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Panasonic KX-TVS90 Manual

1. 31 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID 32 4 12 Personal Caller Name Announcement e 33 4 13 Live Call Screening essen ener ene nrnt 35 4 14 Recording a Two Way Conversation cc0 cccsecceesseeereeeceeeee 35 4 15 Setting Telephone Numbers for Call Forwarding to CO 36 4 16 Remote Call Forwarding Set sese 37 PDS asa Sasi coit v c a ra A 40 Quick Refereroe sooo iet eee edocet Ce D es anette te vues 40 MSI OSS ANY Mee E 41 Section 4 Mailbox Setup 1 4 Logging in to Your Mailbox Before you access Subscriber Services you must first open your mailbox FROM YOUR EXTENSION SSD Enma D ON Off hook Enter th extension FROM ANOTHER EXTENSION number of the VPS FROM YOUR EXTENSION When the Direct Mailbox Access is enabled 1 To receive a message IF YOU HAVE SET YOUR PASSWORD 2 To deliver a message 3 To check the mailbox distribution j C gt a For automated attendant status Enter the password and press 5 For mailbox management CE For other features 3 To end this call Follow the prompt according to your needs FROM ANOTHER EXTENSION IF YOU HAVE SET YOUR PASSWORD C GO Gees esee 5 Press and 6 Press and enter Enter the password your maitbox number and press To receive a message 2 To deliver a message 3 To check the
2. the VPS transfers calls from pre assigned numbers to the users Caller ID Screening and 3 the VPS pages the users by intercom Intercom Paging If the same Caller ID number is programmed for both system and personal caller name announcements the VPS will use the personal caller name Company Greeting Up to 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 on a port basis and trunk CO line basis Company Name This is played by the VPS to the intended receiver of an Externa Delivery Message when she is unable to enter correctly the password if required This helps her to realize where the call came from Covering Extension This can be a destination for Incomplete Call Handling Service This can also be accessed by pressing 0 while a Personal Greeting is being played or while a caller is leaving a message Custom Service Setting Allows one touch access to extensions other custom service menus fax machine mailboxes etc A greeting can be recorded for each of the 100 menus to give verbal directions to the non subscribers Default Setting A parameter defined for the system at the factory which can be changed through system programming by the System Administrator or the System Manager 42 Glossary Delayed Ringing There are 2 kinds of delayed ringing applications 1 The VPS is used as the no answer destin
3. 2 Make your selection number up to 20 digits to change TO CHANGE CALLER NAME k P GG Press 3 to accept On hook ee caller and repeat the steps to change the next entry TO ADD OR DELETE TO ADD TO DELETE 71 To add EE orf ce 29 To delete alt GSD 3 To delete Bisse baida 3 To delete one new number and Make your name and repeat Press 3 Make your selection On hook selection the above steps f 34 Section 4 Special Features 4 13 Live Call Screening By assigning one of your telephone keys to this feature you can monitor incoming calls that have been forwarded to the Voice Mail Service When in the Hands Free Mode you can monitor the incoming call through the telephone s built in speaker You can speak with the caller by picking up the handset When in the Private Mode you can monitor the incoming call through the handset after you hear the notification tone You can speak with the caller by pressing the feature key or you can stop listening to the message by replacing the handset This feature is available to you only if you are using a Panasonic KX T J jJ series telephone system with APT DPT Integration see APT Integration LU and DPT Integration in Glossary and if the System Administrator has provided your extension with this feature For detailed information concerning this feature please refer to the Installation Manual or Programming Guide of your Panasonic KX T series telephone sys
4. 84 message transmissions IF THE MESSAGE HAS NOT BEEN RECEIVED Subscriber s gt Ge 3 Press 3 to cancel the message Log into your mailbox Press 3 to check distribution status or delete verification 5 gt Press 1 to delete Press 2 to cancel On hook distribution verification message delivery 3 3 Setting up an External Message Delivery List Setting up an External Message Delivery List lets you send the same message to several outside parties and or extensions with a single operation Up to 2 lists can be maintained at the same time and each list can contain up to 8 members The System Administrator or the System Manager must authorize this WW feature before it can be used 17 Section3 Sending Messages Subscribers b 7 e O amp O amp Or Log into your mailbox Press 6 Press 3 Press 3 Press 1 or 2 5 to choose the delivery list TO DELETE 1 or 2 e 1 To delete all g EE gt as 3 2 To delete one Press 1 to Press 2 Make your selection Press 1 to On hook add delete TO AN OUTSIDE PARTY To insert a pause or E IF NEEDED Line Access Telephone special command enter Code gt gt No the partial number and or Enter a Line Enter the Prose eli io aoe ins Access Code to Enter the telephone Press 4 to contin l seize a CO line Area Code number entering the telephone number TO AN EXTENSION gt o
5. NEEDED C To review s gt 1 gt 3 roerseand 2 record again Record greeting Press 1 to 4 To add Press 2 at the tone end recording C To erase and exit to accept IF NEEDED 73 To change the No Answer 2 To change the Busy Signal 3 To change the After Hours Follow the prompts On hook according to your needs Section 1 Mailbox Setup TO CHANGE OR ERASE CO To change 2 To accept 3 To erase Follow the prompts according to your needs Recording a Caller ID Greeting is available only when your COS parameter is enabled To record a Caller ID Greeting see 4 10 Recording Personal Greetings for Caller ID Be sure to exit from the menu AFTER the greeting is accepted Otherwise the greeting will not be stored By system default the maximum length of a personal greeting is 16 s If you need more time ask your System Administrator or System Manager to increase the upper bound if you change the greeting follow the steps in TO RECORD FOR THE FIRST TIME to rerecord Itis recommended that you mention your name in each personal greeting because the regular announcement of name see 1 4 Recording Your Name will be suppressed Section 1 Mailbox Setup 1 3 Setting Changing and Clearing Your Password The VPS provides the option of assigning a password to your mailbox to protect the messages stored there from unauthorized access A password should be no longer than 10 digits using t
6. Recording Personal Greetings Recording Your Name Setting Your Password This symbol identifies important notes about the operation being described The voice prompt will guide you in every step of programming Panasonic World Wide Web Address http www panasonic com for customers in the United States or Puerto Rico Introduction a M Structure of the Manual This manual consists of the following sections Section 1 Mailbox Setup Describes the procedures for customizing your mailbox Section 2 Receiving Messages Explains how to access and manage received messages Section 3 Sending Messages Tells you how to send messages including recording and delivery Section 4 Special Features Describes how to set up the special features for your mailbox Appendix Glossary Table of Contents Table of Contents T Mailbox Setup uei eio ione einen 6 1 1 Logging in to Your Mailbox sssssssseseee enne 6 1 2 Recording Personal Greetings 0 cccceccceeeccecececeeesssessereeseeseee 7 1 3 Setting Changing and Clearing Your Password ss 9 1 4 Recording Your Name sss enne rte neebeeis 9 1 5 Service Access Commands sssssseeee eene en 10 2 Receiving Messages eccesso 11 2 41 Receiving Messages eorr eeter etre s bii va lr eeu pel tesi Sea cedes 11 2 2 Replying to Messages ssssssssseeee ehem eren 11 2 3 Message
7. mailbox distribution For automated attendant status 5 For mailbox management Ce For other features To end this call Follow the prompts according to your needs Section 1 Mailbox Setup You will hear 5 For other features only when the System J A Administrator or the System Manager assigns an Interview Mailbox or an ae extension number for Remote Call Forwarding feature to your mailbox or authorizes you the use of the Message Waiting Notification feature or the Externai Message Delivery feature If you do not know the VPS extension number ask the System Manager If you enter Subscriber Service via Custom Service does not end your call you will be returned to Custom Service m 1 2 Recording Personal Greetings After reaching your mailbox callers will hear your personal greeting message s You can record 3 kinds of personal greetings No Answer Greeting Busy Greeting and After Hours Greeting The VPS plays the appropriate message for each call Personal greeting messages are always followed by a tone and a chance to leave a message Your personal greeting should say please leave a message at the tone otherwise your callers wili be confused 1 No Answer TO RECORD FOR Subscriber s Busy Signal THE FIRST TIME gt gt oyna or C4 Catler ID TO CHANGE OR ERASE Log into your Press 5 Press 1 Follow the prompts mailbox according to your needs TO RECORD FOR THE FIRST TIME J iF
8. numbers To assign Caller ID numbers see 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID series telephone system with APT DPT Integration see APT Integration EE and DPT Integration in Glossary F If you cannot use this feature ask your System Administrator or System Manager She might have disabled it i This feature is available to you only if you are using a Panasonic KX T NW iber TO RECORD FOR THE gt C gt C 9 rnsrnwe r Log into your Press 5 for Press 1 Press 4 TO CHANGE OR ERASE mailbox Mailbox Management TO RECORD FOR THE FIRST TIME eel ESO CD R Enter a Caller ID Record a Press 1 Press 2 On hook Greeting number greeting to end to accept 1 4 at the tone recording _ You can go on to assign Caller ID numbers after accepting the recorded greeting LA wm TO CHANGE OR ERASE Caller 1D To change gt 3 To erase age Enter a Caller ID Make your selection On hook Greeting number 1 4 31 Section 4 Special Features When you change the greeting follow the steps in TO RECORD FOR THE nn FIRST TIME to rerecord EH 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID Use this feature to assign Caller ID numbers for prerecorded personal greetings Each greeting supports up to 8 Caller ID numbers 3 To assign Caller ID numbers first record a personal greeting see n 4 10 Recording Person
9. s line is busy or she cannot take the call or when she has enabled Call Blocking and 2 when the transfer destination of calls is set to a Logical Extension Eumene m e F Log into your mailbox Press 4 Press 3 Press 1 to change On hook Interview Mode Message Recording Mode Not all subscribers have an interview mailbox The System Administrator ll or the System Manager must assign an interview mailbox gm 25 Section4 Special Features 4 5 Personal Group Distribution Lists Use the Personal Group Distribution List to send the same message to several mailboxes in a single operation Up to 4 lists can be maintained with each list containing up to 20 mailbox members Subscriber s eM e e Log into your Press 5 Press 4 Enter the group Press 1 to record mailbox distribution number a group name 1 4 CS 9 CO 9 amp mew e G 5 State the group Press 2 Press 2 Enter the mailbox Press 2 to add name atthe tone to accept to add number of the first the member to member the list QI 6 mamono b G Drai EGS 2 To end Press 1 to Enter the mailbox Press 2 to add On hook add more number of the next the memberto Make your selection members member the list To make use of Personal Group Distribution Lists please see p 3 1 Delivering Messages to Other Subscribers y Personal Group Distribution Lists are available to only one subscriber you ff a list is to be shared among several subs
10. select by using the telephone keypad or the keys from a personal computer Message Manager Mailbox 98 998 9998 or 99998 The person who takes care of the General Delivery Mailbox and records Company Greetings Company Name the Department Dialing Menu Custom Service Menus the Voice Labels the User Prompts User 1 User 2 the Multilingual Selection Menu and the System Cailer Names Message Retention Time New Message Retention Time the length of time the VPS will store a new unplayed message before deleting the message Saved Message Retention Time the length of time the VPS will store an old played message before deleting the message 46 Glossary Message Retrieval Order The order in which the subscriber retrieves messages Last In First Out LIFO or First In First Out FIFO Message Transfer Allows a subscriber to reroute a message to another mailbox unless the message was marked private Additional comments can be added to this message Message Waiting Lamp Light on proprietary telephones that lights when there are messages in the mailbox Message Waiting Notification The VPS can notify subscribers and the Message Manager when they have received messages if authorized by the System Administrator or the System Manager There are 3 notification methods 1 by the Message Waiting Lamp 2 by a telephone or 3 by a beeper Multilingual Selection Menu The Message Manager is responsible for recording
11. specifying the extension number or the mailbox number of the sender Inband Signaling The Follow On ID or Called Party ID that integrates the VPS and the PBX Uses intercom paths to light message wait light Does not give high end features such as Intercom Paging Direct Mailbox Access Live Call Screening etc 44 Glossary Incomplete Call Handling Service Calls are considered incomplete when there is no answer or if the line is busy There are 6 options for the Incomplete Call Handling Service 1 to record a message from the caller 2 transfer the caller to a covering extension 3 page the mailbox owner via the PBX 4 notify the mailbox owner via beeper 5 transfer the caller to the operator or 6 let the caller try another extension Integration Required between the VPS and the PBX See Inband Signaling APT Integration and DPT Integration Intercept Routing No Answer Transfers an unanswered call to another extension or to the VPS This is a PBX feature Intercom Paging Available with APT DPT Integration only Allows up to 16 different paging groups An outside party can reach a subscriber who is away from her telephone using either internal or external page groups For a Caller ID caller if her name has been recorded for the Caller Name Announcement feature the name will be announced at the end of the page Interview Service A special type of subscriber mailbox that enables the subscriber
12. this during system prompts activates Voice Mail Service You can record a message after entering a mailbox number at the prompt You can also press X followed by your own mailbox number to log into your mailbox 8 pressing this during system prompts activates Automated Attendant Service It prompts you for an extension number and then attempts to call your party If she cannot take the call the VPS will take some suitable action Note If you call the extension directly the VPS cannot help you x pressing this during system prompts takes you to the previous VPS menu If you have lost bearings within Subscriber Service use this command to get you out 0 pressing this lets you listen to the whole menu for Help 10 Section2 Receiving Messages 2 1 Receiving Messages The VPS plays both the new and saved messages that are in your mailbox along with the date time and sender information pertaining to each message Subscriber s 1 To repeat the message COR 71 C1 To replay the previous message Logintoyour Press PressO 2 To play the next message mailbox To erase the messages one by one To reply to the message Go to 2 2 To rewind To fast forward To transfer B Go to 2 3 Ta scan messages Select the appropriate message option When al messages are scanned you will have 3 options ll 1 To replay the previous message EN 2 To play the next message 3 To play the entire message Selection o
13. 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 some 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 Call Blocking Connects the caller to the Incomplete Call Handling Service without ringing the subscriber s extension 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 it then puts the caller on hold while playing the name to the subscriber who decides whether to take the call or not Call Transfer Transfers a call to the requested destination 41 Glossary Called Party ID Sometimes referred to as Fotlow 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 Call Routing Available with APT DPT Integration only The VPS automatically sends calls from pre assigned Caller ID numbers to the desired extension mailbox including System Group Distribution List or Custom Service Caller Name Announcement System Personal Available with APT DPT Integration only The VPS announces prerecorded Caller ID caller s names when 1 extension users listen to messages from pre assigned numbers left in the their mailboxes 2
14. to record up to 10 questions After the answers are recorded the Message Waiting Lamp turns on at the subscriber s telephone Good for claims departments order desks job applications etc Keypad All touchtone keys on the telephone LCD Liquid crystal display Live Call Screening Available with APT DPT Integration only The proprietary telephone works like an answering machine The subscriber can hear the caller through the speakerphone or the handset while the message is being recorded 45 Glossary LOAD One of the utility commands that is used to load new or saved data to the VPS from a personal computer 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 messages The number of messages that can be recorded in a subscriber s mailbox should be Set between 5 and 100 messages by the System Administrator or the System Manager Mailbox Capacity recording time The total length of time for messages in a subscriber s mailbox should be set between 5 and 100 min or unlimited length by the System Administrator or the System Manager Mailbox Extension Normally the same number as the telephone extension number Mailbox Management Allows a subscriber to alter the setting for personal mailboxes Menu A list of choices from which the user can
15. O Dorme 39 lor Enter the 4 digit password or press to skip Press 1 or 2 for desired list Press 2 Ttor AM 2 tor PM Press 1 for AM or 2 for PM For example 5 00 is entered as 5 and 4 gt 5 15 is entered as 515 7 ee CO CO w cr CO Oe Be Enter the day of the month and press Press 2 to accept Press 2 On hook to accept Press 1 to end recording Record a message at the tone 19 Section3 Sending Messages The 4 digit password is not your password to log into your mailbox f You can decide it freely each time you send an external delivery message ao Be sure to share the 4 digit password with the message receiver You will not hear JER for AM 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h See Note about the Day of the Month entry in Section 2 2 Replying to Messages Important Note When the VPS calls to an outside line via a PRI ISDN Primary Rate Access Interface card of a Panasonic PBX please be sure to add after the telephone number 1112223333 in the example here Example 9P1112223333 Please contact your System Administrator for more explanation 3 5 Receiving External Delivery Messages Use this feature to receive External Delivery Messages IF NEEDED D o CD o forme D GO e Cg Pick up a cali Press 1 to Enter the Press Press to On hook from the VPS receive the
16. PT Wl The Intercom Paging feature is available only if you are using a Panasonic n Integration and DPT Integration in Glossary 4 2 Covering Extension The caller goes to the covering extension in 3 ways One way is via the Automated Attendant Service when the Incomplete Call Handling Status has enabled Covering Extension Transfer Status see 4 3 Incomplete Cail Handling Status The second way is during a Personal Greeting announcement if the caller presses 0 while a Personal Greeting is being played she is sent to the covering extension or to an operator if the covering extension is not specified The third way is while recording a message if the caller presses 0 while leaving a message she is sentto the covering extension or to an operator if the covering extension is not specified To activate this feature your System Administrator must assign a Covering NH Extension to your mailbox Em 23 Section4 Special Features mw CO CZ penne o Log into your mailbox Press 4 Press 2 Enter the extension number WHEN YOU REASSIGN THE COVERING EXTENSION D b eme gt CO amp Cg Press 1 Enter the new Press 2 On hook tochange extension number to accept m The caller will not know to press 0 for transfer to your covering extension f f i Therefore the caller must be instructed For example you might record the BE Busy Greeting in this way Hi this is Cindy Sorry but am bus
17. Panasonic Voice Processing System Subscriber s Guide Maciel No KX TVS90 In Se SS gt Please read Bbolore using ani save This manual fer Tlature ue Introduction Thank you for purchasing the Panasonic Model KX TVS90 Voice Processing System The Panasonic Voice Processing System VPS is a powerful tool used to manage your voice communications and increase your productivity through the use of your voice mailbox As a subscriber the owner of a VPS mailbox you can Send a message to one or more people inside or outside of your office Transfer messages with your annotation to other VPS subscribers Receive messages from any touchtone telephone Be called at an outside telephone or be notified through your beeper when there are messages stored in your mailbox Be notified by the message waiting lamp on your extension that there are messages stored in your mailbox Screen your calls Automate the handling of callers And more Getting Started Numbers to Know You must have the following information before you begin The extension number s of the VPS Your mailbox and extension number The System Manager s phone number Basic Steps When using your mailbox for the first time you must read Section 1 Mailbox Setup and perform the key setup procedures described You must customize your mailbox before sending or receiving messages Identify yourself as the owner of your mailbox by setting the following
18. T Integration is established the data is sent from the PBX to the VPS Two Way Recording TWR Available with APT DPT Integration only Allows a subscriber to record a conversation into her mailbox Two Way Transfer TWT Available with APT DPT Integration only Allows a subscriber to record a conversation into another person s mailbox Unlimited Message Length Permits a mailbox owner to record two way conversations of unlimited length into her or another person s mailbox Two Way Recording or Two Way Transfer The maximum recording time for other messages will automatically be set to 6 min Voice Mail A general term used for messages recorded over the phone from one person to another Voice Prompt Recorded VPS instructions to callers These are either system prompts or user prompts VPS Voice Processing System e g Panasonic KX TVS90 51 Panasonic Consumer Electronics Company Division of Matsushita Electric Corporation of America One Panasonic Way Secaucus New Jersey 07094 www panasonic com Copyright Panasonic Sales Company PSC Division of Matsushita Electric of Puerto Rico Inc Ave 65 de Infanteria Km 9 5 San Gabriel industrial Park Carolina Puerto Rico 00985 This manual is copyrighted by Kyushu Matsushita Electric Co Ltd KME Under the applicable copyright laws this manual may not be reproduced in any form in whole or part without the prior written consent of KME and
19. Transfer eene then raten 13 2 4 Accessing Your Mailbox from an Outside Telephone 14 3 Sending Messages RR UE 15 3 1 Delivering Messages to Other Subscribers ssssesssus 15 3 2 Checking Mailbox Distribution csse 17 3 3 Setting up an External Message Delivery List 17 3 4 Sending External Delivery Messages sceessemRRe 18 3 5 Receiving External Delivery Messages sese 20 3 6 Replying to External Delivery Messages 21 3 7 Checking and Setting External Message Delivery Status 21 4 Special Features ceceeeeceeeeeeeee ener ene ha nnns 23 4 1 Call Transfer Status o eueepaditade d podido ro HISP ute Es ec atd erie 23 4 2 Covering EXIensiOn uui ertet vis Uno oa iE a eria EE aae 23 4 3 Incomplete Call Handling Status M AC ERE 24 4 4 Message Reception Mode essssssseeenneeee eene 25 4 5 Personal Group Distribution Lists eeecee ene 26 4 6 Deleting Group Distribution Members sssseeeeenne 27 4 7 Deleting Group Distribution List Names s es 27 4 8 Message Waiting Notification cee ccccsessesecseuecereeeeeeenanas 27 4 9 Interview MallbBOX 2 tay ay sieeve tater cee eoe B acea dae ee ONT EPE ce dede 29 Table of Contents 4 10 Recording Personal Greetings for Caller ID
20. a pJoo8H Jequinw xoqiew 4813 mai OL ees oe obessow JIMA soyesadoO sse2oy 1adaeg S T ued woua PIOMSSEd c L dieu sefessayy ueg ofiessay asuv p18AuO S8 4 pulMeH Alday pues efiessayy ose13 eBesso u xey eBesse q snol eig L I eDessew jeeday aBessaw e io2ou C uoisuo x3 uuaa ebessay e Bui ee enjejs Buippugy ajojduioou ejqesic liv S sse2oy 10doog p Duibeg wova ex 0 i0 Qo F DO 19quinu XOqjieul OF 181g uongeso away e WOJ xoqime e 19103 OL Buluseios 2 z uyog eD SMS 1 JSUBAL 1V9 39S C 40 Glossary Glossary Alternate Extension Group Transfers the call coming into the extensions in this group following the sequence specified by Alternate Extension Transfer Sequence APT Integration Digital Integration between the KX TA624 and the VPS Auto Configuration Available with APT DPT Integration only The VPS can automatically draw information from the KX TA624 the KX TD816 the KX TD1232 the KX TA1232 the KX TD3068 or the KX TD500 This information includes among other things extension number assignments for each VPS port This saves time in the initial setup Auto Configuration can be executed by DIP Switch settings or by System Administration Quick Setup Auto Forwarding Allows unretrieved messages to be copied or moved to another mailbox Automated Attendant The Automated Attendant feature of the VPS requests the caller
21. al Greetings for Caller ID BB TO ASSIGN FOR THE Subscriber s Gc we B Log into your mailbox Press 5 Press 1 Press 4 TO ADD OR DELETE TO ASSIGN FOR THE FIRST TIME joe D m 5 Enter a Caller ID Press 2 Enter a Caller ID Greeting number 1 4 to accept number up to 20 digits IF NEEDED IF NEEDED QC o pe G b 2 9 Se Press 1 Press 2 Press 1 to add more Press 2 On hook to change lo accept numbers and repeat to end the steps Forthe Caller ID Number you can use X as a wild card For example if you assign 021 area code X X X X X X X calls from area code 021 DE will hear the same greeting If you enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number 32 Section4 Special Features TO ADD OR DELETE A To add eG ree 3 To review 2 Enter a Caller ID Press 2 to accept Press the desired button Greeting number 1 4 TO ADD TO DELETE 1 To delete all EB 3 2 2 G To delete one gt ae Press 1 to add and Press 2 Make your selection repeat the steps to delete l When you add a Caller ID number follow the steps in TO ASSIGN FOR ll THE FIRST TIME to assign 4 12 Personal Caller Name Announcement This feature allows you to assign up to 30 Caller ID numbers and record a caller name for each Caller ID number from your telephone The caller name is announced when 1 you li
22. amming are mutually exclusive System Administrator Unlike the Message Manager and the System Manager who use a telephone to perform their duties the System Administrator uses a personal computer to program the VPS The System Administrator s handbook is the Installation Manual System External Message Delivery Duration Time The maximum time allowed for an external message thatis to be delivered by the VPS specified by the System Administrator System Group Distribution List The VPS can maintain up to 20 distribution lists each containing a maximum of 20 mailboxes Each list is referenced by a System Group Distribution List number and is assigned via system administration A recording into a System Group Distribution List number will go into the mailboxes of all group members System Manager Mailbox 99 999 9999 or 99999 The person who can perform very basic and limited system programming using a telephone She can create delete mailboxes clear subscriber passwords when they are forgotten set Class of Service parameters set the System Clock and generate System Reports System Report The System Administrator or System Manager can generate 8 System Reports to monitor the VPS operating status as required TIME One of the utility commands that is used to confirm or set the time and date of the VPS 50 Glossary Time Synchronization Available with DPT Integration only When the PBX sets a new date and time or when DP
23. ation for the Intercept Routing feature of your PBX 2 DIL 1 N CO 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 mailbox owner before erasing a message left in the mailbox Delivery Time The time specified by the subscriber for the VPS to deliver a prerecorded message You can specify delivery time in External Delivery Message or when delivering a message to other subscribers Subscriber s Guide Section 3 1 Department Dialing A speed dialing feature that permits an outside caller to dial a single digit 1 9 to reach a specific extension Direct Mailbox Access Available with APT DPT Integration only A subscriber can enter her mailbox directly when she calls the VPS from her extension She does not have to enter any special codes except for her password if one is established DPT Integration Digital integration between the VPS and the KX TD816 the KX TD1232 the KX TA1232 the KX TD308 or the KX TD500 Requires upgraded software in the PBX Depending on the model and or the software version of the connected PBX you may not be able to utilize some of the features available only with DPT Integration For more information call National Parts Center at 1 800 833 9626 DTMF D
24. cify a maximum of 20 mailboxes as destinations for 1 TO SET DELIVERY TIME AND OR PRIVATE STATUS or FOR IMMEDIATE DELIVERY G 9 Press 2 to accept the message TO SET DELIVERY TIME AND OR PRIVATE STATUS TO SET DELIVEHY TIME GC Press 1 Press 1 1 for AM 2 for PM Press 1 for AM or 2 for PM Enter the day of the and press 1 To make the message private C2 To return to a previous menu Follow the prompts according to your needs FOR IMMEDIATE DELIVERY 2 Press 2 then return to a previous menu 3 O petvey rie 7 Set delivery time amp Day ofthe month p 2 For example 5 00 is entered as 5 and 5 15 is entered as 515 2 FOR IMMEDIATE DELIVERY 2 Press 2 Or Press 2 to accept the delivery time month aS On hook gt gt GO v On hook 16 Section3 Sending Messages l Ifyou pause during the recording you must restart it within 20 s or the VPS ll will stop recording automatically EN You will not hear EE for AM 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h See Note about the Day of the Month entry in Section 2 2 Replying to Messages 3 2 Checking Mailbox Distribution This function allows you to check the status of messages which you have recorded in your mailbox for delivery to other mailboxes i You can check the delivery status of up to
25. cribers they should ask the System Administrator to create a System Group Distribution List or Lists 26 Section 4 Special Features 4 6 Deleting Group Distribution Members Use this feature to delete group members from a Group Distribution List You can delete the members individually or altogether Subscriber s D e gt Log into your Press 5 Press 4 Enter the group Press 3 to delete mailbox distribution number a group member 1 4 1 To delete all members 2 1 To delete 1 mailbox gt A Make your selection Press EE to delete all members Press 2 to review all members one Nn by one in each case you can delete a member or skip it Just follow the ag prompts 4 7 Deleting Group Distribution List Names Use this feature to delete a group distribution list name Subscriber s oro Log into your mailbox Press 5 Press 4 Enter the group distribution number 1 4 C D gt gp Press 1 to change Press 3 to erase On hook group name the group name 4 8 Message Waiting Notification The VPS is able to notify you when a new message has been recorded in your mailbox There are 3 ways by which the VPS notifies you 1 Message Waiting Lamp on your proprietary telephone 2 a call to another telephone e g your mobile phone or 3 your beeper You can assign time frames to each of these devices 27 Section4 Special Features The VPS is also able to no
26. de telephone There are 6 forwarding settings available Forward All Calls Forward Busy Calls Forward No Answer Calls Forward Busy or No Answer Calls Forward to a CO Line and Cancel Forwarding This feature is available to you only if you are using a Panasonic KX T ll series telephone system with DPT Integration see DPT Integration in EN Glossary 37 Section4 Special Features Subscriber 7 To forward all calis gt 5 Bb B CE Totomard busy calls To forward no answer calls Log into your Press 6 Press 4 4 To forward busy or no answer calls mailbox 5 To forward to a CO line 6 To cancel forwarding Make your selection WHEN YOU PRESS 1 2 3 OR 4 Exension No wm CO m Geo Enter the destination Press 2 On hook extension number to accept You will hear s To forward to a CO line only when the System Administrator or the System Manager authorizes you the use of the Bn Remote Call FWD to CO feature di If you hear Call forwarding not accepted Please check the destination number the forwarding setting has not been completed properly at your telephone system possibly because a nonexistent extension number has been entered as the destination If you hear this message even though a valid number has been entered consult your System Administrator WHEN YOU PRESS 5 TO OTHER NUMBER C To Telephone number 1 C2 To Telephone number 2 2 ey 3 To other nu
27. e month accept the Press 2 or 2 for PM and press delivery time 1 To make the message private b Cro 2 To return to a previous menu 9 Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY 2 Press 2 then retum to a previous menu f paused the recording must be restarted within 20 s or the VPS will stop J recording automatically NE You will not hear for AM 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h Note about the Day of the Month entry If today is February 16 and you enter 17 the message will be delivered tomorrow If today is February 16 and you enter 5 the message will be delivered March 5th 12 Section2 Receiving Messages 2 3 Message Transfer This function allows you to transfer messages to other mailboxes OPTION 1 Enter the mailbox Subscriber s by NUMBER OCTO y OPTION 2 Enter the mailbox Log into your mailbox Press 1 Press 7 by NAME You can also specify a Personal or a System Group Distribution List J A instead of an individual mailbox by entering the number of the tist If HH you use a Personal Group Distribution List press after the list zn number Personal Group Distribution Lists must be created before they can be used see 4 5 Personal Group Distribution Lists To use a System Group Distribution List check with the System Administrator to ensure that a list exists within t
28. essages 3 4 Delivering Messages to Other Subscribers Use this feature to send the same message to several other subscribers OPTION 1 Enter the mailbox by NUMBER Subscriber s gt 2 Main Menu os E OPTION 2 Enter the mailbox by NAME Log into your mailbox Press 2 You can also specify a Personal or a System Group Distribution List instead of an individual mailbox by entering the number of the list If you use a Personal Group Distribution List press after the list number Persona Group Distribution Lists must exist before they can be used See 4 5 Personal Group Distribution Lists To use a System Group Distribution List check with the System Administrator to ensure that a list exists within the VPS OPTION 1 Enter the mailbox by NUMBER mw D Enter the mailbox number Press 2 to accept the mailbox number entered OPTION 2 Enter the mailbox by NAME Co Q W W gt C Press and 1 Enter the first Press 1 to 3 or 4 letters of the accept the mailbox person s last name stated 1 To record a message WHEN YOU WHEN YOU WHEN YOU 2 To add a new mailbox no i PRESS PRESS 2 PRESS 3 3 To review the mailing list Goto T DEOR RECORD or Follow the prompts according to your needs A MESSAGE OPTION 2 Review 15 Section 3 u TO RECORD A MESSAGE Ss gt c e Sending Messages message Record a message Press 1 to end recording You can spe
29. f option 3 To play the entire message can be carried out only once If your System Administrator or System Manager has not enabled the Delete Message Confirmation feature to your mailbox see Delete Message Confirmation in Glossary selecting option 3 a second time will erase the message The VPS will automatically erase messages after a specified number of days Your System Administrator or System Manager controls the number of days to maintain the messages 2 2 Replying to Messages This feature allows you to reply to messages that have been sent by other subscribers through their mailboxes Youcan reply only to messages that were transferred to you or originated 4i as Delivering Message to Other Subscribers f sm 11 Section 2 Receiving Messages TO RECORD A MESSAGE Subscriber s s oro OG t 5 Log into your Press 1 Press 4 Press 2 to record Record the mailbox a message message Gj 2 i TO SET DELIVERY TIME AND OR PRIVATE STATUS Press 1 to Press 2 to accept or end recording the message FOR IMMEDIATE DELIVERY TO SET DELIVERY TIME AND OR PRIVATE STATUS TO SET DELIVERY TIME For example G gt CG e Delivery Time Cz 5 00 is entered as 5 and 7 3 f 5 15 is entered as 515 Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY 1 fram B Day of the Month 7 gt 2 of 2 gt 2 for PM Press 2 to Press 1 for AM Enter the day of th
30. he VPS OPTION 1 Enter the mailbox by NUMBER wen D Enter the mailbox Press 2 to accept the number on the keypad mailbox number entered OPTION 2 Enter the mailbox by NAME G G wn Pe QQ Press and 1 to Enter the first 3 or 4 letters Press 1 to accept access the mailbox of the person s last name the mailbox stated TO TRANSFER TO TRANSFER WITH COMMENT CO G 6 CO le Press 1 to Press 2 to Record a Press 1 Press 2 to On hook transfer without transfer with comment to end accept comment comment recording 13 Section 2 Receiving Messages _ No acknowledgment will be given that the message has been transferred y A If the message is assigned as private it cannot be transferred to other BS mailboxes 2 4 Accessing Your Mailbox from an Outside Telephone Follow this procedure to check your messages remotely It may be possible for you to choose another language for Subscriber n f Service prompts If you are interested in this option please contact your Bg System Administrator DS e OO 9 mman Call the VPS from Press and 6 Press X and Enter your an outside telephone mailbox number iF NEEDED Re Sy om um x Enter your password Press 1 to receive Review your and press 7 the message messages To access another extn Co To reach the operator 9 To exit the VPS Follow the prompts according to your needs 14 Section3 Sending M
31. he keys 0 9 You can change your password at any time When setting your password avoid using obvious number combinations If you forget your password have your System Administrator or System Manager clear it You may then set a new one mum c c Log into your mailbox Press 5 Press 2 FOR THE FIRST TIME WHEN YOU CHANGE OR CLEAR YOUR PASSWORD Password or CG NewPasswora or C gt Enter the password Press 1 Enter the new password and press and press or press to clear Press 2 On hook 1 4 Recording Your Name The recording of your name informs callers that they have reached the correct mailbox for example when transferring a message to a subscriber they will hear the subscriber s name In addition if a caller does not know the mailbox number she may specify the mailbox by entering the first 3 or 4 letters of the owner s name The VPS will announce a series of recorded names from which the caller may select FOR THE FIRST TIME ier cos 5 90 5 Log into your Press 5 Press 3 Statethe name Press 2 mailbox at the tone TO CHANGE TO ERASE Deore ls e mew Qe Press 3 Press 1 State the name Press 2 Press 3 Press 3 On hook at the tone Section 1 Mailbox Setup 1 5 Service Access Commands Before routinely using the VPS you should familiarize yourself with the Service Access Commands shown in the Appendix The most important ones are the following 6 pressing
32. hk D 5 Enter the extension Press 2 Record the Press 2 to add number recipient s name TO ADD MORE MEMBERS TO END CO 2 Ez or d v Press 1 to add and Press 2 On hook repeat the steps 3 4 Sending External Delivery Messages Use this feature to record and send externa delivery messages E The System Administrator or the System Manager must authorize this A feature before it can be used ae Moreover External Message Delivery has various limits retry times message length max messages for mailbox etc If you have a problem please contact your System Administrator 18 uc gt COR OP COP CO Log into your mailbox IF NEEDED Telephone qui Enter the Enter the telephone Area Code number esito Cw is Record the recipient s name at the tone Enter the 4 digit password or press to skip IF DESIRED CE or Press for immediate delivery Press 6 Press3 Press 1 Delivery Prime Set delivery time Section3 Sending Messages TO 1 RECIPIENT TO AN OUTSIDE PARTY Enter a Line Access Code to seize a CO line Press 1 To insert a pause or special command enter the partial number and wait for the options menu Press 5 to enter a pause Press 4 to continue entering the telephone number TO AN EXTENSION Extension o 2 Enter the extension number Press 2 to accept BY EXTERNAL MESSAGE DELIVERY LIST 4 digit x C
33. its licensee 2002 Kyushu Matsushita Electric Co Ltd All Rights Reserved Printed in Japan PSQX2723ZA KKO702YKO
34. mber gt gt gt Make your setection Enter the destination Press 2 telephone number to accept On hook 38 Section4 Special Features Your System Administrator or System Manager must authorize this feature Il before it can be used NN You must program Telephone number 1 and or Telephone number 2 beforehand in Mailbox Management See 4 15 Setting Telephone Numbers for Call Forwarding to CO otherwise 1 To telephone number 1 and or 2 To telephone number 2 will not be heard Depending on your telephone system you can enter up to 16 or 24 digits using the keys 0 9 and for telephone numbers Please make sure you begin the telephone number with a Line Access Code to seize a CO line WHEN YOU PRESS 6 2 Press 2 to accept Be sure to exit from the menu AFTER the forwarding setting is accepted Il otherwise the forwarding setting will not be stored 39 Appendix Quick Reference BWAS JaquIsgngS jo nuaw dal nuaw UIBYY BY O UunjeJ IM NOA Soes Jequosqns ui ejt zi SSOId NOA 4 UEISeH 24 Jequinu xoqew s ured Ino sejue esee d LOY JIM no BAES JEQUOSANS ui eju Sg sse1d NOA y ulo Sg DIAIBS 1equosqns passave BABY NOA UBM ALO BIqEIIEAR 6J8 Z PUL GH SDUEUiUIO 81ON nueyy SNO Aalg dey 9 uinieH Q GC 9 w ux ue nue uen x3 Oj16jsuB ueljsoH Gu ep Luo us 2 C C9 IEW 0310A ufo WH oF Cun S C amp Ie jueu
35. mede Q4 ce Wu Cc w nueu 10 Uojsuejxe xoqjieul uaap e 165 01 s dwod uejs s Buunp ewn Aue spueuiujo BuiwoJ o eui eq Spuguiulo 8922 IUIS 18S Buipsemuoy e9 ejouaH p eBessaw Araaljag ewag 195 C uone2jnoN Bune abessey es g XOQIEW maualu les L 9Jnj884 JBYIO 19S Jeoug QA eur Q2 Q1 QM3 steg J0MSUV ON 10 Sng JM sen zamsuy ON OMS SIES sng QAM SIED II OMA 18g Buypseauoy tep sJoway NYAD 09 91 AM4 ife eioueH 105 BWBN 1042 p 028 IST UORNQUISI anog aS OWEN 8UMQ F PJOMSSE 199 sBunaaJc jeuosag ploosy suawaGeuey xoqiew dn 135 dn Suey x 891njg84 JBUIO 195 9 uewefeueyy xoqjew dyes S SMES vv iuepueny payewojny 18S p uonnquisi Xoqigew Y28949 ebessaulJoAloQq Z eDesseu e ie2eH L 1S1 Bue e 12S smes Aand 29Y4D Z eBessaulpiooeH M M oBessay eu191x3 SjaquinN eucudgje ubissy snes eae Z dwe unem eBessow 1 uongayuow oBessow Buypuey je eadw jag y epow uonde eu eDesseW ies suoisuejx3 Duue 03 19S Z snigjg Jejsuel 8918S t 0381S YY 18S uonseno seg yus samsuy 19S Z uonsenp pio2eH L qguaueSguew xoqiiew mapau pueg ebesseyy Xan yOeUD Z abessay Snoad Y28049 LI eGessayw Arig uopnnquisiQ xoqieiw Y93949 saBessoui GU X 3 X BABY NOA inuay UJEN Qijepgo v SINOH Jay E Asng c JeMSuy ON Bunoa4t Jeuos ad p1028H 1r Guipeyy manay xoqjiew Jaylouy ppy Z aess
36. orts up to 8 Caller D numbers Personal Group Distribution List A subscriber can maintain up to 4 distribution lists each containing a maximum of 20 mailboxes Using this list she can send the same message to all members of a specific distribution list at once Port The point of connection between the PBX and the VPS Pound Sign The key on the telephone keypad Private Message A message recorded as a private message cannot be forwarded You can specify privacy when delivering a message to other subscribers Subscriber s Guide Section 3 1 Prompt Prerecorded VPS sentences that guide subscribers and non subscribers through specific VPS functions The VPS supports 3 prompts 1 System prompts prerecorded at the factory in English 2 User 1 prompts and 3 User 2 prompts Prompts are numbered the Message Manager can turn off and on the prompts individually freely recorded by the Message Manage 48 Glossary Remote Call Forward to CO Available with DPT Integration only Allows the System Administrator to program Telephone number 1 and Telephone number 2 as the destination to which the callers are forwarded when the Remote Call Forwarding is set to an outside CO line This feature must be enabled in the COS Class of Service setting to be utilized See Remote Call Forwarding Set Remote Call Forwarding Set Available with DPT Integration only A subscriber and the Message Manager can program her exten
37. password that the end the call message sender assigned _ The message will not be delivered if the password is incorrectly entered 3 J l times however the receiver will hear the following information depending E upon system programming of the VPS i 1 If the Company Name is recorded it will be played 2 If the Callback Telephone Number has been registered it will be played 3 If the Extension of the Owner i e sender has been registered it will be played This information helps the receiver to track down the message or sender if the receiver cannot remember the password Itis possible for the receiver to be guided in a specified language prompt It is also possible for the receiver to select the language she wants If you as the sender of external messages are interested in these options please contact your System Administrator 20 Section3 Sending Messages 3 6 Replying to External Delivery Messages Use this feature to reply to External Delivery Messages IF NEEDED Cao oe D gt Gates CD Pick up call Press 1 to receive Enter the password Press from the VPS the message that the sender assigned NK s ue oW SS x Press 2 to reply Record a message Press 1 to end Press 2 to accept recording 1 To make the message private 2 Otherwise Press 1 or 2 3 7 Checking and Setting External Message Delivery Status After recording extema delivery messages you can check the delivery
38. schedule or review the specified recipients You can only check the delivery status to if you wish cancel delivery or change the delivery time and date of messages that have not yet been delivered Included in undelivered messages are messages for which the recipient could not correctly enter the password After listening you have the option of deleting messages or changing schedules The System Administrator or the System Manager must authorize this Nn feature before it can be used 21 Section3 Sending Messages Subscriber s gt Or Oere e C Log into your Press 6 Press 3 Press2tocheck Press 1 to change gt mailbox the status the schedule or delete the message _ To cancel external message delivery b Go 2 To change the time and date Press 1 or 2 22 Section4 Special Features 4 1 Call Transfer Status Use this feature to specify how the VPS should handle a call when a caller reaches your extension The following options are available Call Blocking Call Screening Intercom Paging Calling a Beeper or Disable All Transfer Services To enable Call Blocking S iber 2 To enable Call Screening gt 3 gt 1 3 Toenable Intercom Paging WM ag 4 To enable Beeper Access 5 To disable All Transfer Services Log into your Press 4 Press 1 Follow the prompts On hook mailbox according to your needs KX T series telephone system with APT DPT Integration see A
39. sion from a remote location to forward various types of calls to a desired extension or an outside telephone There are 6 forwarding settings available 1 Forward All Calls 2 Forward Busy Calls 3 Forward No Answer Calls 4 Forward Busy or No Answer Calls 5 Forward to a CO Line 6 Forward Cancel See Remote Call Forward to CO Review Plays back a message Rewind Replays the last 4 s of a message Rotary Telephone A telephone capable of pulse dial only Callers using a rotary telephone will be automatically forwarded to the operator or the General Delivery Mailbox SAVE One of the utility commands that is used to save VPS data to a personal computer Scanning Messages Allows the subscriber to listen to only the first 4 s of each message Another method is to press 2 while listening to a message this instructs the VPS to skip to the next message Service Mode The System Administrator or the System Manager can change the call handling method programmed in the Time Service setting 49 Glossary Station Programming Programming via the proprietary telephone Subscriber A person who has an assigned mailbox System Administration System programming can be performed via 2 ways 1 Locally personal computer connected directly to the RS 232C port of the VPS or 2 remotely personal computer connected via the telephone network and the external modem of the VPS Note Local programming and remote progr
40. stem Administrator or System Manager She might have disabled it 2 To change Telephone number 2 Log into your Press 5 Press 6 Make your selection mailbox Subscriber s 1 To change Telephone number 1 ooro FOR THE FIRST TIME WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER D gt Gramm 5 Enter the destination Press 1 Enter the new destination telephone number to change telephone number D o WS Press 2 On hook to accept i Section4 Special Features Depending on your telephone system you can enter up to 16 or 24 digits NH using the keys 0 9 and X for telephone numbers Please make sure you begin the telephone number with a Line Access Code to seize a CO line Note about telephone number assignment and call forwarding setting The Remote Cail Forward to CO feature only allows you to assign Telephone number 1 and or Telephone number 2 to enable call forwarding to the telephone number you have assigned above follow the instructions in 4 16 Remote Call Forwarding Set If you should change the telephone number after you have enabled call forwarding to a CO line you must go back to 4 16 Remote Call Forwarding Set to reset the call forwarding setting otherwise you will be transferring calls to the old telephone number unknowingly 4 16 Remote Call Forwarding Set This feature allows you to program your extension from a remote location to forward various types of calls to a desired extension or an outsi
41. sten to the messages from assigned numbers left in your mailbox 2 the VPS transfers the calls from assigned numbers to you Caller ID Screening and 3 the VPS pages you by intercom Intercom Paging l This feature is available to you only if you are using a Panasonic KX T HW series telephone system with APT DPT Integration see APT Integration EN and DPT Integration in Glossary The System Administrator or the System Manager can change the maximum number of Caller IDs for the Personal Caller Name Announcement for your extension If Caller ID Screening does not work consult your System Administrator or System Manager She might have disabled it Ifyou enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number 33 Section 4 Special Features TO ASSIGN AND RECORD Subscriber s FOR THE FIRST TIME a E a E TO CHANGE Log into yo ilbox or og into your mailbox Press 5 Press 5 TO ADD OR DELETE TO ASSIGN AND RECORD FOR THE FIRST TIME Oo Cue KES 5 Press 1 Enter a Caller ID Press 2 State a caller to assign number up to 20 digits to accept name IF NEEDED Def e D Ggo Press 2 Press 1 to add a new Press 2 to end On hook number and name and repeat the steps TO CHANGE 1 To change Caller ID number TO CHANGE CALLER ID NUMBER 2 B 2 rTochange Caller Name gt Caller ID No 3 To accept 9r Enter a Caller ID Press
42. tem 4 14 Recording a Two Way Conversation By assigning one of the function keys on your telephone to this feature you can record the conversation that you are having You must always notify the other party before you begin recording There are 2 types of conversation recording and hence 2 types of function keys 1 Two Way Recording TWR Record into your own mailbox 2 Two Way Transfer TWT Record into another subscriber s mailbox Normally conversation recording time is limited However there is an Unlimited Message Length option Call your System Administrator for assistance This feature is available to you only if you are using a Panasonic KX T Hh series telephone system with APT DPT Integration see APT Integration and DPT Integration in Glossary For the instructions of how to use this feature please refer to the User Manual of your Panasonic KX T series telephone system 35 Section4 Special Features 4 15 Setting Telephone Numbers for Call Forwarding to CO This feature allows you to assign Telephone number 1 and Telephone number 2 as the destination to which the callers are forwarded if you set Remote Call Forwarding to a CO line see 4 16 Remote Call Forwarding Set series telephone system with DPT Integration see DPT Integration in a This feature is available to you only if you are using a Panasonic KX T n EN Glossary 36 f you cannot use this feature ask your Sy
43. this menu Allows callers to choose the language they want System User 1 or User 2 prompts when they call the VPS Non Subscriber A caller to the VPS who does not own a mailbox Notification Method See Message Waiting Notification Operator Up to 3 destinations can be assigned as operators This is the extension that receives calls when the calling party is on a rotary phone or dials 0 Owner s Name After a subscriber records her name the VPS announces her name during transfers Intercom Paging and confirmation of Dialing by Name Independent of this recording is registration of name by System Administrator This allows callers to dial parties 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 47 Glossary Password A combination of numbers selected by the subscriber to protect access to her mailbox If forgotten the System Administrator or System Manager can clear it so that the subscriber can select a new password Personal Greetings A subscriber can record messages to greet callers There are 3 kinds of Personal Greetings 1 No Answer Greeting 2 Busy Signal Greeting 3 After Hours Greeting Personal Greeting for Caller ID Available with APT DPT Integration only Each subscriber can record up to 4 personal greeting messages for calls from pre assigned Caller ID numbers Each greeting supp
44. tify your beeper with the callback number of the party who left the message The telephone number stored on the VPS for your beeper must include the beeper display command Three features can be set for message waiting notification Message Waiting Lamp Status Change Device Status and Assign Telephone Number These features can be set by the System Administrator or at a subscriber telephone You must enter a distinct phone number to each device am The System Administrator or the System Manager must authorize this p l feature before it can be used as Message Waiting Lamp Notification Setting ro The VPS illuminates the message waiting lamp of your extension when your mailbox has a new message recorded Setting Device Status For each device the notification can be continuous disabled or enabled to a preset schedule Only the System Administrator can set the notification to a preset schedule Notification Number Assignment You can set up to 3 telephone or beeper numbers to ring when you wish to receive notification calls EB To change the Message Waiting Lamp Status gt 5 gt 2 M 2 To change the Device Status 3 To assign a telephone or beeper no Log into your mailbox Press6 Press 2 Press the desired button WHEN YOU PRESS 1 3 To Change 2 To Accept Make your selection WHEN YOU PRESS 2 3 To use for scheduling 2 To use continuously 3 To not use at ali Enter the device n
45. to your mailbox ng One way to make your Interview Mailbox easily accessible to callers is to iai ask the System Administrator to add your Interview Mailbox as a keypad option to a Custom Service menu Callers can be guided to this menu in any language p To activate this feature your System Manager or System Administrator E UA 3 To record the question gt s 1 Bm 2 Tosetthe answer length 3 To erase the question Log into your mailbox Press 6 Press 1 Press the desired button WHEN YOU PRESS 1 B IF NEEDED 1 To review 2 To accept Dolge woe C To erasa Cx To erase and exit Press 1 Record a Press 1 to Make your selection and question end recording repeat the steps WHEN YOU PRESS 2 IF NEEDED 1 For4s 71 To change the length 2 For8s 2 To skip to the next question C 9 3 For 16s 3 To go back to the previous question 4 For 32s 4 To go directly to a question Press 1 Select the answer Make your selection length desired and repeat the steps WHEN YOU PRESS 3 Press 1 to erase and repeat this step On hook for all questions to be erased 30 Section 4 Special Features 4 10 Recording Personal Greetings for Caller ID This feature allows you to record up to 4 personal greetings for calls from assigned Caller ID numbers Each personal greeting supports up to 8 Caller ID numbers To enable this feature first record a greeting then assign Caller ID
46. ual Tone Multi Frequency Commonly referred to as touchtone External Call Forwarding Available on the KX TD816 the KX TD1232 the KX TA1232 the KX TD308 and the KX TD500 Forwards calls to an extension that has call forwarding activated to an outside phone 43 Glossary External Delivery Message A message intended for automatic delivery to outside parties and or extensions The message can be delivered immediately or at a specified time External Message Delivery List Allows the subscriber to create 2 lists to deliver messages to outside parties Each list can have 8 destinations External Message Delivery Redial Allows the System Administrator to instruct the VPS when making external message deliveries how many attempts to make when the line is busy or when there is no answer Fast Forward Puts the user 4 s ahead in the current message Follow On ID See Called Party ID General Delivery Mailbox When the caller does not dial anything either because she does not want to or she is using a rotary telephone the VPS sends her to the General Delivery Mailbox Periodically daily is best the Message Manager should transfer the contents of the General Delivery Mailbox to the appropriate destinations Hash Sign Same as Pound Sign HELP One of the utility commands that is used to list all utility commands with a brief description of each Immediate Reply Allows the message receiver to reply to a message without
47. umber 1 3 Select the status 28 Section4 Special Features WHEN YOU PRESS 3 once FOR A CO LINE Gace NEEDED fa EB gt ea Area Code Code 3 Press 1 Enter a Line Access Enter the 2 Press 1 2 or 3 to change Code to seize a CO line Area Code g FOR AN EX Cre To insert a pause or special Telephone No command enter the partial Extension Ne No Telephone No number and wait for the options r menu Press 5 to enter a pause Enter the telephone Press 4 to continue entering Enter the extension number the telephone number number TO DELETE O We 3 Press 2 to accept Press 1 or 2 for telephone Press 3 On hook or beeper notification to delete You will hear the following guidance as the Options Menu To change press 1 A To accept press J J If you do not know your line access code ask your System Manager To review press To add more digits press 4 To insert a pause press To set dial mode press s To insert a wait for dial mode press 2 To insert a beeper display command press 4 9 Interview Mailbox An Interview Mailbox plays prerecorded questions to callers and records their answers You can record up to 10 questions and set the answer lengths from 4 s to 32 s The answers are recorded and stored in order in your mailbox You must set the answer length and record the questions 29 Section4 Special Features must assign an interview Mailbox
48. y with another call right now If you press 0 now you will be transferred to my secretary Otherwise please leave a message after you hear the tone 4 3 Incomplete Call Handling Status Calls are considered incomplete if there is no answer or if the line is busy The Incomplete Call Handling Status has six options 1 record a message from the caller 2 transfer the caller to a covering extension 3 page the mailbox owner by intercom Intercom Paging 4 notify the mailbox owner via a beeper 5 transfer the caller to the operator or 6 let the caller try another extension TE soro 3 Log into your mailbox Press 4 Press 4 1 To set Leaving a Message Status 2 To set Covering Extension Transfer Status 3 To set Intercom Paging Status 4 To set Beeper Access Status 1 To Change Co L5 To set Operator Transfer Status gt 2 To Accept 9 5 To set Returning to Top Menu Automated Attendant Service Status Follow the prompts according to your needs Make your selection On hook 24 Section4 Special Features l The Intercom Paging feature is available only if you are using a Panasonic AA KX T series telephone system with APT DPT Integration see APT EN Integration and DPT Integration in Glossary 4 4 Message Reception Mode Use this feature to direct callers to either your regular or interview mailbox This mode is effective for 1 Incomptete Call Handling Service when the subscriber

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