Panasonic KXTVM200NE Operating Instructions

Voice Processing System
Subscriber’s Manual
Model
KX-TVM50
KX-TVM200
Thank you for purchasing a Panasonic Voice Processing System.
Please read this manual carefully before using this product and save this manual
for future use.
KX-TVM50/KX-TVM200: Version 1.0
Subscriber’s Manual
Introduction
Thank you for purchasing the Panasonic Voice Processing System KX-TVM50/KXTVM200. We are confident that this product will provide you with many years of
dependable service.
This Subscriber's Manual is designed to help you configure your mailbox, use common
voice mail features, and introduce you to the many advanced features that will improve
your productivity in countless ways.
The Structure of This Manual
This manual contains the following sections:
Section 1
Introduction to the VPS
This section provides you with a brief overview of what the VPS is and what it can
help you do.
Section 2
Logging in to and Configuring Your Mailbox
This section will show you how to log in to your VPS mailbox and customise your
mailbox to suit your needs.
Section 3
Message Playback and Related Features
This section will help you play back messages left in your mailbox and use other
features related to message playback.
Section 4
Sending Messages
This section will show you how to send messages to other people in your office and
to outside parties.
Section 5
Other Features
This section will introduce you to the many advanced features offered by the VPS.
Note
•
•
2
This manual may refer to products not available in your country/area.
Model number suffixes are omitted throughout this manual.
Subscriber’s Manual
Table of Contents
1
1.1
2
Introduction to the VPS................................................ 5
Introduction to the VPS .................................................................. 5
Logging in to and Configuring Your Mailbox ............. 8
2.1
Logging in to Your Mailbox ............................................................. 8
2.2
Subscriber Tutorial (Easy Mailbox Configuration) .......................... 9
2.3
Changing or Deleting Your Personal Greeting Messages............ 12
2.4
Changing or Deleting Your Password........................................... 14
2.5
Changing or Deleting Your Subscriber Name .............................. 15
2.6
Common Service Commands and Navigation Commands.......... 16
3
Message Playback and Related Features................. 17
3.1
Playing Messages........................................................................ 17
3.2
Replying to Messages.................................................................. 20
3.3
Transferring Messages................................................................. 22
3.4
Remote Access............................................................................ 24
4
Sending Messages ..................................................... 26
4.1
Sending Messages—Overview.................................................... 26
4.2
Message Delivery ........................................................................ 27
4.3
External Message Delivery .......................................................... 29
4.4
Receiving External Delivery Messages ....................................... 32
5
Other Features ............................................................ 33
5.1
Call Transfer ................................................................................. 33
5.2
Incomplete Call Handling ............................................................. 35
5.3
Assigning Your Covering Extension ............................................. 37
5.4
Interview Mailbox ......................................................................... 38
5.5
Message Reception Mode ........................................................... 40
5.6
Personal Group Distribution Lists................................................. 41
5.7
External Message Delivery Lists.................................................. 43
5.8
Message Waiting Notification....................................................... 45
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Subscriber’s Manual
5.9
E-mail Integration (Message Notification by E-mail) .................... 47
5.10
Personal Greeting for Caller ID .................................................... 48
5.11
Personal Caller Name Announcement......................................... 50
5.12
Live Call Screening (LCS)............................................................ 52
5.13
Recording Your Conversations..................................................... 53
5.14
Remote Call Forwarding .............................................................. 54
5.15
Assigning and Cancelling Telephone Numbers for Call Transfer to
Outside Line................................................................................. 56
5.16
Assigning Your Telephone Numbers for Remote Automatic Log-in
and Toll Saver .............................................................................. 57
5.17
Personal Custom Service ............................................................ 58
5.18
Timed Reminder .......................................................................... 61
5.19
Bookmark..................................................................................... 62
5.20
Recovering Deleted Messages .................................................... 63
5.21
Mailbox Capacity Warning ........................................................... 64
Appendix ............................................................................ 65
Quick Reference...................................................................................... 65
Glossary ............................................................................. 69
Index ................................................................................... 81
4
Subscriber’s Manual
Section 1
Introduction to the VPS
1.1
Introduction to the
VPS
The Panasonic Voice Processing System
(VPS) is a powerful tool that will help you
manage your voice communications and
thereby increase your productivity. As a
subscriber (the owner of a VPS mailbox),
you can:
a) Send a message to one or more
a) The extension number of the VPS that
you should dial in order to access the
VPS.
b) Your mailbox number and extension
number (In many cases these are the
same number, but it is possible they
are not).
c) Your mailbox password (if set).
d) The System Manager's telephone
number. The System Manager is the
person you should refer to when you
have any problems with the VPS.
Once you know this information, you are
ready to use the VPS.
people inside or outside your office.
b) Transfer messages to other
subscribers and add your own
comments.
c) Access your mailbox and listen to
your messages, even when out of the
office.
d) Have the VPS call, beep, or e-mail
you when someone leaves you a
message.
e) Be notified by the message waiting
lamp on your extension when new
messages have been recorded in
your mailbox.
f) Screen your calls.
g) Create a set of options and functions
exclusive to your mailbox (Personal
Custom Service) that can be selected
by your callers.
h) And more…
Before You Begin
In order to use the VPS as a subscriber,
you need to know the following
information. The VPS System Manager
can help you if you do not know this
information.
Using the VPS
There are two ways to use the VPS; you
can be either a subscriber, or a caller.
A subscriber is a VPS user who has his or
her own mailbox. Subscribers can play
back their own messages, leave
messages for other subscribers, record a
message that is then sent to multiple
parties (including outside parties), record
greeting messages, etc. In order to use
the VPS as a subscriber, you must first
"log in" to your mailbox. This usually
involves dialling your mailbox number and
entering your password. Once you have
logged in, you can use "Subscriber
Services"; Subscriber Services are all the
features and functions you can access or
perform as a subscriber.
A caller can generally be thought of as an
outside party. Callers can leave
messages for VPS subscribers or use the
VPS to be connected to specific
extensions, but they do not log in to the
VPS before using these features, and the
number of features they can use is
limited.
5
Subscriber’s Manual
Prompts
One essential characteristic of the VPS is
its use of "prompts". Prompts are
recorded voice guidance messages that
help you set and use VPS features.
Prompts also help callers when the VPS
is handing their calls. Depending on how
your VPS is programmed, subscribers
and callers can select the language they
prefer for VPS prompts.
Prompt example:
Main Menu of Subscriber Services
"To receive the message, press [1]."
"To deliver a message, press [2]."
"For mailbox management, press [3]."
"For Automated Attendant status,
press [4]."
"To set up Message Waiting
Notification, press [5]."
"For other features, press [6]."
"To end this call, press [ ]."
VM Menu
Certain PBXs (telephone systems) and
telephones are compatible with "VM
Menu"; this feature displays VPS prompts
on the display of your telephone,
prompting you visually instead of audibly.
To select a VPS operation displayed on
the display, press the soft button next to
the desired prompt. Use the Navigator
Key to scroll up or down to view additional
prompts when available (When the
Navigator Key is not used to scroll up or
down through options, it can be used to
adjust volume.).
Operations shown in this manual are for
when operating the VPS by following
audible prompts.
Operations necessary to operate the VPS
using VM Menu will vary slightly from
these instructions.
6
VM Menu example:
Main Menu of Subscriber Services
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
Main Menu
Receive Msg.
Deliver Msg.
Mbx. Management
A.A. Status
EXIT
Note
•
•
If too many subscribers are using VM
Menu at the same time, VM Menu
messages will not be displayed and
prompts will be heard instead.
This feature is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
Logging in to Your Mailbox for the
First Time
The first time you log in to your mailbox,
there are certain mailbox settings you
should perform before using any other
Subscriber Services. These settings
identify you as the owner of your mailbox,
and are described in "Section 2 Logging
in to and Configuring Your Mailbox".
a) Password
b) Subscriber's Name
c) Personal Greeting Messages
Your VPS may be programmed to initiate
a "Subscriber Tutorial" the first time you
log in to your mailbox. If the Subscriber
Tutorial is enabled, VPS prompts will
Subscriber’s Manual
guide you through the mailbox
configuration process.
7
Subscriber’s Manual
Section 2
Logging in to and
Configuring Your
Mailbox
2.1
Logging in to Your
Mailbox
In order to access Subscriber Services
(to play messages, change mailbox
settings, etc.), you must first log in to your
mailbox. There are 2 ways to log in to your
mailbox:
a) Automatic Log-in:
When logging in to your mailbox from
your own extension, you do not need
to enter any special commands or
your mailbox number. This feature is
not available with certain PBXs and
may be disabled by the System
Administrator or System Manager for
your mailbox.
b) Manual Log-in:
You need to enter the Voice Mail
Service Command [#6] followed by
[ ] and your mailbox number. Manual
Log-in is necessary when logging in
to your mailbox using someone else's
extension, when Automatic Log-in is
not available with your PBX, or when
Automatic Log-in is not enabled for
your mailbox.
You will know that you have logged in
successfully because the VPS will
announce either the Main Menu of
Subscriber Services or the number of
new messages you have, or the VM Menu
will be displayed.
8
Automatic Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
3.
Password
•
#
You can skip this step if your
mailbox has no password.
Manual Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
3.
#
4.
6
and your mailbox number.
5.
Password
•
#
You can skip this step if your
mailbox has no password.
Note
•
•
If Autoplay New Messages is enabled
for your mailbox, new messages will
be played back automatically each
time you log in to your mailbox. For
more information, consult your System
Administrator or System Manager.
If the Subscriber Tutorial is enabled for
your mailbox, VPS prompts will guide
you through the mailbox configuration
process the first time you log in to your
mailbox (see 2.2 Subscriber Tutorial
(Easy Mailbox Configuration)).
Subscriber’s Manual
2.2
Subscriber Tutorial
(Easy Mailbox
Configuration)
Your VPS may be programmed to present
a "Subscriber Tutorial" to you the first time
you log in to your mailbox. If the
Subscriber Tutorial is enabled, VPS
prompts will guide you through the
mailbox configuration process. Simply by
following the prompts, you can configure
the following items. You can configure
these items later manually if necessary,
as explained later in this section.
This feature may be disabled by the
System Administrator or System
Manager for your mailbox.
Password: If your mailbox has a
password, you must enter it using the dial
keys (0–9) whenever you log in to your
mailbox. Your password can contain up to
16 digits.
Subscriber's Name: This is a recording
of your name. Other subscribers will hear
your name when they listen to messages
you left for them. It may also be heard by
callers when they use the Dialling by
Name feature.
Personal Greetings: When callers are
directed to your mailbox they will hear one
of 3 Personal Greeting Messages. After
the greeting is played, a tone will sound,
and the caller can leave a message.
a) No Answer Greeting:
Heard by callers when you do not
answer their calls. A common
example might be, "This is (name). I
can't take your call right now…".
b) Busy Signal Greeting:
Heard by callers when you are on
another call. A common example
might be, "This is (name). I'm on
another call right now…".
c) After Hours Greeting:
Heard by callers when the VPS is in
night mode. A common example
might be, "This is (name). I've gone
home for the day…".
Note
•
You may be asked to enter your
password after logging in to your
mailbox. If you do not know this
password, ask your System
Administrator.
9
Subscriber’s Manual
Starting the Subscriber Tutorial
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
System Administrator or
System Manager.
2. 2 to accept.
3. Continue from "Recording the
Owner's Name (Your Subscriber
Name)".
2. Confirm that the Subscriber
Tutorial has begun.
• The VPS will announce,
"Welcome to the Panasonic
Voice Mail System. This is the
Subscriber Tutorial service.".
• If the tutorial does not begin, it
may be disabled for your
mailbox. For more information,
consult your System
Administrator or System
Manager.
Changing or Deleting Your
Password
1. 1 to change your password.
2. Set your new password by entering
the desired password then
pressing
•
3. Continue from "Setting Your
Password for the First Time" or
"Changing or Deleting Your
Password" as necessary.
Setting Your Password for the First
Time
1. Set your password when prompted
•
•
•
•
10
#
Owner's Name (Your Subscriber
Name)".
.
Press only [#] if you do not want
to set a password.
To prevent unauthorised
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
It is necessary to set a
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
.
3. 2 to accept.
4. Continue from "Recording the
by entering the desired password
then pressing
#
Press only [#] if you want to
delete your password.
To prevent unauthorised
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
Recording the Owner's Name
(Your Subscriber Name)
1. State your name after the tone.
2.
1
to end recording.
3. 2 to accept.
4. Continue from "Recording Your
Greeting Messages".
Subscriber’s Manual
Recording Your Greeting
Messages
The VPS will prompt you to record your
No Answer, Busy Signal, and After Hours
greeting messages. If you do not record a
greeting message, a prerecorded
greeting message will be used.
1. Record your greeting message,
after the tone.
2. 1 to end recording.
3. Follow the prompts as necessary.
•
1
to review.
•
2
to accept.
•
•
•
3
to record the message
again.
4
to add.
to delete and exit.
Confirming Your Settings
1. 1 to confirm your settings.
2. Go on-hook.
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Subscriber’s Manual
2.3
Changing or Deleting
Your Personal
Greeting Messages
After callers reach your mailbox, they will
hear your personal greeting message.
You can record 4 kinds of Personal
Greetings; the appropriate greeting will
be played for callers. If you delete or do
not record a greeting message, a
prerecorded greeting message will be
used.
a) No Answer Greeting:
Heard by callers when you do not
answer their calls. A common
example might be, "This is (name). I
can't take your call right now…".
b) Busy Signal Greeting:
Heard by callers when you are on
another call. A common example
might be, "This is (name). I'm on
another call right now…".
c) After Hours Greeting:
Heard by callers when the VPS is in
night mode. A common example
might be, "This is (name). I've gone
home for the day…".
d) Temporary Greeting:
A special greeting that, if recorded, is
heard by callers instead of the other
greetings. A common example might
be, " This is (name). I'm out of the
office this week…".
Follow the steps below to record or delete
your Personal Greeting Messages.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
1
2. 3
3. Select the desired greeting.
1
No Answer Greeting.
2
Busy Signal Greeting.
3
After Hours Greeting.
Caller ID Greeting (may not
4
be available; see 5.10 Personal
Greeting for Caller ID).
5
Temporary Greeting.
4. Follow the prompts as necessary.
1
to change the greeting.
3
to delete the selected
greeting.
• The greeting will be deleted; go
on-hook to finish.
5. Record your greeting message,
after the tone.
• We recommend stating your
name in your greeting
messages, so that callers will
know they have reached the
correct mailbox.
• The maximum length of each
greeting message is 1 minute
by default.
6. 1 to end recording.
7. Follow the prompts as necessary,
or continue from step 8.
•
•
12
1
to review.
3
to rerecord the greeting
message (repeat the steps
above as necessary).
Subscriber’s Manual
•
4
to add to the greeting
message you just recorded.
•
to delete the greeting
message and exit.
8. 2 to accept.
9. Record or delete other greeting
messages as necessary by
following the prompts, or continue
from step 10.
1
No Answer Greeting.
2
Busy Signal Greeting.
3
After Hours Greeting.
Caller ID Greeting (may not
4
be available; see 5.10 Personal
Greeting for Caller ID).
5
Temporary Greeting.
10. Go on-hook.
Note
•
•
A Temporary Personal Greeting is
played instead of all your other
greetings until it is deleted. Each time
you log in to your mailbox, the VPS will
ask you if you want to turn off (delete)
your Temporary Personal Greeting.
Make sure you go on-hook only after
you have accepted your new greeting
in step 8. If you go on-hook without
accepting your new greeting, it will not
be saved.
13
Subscriber’s Manual
2.4
Changing or Deleting
Your Password
1. Log in to your mailbox.
•
You can password protect your mailbox to
prevent unauthorised access to your
mailbox. If your mailbox has a password,
you must enter it using the dial keys (0–9)
whenever you log in to your mailbox. Your
password can contain up to 16 digits.
You can change your password at any
time. When choosing a password, avoid
using obvious number combinations. If
you forget your password, have your
System Administrator or System
Manager clear your password. You may
then set a new one.
See 2.1 Logging in to Your
Mailbox if necessary.
2
1
2. 3
3. Enter the desired password, then
press
•
•
#
.
Press only [#] if you want to
delete your password.
It is necessary to set a
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
System Administrator or
System Manager.
4. 2 to accept.
5. Go on-hook.
14
Subscriber’s Manual
2.5
Changing or Deleting
Your Subscriber Name
1. Log in to your mailbox.
•
You can record your name in the VPS.
The VPS can then announce your name
for callers to let them know that they have
reached the correct mailbox. If a caller
does not know your mailbox number, the
caller can try to reach you by entering the
first few letters of your first or last name
(Dialling by Name feature). After entering
the first few letters of your name, the VPS
will announce the names of VPS
subscribers whose names share those
same letters, and the caller can select
your name.
2.
See 2.1 Logging in to Your
Mailbox if necessary.
3
•
3
1
Enter [3] [3] [3] to delete your
subscriber name, then go onhook to finish.
3. State your name after the tone.
4.
1
to end recording.
5. 2 to accept.
6. Go on-hook.
15
Subscriber’s Manual
2.6
Common Service
Commands and
Navigation Commands
#
8
Commands for Changing the
Current VPS Service
After going off-hook and dialling an
extension number of the VPS, you can
enter a service command to access
certain VPS features quickly. While VPS
guidance is being provided, you can also
use service commands to, for example,
switch to a different VPS service mode.
Some of the more commonly used
commands are listed below. For a
complete list, see Appendix.
#
#
2
6
Activates Custom Service.
You will be guided to enter
a Custom Service number
(1–100).
Activates Voice Mail
Service. You can record a
message for another
subscriber by entering his
or her mailbox number
when guided. You can also
log in to your mailbox by
entering this command
followed by your mailbox
number.
Prompts-only Commands
The following commands can be used to
help you navigate through VPS menus.
Takes you back to the
previous menu.
Repeats the current menu.
0
#
7
Takes you back to the
Main Menu.
VM Menu-only Command
#
16
Activates Automated
Attendant Service. You
can call an extension by
dialling the desired
extension number when
guided. If the called party
does not answer, the VPS
can offer you other
options, such as leaving a
message, calling the
operator, etc. Note that
these options are available
only when calling the
extension via Automated
Attendant Service, i.e.
after you have entered this
service command.
#
Switches you to the Main
Menu (top menu) of the
prompts.
Subscriber’s Manual
Section 3
Message Playback and
Related Features
1. Log in to your mailbox.
3.1
2. 1
3. Follow the prompts as necessary.
Playing Messages
Callers and other subscribers can leave
messages for you, and you can play them
back later after you have logged in to your
mailbox.
Messages in your mailbox are divided
into 3 types:
a) New Messages:
Messages in your mailbox which you
have not played back yet.
b) Old Messages:
Messages in your mailbox which you
have played back but have not yet
deleted.
c) Deleted Messages:
Messages in your mailbox which you
have deleted. You can "recover" your
deleted messages, after which they
will be treated as old messages (see
5.20 Recovering Deleted Messages).
If you do not recover deleted
messages, they will be permanently
deleted at the end of the next day.
When playing back a message, the VPS
can also announce the message's
"envelope"—the date and time of the
message, and the message sender's
information.
•
See 2.1 Logging in to Your
Mailbox if necessary.
1
to play new messages.
2
to play old messages.
3
to play deleted messages.
4. Listen to the message.
Additional features are available during
and/or after message playback. Refer to
the table below and press the appropriate
dialling key. Note that certain features are
not available depending on the message
type (new, old, deleted).
17
Subscriber’s Manual
Message Type
Key
Feature
New
Deleted
Repeat the message
1
1
1
Replay the previous message
1
2
Play the next message
Pause/restart message playback
(during playback only)
2
2
3
Play the message envelope
2
4
Set Bookmark (during playback only)
—
2
5
Start playback at the Bookmark
—
2
6
Save this message as new
3
Recover this message
4
Reply to this message
5
*
Rewind (during playback only)
6
*
Fast-forward, skip envelope
(during playback only)
7
Transfer this message
8
Adjust playback volume
(during playback only)
9
—
(+ 1 ) Delete this message
3
9
*
Adjust playback speed
(during playback only)
0
*
Play back at normal speed
(during playback only)
*: These keys also function when using VM Menu.
18
Old
—
—
—
—
—
—
Subscriber’s Manual
Note
•
•
•
•
•
VPS programming determines if the
message envelope is played before
each message, after each message,
or only when you press [2] [3]. For
more information, consult your System
Administrator or System Manager.
The VPS will automatically delete both
new and old messages after a
specified number of days have
passed. Your System Administrator or
System Manager controls how many
days messages are retained for. Each
time you play a new or old message,
the message retention counter resets.
When messages are deleted, they will
be retained until the end of the next
day. For example, if you delete a
message Monday morning, it will be
permanently deleted at the end of the
day on Tuesday. Deleted messages
can be recovered before then by
pressing [3] during or after playback.
A Bookmark allows you to set a point
in a message that you can jump to
quickly during playback (see 5.19
Bookmark). You can set one
Bookmark for each message in your
mailbox. If you set a second Bookmark
in the same message, the previous
one is deleted.
During playback, you can adjust
playback volume and speed by
pressing [8] and [9] respectively. Press
the desired key repeatedly to adjust
the volume and speed as necessary. If
volume or speed are at the highest
setting, pressing the dialling key will
select the lowest setting, as shown
below.
Level 1
Level 2
Level 3 (default)
Level 4
Level 5
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Subscriber’s Manual
3.2
Replying to Messages
You can reply to messages left in your
mailbox by either calling back the caller or
by leaving a message in the caller's
mailbox.
Calling back is possible when the person
who left you the message is another
subscriber. Calling back outside callers is
possible if their Caller ID information is
received by the PBX and VPS, however,
this feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
Replying by leaving a message in the
caller's mailbox is possible only if the
caller is another subscriber (i.e., the
person must have his or her own
mailbox). When replying by leaving a
message in the caller's mailbox, you can
set any of the following:
Calling Back the Message Sender
1. Play back the desired message.
•
See 3.1 Playing Messages if
necessary.
Only new and old messages
can be replied to. To reply to a
deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
•
2.
4
after message playback.
3.
1
to call the sender.
Note
•
Calling back outside callers (Caller ID
Callback) is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
a) Urgent Status:
The message will be heard before
other messages by the recipient.
b) Private Status:
Leaving a Message for the Sender
1. Play back the desired message.
The recipient will not be able to
forward the message, ensuring
privacy.
•
•
c) Auto Receipt:
You will receive notification (receipt
message) once the recipient has
played back the message.
Finally, you can send your reply
immediately or set a message delivery
time. However, please note that you
cannot reply to receipt messages.
2.
See 3.1 Playing Messages if
necessary.
Only new and old messages
can be replied to. To reply to a
deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
during or after message
4
playback.
3. 2 to begin recording.
4. Speak after the tone.
•
20
You can pause and resume
recording by pressing [2]. If you
pause for more than 20
Subscriber’s Manual
seconds, recording will stop
automatically.
5.
1
to end recording.
6.
2
to accept.
7.
1
2 to send the message
1
immediately (continue from step
12).
8. Enter the desired delivery time,
then
#
1
to request a receipt.
2
to continue.
15. Go on-hook.
Note
to set the delivery time
of the message.
1
14.
•
•
Auto Receipt is not enabled by default.
For more information, consult your
System Administrator or System
Manager.
New urgent messages are played
before any other messages. However,
old urgent messages are played with
other messages, in the original order.
.
For example:
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5]
[#].
9.
1
for AM.
2
for PM.
•
This option may not be
available if the VPS is
programmed to use 24-hour
time.
10. Enter the day of the month for
delivery, then
#
.
For example:
• If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
• If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
11.
2
to accept.
12.
1
to make the message urgent.
2
to continue.
1
to make the message private.
2
to continue.
13.
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Subscriber’s Manual
3.3
Transferring
Messages
You can transfer (forward) messages in
your mailbox to other subscribers.
However, please note that you cannot
transfer receipt messages, or messages
that were specified by the sender as
"private".
When transferring a message, you can:
Specifying the Recipients by
Number
1. Play back the desired message.
•
See 3.1 Playing Messages if
necessary.
Only new and old messages
can be transferred. To transfer
a deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
•
a) Specify the recipient by entering
another subscriber's mailbox number.
b) Specify several recipients by entering
a Personal Group Distribution List
number (see 5.6 Personal Group
Distribution Lists) or a Mailbox Group
number.
2.
7 during or after message
playback.
3. Enter one of the following:
A mailbox number.
A Personal Group Distribution List
c) Record your own comments and send
them along with the transferred
message.
number, then # .
A Mailbox Group number.
4.
5.
to accept.
2
1
to transfer the message
without recording your comments
(continue from step 8).
to record your comments.
2
6. Record your comments after the
tone.
7.
1
to end recording.
8. 2 to accept.
9. Go on-hook.
Specifying the Recipients by
Name (Dialling by Name)
1. Play back the desired message.
•
22
See 3.1 Playing Messages if
necessary.
Subscriber’s Manual
•
2.
Only new and old messages
can be transferred. To transfer
a deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
7 during or after message
playback.
1
3. #
4. Using the dialling keys, enter the
first 3 or 4 letters of the desired
recipient's name.
5.
1
to select the announced
name.
2
to hear the next name.
3
to repeat the current name.
6. Enter one of the following:
1
to transfer the message
without recording your comments
(continue from step 10).
2
to record your comments.
7. Record your comments after the
tone.
8.
1
to end recording.
9. 2 to accept.
10. Go on-hook.
Note
•
No acknowledgement will be given to
indicate the message has been
transferred.
23
Subscriber’s Manual
3.4
Remote Access
Remote Automatic Log-in
You can call the VPS while outside and
log in to your mailbox in order to listen to
your messages. There are 2 ways to log
in to your mailbox remotely:
a) Automatic Log-in:
When logging in to your mailbox
remotely from a preprogrammed
outside telephone, you do not need to
enter any special commands or your
mailbox number. The VPS can
recognise the telephone number you
are calling from and therefore
determine you are the caller (see 5.16
Assigning Your Telephone Numbers
for Remote Automatic Log-in and Toll
Saver). This feature is not available
with certain PBXs and may be
disabled by the System Administrator
or System Manager for your mailbox.
b) Manual Log-in:
You need to enter the Voice Mail
Service Command [#6] followed by
[ ] and your mailbox number. Manual
Log-in is necessary when logging in
to your mailbox when Automatic Login is not available with your PBX,
when your mailbox is not programmed
for Automatic Log-in, or when you are
calling from a telephone number not
programmed for Automatic Log-in.
1. Call the VPS from the
preprogrammed outside telephone
number.
• Ask your System Administrator
or System Manager what
telephone number you should
dial in order to access the VPS
remotely.
2.
Password
•
#
You can skip this step if your
mailbox has no password.
3. 1 to play back messages.
4. Follow the prompts or select one of
the following as necessary.
#
8
#
8
to call an extension.
0
to call the
operator.
5. #
9 when finished.
6. Go on-hook.
Note
•
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
Remote Manual Log-in
1. Call the VPS from an outside
telephone.
• Ask your System Administrator
or System Manager what
telephone number you should
dial in order to access the VPS
remotely.
2.
24
#
6
Subscriber’s Manual
3.
and your mailbox number.
4.
Password
•
#
You can skip this step if your
mailbox has no password.
5. 1 to play back new messages.
6. Follow the prompts or select one of
the following as necessary.
#
8
#
8
to call an extension.
0
to call the
operator.
7. #
9 when finished.
8. Go on-hook.
25
Subscriber’s Manual
Section 4
Sending Messages
4.1
Sending Messages—
Overview
You can record messages and send them
to other subscribers, to PBX extension
users who do not have VPS mailboxes,
and even to outside parties. Messages
can be sent using one of the following
features:
a) Message Delivery:
Sending a message to other
subscribers (see 4.2 Message
Delivery).
b) External Message Delivery:
Sending a message to parties that do
not have VPS mailboxes, i.e., PBX
extension users and outside parties
(see 4.3 External Message Delivery).
There are several ways to determine the
recipients of your messages. You can
specify recipients by:
a) Mailbox number or subscriber name
(specifies an individual recipient for
Message Delivery).
b) Personal Group Distribution List
number or Mailbox Group number
(specifies a group of recipients for
Message Delivery).
c) Extension number or telephone
number (specifies an individual
recipient for External Message
Delivery).
d) External Message Delivery List
number (specifies a group of
recipients for External Message
Delivery).
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Subscriber’s Manual
4.2
Message Delivery
You can send messages to other
subscribers. You can specify message
recipients either by number or by
subscriber name.
To specify the recipients by number:
a) Enter the subscriber's mailbox
Sending a Message
1. Log in to your mailbox.
•
2. 2
3. Continue from "Specifying the
Recipients by Number" or
"Specifying the Recipients by
Name (Dialling by Name)".
number.
b) Enter a Personal Group Distribution
List number (see 5.6 Personal Group
Distribution Lists for creating your own
Personal Group Distribution Lists).
c) Enter a Mailbox Group number (these
must be created by the System
Administrator or System Manager;
For more information, consult your
System Administrator or System
Manager).
To specify the recipients by name:
Specifying the Recipients by
Number
1. Enter one of the following:
A mailbox number.
A Personal Group Distribution List
number, then # .
A Mailbox Group number.
a) Enter the first few letters of the
subscriber's name (Dialling by Name
feature).
Once you have specified the recipients,
you can record a message. Before
sending your message, you can set any
of the following:
a) Urgent Status:
The message will be heard before
other messages by the recipient.
b) Private Status:
The recipient will not be able to
forward the message, ensuring
privacy.
c) Auto Receipt:
You will receive notification once the
recipient has played back the
message.
Finally, you can send your message
immediately or set a message delivery
time.
See 2.1 Logging in to Your
Mailbox if necessary.
2. 2 to accept.
3. Continue from "Recording Your
Message".
Specifying the Recipients by
Name (Dialling by Name)
1
1. #
2. Using the dialling keys, enter the
first 3 or 4 letters of the desired
recipient's name.
3.
1
to select the announced
name.
2
to hear the next name.
3
to repeat the current name.
4. Continue from "Recording Your
Message".
27
Subscriber’s Manual
Recording Your Message
8. Enter the day of the month for
delivery, then
1.
to record your message.
1
•
Press [2] to add another
recipient (continue from
"Specifying the Recipients by
Number" or "Specifying the
Recipients by Name (Dialling
by Name)").
Press [3] to review the
recipients.
•
2. Speak after the tone.
•
You can pause and resume
recording by pressing [2]. If you
pause for more than 20
seconds, recording will stop
automatically.
3.
1
to end recording.
4.
2
to accept.
5.
to set the delivery time
of the message.
1
to send the message
immediately (continue from step
10).
2
6. Enter the desired delivery time,
then
#
.
For example:
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5]
[#].
1
2
•
28
.
9.
2
to accept.
10.
1
to make the message urgent.
2
to continue.
1
to make the message private.
2
to continue.
1
to request a receipt.
2
to continue.
11.
12.
13. Go on-hook.
1
1
7.
#
For example:
• If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
• If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
for AM.
for PM.
This option may not be
available if the VPS is
programmed to use 24-hour
time.
Note
•
•
Auto Receipt is not enabled by default.
For more information, consult your
System Administrator or System
Manager.
New urgent messages are played
before any other messages. However,
old urgent messages are played with
other messages, in the original order.
Subscriber’s Manual
4.3
External Message
Delivery
You can send messages to outside
parties and to PBX extension users who
do not have their own VPS mailboxes.
After you record your message, the VPS
will dial the appropriate telephone
numbers and/or extension numbers, and
once the party on the other end answers
the call, the VPS can play back your
recorded message. You can specify
message recipients by:
a) Extension number
b) Outside telephone number
c) External Message Delivery List
number (see 5.7 External Message
Delivery Lists)
Unlike recipients who have their own VPS
mailboxes, you have no way of knowing
who may answer the call when the VPS
sends an External Delivery Message. To
protect the privacy of your messages, you
may assign a password that must be
entered by the other party before your
message is played back.
You can set Auto Receipt so that you will
receive notification once the recipient has
played back your message. You can also
send your message immediately or set a
message delivery time. Finally, recipients
of an External Delivery Message can
reply to your message, and can even set
urgent and private message status.
Note
•
•
This feature must be enabled for your
mailbox by the System Administrator
or System Manager.
If you have any difficulties using this
feature, consult your System
Administrator.
Sending an External Delivery
Message
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2
1
2. 6
3. Continue from "Specifying a Single
Recipient" or "Specifying Multiple
Recipients (External Message
Delivery List)".
Specifying a Single Recipient
1. 1
2. Enter the outside line access
number needed for making outside
calls.
• To specify a PBX extension
instead of an outside telephone
number, enter the extension
number, then continue from
step 4.
3. Enter the outside party's telephone
number (including area code if
needed).
• To insert a pause or special
command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS
will announce a list of available
options, for example, "To insert
a pause, press [5]. Press [4] to
continue entering the
telephone number.".
4. 2 to accept.
5. Enter a 4-digit password required
for listening to the message.
29
Subscriber’s Manual
•
Press [#] if you do not want to
set a password.
2.
1
2
6. State the recipient's name after the
•
tone.
7.
8.
#
for immediate delivery, then
continue from "Recording Your
Message".
• To set message delivery time,
continue from "Setting
Message Delivery Time".
3. Enter the day of the month for
delivery, then
2
2
1
).
1.
3. Enter a 4-digit password required
for listening to the message.
• Press [#] if you do not want to
set a password.
4.
1. Enter the desired delivery time,
then
#
.
For example:
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5]
[#].
to request a receipt.
2
to continue.
tone.
• You can pause and resume
recording by pressing [2]. If you
pause for more than 20
seconds, recording will stop
automatically.
for immediate delivery, then
continue from "Recording Your
Message".
• To set message delivery time,
continue from "Setting
Message Delivery Time".
#
Setting Message Delivery Time
1
2. 2 to accept.
3. Record your message after the
4.
30
.
Recording Your Message
2. Enter the desired list number (
or
#
For example:
• If today is February 16 and you
enter [1] [7] [#], the message
will be delivered tomorrow.
• If today is February 16 and you
enter [5] [#], the message will
be delivered on March 5.
Specifying Multiple Recipients
(External Message Delivery List)
1.
for PM.
This option may not be
available if the VPS is
programmed to use 24-hour
time.
to end recording.
1
for AM.
1
to end recording.
5. 2 to accept.
6. Go on-hook.
Note
•
If you set a password required for
listening to the message, make sure
you notify each recipient what the
password is.
Subscriber’s Manual
•
•
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. For more
information, consult your System
Administrator.
Auto Receipt is not enabled by default.
For more information, consult your
System Administrator or System
Manager.
31
Subscriber’s Manual
4.4
Receiving External
Delivery Messages
When you send an External Delivery
Message, the VPS will call each of the
specified recipients. When a recipient
answers the call, the VPS will guide him
or her through the following procedure.
After a recipient has listened to an
External Delivery Message, he or she can
send you a reply to your message, and
even set urgent or private message
status.
1. 1 to receive the message.
2. Enter the 4-digit password, then
#
•
.
If you did not set a password,
this step will be skipped.
3. The message is played back.
4.
2
•
to reply.
To end the call, press [ ], then
go on-hook to finish.
5. Record a reply.
6.
1
to end recording.
7.
2
to accept.
8.
1
to make the message urgent.
2
to continue.
1
to make the message private.
2
to continue.
9.
10. Go on-hook.
Note
•
•
32
If the recipient enters an incorrect
password 3 times, the VPS will
announce the following information if it
has been programmed. This
information can help the recipient track
down the message or message
sender (you).
– Company name
– Callback telephone number
– Your subscriber name
The VPS may be able to guide
recipients using a different
language. For more information,
consult your System
Administrator.
Subscriber’s Manual
Section 5
Other Features
5.1
Call Transfer
When a call reaches your extension via
the Automated Attendant service,
normally your extension will ring and you
can answer the call. If you use the Call
Transfer feature, however, the VPS can
handle the call in a number of ways. The
status you set for Call Transfer
determines what happens to the call. You
can set one of the following:
Call Blocking: The call will be handled
by the Incomplete Call Handling feature
(see 5.2 Incomplete Call Handling), which
allows you to have your calls ring at
another extension, transferred to your
mailbox, transferred to the operator, etc.
The call will not ring at your extension.
The call will be handled according to the
settings you have made for Incomplete
Call Handling for No Answer.
Call Screening: The VPS will prompt the
caller to record his or her name. If you are
available to answer calls, the VPS will ring
your extension and play back the name of
the caller. You can then answer the call if
you choose. If you do not or cannot
answer the call, the call will be handled
according to the settings you have made
for Incomplete Call Handling for No
Answer.
Intercom Paging: The VPS will page you
using the Intercom Paging feature of the
PBX. The call will not ring at your
extension. Your name will be announced
to alert you to the call. This feature is
available with certain PBXs only. If you do
not or cannot answer the call, the call will
be handled according to the settings you
have made for Incomplete Call Handling
for No Answer.
Beeper (Pager) Access: The VPS will
prompt the caller to enter his or her
telephone number, then will send the
caller's telephone number to your beeper
(pager) so you can return the call.
Transfer to Mailbox: The VPS will
transfer the caller to your mailbox where
he or she can leave a message for you.
The call will not ring at your extension.
Transfer to Custom Service: The VPS
will transfer the caller to the Custom
Service you specify here. The call will not
ring at your extension.
Disable Call Transfer: Turns the Call
Transfer feature off. The call will ring at
your extension.
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Subscriber’s Manual
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
1
2. 4
3. Select the desired Call Transfer
status.
1
for Call Blocking.
2
for Call Screening.
3
for Intercom Paging.
4
for Beeper (Pager) Access.
5
for Transfer to Mailbox.
6
for Transfer to Custom
Service.
7
for Disable all Transfer.
4. Follow the prompts as necessary.
•
The prompts heard will vary
depending on the feature you
set in step 3.
5. Go on-hook.
Note
•
34
Intercom Paging is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
Subscriber’s Manual
5.2
Incomplete Call
Handling
When a call is directed to your extension
via the Automated Attendant service,
Incomplete Call Handling will handle the
calls if:
a) You do not answer the call (These
calls are considered "no answer"
calls).
Transfer to Custom Service: The VPS
will transfer the caller to the Custom
Service you specify here.
Transfer to Operator: The VPS will
transfer the caller to the operator.
Return to Top Menu: The caller is
returned to the top menu of the
Automated Attendant service and can
then choose to call a different extension.
b) You are on another call (These calls
are considered "busy" calls).
c) You have set Call Blocking (see 5.1
Call Transfer).
The status you set for Incomplete Call
Handling determines what happens to
these calls. You can set one or more of
the following for no answer calls and for
busy calls separately. If you select more
than one option, the caller will be
prompted to select his or her desired
option.
Leaving a Message: The VPS will
transfer the caller to your mailbox where
he or she can leave a message for you.
Transfer to Covering Extension: The
VPS will transfer the caller to your
Covering Extension (see 5.3 Assigning
Your Covering Extension). If you have not
assigned your Covering Extension, this
option is not available.
Intercom Paging: The VPS will page you
using the Intercom Paging feature of the
PBX. Your name will be announced to
alert you to the call. This feature is
available with certain PBXs only.
Beeper (Pager) Access: The VPS will
prompt the caller to enter his or her
telephone number, then will send the
caller's telephone number to your beeper
(pager) so you can return the call.
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Subscriber’s Manual
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
4
3.
4
for no answer calls.
5
for busy calls.
4. Select the desired Incomplete Call
Handling status.
1
for Leaving a Message.
2 for Transfer to Covering
Extension.
3
for Intercom Paging.
4
for Beeper (Pager) Access.
for Transfer to Custom
5
Service.
6
for Transfer to Operator.
7
for Return to Top Menu.
5. Follow the prompts as necessary.
•
6.
The prompts heard will vary
depending on the feature you
set in step 4.
1
to change.
2
to accept.
7. Continue from step 4 to select
additional options, or go on-hook if
finished.
8. Go on-hook.
Note
•
•
36
When Call Blocking is enabled,
blocked calls are treated by
Incomplete Call Handling for no
answer calls.
Intercom Paging is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
Subscriber’s Manual
5.3
Assigning Your
Covering Extension
1. Log in to your mailbox.
•
A Covering Extension is an extension that
receives your calls instead of you. Your
calls can be transferred to your Covering
Extension in 2 ways:
a) By the Incomplete Call Handling
Feature:
When the Incomplete Call Handling
feature handles the call (i.e., if you do
not answer, if you are on another call,
or if you have set Call Blocking), it will
transferred to your Covering
Extension if you have set Incomplete
Call Handling to "Transfer to Covering
Extension" (see 5.2 Incomplete Call
Handling).
b) By Pressing [0]:
If the caller presses [0] during your
greeting message or while recording
a message for you, the call will be
transferred to your Covering
Extension.
See 2.1 Logging in to Your
Mailbox if necessary.
2
2. 4
3. Enter the desired extension
number.
• If you have already assigned
your Covering Extension and
want to assign a different
extension, press [1] before
entering the desired extension
number.
4. 2 to accept.
5. Go on-hook.
Note
•
Once you assign a Covering
Extension, remember to tell callers in
your greeting message that they can
"press [0] to be transferred to (name of
your Covering Extension)".
Note
•
•
You can change the dialling key that
transfers your callers to your Covering
Extension. If you assign the "Transfer
to Operator" option in your Personal
Custom Service to a dialling key other
than [0], callers who press that dialling
key will be transferred to your Covering
Extension (see 5.17 Personal Custom
Service).
If you do not assign your Covering
Extension, callers will be transferred to
the operator instead.
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Subscriber’s Manual
5.4
Interview Mailbox
An interview mailbox is a mailbox
designed to ask questions to callers and
record their answers. If you have an
interview mailbox (not all subscribers do),
you can record up to 10 questions and set
the answer recording time individually for
each question from 1 to 60 seconds.
Your interview mailbox can be used, for
example, to allow callers to place orders
or request information from your
company. You can ask them to record
their names, address, and order or
request information, and then you can
note their information later while playing
back their messages. You can even ask
your System Administrator to create a
Custom Service, for example, to record
customer information for callers who call
after business hours when your staff have
already gone home for the day.
Recording Questions
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
6
1
1
1
to change (record or rerecord) this question, then
continue from step 4.
2 to skip to the next question,
then repeat this step.
3
to skip to the previous
question, then repeat this step.
4
•
to select a specific question.
Enter the question number and
[#], then repeat this step.
4. Record the question.
5.
1
to end recording.
6. 2 to accept.
7. Continue from step 3, or go onhook if finished.
Changing Answer Lengths
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
6
1
2
1 to change the answer length,
then continue from step 4.
2 to skip to the next question,
then repeat this step.
3
to skip to the previous
question, then repeat this step.
4
38
to select a specific question.
Subscriber’s Manual
•
Enter the question number and
[#], then repeat this step.
4. Enter the answer length (1–60) in
seconds.
5. Continue from step 3, or go onhook if finished.
Deleting Questions
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
6
1
3
1
to delete the current
question.
2 to skip to the next question,
then repeat this step.
3
to skip to the previous
question, then repeat this step.
4
•
to select a specific question.
Enter the question number and
[#], then repeat this step.
4. Go on-hook if finished.
Note
•
If you would like to use this feature, you
must first be assigned an Interview
Mailbox. For more information, consult
your System Administrator.
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Subscriber’s Manual
5.5
Message Reception
Mode
1. Log in to your mailbox.
•
If you have an interview mailbox (see 5.4
Interview Mailbox) in additional to your
regular mailbox, Message Reception
Mode determines which mailbox is used
when:
2.
3.
a) Calls are directed to your mailbox by
the "Leaving a Message" setting of
the Incomplete Call Handling feature
(see 5.2 Incomplete Call Handling).
b) Your extension is a Logical Extension
(i.e., your mailbox receives your calls
automatically, perhaps because you
do not have your own telephone for
regular use).
40
See 2.1 Logging in to Your
Mailbox if necessary.
4
3
1
to toggle between Interview
Mode (interview mailbox) and
Message Recording Mode (regular
mailbox).
4. Go on-hook.
Note
•
Not all subscribers have interview
mailboxes. For more information,
consult your System Administrator or
System Manager.
Subscriber’s Manual
5.6
Personal Group
Distribution Lists
1. Log in to your mailbox.
•
Personal Group Distribution Lists allow
you to send messages to several
subscribers at once (see 4.2 Message
Delivery). You can create and edit 4
Personal Group Distribution Lists, and
these lists can only be used by you. You
can assign 40 group members
(subscribers) to each list and record a
name for each group (for example, "Sales
Team", "Department Heads", etc.).
See 2.1 Logging in to Your
Mailbox if necessary.
4
2. 3
3. Enter the desired Personal Group
Distribution List number (1–4).
4.
1
to record a name for the
group.
5. State the list name after the tone.
6.
1
to end recording.
7.
2
to accept.
8. 2 to add.
9. Enter the mailbox number of the
subscriber you wish to add to the
list.
10.
2
to add the subscriber to the
list.
11.
1
to add more subscribers to
the list, then continue from step 8.
2
to end.
12. Go on-hook.
Deleting Members from Personal
Group Distribution Lists
You can delete members of your Personal
Group Distribution Lists one by one or all
at once.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2. 3
4
3. Enter the desired Personal Group
Distribution List number (1–4).
41
Subscriber’s Manual
4.
5.
3
to delete all members, then
go on-hook to finish.
1
2
6.
to delete a group member.
to delete one member.
1
to delete the announced
member.
2 to keep the member and
announce the next member.
• Repeat this step to delete other
members.
7. Go on-hook.
Changing Personal Group
Distribution List Names
You can change or delete Personal Group
Distribution List names.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2. 3
4
3. Enter the desired Personal Group
Distribution List number (1–4).
4.
5.
1
to change the list name.
1
to change (record) the list
name.
3
to delete the list name, then
go on-hook to finish.
6. State the list name after the tone.
7.
1
to end recording.
8. 2 to accept.
9. Go on-hook.
42
Note
•
The System Administrator can create
"Mailbox Groups", which are similar to
Personal Group Distribution Lists
except they can be used by other
subscribers. For more information,
consult your System Administrator or
System Manager.
Subscriber’s Manual
5.7
External Message
Delivery Lists
Your External Message Delivery Lists
allow you to send messages to several
outside parties and PBX extension users
who do not have their own VPS mailboxes
at once (see 4.3 External Message
Delivery). You can create and edit 2
External Message Delivery Lists, and
these lists can only be used by you. You
can assign up to 8 members to each list
and record a name for each member.
Creating or Adding to an External
Message Delivery List
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
6
3.
1
for list number 1.
2
for list number 2.
2
2
4. 1
5. Enter the outside line access
number needed for making outside
calls.
• To store an extension number,
simply enter the extension
number then continue from
step 7.
6. Enter the outside telephone
number (including area code if
needed).
• To insert a pause or special
command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS
will announce a list of available
options, for example, "To insert
a pause, press [5]. Press [4] to
continue entering the
telephone number.".
7. 2 to accept.
8. State the member's name after the
tone.
9.
1
to end recording.
10.
2
to add the member.
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Subscriber’s Manual
11.
1 to add another member, then
continue from step 5.
2
to end.
12. Go on-hook.
Deleting Members from an
External Message Delivery List
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
6
3.
1
for list number 1.
2
for list number 2.
4.
5.
2
2
1
to delete all members, then
continue from step 7.
2
6.
2
to delete one member.
1
to delete the announced
member.
2 to keep the member and
announce the next member.
• Repeat this step to delete other
members.
7. Go on-hook.
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Subscriber’s Manual
5.8
Message Waiting
Notification
The Message Waiting Notification feature
lets you know you have received new
messages in your mailbox by:
Message Waiting Lamp: The message
lamp on your telephone (if it has one) will
light when you receive a new message. If
you have a compatible PBX and
Panasonic telephone with a 6-line display,
you can also see the number of new
messages you have on your display.
Device Notification: Notifying you via a
"device", i.e., an outside telephone,
another PBX extension, your mobile
phone, beeper (pager), etc. You can
assign three different devices. For each
device, you have the option of receiving
notification for urgent messages only, or
for all messages. You can also choose to
receive notification during certain hours
only (called "scheduling"), useful if you do
not want to be disturbed at night, for
example. For more information on
scheduling, consult your System
Administrator.
If you turn device notification on for more
than one device, the lowest numbered
device (1, 2, or 3) will be used first. If
notification is not possible (for example, if
your outside telephone is busy), the next
device will be used.
Message notification by e-mail may also
be available for your mailbox (see 5.9 Email Integration (Message Notification by
E-mail)).
Turning Message Waiting Lamp
Notification On/Off
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
1
5
1
to enable/disable lamp
notification.
4. Go on-hook.
Note
•
Displaying the number of new
messages is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
Turning Device Notification On/Off
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2
2. 5
3. Enter the desired device number
(1–3).
4.
1
to send notification for all
messages.
2 to send notification for urgent
messages only.
5.
1
to use a preprogrammed
schedule.
2 to receive notification always
(continuously).
3
to not receive notification at
all (i.e. turn off).
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Subscriber’s Manual
6. Go on-hook.
Changing Device Numbers
This feature may be disabled
for your mailbox.
7.
8.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
3
2. 5
3. Enter the desired device number
(1–3).
4.
to change the assigned
number.
• To delete the assigned number,
press [3] then go on-hook to
finish.
1
5. Enter the outside line access
number needed for making outside
calls.
• To store an extension number,
simply enter the extension
number then continue from
step 7.
6. Enter the outside telephone
number (including area code if
needed).
• To insert a pause or special
command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS
will announce a list of available
options, for example, "To insert
a pause, press [5]. Press [4] to
continue entering the
telephone number.".
• If you insert a beeper (pager)
display command here, the
VPS will prompt callers to enter
their telephone numbers. Caller
telephone numbers can then
be sent to your beeper (pager).
46
2
to accept.
1
if the assigned number is a
telephone number.
2 if the assigned number is a
beeper (pager) number.
9. Go on-hook.
Note
•
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. Consult your
System Administrator for more
information.
Subscriber’s Manual
5.9
E-mail Integration
(Message Notification
by E-mail)
When you receive new messages in your
mailbox, you can receive notification by email. The recorded message can also be
added to the e-mail as an attachment.
Consult your System Administrator for
more information.
47
Subscriber’s Manual
5.10 Personal Greeting for
Caller ID
You can record personalised greetings for
specific callers. If you have assigned their
telephone numbers (Caller ID numbers)
to a personalised greeting, they will hear
the appropriate greeting when they call
you, instead of your other greeting
messages normally played for callers.
You can record 4 personalised greetings
and assign 8 callers to each greeting.
Record your personalised greetings
before assigning Caller ID numbers.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
Recording a Personalised
Greeting for the First Time
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
1
2. 3
4
3. Enter the personalised greeting
number (1–4).
4. Record your greeting message
after the tone.
5.
1
to end recording.
6. 2 to accept.
7. Go on-hook.
Changing a Personalised Greeting
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
1
2. 3
4
3. Enter the personalised greeting
number (1–4).
4.
1
to change the greeting, then
continue from step 4, "Recording a
Personalised Greeting for the First
Time".
3
to delete the greeting.
5. Go on-hook.
Assigning Caller ID Numbers for
the First Time
1. Log in to your mailbox.
48
Subscriber’s Manual
•
See 2.1 Logging in to Your
Mailbox if necessary.
1
2. 3
4
3. Enter the personalised greeting
number (1–4).
4. 2 to accept.
5. Enter the Caller ID number (caller's
1
4
2. 3
3. Enter the personalised greeting
number (1–4).
4.
5.
telephone number, 20 digits max.)
then
•
6.
7.
#
.
While entering a Caller ID
number, you can press [ ] to
enter a "wild card". This allows
several telephone numbers to
match the Caller ID number
that you assigned. For
example, if you store the Caller
ID number as "012[ ]...[ ]"
(enter the number of [ ]s as
required for telephone numbers
in your area/country), any
telephone number that begins
with "012" (for example, all
callers from the "012" area
code) will hear your
personalised greeting.
2
to accept.
to end.
8. Go on-hook.
to accept.
1
to add a Caller ID number,
then continue from step 5,
"Assigning Caller ID Numbers for
the First Time".
2
to delete a Caller ID number.
3
to review all assigned Caller
ID numbers, then go on-hook when
finished.
6.
1 to delete all numbers, then go
on-hook to finish.
2
7.
to delete one number.
1
to delete the announced
number.
2 to keep the number and
announce the next number, then
repeat this step.
8. Go on-hook when finished.
Note
•
1
to add more Caller ID
numbers, then continue from step
5.
2
2
•
In order for this feature to function
properly, your PBX must be able to
receive Caller ID information. For more
information, consult your System
Administrator or System Manager.
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
To Add, Delete, or Review Caller ID
Numbers Later
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
49
Subscriber’s Manual
5.11 Personal Caller Name
Announcement
By storing caller telephone numbers and
recording caller names, you can have the
VPS announce the caller name to you
when:
a) You play back a message from one of
the assigned callers.
Assigning Caller ID Numbers and
Recording Names
1. Log in to your mailbox.
•
1
2. 3
5
3. Enter the Caller ID number (caller's
telephone number, 20 digits max.)
b) The VPS transfers a call to you from
one of the assigned callers.
c) The VPS pages you to inform you that
you have a call from one of the
assigned callers.
This feature utilises Caller ID; telephone
numbers assigned for this feature are
referred to as "Caller ID numbers". This
feature is not available with certain PBXs
and may be disabled by the System
Administrator or System Manager for
your mailbox.
See 2.1 Logging in to Your
Mailbox if necessary.
then
#
.
4. 2 to accept.
5. State the caller's name after the
tone.
6.
1
to end recording.
7.
2
to accept.
8.
1
to add more Caller ID
numbers, then continue from step
4.
2
to end.
9. Go on-hook.
Changing Caller ID Numbers and
Recorded Names
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
3
5
2
1
to change the Caller ID
number, then continue from step 4,
"Assigning Caller ID Numbers and
Recording Names".
2 to change the caller's name,
then continue from step 6,
"Assigning Caller ID Numbers and
50
Subscriber’s Manual
Recording Names".
3
to accept the current item as
is and skip to the next item, then
repeat this step.
4. Go on-hook when finished.
Deleting Caller ID Numbers and
Recorded Names
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
3
3
1 to delete all numbers, then go
on-hook to finish.
2
4.
5
to delete one number.
1
to delete the announced
number.
2 to keep the number and
announce the next number, then
repeat this step.
5. Go on-hook when finished.
Note
•
•
•
The number of callers you can assign
for this feature is controlled by the
System Administrator or System
Manager.
In order for this feature to function
properly, your PBX must be able to
receive Caller ID information. For more
information, consult your System
Administrator or System Manager.
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
51
Subscriber’s Manual
5.12 Live Call Screening
(LCS)
If you have a Panasonic telephone that is
compatible with this feature, you can
screen your calls. When you receive a
call, you can listen to the caller as he or
she leaves a message in your mailbox,
then answer the call if you choose.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator for your mailbox.
There are 2 modes for LCS:
Hands-free Mode: When a caller is
leaving you a message, you will hear the
caller's voice through your telephone's
speaker. You can speak to the caller by
going off-hook.
Private Mode: When a caller is leaving
you a message, you will hear a
notification tone. You can hear the caller's
voice by lifting your telephone's handset.
You can speak to the caller by pressing a
customised button on your telephone.
Note
•
•
•
52
This feature is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
This feature is only available with
Panasonic proprietary telephones and
portable stations. To use Hands-free
Mode, your telephone must have a
speaker.
For more information about this
feature, refer to the User Manual of
your PBX.
Subscriber’s Manual
5.13 Recording Your
Conversations
If you have a Panasonic telephone that is
compatible with these features, you can
record your telephone conversations.
This feature is not available with certain
PBXs.
There are 3 features that allow you to
record your conversations:
Two-way Record (TWR): By pressing
the button on your telephone that is
assigned as the TWR button, you can
record the current conversation into your
own mailbox.
Two-way Transfer (TWT): By pressing
the button on your telephone that is
assigned as the TWT button and then
entering a subscriber's extension
number, you can record the current
conversation into that subscriber's
mailbox.
One-touch Two-way Transfer (Onetouch TWT): By pressing a button on
your telephone previously assigned as a
One-touch TWT button, you can record
the current conversation into a specific
subscriber's mailbox. Because you
assign the extension number when you
create the button on your telephone, you
do not need to enter the extension
number when using this feature.
•
•
•
Two-way Transfer (One-touch TWT) is
only available with Panasonic KX-TDA
series PBXs using DPT Integration.
For more information, consult your
System Administrator or System
Manager.
These features is only available with
Panasonic proprietary telephones and
portable stations.
For more information about these
features, refer to the User Manual of
your PBX.
If all VPS ports are busy when you try
to use one of these features, you will
hear a warning tone, dial tone, or busy
tone, depending on the feature you are
trying to use.
Note
•
•
•
Before using these features, inform the
other party you will be recording the
conversation.
Recording time when using these
features may be limited. For more
information, consult your System
Administrator.
Two-way Record (TWR) and Two-way
Transfer (TWT) are only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. One-touch
53
Subscriber’s Manual
5.14 Remote Call
Forwarding
Assigning Outside Telephone
Numbers for Remote Call
Forwarding
You can program the VPS to forward your
calls to another extension or to an outside
telephone (if authorised). You can do this
even when you are away from the office.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
When activating Remote Call Forwarding,
you can select one of the following
options:
Forward All Calls: All your calls will be
forwarded to a specified extension.
Forward Busy Calls: Your calls are
forwarded to a specified extension if you
are already on another call.
Forward No Answer Calls: Your calls
are forwarded to a specified extension if
you do not answer your telephone.
Forward Busy and No Answer Calls:
Your calls are forwarded to a specified
extension if you are busy or do not answer
your telephone.
Forward to an Outside Line: All your
calls are forwarded to the specified
outside telephone number if you are
authorised to use this feature.
Before you can forward your calls to an
outside telephone, you should first store
the telephone numbers you plan on using
with this feature. You can store 2
telephone numbers for use with Remote
Call Forwarding.
1. Log in to your mailbox.
•
2.
3.
See 2.1 Logging in to Your
Mailbox or 3.4 Remote Access,
if necessary.
3
1
6
to change telephone number
1.
2 to change telephone number
2.
• If you have already set a
telephone number and wish to
change it, press [1] after
selecting telephone number 1
or 2.
4. Enter the outside line access
number needed for making outside
calls.
5. Enter the outside party's telephone
number (including area code if
needed, 24 digits max.).
6. 2 to accept.
7. Go on-hook.
Note
•
54
If you change one of the outside
telephone numbers for Remote Call
Forwarding, you will need to set
Remote Call Forwarding to "Forward
to an outside line" once again before
the new outside telephone number will
be used as the forward destination. If
Subscriber’s Manual
•
you do not do this, the old telephone
number will continue to be used.
The number of digits that can be
stored for outside telephone numbers
depends on the PBX being used. For
more information, consult your System
Administrator or System Manager.
Setting and Cancelling Remote
Call Forwarding
You can set and cancel Remote Call
Forwarding even when you are away from
the office (see 3.4 Remote Access).
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox or 3.4 Remote Access,
if necessary.
2.
6
3.
1
to forward all calls.
2
to forward busy calls only.
3
to forward no answer calls
2 to set telephone number 2,
then continue from step 8.
3
to set another telephone
number
6. Enter the outside line access
number needed for making outside
calls.
7. Enter the outside party's telephone
number (including area code if
needed, 24 digits max.).
8. 2 to accept.
9. Go on-hook.
Note
•
3
only.
•
This feature is only available with
Panasonic KX-T series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
The number of digits that can be
stored for outside telephone numbers
depends on the PBX being used. For
more information, consult your System
Administrator or System Manager.
to forward busy and no
4
answer calls only.
to forward all to an outside
5
line, then continue from step 5.
• This option is announced only if
you are authorised to use it. For
more information, consult your
System Administrator or
System Manager.
6
to cancel call forwarding,
then continue from step 8.
4. Enter the extension number of the
transfer destination, then continue
from step 8.
5.
1
to set telephone number 1,
then continue from step 8.
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Subscriber’s Manual
5.15 Assigning and
Cancelling Telephone
Numbers for Call
Transfer to Outside
Line
When you assign a telephone number for
Call Transfer to Outside Line, your calls
will be transferred to the assigned
telephone number when:
Assigning Telephone Numbers for
Call Transfer to Outside Line
1. Log in to your mailbox.
•
2.
4
•
a) You have set Call Screening (see 5.1
Call Transfer).
b) You have set Disable Call Transfer
See 2.1 Logging in to Your
Mailbox if necessary.
6
If you have already stored a
telephone number and wish to
change it, press [1] before
continuing.
3. Enter the outside line access
number needed for making outside
calls.
(see 5.1 Call Transfer).
4. Enter the outside party's telephone
number (32 digits max.) including
area code if needed.
5. 2 to accept.
6. Go on-hook.
Cancelling Telephone Numbers for
Call Transfer to Outside Line
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
6
3
2. 4
3. Go on-hook.
Note
•
•
56
This feature must be enabled for your
mailbox by the System Administrator
or System Manager.
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. Consult your
System Administrator for more
information.
Subscriber’s Manual
5.16 Assigning Your
Telephone Numbers
for Remote Automatic
Log-in and Toll Saver
1. Log in to your mailbox.
•
2.
When logging in to your mailbox remotely
(i.e., from an outside telephone) to listen
to your messages, the Remote Automatic
Log-in (see 3.4 Remote Access) and Toll
Saver (see Glossary) features identify
you by recognising your telephone
number. In order to use these features,
you must first store the telephone
numbers that you will use to access your
mailbox remotely.
Automatic Log-in and Toll Saver are not
available with certain PBXs and may be
disabled by the System Administrator or
System Manager for your mailbox.
3.
See 2.1 Logging in to Your
Mailbox if necessary.
3
1
7
to change telephone number
1.
2 to change telephone number
2.
• If you have already set a
telephone number and wish to
change it, press [1] after
selecting telephone number 1
or 2.
4. Enter your outside telephone
number (20 digits max.) including
area code if needed.
5. 2 to accept.
6. Go on-hook.
Note
•
•
•
In order for Remote Automatic Log-in
and Toll Saver to function properly,
your PBX must be able to receive
Caller ID information. For more
information, consult your System
Administrator or System Manager.
Remote Automatic Log-in and Toll
Saver are only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
The System Administrator or the
System Manager must enable
Automatic Log-in and Toll Saver for
your mailbox before it can be used.
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Subscriber’s Manual
5.17 Personal Custom
Service
A Personal Custom Service is a set of
options you can present to your callers,
allowing them to press buttons on their
telephones in order to access certain
features. You should explain the options
available to your callers in each of your
personal greeting messages, for
example, "This is (name). I can't take your
call right now. Press [1] to leave me a
message. Press [2] to speak with my
assistant. Press [3] to dial another
extension…". For details on recording
your greeting messages, see 2.3
Changing or Deleting Your Personal
Greeting Messages or 5.10 Personal
Greeting for Caller ID.
You can create your own personal custom
service and allow your callers to access
the following features:
Transfer to Mailbox: The VPS will
transfer the caller to your mailbox (or
another mailbox you specify here) where
he or she can leave a message.
Transfer to Extension: The VPS will
transfer the caller to the extension you
specify when creating the custom
service.
Transfer to Outside: The VPS will
transfer the caller to the outside
telephone number you specify when
creating the custom service. This feature
must be enabled for your mailbox by the
System Administrator or System
Manager.
Transfer to Custom Service: The VPS
will transfer the caller to the Custom
Service you specify here.
Voice Mail Service: The VPS will prompt
the caller to enter a mailbox number and
leave a message.
58
Automated Attendant Service: The
VPS will prompt the caller to dial an
extension number in order to speak with
someone else.
Intercom Paging: The VPS will page you
using the Intercom Paging feature of the
PBX. Your name will be announced to
alert you to the call. This feature is
available with certain PBXs only.
Repeat Greeting: The caller can play
your greeting message back from the
beginning in order to listen to your
Personal Custom Service options once
again.
Transfer to Operator: The VPS will
transfer the caller to the operator, or to
your Covering Extension if you have
assigned one (see 5.3 Assigning Your
Covering Extension).
You can also select what happens when a
caller makes no selection (No DTMF
Input Operation) while listening to your
greeting, perhaps because the caller is
using a rotary/pulse telephone. The caller
can either be transferred to your mailbox
or be disconnected.
Subscriber’s Manual
Creating Your Personal Custom
Service
1. Log in to your mailbox.
•
See 2.1 Logging in to Your
Mailbox if necessary.
8
1
2. 3
3. Press the desired dialling key (0,
3–9) that you want to assign an
option to.
4.
1
(skip this step if you are
creating your Personal Custom
Service for the first time.)
5.
to transfer to a mailbox, then
enter the desired mailbox number.
1
2 to transfer to an extension,
then enter the desired extension
number.
3
to transfer to an outside
telephone (may not be available).
• Next enter the outside line
access number and the desired
outside telephone number
(including area code if
needed).
to transfer to a Custom
Service, then enter the desired
Custom Service number.
6. 2 to accept.
7. Go on-hook.
Deleting Options from Your
Personal Custom Service
1. Log in to your mailbox.
•
8
1
2. 3
3. Press the desired dialling key (0,
3–9) that you want to delete an
option from.
4. 3
5. Go on-hook.
To Select the No DTMF Input
Operation
1. Log in to your mailbox.
•
2.
3.
4
to activate Voice Mail
5
Service.
to activate Automated
Attendant Service (Call Transfer
Service).
6
7
to activate paging.
8
to repeat the greeting.
9
to transfer to the operator.
See 2.1 Logging in to Your
Mailbox if necessary.
See 2.1 Logging in to Your
Mailbox if necessary.
3
8
1
1
to select the No DTMF Input
Operation.
4.
1
5.
1
for message recording.
2
to disconnect the caller.
3
for disconnect the caller after
hours (message recording for all
other times).
6. 2 to accept.
7. Go on-hook.
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Subscriber’s Manual
To Confirm the Settings for Your
Personal Custom Service
1. Log in to your mailbox.
•
2.
See 2.1 Logging in to Your
Mailbox if necessary.
3
8
3. 2 to review.
4. Go on-hook.
Note
•
•
•
•
60
The System Administrator or the
System Manager must enable Transfer
to Outside for your mailbox before it
can be used.
The Transfer to Outside option can be
used a maximum of 4 times in your
Personal Custom Service.
Intercom Paging is only available with
Panasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator or System Manager.
If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. For more
information, consult your System
Administrator.
Subscriber’s Manual
5.18 Timed Reminder
1. Log in to your mailbox.
Timed Reminder is a PBX feature that is
similar to an alarm clock; you can set your
telephone to ring at a set time once or
daily. When you go off-hook to answer a
Timed Reminder, a special dial tone or
prerecorded message will be heard.
This feature is not available with certain
PBXs.
•
See 2.1 Logging in to Your
Mailbox if necessary.
2.
6
3.
1
4
to change the setting.
2 to accept the current setting,
then go on-hook to finish.
3
to cancel (turn off) the Timed
Reminder, then go on-hook to
finish.
4. Enter the desired time, then
#
.
For example:
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5]
[#].
5.
1
2
•
6.
for AM.
for PM.
This option may not be
available if the VPS is
programmed to use 24-hour
time.
1
to set once.
2
to set daily.
7. 2 to accept.
8. Go on-hook.
Note
•
This feature is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
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Subscriber’s Manual
5.19 Bookmark
While listening to a message in your
mailbox (see 3.1 Playing Messages), you
can set a "Bookmark". A Bookmark lets
you easily resume playback from a
specific point in a specific message later.
You can set one Bookmark for each
message in your mailbox; if you set a new
Bookmark, the old one is deleted.
To Set the Bookmark
press [2] [4] while listening to a message.
To Start Playback at the Bookmark
press [2] [5].
Note that you cannot set or use
Bookmarks for deleted messages.
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Subscriber’s Manual
5.20 Recovering Deleted
Messages
You can delete messages in your mailbox
(see 3.1 Playing Messages). Once a
message has been deleted, it is retained
until the end of the next day, then it will be
permanently deleted. Deleted messages
can be "recovered", after which they will
be treated as old messages.
To Recover a Deleted Message
press [3] while listening to the message.
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Subscriber’s Manual
5.21 Mailbox Capacity
Warning
When your mailbox is almost full, you will
receive a Mailbox Capacity Warning
shortly after logging in to your mailbox.
When you hear a Mailbox Capacity
Warning, you should delete unnecessary
messages to make more recording time
in your mailbox available.
The amount of recording time that
remains when you hear the Mailbox
Capacity Warning depends on how your
mailbox is configured.
This feature may be disabled by the
System Administrator or System
Manager for your mailbox.
For more information, consult your
System Administrator or System
Manager.
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Subscriber’s Manual
Appendix
Quick Reference
65
Subscriber’s Manual
To Enter a Mailbox
From a Remote
Location, Dial:
#6 + mailbox number
1
2
66
Main Menu:
You have
new messages.
Password #
1 Receive message.
2 Deliver message.
Hang up.
See the next page
for the options
from 3 to 6.
1
Receive New Message (While listening and
after listened):
1 Repeat Message
1.1 Previous Message
1.2 Next Message
2 Pause/Restart (While listening only)
2.3 Message Envelope
2.4 Set Bookmark (While listening only)
2.5 Resume Bookmark
2.6 Save This Message as New
3 Erase Message
4 Send Reply
5 Rewind (While listening only)
6 Fast Forward (While listening only)
7 Transfer Message
8 Volume Up (While listening only)
9 Speed Up (While listening only)
9.0 Default Speed (While listening only)
0 Help
2
Receive Old Message (While listening and after
listened):
1 Repeat Message
1.1 Previous Message
1.2 Next Message
2 Pause/Restart (While listening only)
2.3 Message Envelope
2.4 Set Bookmark (While listening only)
2.5 Resume Bookmark
3 Erase Message
4 Send Reply
5 Rewind (While listening only)
6 Fast Forward (While listening only)
7 Transfer Message
8 Volume Up (While listening only)
9 Speed Up (While listening only)
9.0 Default Speed (While listening only)
0 Help
3
Receive Deleted Message (While listening and after
listened):
1 Repeat Message
1.1 Previous Message
1.2 Next Message
2 Pause/Restart (While listening only)
2.3 Message Envelope
3 Recover Message
5 Rewind (While listening only)
6 Fast Forward (While listening only)
8 Volume Up (While listening only)
9 Speed Up (While listening only)
9.0 Default Speed (While listening only)
0 Help
Listen to Message:
1 New Message
2 Old Message
3 Deleted Message
Deliver Message:
Enter Mailbox Number
1 Record Message
2 Add Another Mailbox
3 Review Mailing List
Subscriber’s Manual
To Enter a Mailbox
From a Remote
Location, Dial:
#6 + mailbox number
3
4
Password #
Set Up Mailbox Management:
1 Record Personal Greetings
2 Set Password
3 Enter Owner's Name
4 Set Group Distribution List
5 Record Caller Name/Number
6 Set Remote Call FWD to
Outside
7 Set Numbers for Automatic
Log-in and Toll Saver
8 Set Personal Custom Service
Set AA Status:
1 Set Call Transfer Status
2 Set Covering Extensions
3 Set Message Reception Mode
4 Set Incomplete Call Handling
For No Answer
5 Set Incomplete Call Handing
For Busy
6 Set Telephone Number for
Transfer
5
Message Notification:
1 Message Waiting Lamp
2 Device Status
3 Assign Telephone Numbers
6
Set Other Features:
1 Set Interview Mailbox
2 Set External Delivery Message
3 Remote Call Forwarding Set
4 Set Timed Reminder
Main Menu:
You have
new messages.
3 Set up Mailbox
Management.
4 Set Automated Attendant
(AA) Status.
5 Message Notification.
6 Set Other Features.
Hang up.
1
Record Personal Greeting:
1 No Answer
2 Busy Signal
3 After Hours
4 Caller ID
5 Temporary
1
Set Call Transfer Status:
1 Call Blocking
2 Call Screening
3 Intercom Paging
4 Beeper (Pager) Access
5 Transfer to Mailbox
6 Transferring to Specified Custom Service
7 All Disable
4
Incomplete Handling Status:
For No Answer
1 Leaving a Message
2 Covering Extension
3 Intercom Paging
4 Beeper (Pager) Access
5 Set Transferring to Custom Service
6 Operator
7 Return to AA Service Top Menu
5
Incomplete Handling Status:
For Busy
1 Leaving a Message
2 Covering Extension
3 Intercom Paging
4 Beeper (Pager) Access
5 Set Transferring to Custom Service
6 Operator
7 Return to AA Service Top Menu
1
Interview Mailbox Management:
1 Record Question
2 Set Answer Length
3 Erase Question
2
External Message Delivery:
1 Record Message
2 Set a Mailing List
3
Remote Call Forwarding Set:
1 FWD—All Calls
2 FWD—Busy
3 FWD—No Answer
4 FWD—Busy/No Answer
5 FWD to an Outside Line
6 FWD Cancel
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Subscriber’s Manual
Service Access Commands
Dial the following commands any time to
get a different mailbox, extension, or menu.
*
1
2
#1
Dialling by
Name
#2
Custom
Service
4
5
6
#5 (#L)
Log-in
#6 (#M)
Voice Mail
*
3
*
7
8
#7 (#R)
Restart
(Main Menu)
#8 (#T)
Transfer to
an Extn.
#9 (#X)
Exit
0
#
0
Help
##
Switch to Prompts
(Main Menu)
Return to
Previous
Menu
9
**
* These commands are also available with VM Menu.
** This command is available with VM Menu only.
Note
• Commands [#5] and [#7] are available only when you
have accessed Subscriber Service.
[#5]: Log-in
If you press [#5] while in Subscriber Service, you will hear:
"Please enter your party’s mailbox number".
[#7]: Restart
If you press [#7] while in Subscriber Service, you will return
to the Main Menu (top menu) of Subscriber Service.
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Subscriber’s Manual
Glossary
Alternate Extension Group
The extensions assigned to an Alternate Extension Group receive transferred calls
via the sequence specified as the group's "Alternate Extension Transfer Sequence".
APT Integration
Digital integration between the VPS and certain KX-T series PBXs. Requires
upgraded software in the PBX. When the VPS and PBX use APT Integration, voices
are sent using analogue technology, and data is sent digitally.
Depending on the model and/or the software version of the connected PBX, you may
not be able to utilise certain features available only with APT Integration. For more
information, consult your dealer.
Auto Configuration
Available with APT/DPT Integration only. Simplifies initial system setup by reading
information from the PBX and automatically creating mailboxes in the VPS to
correspond to the extensions connected to the PBX. Auto Configuration can be
initiated with the appropriate Mode Switch setting or by System Administration
(Quick Setup).
Auto Forwarding
Allows unplayed messages to be copied or moved to another mailbox.
Auto Receipt
Allows a subscriber or the System Manager to receive a message to confirm the
reception of sent messages to other subscribers.
Automated Attendant
The Automated Attendant feature of the VPS requests the caller to enter an
extension number and then the VPS dials the number. If there is no answer or the
line is busy, the caller is given certain options, including the option to leave a
message in a mailbox. This is the advantage of calling an extension indirectly
through the Automated Attendant rather than calling it directly.
Automatic Log-in
Available with APT/DPT Integration only. Allows subscribers to access their
mailboxes directly without entering their mailbox numbers. Subscribers can access
their mailboxes directly from their extensions or from outside phones by dialling a
preprogrammed telephone number (either a DID number or a telephone number that
reaches the PBX via a preprogrammed outside line) or by calling the VPS from a
preprogrammed telephone number (Caller ID number).
Autoplay New Message
The VPS plays new messages automatically when a subscriber, the System
Manager, or the Message Manager logs in to his or her mailbox.
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Subscriber’s Manual
Bookmark
Enables a subscriber, the System Manager, or the Message Manager to set a
specific point (Bookmark) in a message and easily resume playback later from that
point.
Call Blocking
Allows subscribers to have their calls handled by the Incomplete Call Handling
Service without ringing at their extensions.
Call Screening
Allows subscribers to screen calls. The VPS prompts the caller with the message
"Record your name at the tone", and records the caller's name. The caller is put on
hold while the VPS calls the subscriber and plays back the caller's name. The
subscriber can then decide whether to take the call or not.
Called Party ID
(Sometimes referred to as Follow-On ID) Allows the PBX to dial extra digits to bring
the caller directly to a specified mailbox, rather than to the General Delivery Mailbox.
Caller ID Callback
Available with APT/DPT Integration only. Enables a subscriber to use the Caller ID
number information included with a message to call back the message sender
without dialling the caller's telephone number.
Caller ID Call Routing
Available with APT/DPT Integration only. The VPS automatically sends calls from
preprogrammed Caller ID numbers to a specified extension, mailbox (including
Mailbox Group) or Custom Service.
Caller Name Announcement (System/Personal)
Available with APT/DPT Integration only. The VPS announces prerecorded Caller ID
caller names when:
(1) subscribers listen to messages received from preprogrammed telephone
numbers left in their mailboxes.
(2) the VPS transfers calls from preprogrammed telephone numbers to subscribers
(Caller ID Screening).
(3) the VPS pages subscribers by intercom (Intercom Paging).
Caller names can be recorded and played for all subscribers (system) or can be
recorded by individual subscribers and played for their own calls only (personal). If
the same Caller ID number is programmed for both System and Personal Caller
Name Announcements, the VPS will use the caller name recorded by the subscriber.
Company Greeting
A maximum of 32 Company Greetings can be recorded to greet callers. One (or
System Greeting or none) can be selected for each Day, Night, Lunch, Break, and
Holiday service based on a port and outside line.
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Subscriber’s Manual
Company Name
This is played by the VPS to the intended receiver of an External Delivery Message
when he or she is unable to enter correctly the password (if a password is required
to listen to the message). This helps him or her to realise where the call came from
and contact the message sender if necessary.
Covering Extension
Allows subscribers to set another extension as the destination for their calls. Callers
can be directed to the covering extension either by the Incomplete Call Handling
feature, or by pressing [0] while listening to a subscriber's personal greeting
message or while leaving a message.
Custom Service Builder
Allows the System Administrator to create Custom Services visually, using KX-TVM
Maintenance Console. Each Custom Service and its functions can be edited and
arranged using a familiar drag-and-drop interface.
Custom Service
Allows callers to perform specific functions by pressing dial buttons on their
telephones while listening to voice guidance (Custom Service Menus). Custom
Services allow callers to connect themselves to an extension, mailbox, Mailbox
Group, operator, fax machine, etc., without the assistance of an operator. The
System Administrator can create a maximum of 100 Custom Services.
Default Mailbox Template
Is used as a template when the System Administrator creates consecutive
mailboxes. It enables the System Administrator to apply basic settings (Mailbox
Parameters, Message Waiting Notification, External Message Delivery, Auto
Forwarding) to multiple mailboxes simultaneously.
Default Setting
A parameter defined for the VPS at the factory which can be changed through
system programming by the System Administrator or the System Manager.
Delayed Ringing
There are 2 kinds of delayed ringing applications.
(1)The VPS is used as the no-answer destination for the Intercept Routing feature of
your PBX.
(2) DIL 1:N (outside line to several extensions) terminates on telephones and VPS
ports. To give the telephone users a chance to answer calls, the VPS lines should
be programmed for delayed ringing. Otherwise, the VPS will answer the calls
immediately.
Delete Message Confirmation
The VPS requests confirmation from the subscriber before erasing a message left
in his or her mailbox.
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Subscriber’s Manual
Delivery Time
The time specified by the subscriber for the VPS to deliver a prerecorded message.
Subscribers can specify the delivery time when leaving messages for other
subscribers or when sending a message via External Message Delivery.
DID Call Routing
Available with DPT Integration only. The VPS automatically sends calls from
preprogrammed DID numbers to a specified extension, mailbox (including Mailbox
Group) or Custom Service.
DPT Integration
Digital integration between the VPS and certain KX-T series PBXs. Requires
upgraded software in the PBX. When the VPS and PBX use DPT Integration, voices
and data are sent digitally.
Depending on the model and/or the software version of the connected PBX, you may
not be able to utilise certain features available only with DPT Integration. For more
information, consult your dealer.
DTMF
Dual Tone Multi Frequency. Commonly referred to as touchtone.
E-mail Integration
Allows subscribers and the Message Manager to receive notification by e-mail when
they receive new messages. Subscribers can also have the voice message attached
to the e-mail notification if the System Administrator has enabled this feature for their
mailboxes.
External Delivery Message
A message recorded by a subscriber and then delivered to outside parties and/or
extensions. The VPS dials the outside telephone number or extension number and
plays the message for the recipient. The message can be delivered immediately or
at a specified time.
External Message Delivery List
A preprogrammed list of outside parties and extensions that can be used to deliver
an External Delivery Message to several recipients in one operation. Each
subscriber can create 2 External Message Delivery Lists. Each list can have 8
destinations.
External Message Delivery Retry
Determines how many times the VPS will attempt to deliver an External Delivery
Message when the called line (recipient) is busy or does not answer.
Fast Forward
Allows a subscriber to fast forward through a message in 4 second intervals.
Follow-On ID
(see "Called Party ID")
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Subscriber’s Manual
General Delivery Mailbox
A special mailbox that is maintained by the Message Manager. If a caller does not
have a DTMF-compatible telephone, the caller cannot dial numbers in order to
connect himself or herself to an extension or mailbox. Callers who do not dial any
numbers can be directed to the General Delivery Mailbox.
Periodically (daily is best), the Message Manager should transfer messages in the
General Delivery Mailbox to the appropriate subscriber mailboxes.
Hash Sign
The [#] key on the telephone keypad. Also known as the "pound sign".
Immediate Reply
Allows the message recipient to reply to a message without specifying the extension
number or the mailbox number of the sender.
Inband Integration
When the VPS and PBX use Inband Integration, voices are sent using analogue
technology, and data is sent using analogue DTMF tones. The PBX informs the VPS
of the status of extensions by sending DTMF tones and Call Progress tones to the
VPS. Many features, such as Intercom Paging, Live Call Screening (LCS), etc., are
not available with Inband Integration.
Incomplete Call Handling Service
Calls are considered incomplete when is the called extension does not answer, is
busy, or has set Call Blocking.
Incomplete Call Handling can handle calls in 7 different ways. Each subscriber can
specify the options available to callers when their calls are incomplete.
(1) leave a message in the subscriber's mailbox
(2) transfer to the subscriber's Covering Extension
(3) Intercom Paging (notify the subscriber by paging the subscriber)
(4) Beeper (Pager) Access (notify the subscriber by paging the subscribers beeper
[pager])
(5) transfer to Custom Service
(6) transfer to operator
(7) return the caller to the top menu, allowing the caller to call another extension
Intercept Routing—No Answer
A PBX feature that transfers an unanswered call to another extension or to the VPS.
Intercom Paging
Available with APT/DPT Integration only. If a subscriber has set Intercom Paging, the
VPS will page the subscriber and announce that he or she is receiving a call. The
VPS can announce prerecorded caller names using the Caller Name
Announcement feature, or prompt the caller to record his or her name and announce
the recorded name. Pages can be heard through PT speakers or through external
speakers connected to the PBX.
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Subscriber’s Manual
Interview Service
Allows the VPS to "interview" a caller by playing a series of prerecorded questions
and recording the caller's responses. Subscribers are able to record questions
directly into their interview mailboxes. After a caller records his or her answers, the
Message Waiting Lamp turns on at the subscriber's telephone. This feature is very
useful for claims departments, order desks, job applications, etc.
Keypad
The dial keys ([0]–[9], [ ], [#]) on a telephone.
LCD
Liquid crystal display
Live Call Screening (LCS)
Available with APT/DPT Integration only. Allows the subscriber to use his or her PT
to monitor incoming calls as messages are being recorded. The subscriber has the
option of answering calls while monitoring or allowing the message to be recorded
without interruption.
Logical Extension (All Calls Transfer to Mailbox)
An extension that always receives calls directly into its mailbox. This feature is used
by subscribers who are often unavailable or who do not have a telephone.
Mailbox Capacity (recording time)
The total length of time for all messages that can be recorded in a subscriber's
mailbox. The System Administrator or System Manager can set each subscriber's
maximum mailbox capacity. Each subscriber's mailbox capacity is determined by
COS.
Mailbox Capacity Warning
Allows the VPS to alert subscribers when recording time for their mailboxes are
running low. The warning announcement will be heard at the beginning of
Subscriber's Service.
Mailbox Group
A preprogrammed list of subscriber mailboxes that can be used (by any subscriber)
to deliver a message to several recipients in one operation.
Up to 20 Mailbox Groups can be created.
Mailbox Number
Normally the same number as the corresponding subscriber's extension number.
Message Envelope Setting
Specifies when message envelopes (message date and time, name of the person
who recorded or transferred the message, telephone number of the caller) are
announced. Envelopes can be played back before or after messages automatically,
or only when the subscriber presses [2] [3] during or after message playback.
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Subscriber’s Manual
Message Manager
Mailbox 998. The person who takes care of message-related maintenance, such as
General Delivery Mailbox maintenance, and recording and deleting messages
(System Prompts, Company Greetings, Custom Service Menus, System Caller
Names, etc.)
Message Recovery
Allows a subscriber to change the status of a message from "deleted" to "old",
preventing the message from being permanently deleted.
Message Retention Time
Determines the number of days before a message is automatically deleted.
New Message Retention Time: Determines when new (unplayed) messages are
deleted.
Saved Message Retention Time: Determines when old (played) messages are
deleted.
Message Retrieval Order
When a subscriber has several messages in his or her mailbox, determines whether
messages are played back from newest to oldest (Last In First Out [LIFO] or from
oldest to newest First In First Out [FIFO]).
Message Transfer
Allows a subscriber to reroute a message to another mailbox and add his or her
comments to the message if necessary. Receipt messages and messages originally
marked as "private" cannot be transferred.
Message Waiting Lamp
The lamp on a PT that lights when there are messages in the extension user's
mailbox.
Message Waiting Notification
Notifies subscribers and the Message Manager when they have received messages,
by lighting the Message Waiting Lamp on their PTs, by calling a preprogrammed
telephone number, or by paging a beeper (pager).
Multilingual Selection Menu
Allows callers to select the language they would like to hear for voice guidance
(system prompts). 3 languages can be selected for the Multilingual Selection Menu
of the KX-TVM50; 5 languages for the KX-TVM200.
Non-Subscriber
A caller to the VPS who does not own a mailbox.
Notification Method
(see "Message Waiting Notification")
On Hold Announcement Menu
Allows callers in a queue to listen to the prerecorded announcement or music while
they are on hold.
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Subscriber’s Manual
One-touch Two-way Transfer (One-touch TWT)
Available with KX-TDA series PBXs using DPT Integration only. Allows a subscriber
to record his or her telephone conversations into another subscriber's mailbox with
a one-touch operation.
Operator
3 different extensions can be assigned as operators for each time mode. Callers can
be directed to an operator when they dial [0], when they have rotary or pulse
telephones (and thus cannot dial while listening to VPS prompts), or when certain
VPS features are programmed to direct callers to an operator.
Owner's Name
Each mailbox has an owner's name (subscriber name), and there are 2 ways that
these names are stored in the VPS.
First, subscribers can record their own names; the VPS can announces this
recorded name during transfers, Intercom Paging, and when callers use the Dialling
by Name feature.
Second, the System Administrator can assign a text name for each subscriber. This
allows callers to dial subscribers extension's by name (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 that protects a subscriber's mailbox from unauthorised
access. If forgotten, the System Administrator or the System Manager can clear it so
that the subscriber can select a new password.
Personal Custom Service
Similar to a Custom Service, allows callers to perform specific functions by pressing
dial buttons on their telephones while listening to the subscriber's Personal Greeting
Message. A subscriber's Personal Custom Service can allow callers to connect
themselves to another extension, mailbox, outside telephone (such as the
subscriber's mobile phone), etc., without the assistance of an operator. Each
subscriber can create his or her own Personal Custom Service.
Personal Greetings
Subscribers can record 3 greeting messages that greet callers who are directed to
their mailboxes. The Personal Greeting heard by callers depends on the status of
the subscriber or VPS.
No Answer Greeting: Heard by callers when the subscriber does not answer.
Busy Signal Greeting: Heard by callers when the subscriber is busy.
After Hours Greeting: Heard by callers when the VPS is in night mode.
Personal Greeting for Caller ID
Available with APT/DPT Integration only. A subscriber can record a maximum of 4
Personal Greeting messages that are played for callers whose telephone numbers
(Caller ID numbers) have been assigned to a Personal Greeting for Caller ID. A
maximum of 8 Caller ID numbers can be assigned to each greeting.
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Subscriber’s Manual
Personal Group Distribution List
A preprogrammed list of subscriber mailboxes that can be used (by the subscriber
who created the list) to deliver a message to several recipients in one operation.
Each subscriber can create 4 Personal Group Distribution Lists. Each list can have
40 members.
Personal Programming
Also known as Station Programming. PBX programming that is performed by an
extension user to customise his or her extension's settings. In order to user certain
VPS features, such as Live Call Screening (LCS), personal programming may be
required.
PIN Call Routing
Allows preferred callers to be directed to a specific extension, mailbox, or Custom
Service when they enter their assigned PIN.
Playback Volume/Speed Control
Allows subscribers to control playback volume and speed while listening to
messages.
Port
The point of connection between the PBX and the VPS.
Pound Sign
The [#] key on the telephone keypad. Also known as the "hash sign".
Private Message
A message designated by the sender as private. Private messages cannot be
forwarded by the recipient.
Remote Call Forwarding Set
Available with DPT Integration only. Allows subscribers and the Message Manager
to program their extensions from a remote location to forward various types of calls
(all calls, no answer, busy, etc.) to a desired extension, or to an outside telephone
(Remote Call Forward to Outside).
Remote Call Forward to Outside
Available with DPT Integration only. Allows subscribers and the Message Manager
to program their extensions from a remote location to forward their calls to an outside
telephone, if authorised.
Rewind
Allows a subscriber to replay the last 4 seconds of a message.
Rotary Telephone
A telephone that is not capable of emitting DTMF (touchtone) signals. Callers using
rotary telephones will be automatically forwarded to an operator or the General
Delivery Mailbox because they cannot dial numbers as directed by the VPS prompts.
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Service Group
A group of settings which determine how incoming calls are handled by the VPS.
One of 8 call service groups is assigned to each VPS port or PBX outside line.
Service Mode
Determines if incoming calls are handled by the VPS according to settings made for
day mode, night mode, lunch mode, or break mode. The current mode can be
changed automatically (either by the VPS or by the time mode settings of the PBX)
or can be changed manually by the System Administrator and System Manager.
Each Service Group is assigned a Service Mode.
Subscriber
A person who has an assigned mailbox.
Subscriber Tutorial
Guides subscribers through the mailbox configuration process the first time they
access their mailboxes. The subscriber's password, owner's name, and Personal
Greetings can be configured using the Subscriber Tutorial.
System Administration
Includes system programming, diagnosis, system prompt administration, etc. They
are performed by the System Administrator, using a PC running the KX-TVM
Maintenance Console software. System Administration can be performed locally
(on-site) by connecting to the VPS via USB or LAN, or remotely (off-site) by
connecting to the VPS via the optional modem card.
System Administrator
Is the person responsible for programming the most essential VPS settings. Unlike
the Message Manager and the System Manager, who use a telephone to perform
their duties, the System Administrator uses a PC running the KX-TVM Maintenance
Console software to program the VPS. The System Administrator's handbook is the
Programming Manual. Only one programming session is possible at a time.
System External Message Delivery Duration Time
Specifies the maximum telephone connection time allowed for External Message
Delivery. Prevents excessive telephone charges.
System Manager
Mailbox 999. The person who can perform a subset of the items that can be
programmed by the System Administrator. The System Manager, using a telephone
connected to the VPS, can create/delete mailboxes, clear subscriber passwords
when they are forgotten, set Class of Service parameters, set the System Clock, etc.
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System Prompt
Recorded voice guidance messages that help subscribers and callers use VPS
features. Over 1000 prompts are prerecorded in the VPS.
The System Administrator and Message Manager can rerecord prompts as
necessary.
The System Administrator and the Message Manager can turn system prompts on
and off as needed. Each system prompt has a unique number.
System Report
The System Administrator or the System Manager can generate various System
Reports to monitor the status of the VPS.
System Security
By default, the System Manager and Message Manager cannot access the VPS
from their telephones until the System Administrator sets their passwords and allows
them to access the VPS via their telephones. The System Manager and Message
Manager must always enter their passwords in order to access the VPS.
The System Administrator can also choose to set a default password for subscriber's
mailboxes. If this setting is enabled, a default password is automatically assigned
when mailboxes are created.
Temporary Personal Greeting
A special greeting that, if recorded by a subscriber, is heard by callers instead of the
subscribers other Personal Greetings. Often used to inform callers of a temporary
absence. A common example might be, "This is (name). I'm out of the office this
week…".
Time Synchronisation
Available with DPT Integration only. When the date and time is set for the PBX or
when DPT Integration is established, date and time data is sent from the PBX to the
VPS.
Timed Reminder Setting
Available with DPT Integration only. Allows a subscriber to set a Timed Reminder by
following system prompts provided by the VPS. Timed Reminder is a PBX feature
that is similar to an alarm clock; the telephone will ring at the set time (once or daily)
as set by the subscriber or Message Manager.
Toll Saver
Allows a subscriber to check his or her mailbox for new messages by calling the VPS
from a preprogrammed Caller ID number, by dialling a preprogrammed DID number,
or by dialling a telephone number that connects the call to a preprogrammed outside
line of the PBX. Toll Saver is a cost-saving feature that lets the subscriber know if he
or she has new messages by the number of rings heard before the VPS answers the
outside call from the subscriber. If the VPS does not answer the call within a
preprogrammed number of rings, the subscriber can disconnect the call and thus
avoid telephone charges.
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Two-way Record
Available with APT/DPT Integration only. Allows a subscriber to record his or her
telephone conversations into his or her mailbox.
Two-way Transfer
Available with APT/DPT Integration only. Allows a subscriber to record his or her
telephone conversations into another subscriber's mailbox. The subscriber must
specify the desired extension number when using this feature.
Unlimited Message Length
Allows a subscriber to record telephone conversations of an unlimited length of time
when using Two-way Record and Two-way Transfer. The maximum recording time
for other messages will be automatically set to 60 minutes.
Urgent Message
A message designated by the sender as urgent. Urgent messages are played back
before other messages when the recipient listen to his or her messages.
VM Menu
Available with KX-TDA series PBXs using DPT Integration only. Displays VPS text
prompts on the display of a compatible PT, allowing the subscriber to operate the
VPS by following text prompts and pressing soft buttons and the Navigator Key.
Voice prompts are not used.
Voice Mail
A general term used for messages recorded by the VPS and stored in subscriber
mailboxes.
VPS
A Voice Processing System, such as the Panasonic KX-TVM50, and KX-TVM200.
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Subscriber’s Manual
Index
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Subscriber’s Manual
A
After Hours Greeting 9, 12
Appendix 65
Assigning and Cancelling Telephone Numbers for
Call Transfer to Outside Line 56
Assigning Caller ID Numbers and Recording Names
50
Assigning Caller ID Numbers for the First Time 48
Assigning Outside Telephone Numbers for Remote
Call Forwarding 54
Assigning Telephone Numbers for Call Transfer to
Outside Line 56
Assigning Your Covering Extension 37
Assigning Your Telephone Numbers for Remote
Automatic Log-in and Toll Saver 57
Auto Receipt 20, 27
Automatic Log-in 8, 24
B
Beeper (Pager) Access 33, 35
Before You Begin 5
Bookmark 62
Busy Signal Greeting 9, 12
C
Call Blocking 33
Call Screening 33
Call Transfer 33
Caller ID Greeting->Personal Greeting for Caller ID
48
Calling Back the Message Sender 20
Cancelling Telephone Numbers for Call Transfer to
Outside Line 56
Changing a Personalised Greeting 48
Changing Answer Lengths 38
Changing Caller ID Numbers and Recorded Names
50
Changing Device Numbers 46
Changing or Deleting Your Password 10
Changing or Deleting Your Personal Greeting Messages 12
Changing or Deleting Your Subscriber Name 15
Changing Personal Group Distribution List Names
82
42
Commands for Changing the Current VPS Service
16
Common Service Commands and Navigation Commands 16
Confirming Your Settings 11
Covering Extension 37
Creating or Adding to an External Message Delivery
List 43
Creating Your Personal Custom Service 59
D
Deleted Messages 17
Deleting Caller ID Numbers and Recorded Names
51
Deleting Members from an External Message Delivery List 44
Deleting Members from Personal Group Distribution
Lists 41
Deleting Options from Your Personal Custom Service 59
Deleting Questions 39
Device Notification 45
E
E-mail Integration (Message Notification by E-mail)
47
External Message Delivery 29
External Message Delivery Lists 43
G
Glossary 69
H
Hands-free Mode 52
I
Incomplete Call Handling 35
Intercom Paging 33, 35, 58
Interview Mailbox 38
Introduction to the VPS 5
Subscriber’s Manual
L
Q
LCS->Live Call Screening 52
Leaving a Message for the Sender 20
Live Call Screening (LCS) 52
Logging in to and Configuring Your Mailbox 8
Logging in to Your Mailbox 8
Logging in to Your Mailbox for the First Time 6
Quick Reference 65
M
Mailbox Capacity Warning 64
Manual Log-in 8, 24
Message Delivery 27
Message Notification by E-mail 47
Message Playback and Related Features 17
Message Reception Mode 40
Message Waiting Lamp 45
Message Waiting Notification 45
N
Navigation Commands 16
New Messages 17
No Answer Greeting 9, 12
O
Old Messages 17
One-touch Two-way Transfer (One-touch TWT) 53
Other Features 33
P
Password 9, 14
Personal Caller Name Announcement 50
Personal Custom Service 58
Personal Greeting for Caller ID 48
Personal Greetings 9
Personal Group Distribution Lists 41
Playing Messages 17
Private Mode 52
Private Status 20, 27
Prompts 6
Prompts-only Commands 16
R
Receiving External Delivery Messages 32
Recording a Personalised Greeting for the First
Time 48
Recording Questions 38
Recording the Owner's Name (Your Subscriber
Name) 10
Recording Your Conversations 53
Recording Your Greeting Messages 11
Recording Your Message 28, 30
Recovering Deleted Messages 63
Remote Access 24
Remote Automatic Log-in 24
Remote Call Forwarding 54
Remote Manual Log-in 24
Replying to Messages 20
S
Sending a Message 27
Sending an External Delivery Message 29
Sending Messages 26
Sending Messages—Overview 26
Service Commands 16
Setting and Cancelling Remote Call Forwarding 55
Setting Message Delivery Time 30
Setting Your Password for the First Time 10
Specifying a Single Recipient 29
Specifying Multiple Recipients (External Message
Delivery List) 30
Specifying the Recipients by Name (Dialling by
Name) 22, 27
Specifying the Recipients by Number 22, 27
Starting the Subscriber Tutorial 10
Subscriber Tutorial (Easy Mailbox Configuration) 9
Subscriber's Name 9, 15
T
Temporary Greeting 12
Timed Reminder 61
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To Add, Delete, or Review Caller ID Numbers Later
49
To Confirm the Settings for Your Personal Custom
Service 60
To Select the No DTMF Input Operation 59
Transferring Messages 22
Turning Device Notification On/Off 45
Turning Message Waiting Lamp Notification On/Off
45
Two-way Record (TWR) 53
Two-way Transfer (TWT) 53
U
Urgent Status 20, 27
Using the VPS 5
V
VM Menu 6
VM Menu-only Command 16
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85
Subscriber’s Manual
86
Subscriber’s Manual
87
Panasonic Communications Co., Ltd.
1-62, 4-chome, Minoshima, Hakata-ku, Fukuoka 812-8531, Japan
Copyright:
This material is copyrighted by Panasonic Communications Co., Ltd., and may be reproduced
for internal use only. All other reproduction, in whole or in part, is prohibited without the
written consent of Panasonic Communications Co., Ltd.
© 2005 Panasonic Communications Co., Ltd. All Rights Reserved.
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