TVA
Maintenance Console.
•
The VPS will announce the number of
total messages, the number of new
messages, or the length of new
messages depending on the COS
settings of the Message Manager.
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Automatic Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
#
Password
3.
Manual Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
#
6
3.
4.
and your mailbox number.
•
The System Manager's
mailbox number is 98, 998,
9998 or 99998.
#
Password
5.
Note
•
For more information on logging in,
see 2.1 Logging in to Your Mailbox.
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Listening to Messages
7.2 Managing the General
Delivery Mailbox
The Message Manager can monitor the
status of the General Delivery Mailbox
through his or her mailbox. He or she can
listen to the messages stored in the
General Delivery Mailbox and, if
necessary, transfer them to their intended
recipients.
One of the Message Manager's functions
is to check the General Delivery Mailbox
for messages and transfer them to the
appropriate mailbox or mailboxes
(Mailbox Groups may be used). This can
be done at any time using the telephone.
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
1
2
3
2.
to listen to new messages.
to listen to old messages.
to listen to deleted
messages.
3. The VPS plays each message,
identifying the sender and
indicating when the message was
recorded.
1
to repeat this message.
1
1
to replay the previous
message.
1
2
to play the next
message.
2
3
to listen to the message
envelope.
•
VPS programming determines
if the message envelope is
played before each message,
after each message, or only
when you press [2] [3].
2
to resume Bookmark
5
(when Bookmark is set).
2
6
to save as new (when
the new message is listened).
3
4
to erase this message.
to reply.
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to rewind.
5
6
7
0
to fast forward.
to transfer.
to listen to the entire menu.
Transferring Messages
Messages left in the General Delivery
Mailbox should be transferred to their
intended recipients on a regular basis.
The Message Manager can add his or her
own voice comments when necessary.
When a message is transferred, the
original message is not deleted from the
General Delivery Mailbox; it must be
deleted manually.
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
1
2
3
2.
to transfer new messages.
to transfer old messages.
to transfer deleted messages
from General Delivery Mailbox.
3. The VPS plays the first (next/last)
message.
7
to transfer the message.
4. Enter the destination mailbox
number.
2
5.
6.
to accept.
2
to record a comment.
•
Press [1] to transfer messages
without comment. Press [3] to
add a mailbox number. Press
[4] to review the Mailing List.
1
2
7.
8.
to end recording.
to accept.
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7.3 Setting Up Message
Waiting Notification
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
The VPS can notify the Message
Manager when unplayed messages are
waiting in his or her mailbox by turning on
the message waiting lamp and/or calling
a external device (i.e., telephone or
beeper).
The VPS can also send notification via e-
mail if the System Administrator has
enabled this feature.
2
1
2.
3.
to change the Message
Waiting Lamp Notification Status.
1
4.
to change.
2
to accept.
Setting Notification by External
Device
The VPS calls the preprogrammed
telephone number or beeper when a new
message is recorded in the Message
Manager's mailbox. Set the following
parameters as needed.
Setting Notification by Message
Waiting Lamp
The VPS lights the message waiting lamp
on the Message Manager's extension
when a new message is recorded in the
Message Manager's mailbox.
Note
•
be called by dialing [0], however, when
setting this feature the extension
number (not "0") must be specified.
When a proprietary telephone with 6-
line display is used, the number of new
(unplayed) messages will be displayed
while the message waiting lamp is lit.
This feature is only available when the
VPS is connected to a Panasonic KX-
T series PBX using DPT Integration
(see "DPT Integration" in the
Setting Device Status
For each device, the notification is
enabled or disabled according to a preset
schedule. The Message Manager can
enable a device according to a schedule.
The System Administrator must
accomplish this task.
•
•
See 7.1 Logging in to the
Message Manager's Mailbox.
Glossary).
2
2
2.
3. Enter the device number (1-3).
•
If a telephone number has not
been assigned to the selected
device number, you cannot set
the device status. See
"Assigning Notification
Numbers" to assign a
telephone number.
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4. Select the desired message type.
3.
4.
3
to assign a telephone/beeper
number.
1
to notify all messages.
2
1
to notify urgent messages.
to change the first telephone
number.
5. Select when the device will be
used for message notification.
2
to change the second
telephone number.
1
for schedule (notification is
sent each time a message is
received, but only during the times
programmed by the System
Administrator).
3
to change the third telephone
number.
1
5.
to accept.
6. Enter the telephone number.
2
for continuously.
2
7.
8.
to accept.
3
for not use (notification is
never sent).
1
to change the telephone
number.
Assigning Notification Numbers
2
3
4
5
6
7
to accept.
A maximum of 3 telephone or beeper
numbers can be set for message
notification. Use the number keys 0 to 9,
and the Beeper Callback Number Display
Entry Code [X] to make these
assignments.
When the Beeper Callback No. Entry
Code is added at the end of a beeper
number, the VPS will ask the caller to
enter the callback number that will be
displayed on the beeper. System
to review.
to add more digits.
to insert a pause.
to insert a wait for dial tone.
to insert a beeper display
command.
1
9.
to be notified by telephone.
to be notified by beeper.
2
Programming determines if the Callback
Number Entry is to be entered before,
after, or without the message.
It is also possible to have the caller select
whether or not he or she wishes to enter
a callback number. The System Manager
must authorize the use of the Beeper
Callback No. Entry Code.
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
2
2.
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Telephone Numbers 1 and 2 for
Remote Call Forward to Outside
After programming/changing the
7.4 Customizing the
Message Manager's
Mailbox
telephone numbers used for Remote Call
Forward to Outside, the Message
The Message Manager is able to
customize the Message Manager's
mailbox by specifying: (1) the password;
(2) the extension numbers of Operator 1,
2, and 3; or (3) Telephone numbers 1 and
2 as the call forwarding destinations when
Remote Call Forwarding is set to an
outside line.
Manager must reset the remote call
forwarding setting (see 7.7 Remote Call
Forwarding Set), even if it was already
enabled. Telephone numbers set here will
not be effective until remote call
forwarding is reset. If you do not reset
remote call forwarding, calls will be
forwarded to the old telephone numbers.
Note
•
If the VPS is being programmed via
KX-TVA Maintenance Console, the
Message Manager cannot customize
his or her mailbox. The VPS will
announce, "Sorry, this function is not
available".
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
2.
3.
3
1
2
to change the password.
Message Manager's Password
to accept.
The Message Manager can change the
password at any time using the
#
4. Enter the password, then
.
telephone. The password contains a
maximum of 10 numeric characters. It
must be entered to execute the message
management operation.
2
5.
6.
to accept.
1
to change or assign the
operator's extension.
2
to accept.
Operator's Extensions
3
to delete, then continue from
When callers require help, they can dial
[0] to be transferred to an operator. A
maximum of 3 operators can be
programmed for each time mode; these
operators are not necessarily the same
as the operator extensions programmed
for the PBX. The extension assigned as
Operator 1 for the day mode is
step 9.
Operator 1's extension number
cannot be deleted.
•
7. Enter the extension number.
2
8.
to accept.
9. Repeat steps 6-8 to assign or to
delete the extension number for
the Day, Night, Lunch and Break
Modes for each operator.
designated as the Message Manager.
1
10.
to change or assign the
telephone number 1 setting.
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2
to accept the current setting,
then continue from step 13.
11. Enter the telephone number using
(0-9, ).
•
Please make sure you begin
the telephone number with an
Outside Line Access number
(to seize an Outside Line).
•
When connected to the KX-
TD500 or the KX-TDA series,
the maximum number of
characters allowed to be
entered is 24; when connected
to any other KX-T series PBX,
16.
2
1
12.
13.
to accept.
to change or assign the
telephone number 2 setting.
2
to accept the current setting.
14. Enter the telephone number using
(0-9, ).
2
15.
to accept.
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The VPS will announce, "Sorry,
this function is not available".
7.5 Setting the System
Clock
1. Log in to the Main Menu.
The system clock can be set directly from
the telephone. It is important to set the
clock accurately because Message
Waiting Notification, External Message
Delivery, redialing and rescheduling of
External Message Delivery, and
Automatic Message Deletion are all
scheduled using this setting. The System
Administrator and System Manager are
also able to set the clock.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
1
2.
4
#
3. Enter the current time, then
.
1
4.
for AM.
for PM.
2
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
If the start and end dates for daylight
saving time are programmed, the VPS
automatically adjusts the time for daylight
saving time.
Note
2
1
5.
6.
to accept.
•
The Message Manager cannot set the
system clock while:
to change current setting.
7. Enter the current month, then
–
–
the VPS is being programmed via
KX-TVA Maintenance Console.
the System Manager is
configuring mailboxes, Classes of
Service (COS), or customizing the
System Manager's Mailbox.
#
.
For example:
•
To enter January, press [1] [#].
#
8. Enter the day, then
.
9. Enter the last 2 digits of the year,
#
then
.
2
10.
to accept.
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is responsible for recording a name
for each Caller ID number.
7.6 Recording Messages
•
On Hold Announcement Menu
(maximum length: 6 min)—With this
menu, callers in a queue can listen to
the announcement or music while
they are on hold.
The Message Manager is responsible for
recording various system messages
(menus, voice labels, system prompts,
and system caller names) and is also
responsible for maintaining the following:
Note
•
Company Greetings—A maximum of
32 company greetings for business/
non-business and lunch/break hours
as well as holidays can be selected,
recorded, or deleted as necessary.
If the VPS is being programmed via
KX-TVA Maintenance Console, the
Message Manager cannot record any
messages.
•
•
Company Name
Custom Service Menus (maximum
length: 6 min each)—A maximum of
100 custom service menus can be
recorded. These menus guide callers
to the services they require without
the need for a human operator.
•
•
•
Voice Labels (maximum length: 6 min
each)—A maximum of 20 Mailbox
Groups can be created by the System
Administrator. Each list can have a
voice label.
System Prompts (maximum length: 6
min each)—The Message Manager
can change system prompts by
recording new prompts and restoring
them.
Multilingual Selection Menu
(maximum length: 6 min)—With this
menu, callers can select the language
they prefer for voice guidance). For
example, the Message Manager can
record a menu that announces:
For English, press (7).
For French, press (8).
For Chinese, press (9).
•
The System Caller Names (maximum
length: 10 s each)—A maximum of
200 Caller ID numbers can be
registered by the System
Administrator. The Message Manager
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Recording Menus and Voice
Labels
e) For the Multilingual
Selection Menu—Continue
from step 5.
f) For the On Hold
Announcement Menu—
Continue from step 5.
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
1
5.
6.
to change the message.
2.
to record messages.
5
•
If a message has not yet been
recorded, continue from step 7.
3. Select the desired number to
record.
1
2
to record a message.
to erase the current
1
2
3
4
for Company Greetings.
for Company Name.
message, then continue from step
3 or 4.
for Custom Service Menus.
for Voice Labels for Mailbox
Groups.
1
7.
8.
to end recording.
2
to accept.
6
for the Multilingual Selection
9. Repeat steps 4-8 to record other
Company Greetings, Custom
Service Menus, and/or Voice
Labels.
Menu.
8
for the On Hold
Announcement Menu.
4. For the item selected in step 3,
follow these steps:
Recording System Prompts
a) For the Company
Greetings—Enter the
Company Greeting Number (1-
32).
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
b) For the Company Name—
Continue from step 5.
2.
5
5
c) For the Custom Service
Menus—Enter a Custom
Service Number (1-100).
3. Enter the System Prompt Number
you want to change.
4. To change specific prompts,
continue from step 5.
•
Enter [0] to record the Custom
Service exit prompt.
To change all prompts one after
another without reviewing the
current recording, continue from
step 6.
d) For the Voice Labels—Enter a
Mailbox Groups number to
labeled. (The System
Administrator assigns list
numbers.)
5. To change specific prompts:
1
a)
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Recording System Caller Names
b) Enter the prompt number you
want to change.
Before recording System Caller Names,
the associated telephone numbers must
first be programmed.
c) The VPS plays the prompt
number and its prompt. If a
prompt has not yet been
recorded, the VPS plays the
system prompt. If a prompt is
turned off, "The prompt is now
turned off" will play before the
prompt.
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
2.
3.
5
7
1
d)
to record.
to modify system caller
For KX-TVA50: You can restore the
original system prompts included
with the KX-TVA50 using the
included CD-ROM.
names.
1
4. Enter the Caller ID List Number*
(1-200).
For KX-TVA200: The original
system prompts included with the
KX-TVA200 are retained in the
hard disk drive and are restored
automatically when the current
prompt is erased.
•
Enter [ ] to continue from step
3.
1
5.
to change the name.
•
If a name has not yet been
recorded for this Caller ID
number, continue from step 6.
Press [2] to accept or [3] to
erase the current name, then
continue from step 4.
1
e)
f)
to end recording.
to accept.
•
2
g) Repeat steps 5b to 5f to record
1
2
other prompts.
6.
7.
to end recording.
to accept.
6. To change all prompts one after
another.
8. Repeat steps 4-7 to record names
2
a)
for other Caller ID List numbers.
b) Enter the prompt number you
1
*
Guidance is "Caller Name
Announcement number".
want to change.
1
c)
d)
e)
to change.
1
2
to end recording.
to accept.
f) The VPS plays the next prompt
number.
g) Repeat steps 6b to 6f to record
other prompts.
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•
FWD to Outside must also be enabled
in the COS setting in the PBX for the
Message Manager.
7.7 Remote Call
Forwarding Set
The Message Manager can program his
or her extension from a remote location to
forward various types of calls to the
desired extension or an outside
telephone. There are 6 forwarding
settings available:
•
FWD All—Forwards all incoming calls
to a specified extension number.
•
FWD Busy—Forwards all incoming
calls to a specified extension number
when the line is busy.
•
•
•
FWD No Answer—Forwards all
incoming calls to a specified
extension number when there is no
answer.
FWD Busy or No Answer—Forwards
all incoming calls to a specified
extension number when the line is
busy or there is no answer.
FWD to Outside—Forwards all
incoming calls to telephone number 1
or 2 (preprogrammed in the Mailbox
Setting), or to any other telephone
number.
•
FWD Cancel—Cancels the
forwarding setting.
Note
•
The Remote Call Forwarding Set
feature is only available when the VPS
is connected to a Panasonic KX-T
series PBX using DPT Integration.
By default, the extension number for
the Message Manager's extension
(assigned for Operator 1 in the Day
Mode) is "0". However, the default
setting cannot be used with this
feature.
•
•
FWD to Outside must be enabled for
the Class of Service (COS) assigned
to the Message Manager.
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•
When connected to the KX-
TD500 or the KX-TDA series,
the maximum number of
characters allowed to be
entered is 24; when connected
to any other KX-T series PBX,
16.
Assigning Remote Call
Forwarding Set
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
6
2.
8.
9.
2
to accept, then continue from
step 10.
3. Select the desired forwarding
•
Press [1] to change the
telephone number, then
continue from step 6.
setting.
1
2
3
4
5
for FWD All.
for FWD Busy.
2
to accept.
for FWD No Answer.
for FWD Busy or No Answer.
for FWD to Outside (continue
10. The new settings are transmitted to
the PBX. If the forwarding setting
or canceling has been completed
properly, you will hear: "Call
from step 6).
forwarding accepted" or "Call
forwarding is canceled".
6
for FWD Cancel (continue
from step 9).
Note
4. Enter the extension number.
•
If the VPS announces, "Call
Forwarding not accepted. Please
check the destination number", the
forwarding setting has not been
completed properly at the PBX,
possibly because a nonexistent
extension number has been entered
as the destination. It is also possible
that the model of the connected PBX
does not support the Remote Call
Forwarding Set feature, or its software
version is lower than required. For
more information, consult your dealer.
2
5.
to accept the extension
number, then continue from step
10.
•
Press [1] to change the
extension number, then
continue from step 4.
1
6.
for telephone number 1
(continue from step 8).
2
for telephone number 2
(continue from step 8).
for another telephone
number.
3
7. Enter the telephone number (0-9,
).
•
Please make sure you begin
the telephone number with an
Outside Line Access number
(to seize an Outside Line).
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7.8 Setting the Timed
Reminder
1. Log in to the Main Menu.
•
See 7.1 Logging in to the
Message Manager's Mailbox.
The Message Manager can set or cancel
the Timed Reminder. The telephone will
ring at the set time according to the set
mode (Once/Daily).
7
2.
3.
1
2
to change the setting.
Note
to accept, then go on-hook to
•
This setting is only available when the
VPS is connected to a KX-TDA series
PBX (MPR Version 2.0 or higher)
using DPT Integration.
finish.
3
to cancel (turn off), then go
on-hook to finish.
#
4. Enter the desired time, then
.
1
5.
for AM.
for PM.
2
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
When setting via VM Menu
feature: the time format (12 or 24
hour) is determined by the System
Clock.
When setting via System
Guidance: the time format is
determined by the setting of
"Position of "AM/PM" in Time
Stamp".
1
6.
7.
to set once.
2
2
to set daily.
to accept.
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7.9 List of Prompts for
Voice Mail and AA
Service
There are over 1000 system prompts in
the VPS. These prompts can be
customized by re-recording them to
change their content, or can be recorded
in various languages (KX-TVA50: 3
languages; KX-TVA200: 10 languages).
The maximum length of a prompt is fixed
at 6 min.
When recording prompts in other
languages, most often it is not necessary
to record all prompts contained in the
VPS; recording over 1000 system
prompts is a big undertaking. When a
caller is connected to AA service or VM
service, most likely he or she will only
hear a small selection of the following
prompts. Therefore, it is necessary only
to record (or modify) the prompts that
callers will hear.
Please change prompts to suit the
application. For example, prompt no.
[1068] could be re-recorded to announce,
"Thank you for calling ABCD Travel",
instead of "Welcome to the Voice
Processing System".
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Prompts Common to VM and AA Services
Prompt No.
Modifiable Prompts
324
325
326
1068
876
196
272
273
639
647
350
346
785
82
Good afternoon
Good evening
Good morning
Welcome to the Voice Processing System
To enter by name, press the pound sign and 1
Enter the first 3 or 4 letters of the person's last name
For 'Q', press 7
For 'Z', press 9
Sorry, there are no more matching names
Sorry, this name cannot be found
Incorrect entry
If you are using a rotary telephone, stay on the line
To call the operator, press 0
Calling the operator
548
1066
545
869
918
943
761
881
772
880
Please wait a moment
Welcome to the general delivery mailbox
Please leave a message at the tone
To end recording, hang up or press 1 for more features
To pause and restart recording, press 2
To review, press 1
To accept, press 2
To erase and try again, press 3
To add, press 4
To erase and exit, press
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Prompt No.
Modifiable Prompts
To make this message private, press 1
Otherwise, press 2
911
508
679
Thank you for calling
VM Prompts
Prompt No.
Modifiable Prompts
542
194
195
912
Please enter your party's mailbox number
____ of the person's first name
____ of the person's first or last name
To make the message urgent, press 1
AA Prompts
Prompt No.
Modifiable Prompts
Please enter your party's extension
You have a call
541
1078
636
906
873
Sorry, no one is available to answer the call
To leave a message, press 1
To enter another extension, press
Sorry, this line is busy
644
349
790
If you would like to hold, press 1
To cancel holding, press 2 now
Otherwise, I'll try your party again
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To Enter a Mailbox
From a Remote
Location, Dial:
Main Menu:
You have
new messages.
1 Receive message.
2 Deliver message.
Hang up.
Password #
#6 + mailbox number
See the next page
for the options
from 3 to 6.
1
Receive New Message (While listening and
after listened):
1
Repeat Message
1.1 Previous Message
1.2 Next Message
1
Listen to Message:
1 New Message
2 Old Message
2
Pause/Restart (While listening only)
2.3 Message Envelope
2.4 Set Bookmark (While listening only)
2.5 Resume Bookmark
3 Deleted Message
2.6 Save This Message as New
3
4
5
6
7
8
9
Erase Message
Send Reply
Rewind (While listening only)
Fast Forward (While listening only)
Transfer Message
Volume Up (While listening only)
Speed Up (While listening only)
9.0 Default Speed (While listening only)
Help
0
2
Receive Old Message (While listening and after
listened):
1
Repeat Message
1.1 Previous Message
1.2 Next Message
2
Pause/Restart (While listening only)
2.3 Message Envelope
2.4 Set Bookmark (While listening only)
2.5 Resume Bookmark
3
4
5
6
7
8
9
Erase Message
Send Reply
Rewind (While listening only)
Fast Forward (While listening only)
Transfer Message
Volume Up (While listening only)
Speed Up (While listening only)
2
Deliver Message:
Enter Mailbox Number
1 Record Message
2 Add Another Mailbox
3 Review Mailing List
9.0 Default Speed (While listening only)
Help
0
3
Receive Deleted Message (While listening and after
listened):
1
Repeat Message
1.1 Previous Message
1.2 Next Message
2
Pause/Restart (While listening only)
2.3 Message Envelope
3
5
6
8
9
Recover Message
Rewind (While listening only)
Fast Forward (While listening only)
Volume Up (While listening only)
Speed Up (While listening only)
9.0 Default Speed (While listening only)
Help
0
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3 Set up Mailbox
Management.
4 Set Automated Attendant
(AA) Status.
5 Message Notification.
6 Set Other Features.
Hang up.
Main Menu:
You have
new messages.
To Enter a Mailbox
From a Remote
Location, Dial:
Password #
#6 + mailbox number
Set Up Mailbox Management:
1 Record Personal Greetings
2 Set Password
3 Enter Owner's Name
4 Set Group Distribution List
5 Record Caller Name/Number
6 Set Remote Call FWD to
Outside
Record Personal Greeting:
3
1
1
1 No Answer
2 Busy Signal
3 After Hours
4 Caller ID
5 Temporary
Set Call Transfer Status:
1 Call Blocking
2 Call Screening
7 Set Numbers for Automatic
Log-in and Toll Saver
8 Set Personal Custom Service
3 Intercom Paging
4 Beeper Access
5 Transfer to Mailbox
6 Transferring to Specified Custom Service
7 All Disable
Set AA Status:
4
1 Set Call Transfer Status
2 Set Covering Extensions
3 Set Message Reception Mode
4 Set Incomplete Call Handling
For No Answer
5 Set Incomplete Call Handing
For Busy
4
Incomplete Handling Status:
For No Answer
1 Leaving a Message
2 Covering Extension
3 Intercom Paging
4 Beeper Access
5 Set Transferring to Custom Service
6 Operator
6 Set Telephone Number for
Transfer
7 Return to AA Service Top Menu
5
Incomplete Handling Status:
For Busy
1 Leaving a Message
2 Covering Extension
3 Intercom Paging
Message Notification:
1 Message Waiting Lamp
2 Device Status
5
3 Assign Telephone Numbers
4 Beeper Access
5 Set Transferring to Custom Service
6 Operator
7 Return to AA Service Top Menu
Interview Mailbox Management:
1 Record Question
2 Set Answer Length
3 Erase Question
1
Set Other Features:
1 Set Interview Mailbox
2 Set External Delivery Message
3 Remote Call Forwarding Set
4 Set Timed Reminder
6
External Message Delivery:
1 Record Message
2 Set a Mailing List
2
3
Remote Call Forwarding Set:
1 FWD—All Calls
2 FWD—Busy
3 FWD—No Answer
4 FWD—Busy/No Answer
5 FWD to an Outside Line
6 FWD Cancel
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Service Access Commands
Dial the following commands any time to
get a different mailbox, extension, or menu.
*
1
2
3
#1
Dialing by
Name
#2
Custom
Service
*
4
5
6
#5 (#L)
Log-in
#6 (#M)
Voice Mail
*
7
8
9
#8 (#T)
Transfer to
an Extn.
#9 (#X)
Exit
#7 (#R)
Restart
(Main Menu)
**
#
0
0
Help
##
Switch to Prompts
(Main Menu)
Return to
Previous
Menu
* These commands are also available with VM Menu.
** This command is available with VM Menu only.
Note
• Commands [#5] and [#7] are available only when you
have accessed Subscriber Service.
[#5]: Log-in
If you press [#5] while in Subscriber Service, you will hear:
"Please enter your party’s mailbox number".
[#7]: Restart
If you press [#7] while in Subscriber Service, you will return
to the Main Menu (top menu) of Subscriber Service.
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A2 KX-TDA and KX-TAW Series Feature
Programming for DPT Integration
The following VPS features are functional on any KX-T7xxx proprietary telephone that
is connected to the PBX.
Programming procedures and availability may vary by PBX model, software
version, etc. Refer to the documentation included with the PBX or consult your
dealer for more information.
A2.1 Live Call Screening (LCS) Programming
LCS notifies subscribers when messages are being recorded in their mailboxes. 2
notification methods are available: hands-free or private. Hands-free allows the user to
monitor the message as it is being recorded through the speakerphone and, if desired,
intercept the call by lifting the handset. Private mode notifies the user (by sounding a
tone) when a message is being recorded. By pressing the LCS button, the user can
monitor the message and intercept the call by going off-hook. System Programming
also determines whether the VPS continues to record after the user intercepts the call.
A2.2 Live Call Screening Password Assignment
To allow the Live Call Screening feature to work at an extension, the extension must
have the LCS button lit. To light this button, press the LCS button, then enter the
password. This password prevents others from activating the LCS feature and listening
to the messages as they are being left. (It is not necessary to enter Personal
Programming to activate this feature.) PC programming may also be used to program
this feature (see A2.6 Live Call Screening Assignment via PC Programming).
Note
•
For KX-TDA and KX-TAW series PBXs, the term "Live Call Screening Password" used in
this section indicates the Extension PIN (Personal Identification Number).
1. Lift the handset or press the SP-PHONE button.
2. Enter [ 799].
3. Enter [1].
Screen output: Enter PIN
4. Enter a password (max. 10 digits), then press [#].
Screen output: Enter PIN Again
5. Re-enter the password, then press [#].
You will hear a confirmation tone, then a dial tone.
Screen output: PIN set
6. Hang up or press the SP-PHONE button.
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A2.3 Live Call Screening Password Canceling
To cancel the password, follow the procedure below. (It is not necessary to enter
Personal Programming to activate this feature). PC programming is also available (see
A2.6 Live Call Screening Assignment via PC Programming).
Note
•
For KX-TDA and KX-TAW series PBXs, the term "Live Call Screening Password" used in
this section indicates the Extension PIN (Personal Identification Number).
1. Lift the handset or press the SP-PHONE button.
2. Enter [ 799].
3. Enter [0].
Screen output: Enter PIN
4. Enter the extension's password.
You will hear a confirmation tone, then a dial tone.
Screen output: PIN cleared
5. Hang up or press the SP-PHONE button.
A2.4 Live Call Screening Recording Mode Assignment
This program allows the VPS to continue recording the conversation in the mailbox
after the extension intercepts the call during the Live Call Screening. (This is station
level programming and should be done at each individual telephone.)
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Enter [26].
Screen output: Rec. after LCS
3. Press the ENTER button.
4. Press the SELECT button (AUTO ANSWER) until the desired selection is
displayed.
Screen output: Stop Record/Keep Record
5. Press the STORE button.
6. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
7. Repeat these steps for each telephone.
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A2.5 Live Call Screening Private/Hands-Free Mode
Assignment
This program assigns a VPS response for when a message is being left in a mailbox.
It determines whether an alarm tone is sent and whether the recorded message is
played through the built-in speaker of the extension. The default mode is hands-free.
(This is station level programming and should be done at each individual telephone.)
PC programming is also available (see A2.6 Live Call Screening Assignment via PC
Programming).
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Enter [25].
Screen output: LCS Private
3. Press the ENTER button.
4. Press the SELECT button until the desired selection is displayed.
Screen output: Hands-Free/Private
5. Press the STORE button.
6. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
7. Repeat these steps for each telephone.
A single line telephone that is connected to the same extension as a proprietary
telephone can also be used to monitor an incoming message. Be sure that Live Call
Screening on the connected proprietary telephone has been activated. This feature is
useful when you are using a cordless telephone. The handset sounds an alarm tone
to let you know that a message is being recorded. To intercept the call, hang up and
go off-hook.
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A2.6 Live Call Screening Assignment via PC
Programming
KX-TDA and KX-TAW series PBX users can program Live Call Screening features via
PC programming. Follow the procedure below to assign each feature.
1. Go to "Extension-Wired Extension-Extension Settings" screen.
2. Select "Option 4" window of the extension for which you want to program.
3. Assign LCS Recording Mode to "Keep Record" or "Stop Record".
4. Assign LCS Answer Mode to "Hands free" or "Private".
5. Click "Apply" to save the changed data.
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A2.7 Live Call Screening Button Assignment
For the Live Call Screening feature to work at an extension, the extension must have
an LCS button lit at the time of the message reception. This button must either be a
DSS/BLF or CO button with a lamp. Follow the procedure below to assign an LCS
button on an extension. (This is station level programming and should be done at each
individual telephone.) PC programming is also available (see A2.12 Button
Assignment via PC Programming).
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Press the desired Flexible (CO or DSS/BLF) button you want to assign as the LCS
button.
3. Enter [92].
Screen output: LCS
4. Press the STORE button.
5. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
6. Repeat these steps for each telephone.
Conditions:
This button must be assigned and lit for LCS to operate. To
light this button, press the button and enter the LCS
password (see A2.2 Live Call Screening Password
Assignment).
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A2.8 Two-way Recording (TWR) Button Assignment
For the Two-way Recording feature to work at an extension, the extension must have
a TWR button. This button must either be a DSS/BLF or CO button with a lamp. Follow
the procedure below to assign a TWR button on an extension. (This is station level
programming and should be done at each individual telephone.) PC programming is
also available (see A2.12 Button Assignment via PC Programming).
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Press the desired Flexible (CO or DSS/BLF) button that you want to assign as the
TWR button.
3. Press [90].
Screen output: 2WAY-REC-
4. Enter a Voice Mail floating extension number.
Screen output: 2WAY-REC- _ _ _
(_ _ _ = The Voice Mail floating extension number you entered).
5. Press the STORE button.
6. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
7. Repeat these steps for each telephone.
Conditions:
This button must be a flexible (CO or DSS/BLF) button to be
programmed as a TWR button. When all Voice Mail ports
are busy and this key is pressed, the user will hear a
warning tone.
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A2.9 Two-way Transfer (TWT) Button Assignment
For the Two-way Transfer feature to work at an extension, the extension must have a
TWT button on it. This button must either be a DSS/BLF or CO button with a lamp.
Follow the procedure below to assign a TWT button on an extension. (This is station
level programming and should be done at each individual telephone.) PC programming
is also available (see A2.12 Button Assignment via PC Programming).
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Press the desired Flexible (CO or DSS/BLF) button that you want to assign as the
TWT button.
3. Press [91].
Screen output: 2WAY-Xfr-
4. Enter a Voice Mail floating extension number.
Screen output: 2WAY-Xfr- _ _ _
(_ _ _ = The Voice Mail floating extension number you entered).
5. Press the STORE button.
6. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
7. Repeat these steps for each telephone.
Conditions:
This button must be a flexible (CO or DSS/BLF) button to be
programmed as a TWT button. When all Voice Mail ports
are busy and this key is pressed followed by an extension
number, the user will hear a warning tone.
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A2.10 One-touch Two-way Transfer (One-touch TWT)
Button Assignment
For the One-touch Two-way Transfer feature to work at an extension, the extension
must have a One-touch TWT button on it. This button must either be a DSS/BLF or CO
button with a lamp. Follow the procedure below to assign a One-touch TWT button on
an extension. (This is station level programming and should be done at each individual
telephone.) PC programming is also available (see A2.12 Button Assignment via PC
Programming).
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Press the desired Flexible (CO or DSS/BLF) button you want to assign as the
One-Touch TWT button.
3. Press [91].
Screen output: 2WAY-Xfr-
4. Enter a Voice Mail floating extension number.
Screen output: 2WAY-Xfr- _ _ _
(_ _ _ = The Voice Mail floating extension number you entered).
5. Press [#].
6. Enter a Transferred extension number.
Screen output: 2WAY-Xfr-_ _ _#_ _ _
(#_ _ _ = The Transferred extension number you entered).
7. Press the STORE button.
8. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
9. Repeat these steps for each telephone.
Conditions:
This button must be a flexible (CO or DSS/BLF) button to be
programmed as a One-touch TWT button. When all Voice
Mail ports are busy and this key is pressed, the user will
hear a warning tone.
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A2.11 Voice Mail Transfer (VTR) Button Assignment
For the Voice Mail Transfer feature to work at an extension, the extension must have
the VTR button. This button must either be a DSS/BLF or CO button with a lamp.
Follow the procedure below to assign a VTR button on an extension. (This is station
level programming and should be done at each individual telephone.) PC programming
is also available (see A2.12 Button Assignment via PC Programming).
1. Enter Personal Programming:
While on-hook, press the PROGRAM button.
(Display changes to PT-PGM Mode.)
2. Press the desired Flexible (CO or DSS/BLF) button that you want to assign as the
VTR button.
3. Press [94].
Screen output: VTR-
4. Enter a Voice Mail floating extension number.
Screen output: VTR- _ _ _
(_ _ _ = The Voice Mail floating extension number you entered).
5. Press the STORE button.
6. Press the PROGRAM button or lift the handset to exit the Personal Programming
mode.
7. Repeat these steps for each telephone.
Conditions:
This button must be a flexible (CO or DSS/BLF) button to be
programmed as a VTR button. When all Voice Mail ports are
busy and this key is pressed followed by an extension
number, the user will hear either a dial tone or a busy tone,
depending on the Call Waiting on VM Group setting on the
PBX.
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A2.12 Button Assignment via PC Programming
KX-TDA and KX-TAW series PBX users can assign buttons for Live Call Screening
(LCS), Two-way Recording (TWR), Two-way Transfer (TWT), and Voice Mail Transfer
(VTR) via PC Programming. Follow the procedure below to assign each button.
1. Go to "Extension-Wired Extension-Flexible Key" screen.
2. Select "Extension Number / Name" for which you want to program.
3. Assign the desired Key Type to the Key Location you wish to program. When "Two-
way Record", "Two-way Transfer" or "Voice Mail Transfer" is selected, enter the VM
Port floating extension number in "Ext No. or Floating Ext No.". When "Two-way
Transfer" is selected, you can enter the extension number of a desired destination
under "Extension Number of Mailbox". If no extension number is assigned, you will
have to enter an extension number each time you use the Two-way Transfer
feature.
4. Repeat these steps for each extension.
5. Click "Apply" to save the changed data.
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A2.13 Live Call Screening Activation
To activate Live Call Screening, follow the steps below. PC programming is also
available (see A2.7 Live Call Screening Button Assignment and A2.12 Button
Assignment via PC Programming).
1. Press the assigned LCS Button.
2. Enter the assigned LCS Password.
3. Confirm that the assigned LCS Button is red-on.
4. Repeat these steps for each telephone.
Conditions:
To activate Live Call Screening, it is necessary to light the
LCS button after assigning the LCS password and LCS
button.
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A2.15 Two-way Transfer (TWT) into Mailbox
This feature allows an extension user to record a conversation into another person's
mailbox by pressing the Two-way Transfer (TWT) button and dialing the extension
number. This is commonly used by a person who is taking a detailed message for
someone else and wants the message recorded in the other person's mailbox at the
same time.
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A2.16 One-touch Two-way Transfer (One-touch TWT) into
Mailbox
This feature allows an extension user to record a conversation into another person's
mailbox by pressing the One-touch Two-way Transfer (One-touch TWT) button. This is
commonly used by a person who is taking a detailed message for someone else and
wants the message recorded in the mailbox at the same time.
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A3 KX-TA and KX-TD Series PBX Feature
Programming for APT/DPT Integration
The following VPS features are functional on any KX-T7xxx proprietary telephone that
is connected to the PBX.
Programming procedures and availability may vary by PBX model, software
version, etc. Refer to the documentation included with the PBX or consult your
dealer for more information.
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A3.1 Live Call Screening (LCS) Programming
LCS notifies subscribers when messages are being recorded in their mailboxes. 2
notification methods are available: hands-free or private. Hands-free allows the user to
monitor the message as it is being recorded through the speakerphone and, if desired,
intercept the call by lifting the handset. Private mode notifies the user (by sounding a
tone) when a message is being recorded. By pressing the LCS button, the user can
monitor the message and intercept the call by going off-hook. System Programming
also determines whether the VPS continues to record after the user intercepts the call.
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A3.2 Live Call Screening Password Assignment
To allow the Live Call Screening feature to work at an extension, the extension must
have the LCS button lit. To light this button, press the LCS button, then enter the
password. This password prevents others from activating the LCS feature and listening
to the messages as they are being recorded. (It is not necessary to enter PITS
Programming to activate this feature.)
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.6 Live
Call Screening Assignment via PC Programming).
1. Lift the handset or press the SP-PHONE button.
2. Enter the feature number.
KX-TD: [799]
KX-TA1232: [799]
KX-TA: [77
]
3. Enter a 3-digit password ([000]-[999]) 2 times. KX-TA users must then enter [#].
You will hear a confirmation tone, then a dial tone.
Screen output: The 3-digit password you entered is displayed.
4. Hang up or press the SP-PHONE button.
5. Repeat these steps for each telephone.
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A3.3 Live Call Screening Password Canceling
To cancel the password, follow the procedure below. (It is not necessary to enter PITS
Programming to activate this feature).
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.6 Live
Call Screening Assignment via PC Programming).
1. Lift the handset or press the SP-PHONE button.
2. Enter the feature number.
KX-TD: [799]
KX-TA1232: [799]
KX-TA: [77
]
3. Enter the password ([000]-[999]). KX-TA users must then enter #.
You will hear a confirmation tone, then a dial tone.
Screen output: Password Cancel
4. Hang up or press the SP-PHONE button.
5. Repeat these steps for each telephone.
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A3.4 Live Call Screening Recording Mode Assignment
This program allows the VPS to continue recording the conversation in the mailbox
after the extension intercepts the call during the Live Call Screening.
PC programming is available for KX-TD500 and KX-TA824 users (see A3.6 Live Call
Screening Assignment via PC Programming).
1. Enter system programming, then enter the programming number.
KX-TD500: Programmable through PC Programming only.
KX-TD: [610]
KX-TA1232: [610]
KX-TA: [620]
2. Press the NEXT button (SP-PHONE).
Screen output: Jack No.?
3. Enter the jack number.
Screen output: # _ _ :Stop Rec
(_ _ = the jack number you entered)
4. Press the SELECT button (AUTO-ANSWER) until the desired selection is
displayed.
5. Press the STORE button.
6. Press the NEXT button (SP-PHONE).
7. Repeat the steps 4 to 6 until all jacks are programmed.
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A3.5 Live Call Screening Private/Hands-Free Mode
Assignment
This program assigns a VPS response for when a message is being left in a mailbox.
It determines whether an alert tone is sent or whether the recorded message is played
through the built-in speaker of the extension. The default mode is hands-free. (This
item should be programmed by each extension user through Personal Programming.)
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.6 Live
Call Screening Assignment via PC Programming).
1. Enter Personal Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Enter the code that corresponds to the mode you want this telephone to have.
For Hands-free mode:
KX-TD: [71]
KX-TA1232: [71]
KX-TA: [#11]
For Private mode:
KX-TD: [72]
KX-TA1232: [72]
KX-TA: [#12]
Screen output: Hands-Free or Private
3. Press the STORE button.
4. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
5. Repeat these steps for each telephone.
A single line telephone that is connected to the same extension as a proprietary
telephone can also be used to monitor an incoming message (not available for KX-TA).
Be sure that Live Call Screening on the connected proprietary telephone has been
activated. This feature is useful when you are using a cordless telephone. A tone
sounds to alert the subscriber that a message is being recorded. To intercept the call,
flash the hook.
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A3.6 Live Call Screening Assignment via PC
Programming
KX-TD500 and KX-TA824 users can program Live Call Screening features via PC
programming. Follow the procedure below to assign each feature.
KX-TD500
1. Go to "4-2 Extension Line" screen.
2. Select the "Card No." and "Port No." which you are going to program.
3. In "LCS Settings":
a) To set LCS Password, Enter a 3-digit number (using "0-9") in "LCS Password".
Note
•
To cancel the password, erase the 3-digit number
b) To assign LCS Recording Mode, Set "Recording Mode" to "Keep Rec" or
"Stop Rec".
c) To assign LCS Private/Hands-free Mode, Set "Operation Mode" to "Private" or
"Hands-free".
d) To activate the LCS status, Set "Status" to "Active".
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Note
•
To utilize the Live Call Screening features, it is necessary to first assign the LCS
Password and LCS Button (see A3.12 Button Assignment via PC Programming), and
then activate the LCS status.
4. Click "Apply".
5. Repeat steps 2 to 4 for each extension.
KX-TA824
1. Go to "2.Extension - 2.Feature Settings".
2. Under "LCS Password":
a) To set the LCS Password, enter a 3–digit number (using "0–9").
b) To cancel the LCS Password, delete the 3–digit number.
c) Click "Apply" to save the changed data.
3. Go to "2.Extension - 1.Main".
4. Under "LCS Recording Mode", select "Stop Recording" or "Keep Recording".
5. Click "Apply" to save the changed data.
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6. Go to "2.Extension - 3.PT personal settings".
7. Under "LCS Mode", select "Private" or "Hands-free".
8. Click "Apply" to save the changed data.
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A3.7 Live Call Screening Button Assignment
For the Live Call Screening feature to work at an extension, the extension must have
an LCS button lit at the time of the message reception. This key must either be a DSS/
BLF or CO key with a lamp. Follow the procedure below to assign an LCS button on
an extension. (This item should be programmed by each extension user through
Personal Programming.)
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12
Button Assignment via PC Programming).
1. Enter PITS Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Press the desired FLEXIBLE (CO or DSS/BLF) button you want to assign as the
LCS button.
3. Enter: [92].
Screen output: LCS
4. Press the STORE button.
5. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
6. Repeat these steps for each telephone.
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A3.8 Live Call Screening Cancel Button Assignment
This button assignment allows you to assign a Flexible (CO, DSS) button as a Live Call
Screening Cancel button.
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12
Button Assignment via PC Programming).
1. Enter PITS Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Press the Flexible (CO, DSS) button that you wish to assign as a Live Call
Screening Cancel button.
3. Enter: [93].
Screen output: LCS Cancel
4. Press the STORE button. The STORE indicator lights.
The display shows the initial programming mode.
5. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
6. Repeat these steps for each telephone.
The Live Call Screening Cancel Button Assignment is optional; Live Call Screening
can also be cancelled by pressing the FLASH button.
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A3.9 Two-way Recording Button Assignment
For the Two-way Recording feature to work at an extension, the extension must have
a TWR button on it. This key must either be a DSS/BLF or CO key with a lamp. Follow
the procedure below to assign a TWR button on an extension. (This item should be
programmed by each extension user through Personal Programming.)
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12
Button Assignment via PC Programming).
1. Enter PITS Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Press the Flexible button (CO or DSS/BLF) that you want to assign as the TWR
button.
3. Enter: [90].
Screen output: 2Way-Rec:
4. Dial the Voice Mail extension number.
Screen output: 2Way-Rec: _ _ _
(_ _ _ = The extension number you entered).
5. Press Store.
6. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
7. Repeat these steps for each telephone.
Conditions:
This button must be a CO or DSS/BLF key to be
programmed as a TWR button. If this key is pressed when
all Voice Mail ports are busy, the user will hear a reorder
tone.
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A3.10 Two-way Transfer Button Assignment
For the Two-way Transfer feature to work at an extension, the extension must have a
TWT button on it. This key must either be a DSS/BLF or CO key with a lamp. Follow
the procedure below to assign a TWT button on an extension. (This item should be
programmed by each extension user through Personal Programming.)
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12
Button Assignment via PC Programming).
1. Enter PITS Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Press the desired FLEXIBLE (CO or DSS/BLF) button that you want to assign as
the TWT button.
3. Enter: [91].
Screen output: 2Way-Trans:
4. Dial the Voice Mail extension number.
Screen output: 2Way-Trans: _ _ _
(_ _ _ = The extension number you entered).
5. Press the STORE button.
6. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
7. Repeat these steps for each telephone.
Conditions:
This button must be a CO or DSS/BLF key to be
programmed as a TWT button. When all Voice Mail ports
are busy and this key is pressed followed by an extension
number, the user will hear a warning tone.
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A3.11 Voice Mail Transfer Button Assignment
This feature allows an extension user to transfer calls directly to a mailbox. This is
available with both DPT and Inband Integration.
PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12
Button Assignment via PC Programming).
1. Enter PITS Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Press the desired Flexible (CO or DSS/BLF) button that you wish to assign as the
VTR button.
3. Enter the programming number.
KX-TD: [8]
KX-TA1232: [8]
KX-TA: [94]
Screen output: VTR
4. Dial the Voice Mail extension number.
Screen output: VTR- _ _ _
(_ _ _ = The extension number you entered).
5. Press the STORE button.
6. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
7. Repeat these steps for each telephone.
Conditions:
This button must be a CO or DSS/BLF key to be
programmed as a VTR button. When all Voice Mail ports are
busy and this key is pressed followed by an extension
number, the user will hear either a dial tone or a busy tone,
depending on the Call Waiting on VM Group setting on the
PBX.
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A3.12 Button Assignment via PC Programming
KX-TD500 and KX-TA824 users can assign buttons via PC programming. Follow the
procedure below to assign each button.
KX-TD500
1. Go to "4-2 Extension Line" screen (refer to the screen image in A3.6 Live Call
Screening Assignment via PC Programming).
2. Select the "Card No." and "Port No." which you are going to program.
3. Click "CO Key" in the upper right corner. "Flexible CO Key" screen (for all CO
Keys) displays.
4. Click the Key Number to which a button will be assigned.
"Flexible CO Key" screen displays.
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5. Select the desired Key Type. When 2WAY-REC, 2WAY-TRN, or VTR is selected,
enter the extension number in "DN".
6. Click "OK". "Flexible CO Key" screen (for all CO Keys) displays again.
7. Click "OK". "4-2 Extension Line" screen displays again.
8. Click "OK" or "Apply".
9. Repeat these steps for each extension.
KX-TA824
1. Go to "2.Extension - 4.Flexible Buttons".
2. Select the desired CO button.
a) Select "Live Call Screening (LCS)" from the menu.
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b) Click "OK" to save the button.
3. Select the desired CO button.
a) Select "LCS Cancel" from the menu.
b) Click "OK" to save the button.
4. Select the desired CO button.
a) Select "2-way Record" from the menu.
b) Enter the extension number of the VPS.
c) Click "OK" to save the button.
5. Select the desired CO button.
a) Select "2-way Transfer" from the menu.
b) Enter the extension number of the VPS.
c) Click "OK" to save the button.
6. Select the desired CO button.
a) Select "Voice Mail Transfer" from the menu.
b) Enter the extension number of the VPS.
c) Click "OK" to save the button.
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A3.13 Live Call Screening Activation
To activate the Live Call Screening status, follow the steps below.
PC programming is also available for KX-TD500 users (see A3.6 Live Call Screening
Assignment via PC Programming).
1. Press the assigned LCS Button.
2. Press the assigned LCS Password.
3. Confirm that the assigned LCS Button is red-on.
4. Repeat these steps for each telephone.
Conditions:
To activate the Live Call Screening features, it is necessary
to light the LCS button after assigning the LCS password
and LCS button.
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A3.14 Live Call Screening Password Control
This feature allows operators and the Manager of the PBX to cancel the password for
LCS at any extension. If a user forgets the preprogrammed password, Operator(s) and
the Manager of the PBX can cancel the LCS password.
1. Enter PITS Programming:
a. While on-hook, press the PROGRAM button or set the MEMORY switch to
"PROGRAM".
b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display
changes to PT-PGM Mode.
2. Enter the programming number.
KX-TD: [03]
KX-TA1232: [03]
KX-TA: [#2]
Screen output: Ext NO?
3. Dial the desired Extension Number, or press [ ] to remove all passwords
(available for KX-TD and KX-TA1232 only).
4. Press the STORE button.
5. To exit the Personal Programming mode, press the PROGRAM button or set the
MEMORY switch to "SET".
6. Repeat these steps for each telephone.
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A3.16 Two-way Transfer into Mailbox
This feature allows an extension user to record a conversation into another person's
mailbox by pressing the Two-way Transfer (TWT) button and dialing the extension
number. This is commonly used by a person who is taking a detailed message for
someone else and wants the message recorded in the mailbox at the same time.
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A3.17 A Restriction on TWR/TWT Activation (KX-TD500
Only)
The KX-TD500 supports a maximum of 8 simultaneous Two-way Recording or Two-
way Transfer operations. If the KX-TD50104 TSW-CONF (TSW Conference
Expansion) Card is installed, the KX-TD500 supports a maximum of 64 Two-way
Recording or Two-way Transfer operations.
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A4 Training the Subscriber
The System Administrator should explain the basic functions of the VPS to all
subscribers. The System Administrator should explain which service (Voice Mail
Service, Automated Attendant Service, Interview Service, or a Custom Service) will
play during the day, and what services will play during night, lunch, and breaks. The
System Administrator should explain that outside callers are called "non-subscribers"
because they do not have mailboxes. VPS guidance prompts will assist non-
subscribers in reaching the extension or mailbox they wish to reach. The System
Administrator should explain the responsibilities of the System Administrator, the
Message Manager, and the System Manager—and how each can be contacted
(telephone number and/or mailbox number).
The System Administrator should also explain the special privileges of VPS
subscribers. Subscribers can call from any touchtone telephone in the world and get
their messages. To check messages (or change mailbox parameters) from an outside
telephone, do the following:
As soon as the VPS plays a guidance message, press code [# 6 ] and then the
mailbox number. For example, a subscriber who has extension 1015 and mailbox
1015 would press code [# 6 1015]. If the subscriber has a password enabled,
the password must be entered.
With Toll Saver enabled, the subscriber can call the VPS from anywhere in the world
and find out if there are any new messages in his or her mailbox without incurring
telephone charges. (Note however that Toll Saver features are available only with
certain integration types. For more information, refer to 4.1.3 APT/DPT Integration
Features.)
If the subscriber forgets his or her password, the System Administrator or the System
Manager can clear the password so that the subscriber can establish a new password.
Explain the purpose of the General Delivery Mailbox. The Message Manager will
periodically check it, and forward the contents to the appropriate subscriber.
Explain the purpose of Mailbox Groups. They can be created by the System
Administrator to facilitate the distribution of messages to several subscribers. In
particular, senior staff members ought to know how to take advantage of Mailbox
Groups. 20 lists can be created, with up to 62 mailboxes (KX-TVA50) or up to 100
mailboxes (KX-TVA200) in each list.
Finally, if Custom Service menus are used, subscribers should be encouraged to listen
to these menus often and make suggestions for improvement. Custom Service is a
very powerful feature of the Panasonic VPS. Make the most out of this feature.
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A5 Using VM Menu
LCD (Liquid Crystal Display)
Soft Buttons
(S1 through S4)
ENTER
Navigator
Key
•
•
LCD (Liquid Crystal Display): Displays menus or options.
Soft Buttons (S1 through S4): Used to select the item displayed on the bottom
line on the display.
•
Navigator Key:
–
–
Right or left key Used to skip between messages.
Up or down key* Used to scroll up or down to view additional menus when
available.
*
When the Navigator Key is not used to select options, it can be used to adjust
volume.
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VM Menu Examples
<Playing Messages>
Follow the audible prompts
to log in to your mailbox.
Select "Receive Msg.",
then press "ENTER" using
the soft button.
Main Menu
Receive Msg.
Deliver Msg.
Mbx. Management
A.A. Status
EXIT
ENTER
To play new massages,
select "New Message",
then press "ENTER" to
accept.
Receive Msg.
New Message
Old Message
Deleted Message
EXIT
ENTER
Select the desired
message to play, then
press "ENTER" to accept.
• Press "EXIT" to go back
to the previous menu or
"ALL" to play all
3 messages
ROBINE S AUG24 03:47PM!
MBX 203 AUG24 11:04AM!
3275307 AUG24 09:23AM!
EXIT ALL
ENTER
messages.
The message will start
playing.
• Press "EXIT" to go back
to the previous menu,
"CLBK" to call the
ROBIN SCHNEIDER
MBX 120
AUG24 03:47PM
NEW
00:03:12
--------
**
SHIFT EXIT CLBK ERASE
message sender, or
"ERASE" to erase the
message.
• Press "SHIFT" to toggle
the three menus. The
items displayed on the
bottom line will change.
ROBIN SCHNEIDER
MBX 120
AUG24 03:47PM
ROBIN SCHNEIDER
MBX 120
AUG24 03:47PM
NEW
00:03:12
NEW
00:03:12
--------
**
SHIFT RBOOK SNEW RPLY
--------
**
SHIFT RPEAT TRNSF PAUSE
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<Setting Automated Attendant Status>
Follow the audible prompts
to log in to your mailbox.
Select "A.A. Status",
then press "ENTER" using
the soft button.
Main Menu
Receive Msg.
Deliver Msg.
Mbx. Management
A.A. Status
EXIT
ENTER
Select "Call Transfer
Status", then press
"ENTER" to accept.
A.A. Status
Call Transfer Status
Covering Extn.
Msg. Reception Mode
Incomplete Handling
EXIT
ENTER
Select "SEL" to accept.
Disable All
EXIT SEL
ENTER
Select "SEL" to accept.
Call Blocking
EXIT SEL
ENTER
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Select "SEL" to accept.
Select "SEL" to accept.
Select "SEL" to accept.
Call Screening
EXIT SEL
ENTER
Intercom Paging
EXIT SEL
ENTER
ENTER
ENTER
Beeper Access
EXIT SEL
A.A. Service Status will be
set. To set other features,
press "ENTER", then follow
the steps.
Transfer to Mbx.
EXIT SEL
A.A. Status
Call Transfer Status
Covering Extn.
Msg. Reception Mode
Incomplete Handling
EXIT
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Glossary
Alternate Extension Group
The extensions assigned to an Alternate Extension Group receive transferred calls
via the sequence specified as the group's "Alternate Extension Transfer Sequence".
APT Integration
Digital integration between the VPS and certain Panasonic PBXs. Requires
upgraded software in the PBX. When the VPS and PBX use APT Integration, voices
are sent using analog technology, and data is sent digitally.
Depending on the model and/or the software version of the connected PBX, you may
not be able to utilize certain features available only with APT Integration. For more
information, consult your dealer.
Auto Configuration
Available with APT/DPT Integration only. Simplifies initial system setup by reading
information from the PBX and automatically creating mailboxes in the VPS to
correspond to the extensions connected to the PBX. Auto Configuration can be
initiated with the appropriate Mode Switch setting or by System Administration
(Quick Setup).
Auto Forwarding
Allows unplayed messages to be copied or moved to another mailbox.
Auto Receipt
Allows a subscriber or the System Manager to receive a message to confirm the
reception of sent messages to other subscribers.
Automated Attendant
The Automated Attendant feature of the VPS requests the caller to enter an
extension number and then the VPS dials the number. If there is no answer or the
line is busy, the caller is given certain options, including the option to leave a
message in a mailbox. This is the advantage of calling an extension indirectly
through the Automated Attendant rather than calling it directly.
Automatic Log-in
Available with APT/DPT Integration only. Allows subscribers to access their
mailboxes directly without entering their mailbox numbers. Subscribers can access
their mailboxes directly from their extensions or from outside phones by dialing a
preprogrammed telephone number (either a DID number or a telephone number that
reaches the PBX via a preprogrammed outside line) or by calling the VPS from a
preprogrammed telephone number (Caller ID number).
Autoplay New Message
The VPS plays new messages automatically when a subscriber, the System
Manager, or the Message Manager logs in to his or her mailbox.
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Bookmark
Enables a subscriber, the System Manager, or the Message Manager to set a
specific point (Bookmark) in a message and easily resume playback later from that
point.
Call Blocking
Allows subscribers to have their calls handled by the Incomplete Call Handling
Service without ringing at their extensions.
Call Screening
Allows subscribers to screen calls. The VPS prompts the caller with the message
"Record your name at the tone", and records the caller's name. The caller is put on
hold while the VPS calls the subscriber and plays back the caller's name. The
subscriber can then decide whether to take the call or not.
Called Party ID
(Sometimes referred to as Follow-On ID) Allows the PBX to dial extra digits to bring
the caller directly to a specified mailbox, rather than to the General Delivery Mailbox.
Caller ID Callback
Available with APT/DPT Integration only. Enables a subscriber to use the Caller ID
number information included with a message to call back the message sender
without dialing the caller's telephone number.
Caller ID Call Routing
Available with APT/DPT Integration only. The VPS automatically sends calls from
preprogrammed Caller ID numbers to a specified extension, mailbox (including
Mailbox Group) or Custom Service.
Caller Name Announcement (System/Personal)
Available with APT/DPT Integration only. The VPS announces prerecorded Caller ID
caller names when:
(1) subscribers listen to messages received from preprogrammed telephone
numbers left in their mailboxes.
(2) the VPS transfers calls from preprogrammed telephone numbers to subscribers
(Caller ID Screening).
(3) the VPS pages subscribers by intercom (Intercom Paging).
Caller names can be recorded and played for all subscribers (system) or can be
recorded by individual subscribers and played for their own calls only (personal). If
the same Caller ID number is programmed for both System and Personal Caller
Name Announcements, the VPS will use the caller name recorded by the subscriber.
Company Greeting
A maximum of 32 Company Greetings can be recorded to greet callers. One (or
System Greeting or none) can be selected for each Day, Night, Lunch, Break, and
Holiday service based on a port and outside line.
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Company Name
This is played by the VPS to the intended receiver of an External Delivery Message
when he or she is unable to enter correctly the password (if a password is required
to listen to the message). This helps him or her to realize where the call came from
and contact the message sender if necessary.
Covering Extension
Allows subscribers to set another extension as the destination for their calls. Callers
can be directed to the covering extension either by the Incomplete Call Handling
feature, or by pressing [0] while listening to a subscriber's personal greeting
message or while leaving a message.
Custom Service Builder
Allows the System Administrator to create Custom Services visually, using KX-TVA
Maintenance Console. Each Custom Service and its functions can be edited and
arranged using a familiar drag-and-drop interface.
Custom Service
Allows callers to perform specific functions by pressing dial buttons on their
telephones while listening to voice guidance (Custom Service Menus). Custom
Services allow callers to connect themselves to an extension, mailbox, Mailbox
Group, operator, fax machine, etc., without the assistance of an operator. The
System Administrator can create a maximum of 100 Custom Services.
Default Mailbox Template
Is used as a template when the System Administrator creates consecutive
mailboxes. It enables the System Administrator to apply basic settings (Mailbox
Parameters, Message Waiting Notification, External Message Delivery, Auto
Forwarding) to multiple mailboxes simultaneously.
Default Setting
A parameter defined for the VPS at the factory which can be changed through
system programming by the System Administrator or the System Manager.
Delayed Ringing
There are 2 kinds of delayed ringing applications.
(1)The VPS is used as the no-answer destination for the Intercept Routing feature of
your PBX.
(2) DIL 1:N (outside line to several extensions) terminates on telephones and VPS
ports. To give the telephone users a chance to answer calls, the VPS lines should
be programmed for delayed ringing. Otherwise, the VPS will answer the calls
immediately.
Delete Message Confirmation
The VPS requests confirmation from the subscriber before erasing a message left
in his or her mailbox.
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Delivery Time
The time specified by the subscriber for the VPS to deliver a prerecorded message.
Subscribers can specify the delivery time when leaving messages for other
subscribers or when sending a message via External Message Delivery.
DID Call Routing
Available with DPT Integration only. The VPS automatically sends calls from
preprogrammed DID numbers to a specified extension, mailbox (including Mailbox
Group) or Custom Service.
DPT Integration
Digital integration between the VPS and certain Panasonic PBXs. Requires
upgraded software in the PBX. When the VPS and PBX use DPT Integration, voices
and data are sent digitally.
Depending on the model and/or the software version of the connected PBX, you may
not be able to utilize certain features available only with DPT Integration. For more
information, consult your dealer.
DTMF
Dual Tone Multi Frequency. Commonly referred to as touchtone.
E-mail Integration
Allows subscribers and the Message Manager to receive notification by e-mail when
they receive new messages. Subscribers can also have the voice message attached
to the e-mail notification if the System Administrator has enabled this feature for their
mailboxes.
External Delivery Message
A message recorded by a subscriber and then delivered to outside parties and/or
extensions. The VPS dials the outside telephone number or extension number and
plays the message for the recipient. The message can be delivered immediately or
at a specified time.
External Message Delivery List
A preprogrammed list of outside parties and extensions that can be used to deliver
an External Delivery Message to several recipients in one operation. Each
subscriber can create 2 External Message Delivery Lists. Each list can have 8
destinations.
External Message Delivery Retry
Determines how many times the VPS will attempt to deliver an External Delivery
Message when the called line (recipient) is busy or does not answer.
Fast Forward
Allows a subscriber to fast forward through a message in 4 second intervals.
Follow-On ID
(see "Called Party ID")
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General Delivery Mailbox
A special mailbox that is maintained by the Message Manager. If a caller does not
have a DTMF-compatible telephone, the caller cannot dial numbers in order to
connect himself or herself to an extension or mailbox. Callers who do not dial any
numbers can be directed to the General Delivery Mailbox.
Periodically (daily is best), the Message Manager should transfer messages in the
General Delivery Mailbox to the appropriate subscriber mailboxes.
Hash Sign
The [#] key on the telephone keypad. Also known as the "pound sign".
Immediate Reply
Allows the message recipient to reply to a message without specifying the extension
number or the mailbox number of the sender.
Inband Integration
When the VPS and PBX use Inband Integration, voices are sent using analogue
technology, and data is sent using analogue DTMF tones. The PBX informs the VPS
of the status of extensions by sending DTMF tones and Call Progress tones to the
VPS. Many features, such as Intercom Paging, Live Call Screening (LCS), etc., are
not available with Inband Integration.
Incomplete Call Handling Service
Calls are considered incomplete when is the called extension does not answer, is
busy, or has set Call Blocking.
Incomplete Call Handling can handle calls in 7 different ways. Each subscriber can
specify the options available to callers when their calls are incomplete.
(1) leave a message in the subscriber's mailbox
(2) transfer to the subscriber's Covering Extension
(3) Intercom Paging (notify the subscriber by paging the subscriber)
(4) Beeper Access (notify the subscriber by paging the subscribers beeper)
(5) transfer to Custom Service
(6) transfer to operator
(7) return the caller to the top menu, allowing the caller to call another extension
Intercept Routing—No Answer
A PBX feature that transfers an unanswered call to another extension or to the VPS.
Intercom Paging
Available with APT/DPT Integration only. If a subscriber has set Intercom Paging, the
VPS will page the subscriber and announce that he or she is receiving a call. The
VPS can announce prerecorded caller names using the Caller Name
Announcement feature, or prompt the caller to record his or her name and announce
the recorded name. Pages can be heard through PT speakers or through external
speakers connected to the PBX.
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Interview Service
Allows the VPS to "interview" a caller by playing a series of prerecorded questions
and recording the caller's responses. Subscribers are able to record questions
directly into their interview mailboxes. After a caller records his or her answers, the
Message Waiting Lamp turns on at the subscriber's telephone. This feature is very
useful for claims departments, order desks, job applications, etc.
Keypad
The dial keys ([0]–[9], [ ], [#]) on a telephone.
LCD
Liquid crystal display
Live Call Screening (LCS)
Available with APT/DPT Integration only. Allows the subscriber to use his or her PT
to monitor incoming calls as messages are being recorded. The subscriber has the
option of answering calls while monitoring or allowing the message to be recorded
without interruption.
Logical Extension (All Calls Transfer to Mailbox)
An extension that always receives calls directly into its mailbox. This feature is used
by subscribers who are often unavailable or who do not have a telephone.
Mailbox Capacity (recording time)
The total length of time for all messages that can be recorded in a subscriber's
mailbox. The System Administrator or System Manager can set each subscriber's
maximum mailbox capacity. Each subscriber's mailbox capacity is determined by
COS.
Mailbox Capacity Warning
Allows the VPS to alert subscribers when recording time for their mailboxes are
running low. The warning announcement will be heard at the beginning of
Subscriber's Service.
Mailbox Group
A preprogrammed list of subscriber mailboxes that can be used (by any subscriber)
to deliver a message to several recipients in one operation.
Up to 20 Mailbox Groups can be created.
Mailbox Number
Normally the same number as the corresponding subscriber's extension number.
Message Envelope Setting
Specifies when message envelopes (message date and time, name of the person
who recorded or transferred the message, telephone number of the caller) are
announced. Envelopes can be played back before or after messages automatically,
or only when the subscriber presses [2] [3] during or after message playback.
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Message Manager
Mailbox 998. The person who takes care of message-related maintenance, such as
General Delivery Mailbox maintenance, and recording and deleting messages
(System Prompts, Company Greetings, Custom Service Menus, System Caller
Names, etc.)
Message Recovery
Allows a subscriber to change the status of a message from "deleted" to "old",
preventing the message from being permanently deleted.
Message Retention Time
Determines the number of days before a message is automatically deleted.
New Message Retention Time: Determines when new (unplayed) messages are
deleted.
Saved Message Retention Time: Determines when old (played) messages are
deleted.
Message Retrieval Order
When a subscriber has several messages in his or her mailbox, determines whether
messages are played back from newest to oldest (Last In First Out [LIFO] or from
oldest to newest First In First Out [FIFO]).
Message Transfer
Allows a subscriber to reroute a message to another mailbox and add his or her
comments to the message if necessary. Receipt messages and messages originally
marked as "private" cannot be transferred.
Message Waiting Lamp
The lamp on a PT that lights when there are messages in the extension user's
mailbox.
Message Waiting Notification
Notifies subscribers and the Message Manager when they have received messages,
by lighting the Message Waiting Lamp on their PTs, by calling a preprogrammed
telephone number, or by paging a beeper.
Multilingual Selection Menu
Allows callers to select the language they would like to hear for voice guidance
(system prompts). 3 languages can be selected for the Multilingual Selection Menu
of the KX-TVA50; 5 languages for the KX-TVA200.
Non-Subscriber
A caller to the VPS who does not own a mailbox.
Notification Method
(see "Message Waiting Notification")
On Hold Announcement Menu
Allows callers in a queue to listen to the prerecorded announcement or music while
they are on hold.
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One-touch Two-way Transfer (One-touch TWT)
Available with KX-TDA series and KX-TAW series PBXs using DPT Integration only.
Allows a subscriber to record his or her telephone conversations into another
subscriber's mailbox with a one-touch operation.
Operator
3 different extensions can be assigned as operators for each time mode. Callers can
be directed to an operator when they dial [0], when they have rotary or pulse
telephones (and thus cannot dial while listening to VPS prompts), or when certain
VPS features are programmed to direct callers to an operator.
Owner's Name
Each mailbox has an owner's name (subscriber name), and there are 2 ways that
these names are stored in the VPS.
First, subscribers can record their own names; the VPS can announces this
recorded name during transfers, Intercom Paging, and when callers use the Dialing
by Name feature.
Second, the System Administrator can assign a text name for each subscriber. This
allows callers to dial subscribers extension's by name (Dialing by Name) rather than
by number. For example, a caller can dial "S-M-I-T" (Smith) rather than Smith's
mailbox number, which can be hard to remember.
Password
A combination of numbers that protects a subscriber's mailbox from unauthorized
access. If forgotten, the System Administrator or the System Manager can clear it so
that the subscriber can select a new password.
Personal Custom Service
Similar to a Custom Service, allows callers to perform specific functions by pressing
dial buttons on their telephones while listening to the subscriber's Personal Greeting
Message. A subscriber's Personal Custom Service can allow callers to connect
themselves to another extension, mailbox, outside telephone (such as the
subscriber's mobile phone), etc., without the assistance of an operator. Each
subscriber can create his or her own Personal Custom Service.
Personal Greetings
Subscribers can record 3 greeting messages that greet callers who are directed to
their mailboxes. The Personal Greeting heard by callers depends on the status of
the subscriber or VPS.
No Answer Greeting: Heard by callers when the subscriber does not answer.
Busy Signal Greeting: Heard by callers when the subscriber is busy.
After Hours Greeting: Heard by callers when the VPS is in night mode.
Personal Greeting for Caller ID
Available with APT/DPT Integration only. A subscriber can record a maximum of 4
Personal Greeting messages that are played for callers whose telephone numbers
(Caller ID numbers) have been assigned to a Personal Greeting for Caller ID. A
maximum of 8 Caller ID numbers can be assigned to each greeting.
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Personal Group Distribution List
A preprogrammed list of subscriber mailboxes that can be used (by the subscriber
who created the list) to deliver a message to several recipients in one operation.
Each subscriber can create 4 Personal Group Distribution Lists. Each list can have
40 members.
Personal Programming
Also known as Station Programming. PBX programming that is performed by an
extension user to customize his or her extension's settings. In order to user certain
VPS features, such as Live Call Screening (LCS), personal programming may be
required.
PIN Call Routing
Allows preferred callers to be directed to a specific extension, mailbox, or Custom
Service when they enter their assigned PIN.
Playback Volume/Speed Control
Allows subscribers to control playback volume and speed while listening to
messages.
Port
The point of connection between the PBX and the VPS.
Pound Sign
The [#] key on the telephone keypad. Also known as the "hash sign".
Private Message
A message designated by the sender as private. Private messages cannot be
forwarded by the recipient.
Remote Call Forwarding Set
Available with DPT Integration only. Allows subscribers and the Message Manager
to program their extensions from a remote location to forward various types of calls
(all calls, no answer, busy, etc.) to a desired extension, or to an outside telephone
(Remote Call Forward to Outside).
Remote Call Forward to Outside
Available with DPT Integration only. Allows subscribers and the Message Manager
to program their extensions from a remote location to forward their calls to an outside
telephone, if authorized.
Rewind
Allows a subscriber to replay the last 4 seconds of a message.
Rotary Telephone
A telephone that is not capable of emitting DTMF (touchtone) signals. Callers using
rotary telephones will be automatically forwarded to an operator or the General
Delivery Mailbox because they cannot dial numbers as directed by the VPS prompts.
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Service Group
A group of settings which determine how incoming calls are handled by the VPS.
One of 8 call service groups is assigned to each VPS port or PBX outside line.
Service Mode
Determines if incoming calls are handled by the VPS according to settings made for
day mode, night mode, lunch mode, or break mode. The current mode can be
changed automatically (either by the VPS or by the time mode settings of the PBX)
or can be changed manually by the System Administrator and System Manager.
Each Service Group is assigned a Service Mode.
Subscriber
A person who has an assigned mailbox.
Subscriber Tutorial
Guides subscribers through the mailbox configuration process the first time they
access their mailboxes. The subscriber's password, owner's name, and No Answer
Greeting can be configured using the Subscriber Tutorial.
System Administration
Includes system programming, diagnosis, system prompt administration, etc. They
are performed by the System Administrator, using a PC running the KX-TVA
Maintenance Console software. System Administration can be performed locally
(on-site) by connecting to the VPS via USB or LAN, or remotely (off-site) by
connecting to the VPS via the optional modem card.
System Administrator
Is the person responsible for programming the most essential VPS settings. Unlike
the Message Manager and the System Manager, who use a telephone to perform
their duties, the System Administrator uses a PC running the KX-TVA Maintenance
Console software to program the VPS. The System Administrator's handbook is the
Programming Manual. Only one programming session is possible at a time.
System External Message Delivery Duration Time
Specifies the maximum telephone connection time allowed for External Message
Delivery. Prevents excessive telephone charges.
System Manager
Mailbox 999. The person who can perform a subset of the items that can be
programmed by the System Administrator. The System Manager, using a telephone
connected to the VPS, can create/delete mailboxes, clear subscriber passwords
when they are forgotten, set Class of Service parameters, set the System Clock, etc.
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System Prompt
Recorded voice guidance messages that help subscribers and callers use VPS
features. Over 1000 prompts are prerecorded in the VPS.
The System Administrator and Message Manager can rerecord prompts as
necessary.
The System Administrator and the Message Manager can turn system prompts on
and off as needed. Each system prompt has a unique number.
System Report
The System Administrator or the System Manager can generate various System
Reports to monitor the status of the VPS.
System Security
By default, the System Manager and Message Manager cannot access the VPS
from their telephones until the System Administrator sets their passwords and allows
them to access the VPS via their telephones. The System Manager and Message
Manager must always enter their passwords in order to access the VPS.
The System Administrator can also choose to set a default password for subscriber's
mailboxes. If this setting is enabled, a default password is automatically assigned
when mailboxes are created.
Temporary Personal Greeting
A special greeting that, if recorded by a subscriber, is heard by callers instead of the
subscribers other Personal Greetings. Often used to inform callers of a temporary
absence. A common example might be, "This is (name). I'm out of the office this
week…".
Time Synchronization
Available with DPT Integration only. When the date and time is set for the PBX or
when DPT Integration is established, date and time data is sent from the PBX to the
VPS.
Timed Reminder Setting
Available with DPT Integration only. Allows a subscriber to set a Timed Reminder by
following system prompts provided by the VPS. Timed Reminder is a PBX feature
that is similar to an alarm clock; the telephone will ring at the set time (once or daily)
as set by the subscriber or Message Manager.
Toll Saver
Allows a subscriber to check his or her mailbox for new messages by calling the VPS
from a preprogrammed Caller ID number, by dialing a preprogrammed DID number,
or by dialing a telephone number that connects the call to a preprogrammed outside
line of the PBX. Toll Saver is a cost-saving feature that lets the subscriber know if he
or she has new messages by the number of rings heard before the VPS answers the
outside call from the subscriber. If the VPS does not answer the call within a
preprogrammed number of rings, the subscriber can disconnect the call and thus
avoid telephone charges.
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Two-way Record
Available with APT/DPT Integration only. Allows a subscriber to record his or her
telephone conversations into his or her mailbox.
Two-way Transfer
Available with APT/DPT Integration only. Allows a subscriber to record his or her
telephone conversations into another subscriber's mailbox. The subscriber must
specify the desired extension number when using this feature.
Unlimited Message Length
Allows a subscriber to record telephone conversations of an unlimited length of time
when using Two-way Record and Two-way Transfer. The maximum recording time
for other messages will be automatically set to 60 minutes.
Urgent Message
A message designated by the sender as urgent. Urgent messages are played back
before other messages when the recipient listen to his or her messages.
VM Menu
Available with KX-TDA series PBXs using DPT Integration only. Displays VPS text
prompts on the display of a compatible PT, allowing the subscriber to operate the
VPS by following text prompts and pressing soft buttons and the Navigator Key.
Voice prompts are not used.
Voice Mail
A general term used for messages recorded by the VPS and stored in subscriber
mailboxes.
VPS
A Voice Processing System, such as the Panasonic KX-TVA50, and KX-TVA200.
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Caller ID Number Announcement 79
Outside Line 59
Changing Caller ID Numbers and Recorded Names
Changing or Deleting Your Password 13
Changing Personal Group Distribution List Names
45
Changing Service Group Assignment 84
Changing Service Group Setting 83
Changing the Company Greeting and Incoming Call
Commands for Changing the Current VPS Service
19
A
A Restriction on TWR/TWT Activation (KX-TD500
Only) 147
AA Prompts 105
After Hours Greeting 15
Announce Message Transferred Information 79
Announce Option Menu After Erasing Messages
79
Appendix 106
Assigning and Canceling Telephone Numbers for
Call Transfer to Outside Line 59
Assigning Caller ID Numbers and Recording Names
53
Assigning Notification Numbers 93
Assigning Outside Telephone Numbers for Remote
Call Forwarding 57
Assigning Remote Call Forwarding Set 101
Assigning Telephone Numbers for Call Transfer to
Outside Line 59
Assigning Your Covering Extension 40
Assigning Your Telephone Numbers for Remote
Auto Receipt 23, 30, 79
Automatic Log-in 10, 27, 89
Autoplay New Message 79
Common Service Commands and Navigation
B
Beeper (Pager) Access 36, 38
Creating or Adding to an External Message Delivery
List 46
Customizing the Message Manager's Mailbox 94
Before You Begin
Bookmark 65
Busy Signal Greeting 15
Button Assignment via PC Programming 119,
7
140
D
C
Delete Message Confirmation 77
Deleted Messages 20
Call Blocking 36
Call Screening 36
Call Transfer 36
Call Transfer to Outside 78
Caller ID Callback 77
Caller ID Greeting->Personal Greeting for Caller ID
51
Deleting a Mailbox 72
Deleting Caller ID Numbers and Recorded Names
54
Deleting Members from an External Message
Delivery List 47
Deleting Members from Personal Group Distribution
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Lists 44
L
Deleting Options from Your Personal Custom
Service 62
Deleting Questions 42
Delivering Messages 85
Delivering Messages to All Mailboxes (Broadcasting
Messages) 85
Delivering Messages to Specified Mailboxes 85
Device Notification 48
LCS->Live Call Screening 55
Live Call Screening (LCS) 55
Live Call Screening Activation 120, 143
Live Call Screening Assignment via PC
Directory Listing 79
E
Live Call Screening Cancel Button Assignment
136
E-mail Integration (Message Notification by E-mail)
50
External Message Delivery 32
External Message Delivery Lists 46
127
Live Call Screening Password Canceling 111,
F
Live Call Screening Private/Hands-Free Mode
First Playback Urgent Messages 79
G
Live Call Screening Recording Mode Assignment
111, 129
Glossary 153
Logging in to and Configuring Your Mailbox 10
Logging in to the Message Manager's Mailbox 88
Logging in to the System Manager's Mailbox 68
H
Hands-free Mode 55
Logging in to Your Mailbox for the First Time
8
I
Incomplete Call Handling 38
Intercom Paging 36, 38, 61
Intercom Paging Group 77
Interview Mailbox 41
Mailbox Capacity Maximum Message Time 76
Mailbox Capacity Warning 67, 78
Managing the General Delivery Mailbox 90
Manual Log-in 10, 27, 69, 89
Message Cancel for Live Call Screening 77
Message Delivery 30
Introduction to the VPS
7
K
KX-TA and KX-TD Series PBX Feature
Programming for APT/DPT Integration 125
KX-TA824 132, 141
Message Envelope Setting 77
Message Length 76
Message Manager's Guide 88
Message Manager's Password 94
Message Notification by E-mail 50
Message Playback and Related Features 20
Message Reception Mode 43
KX-TD500 131, 140
KX-TDA and KX-TAW Series Feature Programming
for DPT Integration 110
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Message Retrieval Order 76
Message Waiting Lamp 48
Message Waiting Notification 48
R
Time 51
N
Recording Menus and Voice Labels 98
Navigation Commands 19
New Message Length Announcement 79
New Message Retention Time 75
New Messages 20
Recording Questions 41
Recording System Caller Names 99
Recording the Owner's Name (Your Subscriber
No Answer Greeting 12, 15
Notify of Transfer 79
Number of Caller IDs for Personal Caller Name
Announcement 78
Number of New Message Announcement 78
Recording Your Message 31, 33
Recovering Deleted Messages 66
O
Old Messages 20
One-touch Two-way Transfer (One-touch TWT) 56
One-touch Two-way Transfer (One-touch TWT)
Button Assignment 117
One-touch Two-way Transfer (One-touch TWT) into
Mailbox 123
Operator's Extensions 94
Other Features 36
P
Password 12, 17
Sending Messages—Overview 29
Service Commands 19
Setting Class of Service (COS) Parameters 74
Setting Message Delivery Time 33
Setting Notification by External Device 92
Setting Notification by Message Waiting Lamp 92
Setting the System Clock 80, 96
Setting the Timed Reminder 102
Personal Caller Name Announcement 53
Personal Custom Service 61
Personal Greeting for Caller ID 51, 78
Personal Greeting Length 75
Personal Group Distribution Lists 44
Play System Prompt after Personal Greeting 77
Playing Messages 20
Private Mode 55
Private Status 23, 30
Prompt Mode 76
Prompts
8
Setting Up Mailboxes 70
Prompts Common to VM and AA Services 104
Prompts—only Commands 19
Setting Up Message Waiting Notification 92
Setting Your Password for the First Time 13
Specifying a Single Recipient 32
Q
Specifying Multiple Recipients (External Message
Quick Reference 106
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Delivery List) 33
Use Call Waiting on Busy 77
Using the VPS
Specifying the Recipients by Name (Dialing by
Name) 25, 30
7
Specifying the Recipients by Number 25, 30
Starting the Subscriber Tutorial 13
Subscriber Tutorial 79
V
Subscriber Tutorial (Easy Mailbox Configuration)
12
VM Menu—only Command 19
System Manager's Guide 68
Voice Mail Transfer (VTR) Button Assignment 118
T
Telephone Numbers 1 and 2 for Remote Call
Forward to Outside 94
Temporary Greeting 15
The VPS will announce, "Sorry, this function is not
available". 96
Timed Reminder 64
To Add, Delete, or Review Caller ID Numbers Later
52
To Confirm the Settings for Your Personal Custom
Service 63
To Select the No DTMF Input Operation 62
Total Number of Message Announcement 78
Training the Subscriber 148
Transferring Messages 25, 91
Turning Device Notification On/Off 48
Turning Message Waiting Lamp Notification On/Off
48
Two-way Record (TWR) 56
Two-way Recording (TWR) Button Assignment
115
Two-way Recording (TWR) into Mailbox 121
Two-way Recording Button Assignment 137
Two-way Recording into Mailbox 145
Two-way Transfer (TWT) 56
Two-way Transfer (TWT) Button Assignment 116
Two-way Transfer (TWT) into Mailbox 122
Two-way Transfer Button Assignment 138
Two-way Transfer into Mailbox 146
U
Urgent Status 23, 30
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Panasonic Consumer Electronics Company
Division of Panasonic Corporation of North America
One Panasonic Way
Secaucus, NJ 07094
Panasonic Puerto Rico, lnc.
Ave. 65 de Infantería, Km. 9.5
San Gabriel Industrial Park
Carolina, Puerto Rico 00985
Copyright:
This material is copyrighted by Panasonic Communications Co., Ltd., and may be reproduced
for internal use only. All other reproduction, in whole or in part, is prohibited without the
written consent of Panasonic Communications Co., Ltd.
© 2005 Panasonic Communications Co., Ltd. All Rights Reserved.
PSQX3210ZA KK0405MA0
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