TVP50 Voicemail Subscribers Guide

TVP50 Voicemail Subscribers Guide

POWER

VOICE PROCESSING SYSTEM KX-TVP50

Voice Processing System

Subscriber's Guide

Model No.

KX-TVP50

Thank you for purchasing the Panasonic Model KX-TVP50 Voice Processing System.

Please read this manual carefully before using this product and save this manual for future use.

Introduction

Thank you for purchasing the Panasonic Model

KX-TVP50 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 (pager), 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 customise your mailbox before sending or receiving messages.

Identify yourself as the owner of your mailbox by setting the following:

• Recording Personal Greetings

• Recording Your Name

• Setting Your Password

• This symbol identifies important notes about the operation being described.

• The voice prompts will guide you in every step of programming.

Notes

• In this manual, the suffix of each model number is omitted.

• Throughout this manual the term he or she, his or her may be used. In order to improve readability rather than continually use he/she we have only used one of these terms.

The term he or she should be taken as being interchangeable.

2 Subscriber's Guide

Structure of the Manual

This manual consists of the following sections:

Section 1 Mailbox Setup

Describes the procedures for customising 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

Subscriber's Guide 3

Table of Contents

1

Mailbox Setup .................................................................................. 5

1.1

1.2

1.3

1.4

1.5

Logging in to Your Mailbox .................................................................................... 6

Recording Personal Greetings............................................................................... 7

Setting, Changing and Clearing Your Password.................................................. 9

Recording Your Name........................................................................................... 10

Service Access Commands ................................................................................. 11

2

Receiving Messages ..................................................................... 13

2.1

2.2

2.3

2.4

Receiving Messages ............................................................................................. 14

Replying to Messages........................................................................................... 15

Message Transfer.................................................................................................. 16

Accessing Your Mailbox from an Outside Telephone ....................................... 17

3

Sending Messages ........................................................................ 19

3.1

3.2

3.3

3.4

3.5

3.6

3.7

Delivering Messages to Other Subscribers ........................................................ 20

Checking Mailbox Distribution............................................................................. 22

Setting up an External Message Delivery List.................................................... 23

Sending External Delivery Messages.................................................................. 24

Receiving External Delivery Messages ............................................................... 25

Replying to External Delivery Messages ............................................................ 26

Checking and Setting External Message Delivery Status ................................. 27

4

Special Features ............................................................................ 29

4.1

4.2

4.3

4.4

4.5

4.6

4.7

4.8

Call Transfer Status .............................................................................................. 30

Covering Extension............................................................................................... 31

Incomplete Call Handling Status ......................................................................... 32

Message Reception Mode .................................................................................... 33

Personal Group Distribution Lists....................................................................... 34

Deleting Group Distribution Members ................................................................ 35

Deleting Group Distribution List Names ............................................................. 36

Message Waiting Notification .............................................................................. 37

4.9

Interview Mailbox .................................................................................................. 39

4.10

Recording Personal Greetings for Caller ID ....................................................... 40

4.11

Assigning Caller ID Numbers for Personal Greeting for Caller ID.................... 41

4.12

Personal Caller Name Announcement ................................................................ 43

4.13

Live Call Screening ............................................................................................... 45

4.14

Recording a Two-Way Conversation................................................................... 46

4.15

Setting Telephone Numbers for Call Forwarding to Outside (CO) Line........... 47

4.16

Remote Call Forwarding Set ................................................................................ 48

A Appendix ........................................................................................ 51

A1

Quick Reference .................................................................................................... 52

GLOSSARY .......................................................................................... 53

4 Subscriber's Guide

Section 1

Mailbox Setup

Subscriber's Guide 5

1.1 Logging in to Your Mailbox

1.1

Logging in to Your Mailbox

Before you access Subscriber Services, you must first open your mailbox.

Off-hook .

Extn. No. of VPS

Enter the extension number of the VPS.

FROM YOUR EXTENSION

(When the Direct Mailbox Access is enabled)

FROM YOUR EXTENSION

or

FROM ANOTHER EXTENSION

IF YOU HAVE SET YOUR PASSWORD

Password

+

#

Enter the password and press #.

1

2

3

To receive the message

To deliver a message

To check the mailbox distribution

(

4

5

6

For automated attendant status

For mailbox management

For other features)

To end this call

Follow the prompt according to your needs.

FROM ANOTHER EXTENSION*

#

+

6

Press # and 6.

+ Mailbox no.

Press and enter your mailbox number.

IF YOU HAVE SET YOUR PASSWORD

Password

+

#

Enter the password and press #.

(

1

2

3

4

5

6

To receive a message

To deliver a message

To check the mailbox distribution

For automated attendant status

For mailbox management

For other features)

To end this call

.

Follow the prompts according to your needs.

* Same as calling from a remote location.

• You will hear "

6

For other features" only when the System Administrator or the System

Manager assigns an Interview Mailbox or an extension number for Remote Call

Forwarding feature to your mailbox, or authorises you the use of the Message Waiting

Notification feature or the External Message Delivery feature.

• If you do not know the VPS extension number, ask the System Manager.

• If you enter Subscriber Service via Custom Service, be returned to Custom Service.

does not end your call; you will

6 Subscriber's Guide

1.2 Recording Personal Greetings

1.2

Recording Personal Greetings

After reaching your mailbox, callers will hear one of your personal greeting messages. 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 after the tone" otherwise your callers will be confused.

Subscriber’s

Main Menu

Log into your mailbox.

5 1

Press 5.

Press 1.

1

2

3

No Answer

Busy Signal

After Hours

Follow the prompts according to your needs.

TO RECORD FOR

THE FIRST TIME

or

TO CHANGE OR

ERASE

TO RECORD FOR THE FIRST TIME

Record greeting at the tone.

1

Press 1 to end recording.

IF NEEDED

1

2

3

To change the No Answer

To change the Busy Signal

To change the After Hours

Follow the prompts according to your needs.

TO CHANGE OR ERASE

IF NEEDED

1

3

4

To review

To erase and record again

To add

To erase and exit

On-hook.

1

2

3

To change

To accept

To erase

Follow the prompts according to your needs.

On-hook.

2

Press 2 to accept.

Subscriber's Guide 7

1.2 Recording Personal Greetings

• Recording a Caller ID Greeting is available only when your Class of Service 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 seconds. If you need more time, ask your System Administrator or System Manager to increase the recording time available.

• If you change the greeting, follow the steps in "TO RECORD FOR THE FIRST TIME" to rerecord.

• It is recommended that you mention your name in each personal greeting, because your

recorded name (see 1.4 Recording Your Name) will be suppressed.

8 Subscriber's Guide

1.3 Setting, Changing and Clearing Your Password

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 unauthorised access. A password should be no longer than 10 digits (using the 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.

Subscriber's

Main Menu

Log into your mailbox.

FOR THE FIRST TIME

Password

+

#

Enter the password and press #.

5 2

Press 2.

or

Press 5.

WHEN YOU CHANGE OR CLEAR YOUR PASSWORD

1

Press 1.

New Password

+

#

or

#

Enter the new password and press #, or press # to clear.

2

Press 2.

On-hook.

Subscriber's Guide 9

1.4 Recording Your Name

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.

Subscriber’s

Main Menu

Log into your mailbox.

5

Press 5.

FOR THE FIRST TIME

3

Press 3.

State the name at the tone.

2

Press 2.

or

TO CHANGE TO ERASE

3 1 2

Press 3.

Press 1.

State the name at the tone.

Press 2.

or

3

Press 3.

3

Press 3.

On-hook.

10 Subscriber's Guide

1.5 Service Access Commands

1.5

Service Access Commands

Before routinely using the VPS, you should familiarise yourself with the Service Access

Commands shown in the Appendix.

The most important ones are the following:

#6 — pressing this during system prompts activates Voice Mail Service. You can record a message after entering a mailbox number at the prompt. You can

#8 — also press followed by your own mailbox number to log into your mailbox.

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.

0 — pressing this during system prompts takes you to the previous VPS menu. If you have lost your bearings within Subscriber Service, use this command to get you out.

pressing this lets you listen to the whole menu (for Help).

Subscriber's Guide 11

1.5 Service Access Commands

12 Subscriber's Guide

Section 2

Receiving Messages

Subscriber's Guide 13

2.1 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

Main Menu

Log into your mailbox.

1 0

Press 1.

Press 0.

6

7

8

3

4

5

1

1

2

+

1

To repeat the message

To replay the previous message

To play the next message

To erase the messages one by one

Go to 2.2

To reply to the message

To rewind

To fast-forward

To transfer Go to 2.3

To scan messages

Select the appropriate message option.

When all messages are scanned, you will have 3 options

1

To replay the previous message

2

To play the next message

3

To play the entire message

Selection of 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 retain the messages.

14 Subscriber's Guide

2.2 Replying to Messages

2.2

Replying to Messages

This feature allows you to reply to messages that have been sent by other subscribers through their mailboxes.

• You can reply only to messages that were transferred to you, or originated as

"Delivering Message to Other Subscribers" .

TO RECORD A MESSAGE

Subscriber’s

Main Menu

Log into your mailbox.

1

Press 1 to end recording.

1 4 2

Press 1.

2

Press 2 to accept the message.

Press 4.

Press 2 to record a message.

TO SET DELIVERY TIME

AND/OR PRIVATE STATUS

or

FOR IMMEDIATE DELIVERY

Record the message.

TO SET DELIVERY TIME AND/OR PRIVATE STATUS

1

Press 1.

TO SET DELIVERY TIME

1

Press 1.

Delivery Time

+

Set delivery time.

#

1

2

for AM for PM

Press 1 for AM or 2 for PM.

Day of the Month

+

1

2

To make the message private

To return to a previous menu

Follow the prompts according to your needs.

#

Enter the day of the month and press #.

On-hook.

For example:

5:00 is entered as [5] and [#].

5:15 is entered as [515][#].

2

Press 2 to accept the delivery time.

or

FOR IMMEDIATE

DELIVERY

2

Press 2.

FOR IMMEDIATE DELIVERY

2

Press 2 then return to a previous menu.

On-hook.

• If paused, the recording must be restarted within 20 seconds or the VPS will stop recording automatically.

• You will not hear "

1

for AM,

2

for PM" when the System Administrator has set the User Prompts time stamp to 24 hour format.

Note about the Day of the Month entry:

If today is 16 February, and you enter 17#, the message will be delivered tomorrow.

If today is 16 February, and you enter 5#, the message will be delivered 5 March.

Subscriber's Guide 15

2.3 Message Transfer

2.3

Message Transfer

This function allows you to transfer messages to other mailboxes.

• If the message is assigned as private, it cannot be transferred to other mailboxes.

Subscriber’s

Main Menu

Log into your mailbox.

1

Press 1.

7

Press 7.

OPTION 1:

Enter the mailbox

by NUMBER.

or

OPTION 2:

Enter the mailbox

by NAME.

• 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. 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 the VPS.

OPTION 1: Enter the mailbox by NUMBER

Mailbox No.

Enter the mailbox number on the keypad.

OPTION 2: Enter the mailbox by NAME

2

Press 2 to accept the mailbox number entered.

#

+

1

Press # and 1 to access the mailbox.

X X X

Enter the first 3 or 4 letters of the persons last name.

1

Press 1 to accept the mailbox stated.

TO TRANSFER

TO TRANSFER WITH COMMENT

1

Press 1 to transfer without comment.

or

2

Press 2 to transfer with comment.

Record a comment.

1 2

Press 1 to end recording.

Press 2 to accept .

On-hook.

• No acknowledgment will be given that the message has been transferred.

16 Subscriber's Guide

2.4 Accessing Your Mailbox from an Outside Telephone

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 Service prompts.

If you are interested in this option, please contact your System Administrator.

Call the VPS from an outside telephone.

IF NEEDED

Password

+

#

Enter your password and press #.

#

+

6

Press # and 6.

1

Press 1 to receive the message.

+

Mailbox No.

Press and Enter your mailbox number.

Review your messages.

#

#

#

+

+

+

8

8

9

+

0

To access another extn.

To reach the operator

To exit the VPS

Follow the prompts according to your needs.

On-hook.

Subscriber's Guide 17

2.4 Accessing Your Mailbox from an Outside Telephone

18 Subscriber's Guide

Section 3

Sending Messages

Subscriber's Guide 19

3.1 Delivering Messages to Other Subscribers

3.1

Delivering Messages to Other Subscribers

Use this feature to send the same message to several other subscribers.

Subscriber’s

Main Menu

Log into your mailbox.

2

Press 2.

OPTION1:

Enter the mailbox by NUMBER or

OPTION2:

Enter the mailbox by NAME

• 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. Personal 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

Mailbox No.

Enter the mailbox number.

2

Press 2 to accept the mailbox number entered.

OPTION 2: Enter the mailbox by NAME

#

+

1

Press # and 1.

X X X

Enter the first

3 or 4 letters of the person's last name.

1

Press 1 to accept the mailbox stated.

1

2

3

To record a message

To add a new mailbox no.

To review the mailing list

Follow the prompts according to your needs.

WHEN YOU

PRESS 1

Go to "TO

RECORD

A MESSAGE".

WHEN YOU

PRESS 2

OPTION 1 or

OPTION 2

WHEN YOU

PRESS 3

Review

• You can specify a maximum of 20 mailboxes as destinations for 1 message.

20 Subscriber's Guide

3.1 Delivering Messages to Other Subscribers

TO RECORD A MESSAGE

1

Record a message. Press 1 to end recording.

2

Press 2 to accept the message.

TO SET DELIVERY TIME

AND/OR PRIVATE STATUS

or

FOR IMMEDIATE DELIVERY

TO SET DELIVERY TIME AND/OR PRIVATE STATUS

1

Press 1.

1

for AM

2

for PM

Press 1 for AM or 2 for PM.

TO SET DELIVERY TIME

1 Delivery Time

+

#

Press 1.

Set delivery time.

For example:

5:00 is entered as [5] and [#].

5:15 is entered as [515][#].

Day of the Month

+

#

Enter the day of the month and press #.

2

Press 2 to accept the delivery time.

or

FOR IMMEDIATE

DELIVERY

2

Press 2.

1

2

To make the message private

To return to the previous menu

Follow the prompts according to your needs.

On-hook.

FOR IMMEDIATE DELIVERY

2

Press 2 then return to a previous menu.

On-hook.

• If you pause during the recording, you must restart it within 20 seconds or the VPS will stop recording automatically.

• You will not hear "

1

for AM,

2

for PM" when the System Administrator has set the User Prompts time stamp to 24 hour format.

See "Note about the Day of the Month entry" in Section 2.2 Replying to Messages.

Subscriber's Guide 21

3.2 Checking Mailbox Distribution

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.

• You can check the delivery status of up to 84 message transmissions.

Subscriber’s

Main Menu

Log into your mailbox.

3

Press 3 to check distribution status.

1

or

2

Press 1 to delete distribution verification.

Press 2 to cancel message delivery.

IF THE MESSAGE HAS

NOT BEEN RECEIVED

3

Press 3 to cancel the message or delete verification.

On-hook.

22 Subscriber's Guide

3.3 Setting up an External Message Delivery List

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 authorise this feature before it can be used.

Subscriber’s

Main Menu

Log into your mailbox.

6

Press 6.

3

Press 3.

3

Press 3.

1

or

2

Press 1 or 2 to choose the delivery list.

1

Press 1 to add.

or

TO DELETE

2

Press 2.

1

To delete all

2

To delete one

Make your selection.

1

Press 1 to delete.

On-hook.

TO AN OUTSIDE PARTY

IF NEEDED

Line Access

Code

Area Code

Enter a Line

Access Code to seize an outside

(CO) line.

Enter the

Area Code.

TO AN EXTENSION

Extension No.

2

Enter the extension number.

Press 2.

Telephone

No.

Enter the telephone number.

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.

or

Record the recipient’s name.

2

Press 2 to add.

TO ADD MORE MEMBERS

1

or

Press 1 to add and repeat the steps.

TO END

2

Press 2 to end.

On-hook.

Subscriber's Guide 23

3.4 Sending External Delivery Messages

3.4

Sending External Delivery Messages

Use this feature to record and send external delivery messages.

• The System Administrator or the System Manager must authorise this feature before it can be used.

• 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.

Subscriber’s

Main Menu

Log into your mailbox.

IF NEEDED

Area Code

Enter the

Area Code.

6

Press 6.

Telephone

No.

Enter the telephone number.

3

Press 3.

1

Press 1.

TO 1 RECIPIENT

TO AN OUTSIDE PARTY

1

Press 1.

Line Access Code

Enter a Line Access

Code to seize an outside (CO) line.

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.

or

TO AN EXTENSION

Extension

No.

Enter the extension number.

2

Press 2 to accept.

4-digit

Password

#

or

Press # for immediate delivery.

or

Enter the 4-digit password or press # to skip.

#

Record the recipient’s name at the tone.

or

BY EXTERNAL MESSAGE DELIVERY LIST

2

Press 2.

1

or

2

Press 1 or 2 for desired list.

4-digit

Password

or

#

Enter the 4-digit password or press # to skip.

IF DESIRED

Delivery

+

#

Time

Set delivery time.

For example:

5:00 is entered as [5] and [#].

5:15 is entered as [515] [#].

1

for AM

2

for PM

Press 1 for AM or 2 for PM.

Day of the

Month

+

#

Enter the day of the month and press #.

2

Press 2 to accept.

1

Record the message at the tone.

Press 1 to end recording.

2

Press 2 to accept.

On-hook.

• The 4-digit password is not your password to log into your mailbox.

You can decide it each time you send an external delivery message. Be sure to share the 4-digit password with the message receiver.

• You will not hear "

1

for AM,

2

for PM" when the System Administrator has set the User Prompts time stamp to 24 hour format.

See "Note about the Day of the Month entry" in Section 2.2 Replying to Messages.

24 Subscriber's Guide

3.5 Receiving External Delivery Messages

3.5

Receiving External Delivery Messages

Use this feature to receive External Delivery Messages.

1

Pick up a call from the VPS.

Press 1 to receive the message.

IF NEEDED

4-digit Password

#

Enter the password that the sender assigned.

Press #.

Press to end the call.

On-hook.

• The message will not be delivered if the password is incorrectly entered 3 times; however, the receiver will hear the following information depending upon system programming of the VPS:

(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 recipient cannot remember the password.

• It is 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.

Subscriber's Guide 25

3.6 Replying to External Delivery Messages

3.6

Replying to External Delivery Messages

Use this feature to reply to External Delivery Messages.

Pick up a call from the VPS.

1

Press 1 to receive the message.

IF NEEDED

4-digit Password

Enter the password that the sender assigned.

#

Press #.

2

Press 2 to reply.

Record a message.

1

Press 1 to end recording.

2

Press 2 to accept.

1

2

To make the message private

Otherwise

Press 1 or 2.

On-hook.

26 Subscriber's Guide

3.7 Checking and Setting External Message Delivery Status

3.7

Checking and Setting External Message

Delivery Status

After recording external delivery messages, you can check the delivery 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 authorise this feature before it can be used.

Subscriber’s

Main Menu

Log into your mailbox.

6

Press 6.

3 2 1

Press 3.

Press 2 to check the status.

Press 1 to change the schedule or delete the message.

1

2

To cancel external message delivery

To change the time and date

Press 1 or 2.

On-hook.

Subscriber's Guide 27

3.7 Checking and Setting External Message Delivery Status

28 Subscriber's Guide

Section 4

Special Features

Subscriber's Guide 29

4.1 Call Transfer Status

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 (Pager), or Disable All Transfer Services.

Subscriber’s

Main Menu

4 1

Log into your mailbox.

Press 4.

Press 1.

3

4

1

2

5

To enable Call Blocking

To enable Call Screening

To enable Intercom Paging

To enable Beeper (Pager) Access

To disable All Transfer Services

Follow the prompts according to your needs.

On-hook.

• The Intercom Paging feature is available only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT

Integration" in Glossary).

30 Subscriber's Guide

4.2 Covering Extension

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 Call

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 sent to the covering extension or to an operator (if the covering extension is not specified).

• To activate this feature, your System Administrator must allow use of a Covering

Extension to your mailbox.

Subscriber’s

Main Menu

Log into your mailbox.

4

Press 4.

WHEN YOU REASSIGN

THE COVERING EXTENSION

1

Extension No.

Press 1 to change.

Enter the new extension number.

2

Press 2.

2

Press 2 to accept.

Extension No.

or

Enter the extension number.

On-hook.

• The caller will not know to press [0] for transfer to your covering extension. Therefore, the caller must be instructed. For example, you might record the Busy Greeting in this way: "Hi, this is Cindy. Sorry, but I am busy 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".

Subscriber's Guide 31

4.3 Incomplete Call Handling Status

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 (pager); (5) transfer the caller to the operator; or (6) let the caller try another extension.

Subscriber’s

Main Menu

Log into your mailbox.

4

Press 4.

4

Press 4.

3

4

1

2

5

6

To set Leaving a Message Status

To set Covering Extension Transfer Status

To set Intercom Paging Status

To set Beeper (Pager) Access Status

To set Operator Transfer Status

To set Returning to Top Menu

Automated Attendant Service Status

Follow the prompts according to your needs.

1

2

To Change

To Accept

Make your selection.

On-hook.

• The Intercom Paging feature is available only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT

Integration" in Glossary).

32 Subscriber's Guide

4.4 Message Reception Mode

4.4

Message Reception Mode

Use this feature to direct callers to either your regular or interview mailbox.

This mode is effective for: (1) Incomplete Call Handling Service (when the subscriber’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.

Subscriber’s

Main Menu

4

Log into your mailbox.

Press 4.

3 1

Press 3.

Press 1 to change.

(Interview Mode/Message

Recording Mode)

On-hook.

• Not all subscribers have an interview mailbox. The System Administrator or the System

Manager must assign an interview mailbox.

Subscriber's Guide 33

4.5 Personal Group Distribution Lists

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

Main Menu

Log into your mailbox.

5

Press 5.

4

Group No.

1

Press 4.

Enter the group distribution number

(1-4).

Press 1 to record a group name.

2 2

Mailbox No.

2

State the group name at the tone.

1

Press 1 to add more members.

Press 2 to accept.

Mailbox No.

Enter the mailbox number of the next member.

Press 2 to add.

2

Press 2 to add the member to the list.

Enter the mailbox number of the first member.

Press 2 to add the member to the list.

1

2

To add

To end

Make your selection.

On-hook.

To make use of Personal Group Distribution Lists, please see 3.1 Delivering Messages to Other Subscribers.

• Personal Group Distribution Lists are available to only one subscriber (you). If a list is to be shared among several subscribers, they should ask the System Administrator to create a System Group Distribution List or Lists.

34 Subscriber's Guide

4.6 Deleting Group Distribution Members

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

Main Menu

Log into your mailbox.

5

Press 5.

1

+

1

To delete all members

To delete 1 mailbox

Make your selection.

4

Group No.

Press 4.

Enter the group distribution number

(1-4).

On-hook.

3

Press 3 to delete a group member.

• Press

1

to delete all members. Press

2

to review all members one by one—in each case, you can delete a member, or skip it. Just follow the prompts.

Subscriber's Guide 35

4.7 Deleting Group Distribution List Names

4.7

Deleting Group Distribution List Names

Use this feature to delete a group distribution list name.

Subscriber’s

Main Menu

Log into your mailbox.

5

Press 5.

1

Press 1 to change group name.

3

Press 3 to erase the group name.

4

Press 4.

Group No.

Enter the group distribution number (1-4).

On-hook.

36 Subscriber's Guide

4.8 Message Waiting Notification

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

(pager). You can assign time frames to each of these devices.

The VPS is also able to notify your beeper (pager) with the callback number of the party who left the message. The telephone number stored on the VPS for your beeper (pager) must include the beeper (pager) 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 phone number for each device.

• The System Administrator or the System Manager must authorise this feature before it can be used.

Message Waiting Lamp Notification Setting

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 follow 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 (pager) numbers to ring when you wish to receive notification calls.

Subscriber’s

Main Menu

6 2

Log into your mailbox.

Press 6.

Press 2.

1

2

3

To change the Message Waiting

Lamp Status

To change the Device Status

To assign a telephone or beeper

(pager) no.

Press the desired button.

WHEN YOU PRESS 1

1

2

To Change

To Accept

Make your selection.

WHEN YOU PRESS 2

Device No.

Enter the device number (1-3).

On-hook.

1

2

3

For scheduled use

For immediate notification

To disable

Select the status.

On-hook.

Subscriber's Guide 37

4.8 Message Waiting Notification

WHEN YOU PRESS 3

TO CHANGE

1

2

3

Press 1, 2 or 3.

1

FOR AN OUTSIDE (CO) LINE

Line Access Code

Enter a Line Access

Code to seize an outside (CO) line.

IF NEEDED

Area Code

Press 1 to change.

Enter the

Area Code.

Telephone No.

Enter the telephone number.

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.

or

FOR AN EXTENSION

Extension No.

Enter the extension number.

TO DELETE

2 1

or

2

Press 2 to accept.

Press 1 or 2 for telephone or beeper (pager) notification.

or

3

Press 3 to delete.

On-hook.

• If you do not know your line access code, ask your System Manager.

• You will hear the following guidance as the Options Menu:

To change, press

1

.

To accept, press

2

.

To review, press

3

.

To add more digits, press

To insert a pause, press

5

4

.

.

To set dial mode, press

6

.

To insert a wait for dial mode, press

7

.

To insert a beeper (pager) display command, press

8

.

38 Subscriber's Guide

4.9 Interview Mailbox

4.9

Interview Mailbox

An Interview Mailbox plays pre-recorded 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.

• To activate this feature, your System Manager or System Administrator must assign an

Interview Mailbox to your mailbox.

• One way to make your Interview Mailbox easily accessible to callers is to 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.

Subscriber’s

Main Menu

Log into your mailbox.

6

Press 6.

1

Press 1.

1

2

3

To record the question

To set the answer length

To erase the question

Press the desired button.

WHEN YOU PRESS 1

1

1

Press 1.

1

2

3

4

For 4 s

For 8 s

For 16 s

For 32 s

Select the answer length desired.

WHEN YOU PRESS 3

1

IF NEEDED

3

4

1

2

To review

To accept

To erase

To add

To erase and exit

Make your selection and repeat the steps.

Press 1.

Record a question.

WHEN YOU PRESS 2

Press 1 to end recording.

1

2

3

4

IF NEEDED

To change the length

To skip to the next question

To go back to the previous question

To go directly to a question

Make your selection and repeat the steps.

On-hook.

On-hook.

1

Press 1 to erase and repeat this step for all questions to be erased.

On-hook.

Subscriber's Guide 39

4.10 Recording Personal Greetings for Caller ID

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 numbers. To assign Caller ID numbers, see 4.11

Assigning Caller ID Numbers for Personal Greeting for Caller ID.

• This feature is available to you only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT Integration" in

Glossary).

• If you cannot use this feature, ask your System Administrator or System Manager. She might have disabled it.

Subscriber’s

Main Menu

Log into your mailbox.

5 1

Press 5 for

Mailbox

Management.

Press 1.

4

Press 4.

TO RECORD FOR THE

FIRST TIME

or

TO CHANGE OR ERASE

TO RECORD FOR THE FIRST TIME

Caller ID

Greeting No.

Enter a Caller ID

Greeting number

(1-4).

Record a greeting at the tone.

1

Press 1 to end recording.

2

Press 2 to accept.

On-hook.

• You can go on to assign Caller ID numbers after accepting the recorded greeting.

TO CHANGE OR ERASE

Caller ID

Greeting No.

Enter a Caller ID

Greeting number (1-4).

1

3

To change

To erase

Make your selection.

On-hook.

• When you change the greeting, follow the steps in "TO RECORD FOR THE FIRST

TIME" to re-record.

40 Subscriber's Guide

4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID

4.11 Assigning Caller ID Numbers for Personal

Greeting for Caller ID

Use this feature to assign Caller ID numbers for pre-recorded personal greetings. Each greeting supports up to 8 Caller ID numbers.

To assign Caller ID numbers, first record a personal greeting (see 4.10 Recording

Personal Greetings for Caller ID).

Subscriber’s

Main Menu

5

Log into your mailbox.

Press 5.

1

Press 1.

4

Press 4.

TO ASSIGN FOR THE

FIRST TIME

or

TO ADD OR DELETE

TO ASSIGN FOR THE FIRST TIME

Caller ID Greeting No.

Enter a Caller ID

Greeting number (1-4).

IF NEEDED

1

Press 1 to change.

2

Press 2 to accept.

2

Press 2 to accept.

IF NEEDED

1

Press 1 to add more numbers and repeat the steps.

Caller ID No.

Enter a Caller ID number up to 20 digits.

2

Press 2 to end.

On-hook.

• For the Caller ID Number, you can use " " as a wild card. For example, if you assign

"021 (area code) ", calls from area code "021" 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.

Subscriber's Guide 41

4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID

TO ADD OR DELETE

Caller ID Greeting No.

2

1

2

3

To add

To delete

To review

Press the desired button.

Enter a Caller ID

Greeting number (1-4).

TO ADD

1

or

Press 1 to add and repeat the steps.

Press 2 to accept.

TO DELETE

2

Press 2 to delete.

1

2

+

1

To delete all

To delete one

Make your selection.

On-hook.

• When you add a Caller ID number, follow the steps in "TO ASSIGN FOR THE FIRST

TIME" to assign.

42 Subscriber's Guide

4.12 Personal Caller Name Announcement

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 listen 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).

• This feature is available to you only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" 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.

Subscriber’s

Main Menu

Log into your mailbox.

5

Press 5.

5

Press 5.

TO ASSIGN AND RECORD

FOR THE FIRST TIME

or

TO CHANGE

or

TO ADD OR DELETE

TO ASSIGN AND RECORD FOR THE FIRST TIME

1

Press 1 to assign.

2

Press 2.

Caller ID No.

Enter a Caller ID number up to 20 digits.

IF NEEDED

1

Press 1 to add a new number and name, and repeat the steps.

2

Press 2 to accept.

2

Press 2 to end.

State a caller name.

On-hook.

• If you enter a number which you have already assigned, the prompt notifies you. Follow the prompt and enter another number.

Subscriber's Guide 43

4.12 Personal Caller Name Announcement

TO CHANGE

2

1

2

3

To change Caller ID number

To change Caller Name

To accept

Make your selection.

Press 2 to change.

TO CHANGE CALLER NAME

3

State a caller name.

Press 3 to accept and repeat the steps to change the next entry.

TO CHANGE CALLER ID NUMBER

Caller ID No.

or

Enter a Caller ID number up to 20 digits.

On-hook.

TO ADD OR DELETE

1

3

To add

To delete

Make your selection.

TO ADD

1

Press 1 to add a new number and name, and repeat the above steps.

or

TO DELETE

1

3

+

2

+

1

To delete all

To delete one

Press 3.

Make your selection.

On-hook.

44 Subscriber's Guide

4.13 Live Call Screening

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 series telephone system with APT/DPT Integration (see "APT Integration" and "DPT Integration" in

Glossary), proprietary telephone and if the System Administrator has provided your extension.

• For detailed information concerning this feature, please refer to the Installation Manual or Programming Guide of your Panasonic KX-T series telephone system.

Subscriber's Guide 45

4.14 Recording a Two-Way Conversation

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 3 types of conversation recording, and hence 3 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.

(3) One-Touch Two-Way Transfer (One-Touch TWT)

Record into another subscriber’s mailbox with one-touch. (Available only with KX-TDA series.)

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 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.

46 Subscriber's Guide

4.15 Setting Telephone Numbers for Call Forwarding to Outside (CO) Line

4.15 Setting Telephone Numbers for Call

Forwarding to Outside (CO) Line

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 an outside

(CO) line (see 4.16 Remote Call Forwarding Set).

• This feature is available to you only if you are using a Panasonic KX-TD series telephone system with DPT Integration (see "DPT Integration" in Glossary).

• If you cannot use this feature, ask your System Administrator or System Manager. She might have disabled it.

Subscriber’s

Main Menu

Log into your mailbox.

FOR THE FIRST TIME

Telephone No.

Enter the destination telephone number.

5

Press 5.

6

Press 6.

1

2

To change Telephone number 1

To change Telephone number 2

Make your selection.

or

WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER

1

New Telephone No.

Press 1 to change.

Enter the new destination telephone number.

2

Press 2 to accept.

On-hook.

• You can enter up to 16 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 an outside [CO] line).

Note about telephone number assignment and call forwarding setting:

The Remote Call 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

an outside (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.

Subscriber's Guide 47

4.16 Remote Call Forwarding Set

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 outside 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-TD series telephone system with DPT Integration (see "DPT Integration" in Glossary).

Subscriber’s

Main Menu

Log into your mailbox.

6

Press 6.

4

Press 4.

1

2

3

4

To forward all calls

To forward busy calls

To forward no answer calls

To forward busy or no answer calls

Make your selection.

WHEN YOU PRESS 1, 2, 3, OR 4

Extension No.

Enter the destination extension number.

2

Press 2 to accept.

On-hook.

• You will hear "

5

To forward to a CO line" only when the System Administrator or the

System Manager authorises you the use of the Remote Call FWD to CO feature.

• 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

Telephone No.

2

3

To other number

Make your selection.

Enter the destination telephone number.

Press 2 to accept.

On-hook.

48 Subscriber's Guide

4.16 Remote Call Forwarding Set

• Your System Administrator or System Manager must authorise this feature before it can be used.

• 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

Outside (CO) Line); otherwise "

1

To telephone number 1" and/or " telephone number 2" will not be heard.

2

To

• 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 an outside [CO] line).

WHEN YOU PRESS 6

2

Press 2 to accept.

On-hook.

• Be sure to exit from the menu AFTER the forwarding setting is accepted; otherwise the forwarding setting will not be stored.

Subscriber's Guide 49

4.16 Remote Call Forwarding Set

50 Subscriber's Guide

Appendix A

Appendix

Subscriber's Guide 51

A1 Quick Reference

A1 Quick Reference

52 Subscriber's Guide

GLOSSARY

Alternate Extension Group

Transfers calls to the extensions in this group following the sequence specified by "Alternate

Extension Transfer Sequence".

APT Integration

Digital Integration between the KX-TA series and the VPS.

Auto Configuration

(Available with APT/DPT Integration only.) The VPS can automatically draw information from the KX-TA/KX-TD/KX-TDA series. 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 un-retrieved messages to be copied or moved to another mailbox.

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 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.

Subscriber's Guide 53

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 Call Routing

(Available with APT/DPT Integration only.) The VPS automatically sends calls from preassigned 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 pre-recorded Caller ID caller’s names when: (1) extension users listen to messages from pre-assigned numbers left in the user's mailboxes, (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 (outside line) basis.

Company Name

This is played by the VPS to the intended receiver of an External Delivery Message when she does not enter the password (if required) correctly. This helps her to realise 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 nonsubscribers.

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.

54 Subscriber's Guide

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 [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 pre-recorded 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 Dialling

A speed-dialling 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 set.

DPT Integration

Digital integration between the VPS and the KX-TD/KX-TDA series. 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 utilise some of the features available only with DPT Integration. For more information, consult your dealer.

DTMF

(Dual Tone Multi Frequency) Commonly referred to as touchtone.

External Call Forwarding

(Available on the KX-TD/KX-TDA series)

Forwards calls to an extension that has call forwarding activated to an outside phone.

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.

Subscriber's Guide 55

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 seconds 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 specifying the extension number or the mailbox number of the sender.

Inband Signalling

The Follow-On ID (or Called Party ID) that integrates the VPS and the PBX. Uses intercom paths to light the message waiting light. Does not give "high end" features such as Intercom

Paging, Direct Mailbox Access, Live Call Screening, etc.

56 Subscriber's Guide

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 (pager),

(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 Signalling, 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 8 different paging groups. An outside party can reach a subscriber who is away from her telephone using either internal or external paging 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 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.

LOAD

One of the utility commands that is used to load new or saved data to the VPS from a personal computer.

Subscriber's Guide 57

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 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: the Company Greetings, Company Name, Department Dialling Menu, Custom

Service Menus, Voice Labels, User Prompts (User 1/User 2), Multilingual Selection Menu, and

System Caller 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.

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 re-route a message to another mailbox unless the message was marked

"private". Additional comments can be added to this message.

58 Subscriber's Guide

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 authorised 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

(pager).

Multilingual Selection Menu

The Message Manager is responsible for recording 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.)

One-Touch Two-Way Transfer (One-Touch TWT)

(Available with DPT Integration only on the KX-TDA series.) Allows a subscriber to record a conversation into another person’s mailbox with one-touch.

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 Dialling by Name.

Independent of this recording is registration of name by System Administrator.

This allows callers to dial parties by name (Dialling 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 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.

Subscriber's Guide 59

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.) A subscriber can record up to 4 personal greeting messages for calls from pre-assigned Caller ID numbers. Each greeting supports up to 8 Caller

ID 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

Pre-recorded VPS sentences that guide subscribers and non-subscribers through specific

VPS functions. The VPS supports 3 prompts: (1) System prompts (pre-recorded by the factory in English), (2) User 1 prompts*, and (3) User 2 prompts*.

Prompts are numbered; the Message Manager can turn the prompts off and on individually.

*: freely recorded by the Message Manager

Remote Call Forwarding Set

(Available with DPT Integration only.) The subscribers and Message Manager can program their extensions 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.

60 Subscriber's Guide

Remote Call Forward to CO

(Available with the 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 utilised. See Remote Call Forwarding

Set.

Review

Repeats a message.

Rewind

Replays the last 4 seconds 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 seconds 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.

Station (Personal) Programming

Programming via the proprietary telephone.

Subscriber

A person who has a mailbox.

System Administration

System programming can be performed in 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 programming are mutually exclusive.

Subscriber's Guide 61

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 that is 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.

Time Group

A time frame in which Day, Night, Lunch, or Break time period can be programmed. It is possible to assign up to 8 different Time Groups.

Time Synchronisation

(Available with DPT Integration only.) When the PBX sets a new date and time or when DPT

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.

62 Subscriber's Guide

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 minutes.

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-TVP50).

Subscriber's Guide 63

Panasonic Communications Co., Ltd.

1-62, 4-chome, Minoshima, Hakata-ku, Fukuoka 812-8531, Japan

Copyright:

This manual is copyrighted by Panasonic Communications Co., Ltd. (PCC). Under the applicable copyright laws, this manual may not be reproduced in any form, in whole or part, without the prior written consent of

PCC.

© 2000 Panasonic Communications Co., Ltd. All Rights Reserved.

Printed in Japan

PSQX2251XA

KK1000CM2053

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