KX-TVS 120 - Voice Communications

KX-TVS 120 - Voice Communications
Voice Processing System
Subscriber's Guide
Panaso
nic
Model
KX-TVS120
KX-TVS220 KX-TVS320
Thank you for purchasing a Panasonic Voice Processing System, Model KX-TVS120/KX-TVS220/KX-TVS320.
Please read this manual before installing, customizing, or operating the Voice Processing System.
Introduction
Introduction
Thank you for purchasing the Panasonic Model
Voice Processing System.
The Panasonic Voice Processing System (VPS) is a powerful tool used to manage your voice
communications and increase your productivity through the use of your voice mailbox. As a
subscriber (the owner of a VPS mailbox), you can:
• Send a message to one or more people inside or outside of your office.
•
Transfer messages (with your annotation) to other VPS subscribers.
•
Receive messages from any touchtone telephone.
•
Be called at an outside telephone or be notified through your beeper, when there are
messages stored in your mailbox.
•
•
Be notified by the message-waiting lamp on your extension that there are messages
stored in your mailbox.
Screen your calls.
•
Automate the handling of callers.
•
And more...
Getting Started
Numbers to Know
You must have the following information before you begin:
• The extension number(s) of the VPS.
•
Your mailbox and extension number.
•
The System Manager’s phone number.
Basic Steps
When using your mailbox for the first time, you must read "Section 1:Mailbox Setup" and
perform the key setup procedures described. You must customize your mailbox before sending
or receiving messages.
Identify yourself as the owner of your mailbox by setting the following:
•
Recording Personal Greetings
•
•
Recording Your Name
Setting Your Password
•
•
This symbol identifies important notes about the operation being described.
The voice prompt will guide you in every step of programming.
Panasonic World Wide Web Address: http://www.panasonic.com
for customers in the United States or Puerto Rico.
2
Subscriber's Guide
Introduction
Structure of the Manual
This manual consists of the following sections:
Section 1
Mailbox Setup
Describes the procedures for customizing your mailbox.
Section 2
Receiving Messages
Explains how to access and manage received messages.
Section 3
Sending Messages
Tells you how to send messages, including recording and delivery.
Section 4
Special Features
Describes how to set up the special features for your mailbox.
Appendix
Glossary
Subscriber's Guide
3
Table of Contents
Table of Contents
1 Mailbox Setup
1.1
Logging in to Your Mailbox ...................................................................................... 8
1.2
Recording Personal Greetings ................................................................................ 9
1.3
Setting, Changing and Clearing Your Password.................................................. 11
1.4
Recording Your Name............................................................................................. 12
1.5
Service Access Commands ................................................................................... 13
2 Receiving Messages
2.1
Receiving Messages ............................................................................................... 16
2.2
Replying to Messages ............................................................................................ 17
2.3
Message Transfer.................................................................................................... 18
2.4
Accessing Your Mailbox from an Outside Telephone.......................................... 19
3 Sending Messages
3.1
Delivering Messages to Other Subscribers .......................................................... 22
3.2
Checking Mailbox Distribution .............................................................................. 24
3.3
Setting up an External Message Delivery List...................................................... 25
3.4
Sending External Delivery Messages.................................................................... 26
3.5
Receiving External Delivery Messages................................................................. 28
3.6
Replying to External Delivery Messages .............................................................. 29
3.7
Checking and Setting External Message Delivery Status ................................... 30
4 Special Features
4
4.1
Call Transfer Status................................................................................................. 32
4.2
Covering Extension ................................................................................................ 33
4.3
Incomplete Call Handling Status ........................................................................... 34
4.4
Message Reception Mode ...................................................................................... 35
4.5
Personal Group Distribution Lists......................................................................... 36
4.6
Deleting Group Distribution Members .................................................................. 37
4.7
Deleting Group Distribution List Names ............................................................... 38
4.8
Message Waiting Notification ................................................................................ 39
Subscriber's Guide
Table of Contents
4.9
Interview Mailbox.....................................................................................................41
4.10
Recording Personal Greetings for Caller ID........................................................42
4.11
Assigning Caller ID Numbers for Personal Greeting for Caller ID ....................43
4.12
Personal Caller Name Announcement.................................................................45
4.13
Live Call Screening................................................................................................47
4.14
Recording a Two-Way Conversation....................................................................48
4.15
Setting Telephone Numbers for Call Forwarding to CO ....................................49
4.16
Remote Call Forwarding Set.................................................................................50
Appendix
Quick Reference ...............................................................................................................54
Glossary .......................................................................................................................55
Subscriber's Guide
5
Table of Contents
6
Subscriber's Guide
Mailbox Setup
Section 1
Mailbox Setup
Subscriber's Guide
7
Mailbox Setup
1.1
Logging in to Your Mailbox
Before you access Subscriber Services, you must first open your mailbox.
FROM YOUR EXTENSION
or
Extn. No. of VPS
FROM ANOTHER EXTENSION
Enter the extension
number of the VPS.
Off-hook.
FROM YOUR EXTENSION
(When the Direct Mailbox Access is enabled)
1
IF YOU HAVE SET YOUR PASSWORD
Password
+
2
3
#
4
5
Enter the password and press #.
( 6
To receive a message
To deliver a message
To check the mailbox distribution
For automated attendant status
For mailbox management
For other features)
To end this call
Follow the prompt according to your needs.
FROM ANOTHER EXTENSION
IF YOU HAVE SET YOUR PASSWORD
#
+ 6
Press # and 6.
1
2
3
4
5
( 6
+ Mailbox no.
Press and enter
your mailbox number.
Password +
#
Enter the password
and press #.
To receive a message
To deliver a message
To check the mailbox distribution
For automated attendant status
For mailbox management
For other features)
To end this call
.
Follow the prompts according to your needs.
8
•
You will hear " 6 For other features" only when the System Administrator or the System
Manager assigns an Interview Mailbox or an extension number for Remote Call
Forwarding feature to your mailbox, or authorizes you the use of the Message Waiting
Notification feature or the External Message Delivery feature.
•
If you do not know the VPS extension number, ask the System Manager.
•
If you enter Subscriber Service via Custom Service,
be returned to Custom Service.
does not end your call; you will
Subscriber's Guide
Mailbox Setup
1.2 Recording Personal Greetings
After reaching your mailbox, callers will hear your personal greeting message(s). You can
record 3 kinds of personal greetings: No Answer Greeting, Busy Greeting, and After Hours
Greeting.
The VPS plays the appropriate message for each call.
Personal greeting messages are always followed by a tone and a chance to leave a message.
Your personal greeting should say "please leave a message at the tone"; otherwise your callers
will be confused.
1
Subscriber’s
Main Menu
5
2
1
3
No Answer
Busy Signal
After Hours
Caller ID )
Follow the prompts
according to your needs.
( 4
Log into your
mailbox.
Press 5.
Press 1.
TO RECORD FOR
THE FIRST TIME
or
TO CHANGE OR
ERASE
TO RECORD FOR THE FIRST TIME
IF NEEDED
To review
To erase and
record again
To add
To erase and exit
1
1
Record greeting
at the tone.
3
Press 1 to
end recording.
4
2
Press 2
to accept.
IF NEEDED
To change the No Answer
To change the Busy Signal
To change the After Hours
1
2
3
Follow the prompts
according to your needs.
On-hook.
TO CHANGE OR ERASE
1
2
3
To change
To accept
To erase
Follow the prompts
according to your needs.
Subscriber's Guide
On-hook.
9
Mailbox Setup
10
•
Recording a Caller ID Greeting is available only when your COS parameter is enabled. To
record a Caller ID Greeting, see 4.10 Recording Personal Greetings for Caller ID.
•
Be sure to exit from the menu AFTER the greeting is accepted. Otherwise the greeting will
not be stored.
•
By system default, the maximum length of a personal greeting is 16 s. If you need more
time, ask your System Administrator or System Manager to increase the upper bound.
•
If you change the greeting, follow the steps in "TO RECORD FOR THE FIRST TIME" to
rerecord.
•
It is recommended that you mention your name in each personal greeting, because the
regular announcement of name (see 1.4 Recording Your Name) will be suppressed.
Subscriber's Guide
Mailbox Setup
1.3 Setting, Changing and Clearing Your
Password
The VPS provides the option of assigning a password to your mailbox to protect the messages
stored there from unauthorized access. A password should be no longer than 10 digits (using
the keys 0-9). You can change your password at any time. When setting your password, avoid
using obvious number combinations. If you forget your password, have your System
Administrator or System Manager clear it. You may then set a new one.
Subscriber's
Main Menu
5
Log into your mailbox.
Press 5.
FOR THE FIRST TIME
Password
2
Press 2.
WHEN YOU CHANGE OR CLEAR YOUR PASSWORD
+
#
Enter the password
and press #.
or
1
Press 1.
New Password
+
#
or
#
Enter the new password and press #,
or press # to clear.
2
Press 2.
Subscriber's Guide
On-hook.
11
Mailbox Setup
1.4
Recording Your Name
The recording of your name informs callers that they have reached the correct mailbox (for
example, when transferring a message to a subscriber, they will hear the subscriber’s name).
In addition, if a caller does not know the mailbox number, she may specify the mailbox by
entering the first 3 or 4 letters of the owner's name. The VPS will announce a series of recorded
names from which the caller may select.
FOR THE FIRST TIME
Subscriber's
Main Menu
Log into your
mailbox.
5
3
2
Press 5.
Press 3.
State the name
at the tone.
TO CHANGE
3
Press 3.
12
or
Press 2.
TO ERASE
1
Press 1. State the name
at the tone.
2
Press 2.
or
3
3
Press 3.
Press 3.
On-hook.
Subscriber's Guide
Mailbox Setup
1.5 Service Access Commands
Before routinely using the VPS, you should familiarize yourself with the Service Access
Commands shown in the Appendix.
The most important ones are the following:
#6 — pressing this during system prompts activates Voice Mail Service. You can
record a message after entering a mailbox number at the prompt. You can
also press followed by your own mailbox number to log into your mailbox.
#8 — pressing this during system prompts activates Automated Attendant Service.
It prompts you for an extension number and then attempts to call your party.
If she cannot take the call, the VPS will take some suitable action.
Note
If you call the extension directly, the VPS cannot help you.
— pressing this during system prompts takes you to the previous VPS menu. If
you have lost bearings within Subscriber Service, use this command to get
you out.
0
Subscriber's Guide
— pressing this lets you listen to the whole menu (for Help).
13
Mailbox Setup
14
Subscriber's Guide
Receiving Messages
Section 2
Receiving Messages
Subscriber's Guide
15
Receiving Messages
2.1
Receiving Messages
The VPS plays both the new and saved messages that are in your mailbox along with the date,
time, and sender information pertaining to each message.
Subscriber’s
Main Menu
Log into your
mailbox.
1
0
Press 1. Press 0.
To repeat the message
To replay the previous message
2
To play the next message
3 (+ 1 ) To erase the messages one by one
4
To reply to the message
Go to 2.2
5
To rewind
6
To fast-forward
7
To transfer
Go to 2.3
8
To scan messages
1
1
+ 1
Select the appropriate message option.
•
When all messages are scanned, you will have 3 options
1
To replay the previous message
2
To play the next message
3
To play the entire message
Selection of option 3 : "To play the entire message" can be carried out only once.
If your System Administrator or System Manager has not enabled the Delete Message
Confirmation feature to your mailbox (see Delete Message Confirmation in Glossary),
selecting option 3 a second time will erase the message.
•
16
The VPS will automatically erase messages after a specified number of days. Your
System Administrator or System Manager controls the number of days to maintain the
messages.
Subscriber's Guide
Receiving Messages
2.2 Replying to Messages
This feature allows you to reply to messages that have been sent by other subscribers through
their mailboxes.
•
You can reply only to messages that were transferred to you, or originated as
"Delivering Message to Other Subscribers".
TO RECORD A MESSAGE
Subscriber’s
Main Menu
Log into your
mailbox.
1
1
4
2
Press 1.
Press 4.
Press 2 to record
a message.
2
Press 1 to
end recording.
Press 2 to accept
the message.
Record the
message.
TO SET DELIVERY TIME
AND/OR PRIVATE STATUS
or
FOR IMMEDIATE DELIVERY
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
TO SET DELIVERY TIME
1
1
Press 1.
Press 1.
Delivery Time +
For example:
5:00 is entered as [5] and [#].
5:15 is entered as [515][#].
#
Set delivery time.
FOR IMMEDIATE
DELIVERY
for AM
for PM
Press 1 for AM
or 2 for PM.
1
Day of the Month +
#
2
2
1
2
Press 2 to
accept the
delivery time.
Enter the day of the month
and press #.
or
2
Press 2.
To make the message private
To return to a previous menu
Follow the prompts according to your needs.
On-hook.
FOR IMMEDIATE DELIVERY
2
Press 2 then return to a previous menu.
On-hook.
•
If paused, the recording must be restarted within 20 s or the VPS will stop recording
automatically.
•
You will not hear " 1 for AM, 2 for PM" when the System Administrator has set
the time stamp of User Prompts as "24-h".
•
Note about the Day of the Month entry:
If today is February 16, and you enter 17#, the message will be delivered tomorrow.
If today is February 16, and you enter 5#, the message will be delivered March 5th.
Subscriber's Guide
17
Receiving Messages
2.3
Message Transfer
This function allows you to transfer messages to other mailboxes.
•
If the message is assigned as private, it cannot be transferred to other mailboxes.
OPTION 1: Enter the mailbox
•
Subscriber's
Main Menu
1
7
Log into your mailbox.
Press 1.
Press 7.
by NUMBER.
or
OPTION 2: Enter the mailbox
by NAME.
You can also specify a Personal or a System Group Distribution List
instead of an individual mailbox by entering the number of the list.
If you use a Personal Group Distribution List, press [#] after the list
number. Personal Group Distribution Lists must be created before
they can be used (see 4.5 Personal Group Distribution Lists). To
use a System Group Distribution List, check with the System
Administrator to ensure that a list exists within the VPS.
OPTION 1: Enter the mailbox by NUMBER
2
Mailbox No.
Enter the mailbox
number on the keypad.
Press 2 to accept the
mailbox number entered.
OPTION 2: Enter the mailbox by NAME
#
+
1
X
Press # and 1 to
access the mailbox.
Press 1 to
transfer without
comment.
•
18
X
1
Enter the first 3 or 4 letters
of the person's last name.
Press 1 to accept
the mailbox stated.
TO TRANSFER WITH COMMENT
TO TRANSFER
1
X
or
2
Press 2 to
transfer with
comment.
1
Record a
comment.
Press 1
to end
recording.
2
Press 2 to
accept .
On-hook.
No acknowledgment will be given that the message has been transferred.
Subscriber's Guide
Receiving Messages
2.4 Accessing Your Mailbox from an Outside
Telephone
Follow this procedure to check your messages remotely.
•
It may be possible for you to choose another language for Subscriber Service prompts.
If you are interested in this option, please contact your System Administrator.
#
Call the VPS from
an outside telephone.
+
+
6
Press # and 6.
Mailbox No.
Press and Enter your
mailbox number.
IF NEEDED
+
Password
#
Enter your password
and press #.
#
#
#
+
+
+
8
8
9
+
0
1
Press 1 to receive
the message.
To access another extn.
To reach the operator
To exit the VPS
Review your
messages.
On-hook.
Follow the prompts according to
your needs.
Subscriber's Guide
19
Receiving Messages
20
Subscriber's Guide
Sending Messages
Section 3
Sending Messages
Subscriber's Guide
21
Sending Messages
3.1
Delivering Messages to Other Subscribers
Use this feature to send the same message to several other subscribers.
•
OPTION 1: Enter the mailbox by NUMBER
Subscriber's
Main Menu
2
Log into your mailbox.
Press 2.
or
OPTION 2: Enter the mailbox by NAME
You can also specify a Personal or a System Group Distribution List
instead of an individual mailbox by entering the number of the list.
If you use a Personal Group Distribution List, press [#] after the list
number. Personal Group Distribution Lists must exist before they
can be used. (See 4.5 Personal Group Distribution Lists). To use
a System Group Distribution List, check with the System
Administrator to ensure that a list exists within the VPS.
OPTION 1: Enter the mailbox by NUMBER
Mailbox No.
2
Enter the mailbox number.
Press 2 to accept the
mailbox number entered.
OPTION 2: Enter the mailbox by NAME
#
+
1
Press # and 1.
1
To record a message.
2
To add a new mailbox no.
To review the mailing list.
3
Follow the prompts
according to your needs.
•
22
X
X
X
Enter the first
3 or 4 letters of the
person's last name.
1
Press 1 to
accept the mailbox
stated.
WHEN YOU
PRESS 1
WHEN YOU
PRESS 2
WHEN YOU
PRESS 3
Go to "TO
RECORD
A MESSAGE".
OPTION 1
or
OPTION 2
Review
You can specify a maximum of 20 mailboxes as destinations for 1 message.
Subscriber's Guide
Sending Messages
TO RECORD A MESSAGE
1
Record a message.
2
Press 1
to end
recording.
Press 2 to
accept the
message.
TO SET DELIVERY TIME
AND/OR PRIVATE STATUS
or
FOR IMMEDIATE DELIVERY
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
TO SET DELIVERY TIME
Delivery Time
1
1
Press 1.
Press 1.
+
Set delivery time.
#
For example:
5:00 is entered as [5] and [#].
5:15 is entered as [515][#].
FOR IMMEDIATE
DELIVERY
for AM
for PM
Press 1 for AM
or 2 for PM.
1
Day of the Month +
#
2
1
2
Enter the day of the month
and press #.
2
Press 2 to
accept the
delivery time.
or
2
Press 2.
To make the message private
To return to a previous menu
Follow the prompts according to your needs.
On-hook.
FOR IMMEDIATE DELIVERY
2
Press 2 then return to
a previous menu.
On-hook.
•
If you pause during the recording, you must restart it within 20 s or the VPS will stop
recording automatically.
•
You will not hear " 1 for AM, 2 for PM" when the System Administrator has set
the time stamp of User Prompts as "24-h".
•
See "Note about the Day of the Month entry" in Section 2.2
Subscriber's Guide
Replying to Messages.
23
Sending Messages
3.2
Checking Mailbox Distribution
This function allows you to check the status of messages, which you have recorded in your
mailbox, for delivery to other mailboxes.
•
You can check the delivery status of up to 84 message transmissions.
IF THE MESSAGE HAS
NOT BEEN RECEIVED
Subscriber's
Main Menu
3
Log into your mailbox.
1
Press 1 to delete
distribution verification.
24
Press 3 to check
distribution status.
or
3
Press 3 to cancel the message
or delete verification.
2
Press 2 to cancel
message delivery.
On-hook.
Subscriber's Guide
Sending Messages
3.3 Setting up an External Message Delivery List
Setting up an External Message Delivery List lets you send the same message to several
outside parties and/or extensions with a single operation. Up to 2 lists can be maintained at the
same time, and each list can contain up to 8 members.
•
The System Administrator or the System Manager must authorize this feature before
it can be used.
Subscriber’s
Main Menu
6
3
Log into your mailbox.
Press 6.
Press 3.
3
or
1
Press 3.
2
Press 1 or 2
to choose the
delivery list.
TO DELETE
1
or
1
2
To delete all
1
2
Press 1 to
add.
Press 2.
To delete one
Make your selection.
TO AN OUTSIDE PARTY
IF NEEDED
Line Access
Code
Enter a Line
Access Code to
seize a CO line.
Area Code
Telephone
No.
Enter the
Area Code.
Enter the
telephone
number.
Press 1 to
delete.
On-hook.
To insert a pause or
special command, enter
the partial number and
wait for the options menu.
Press [5] to enter a pause.
Press [4] to continue
entering the telephone
number.
or
TO AN EXTENSION
2
Extension No.
Enter the extension
number.
Press 2.
TO ADD MORE MEMBERS
1
2
Record the
recipient’s name.
Press 2 to add.
TO END
2
or
Press 1 to add and
repeat the steps.
Subscriber's Guide
Press 2
to end.
On-hook.
25
Sending Messages
3.4
Sending External Delivery Messages
Use this feature to record and send external delivery messages.
•
The System Administrator or the System Manager must authorize this feature before
it can be used.
•
Moreover, External Message Delivery has various limits (retry times, message length,
max. messages for mailbox, etc.). If you have a problem, please contact your System
Administrator.
TO 1 RECIPIENT
TO AN OUTSIDE PARTY
Subscriber’s
Main Menu
6
Log into your
mailbox.
3
Press 6.
1
Press 3.
Telephone
No.
Enter the
Area Code.
Enter the
telephone
number.
Press 1.
Enter a Line
Access Code to
seize a CO line.
Press 1.
To insert a pause or
special command, enter
the partial number and
wait for the options
menu. Press [5] to enter
a pause. Press [4] to
continue entering the
telephone number.
IF NEEDED
Area Code
Line Access Code
1
TO AN EXTENSION
or
Extension
No.
2
Enter the
extension
number.
Press 2
to accept.
BY EXTERNAL MESSAGE DELIVERY LIST
4-digit
or
Password
#
Enter the 4-digit
password or
press # to skip.
or
Record the
recipient’s
name at
the tone.
2
Press 2.
1
or
2
Press 1 or 2
for desired list.
4-digit
or
Password
#
Enter the 4-digit
password or
press # to skip.
IF DESIRED
#
or
Press # for
immediate
delivery.
Day of the
+
Month
Delivery +
Time
Set delivery time.
#
Enter the day of the
month and press #.
26
#
For example:
5:00 is entered as [5] and [#].
5:15 is entered as [515] [#].
1
2
Press 2
to accept.
Record a
message
at the tone.
Press 1
to end
recording.
1
for AM
2 for PM
Press 1 for AM
or 2 for PM.
2
Press 2
to accept.
On-hook.
Subscriber's Guide
Sending Messages
•
The 4-digit password is not your password to log into your mailbox.
You can decide it freely each time you send an external delivery message. Be sure to
share the 4-digit password with the message receiver.
•
You will not hear " 1 for AM, 2 for PM" when the System Administrator has set
the time stamp of User Prompts as "24-h".
•
See "Note about the Day of the Month entry" in Section 2.2
•
Important Note: When the VPS calls to an outside line via a PRI (ISDN Primary Rate
Access Interface) card of a Panasonic PBX, please be sure to add "#" after the
telephone number (1112223333 in the example here):
Example: 9P1112223333#
Please contact your System Administrator for more explanation.
Subscriber's Guide
Replying to Messages.
27
Sending Messages
3.5
Receiving External Delivery Messages
Use this feature to receive External Delivery Messages.
IF NEEDED
Pick up a call
from the VPS.
28
1
4-digit Password
#
Press 1 to
receive the
message.
Enter the
password that the
sender assigned.
Press #.
Press to
end the call.
On-hook.
•
The message will not be delivered if the password is incorrectly entered 3 times;
however, the receiver will hear the following information depending upon system
programming of the VPS:
(1) If the Company Name is recorded, it will be played.
(2) If the Company's Telephone Number has been registered, it will be played.
(3) If the Extension of the Owner (i.e., sender) has been registered, it will be played.
This information helps the receiver to track down the message (or sender) if the
receiver cannot remember the password.
•
It is possible for the receiver to be guided in a specified language (prompt). It is also
possible for the receiver to select the language she wants. If you (as the sender of
external messages) are interested in these options, please contact your System
Administrator.
Subscriber's Guide
Sending Messages
3.6 Replying to External Delivery Messages
Use this feature to reply to External Delivery Messages.
IF NEEDED
1
Pick up a call
from the VPS.
Press 1 to receive
the message.
2
Press 2 to reply.
Record a message.
1
To make the message private
2
Otherwise
Press 1 or 2.
Subscriber's Guide
#
4-digit Password
Enter the password
that the sender assigned.
Press #.
1
2
Press 1 to end
recording.
Press 2 to accept.
On-hook.
29
Sending Messages
3.7
Checking and Setting External Message
Delivery Status
After recording external delivery messages, you can check the delivery schedule or review the
specified recipients. You can only check the delivery status (to, if you wish, cancel delivery or
change the delivery time and date) of messages that have not yet been delivered. Included in
"undelivered" messages are messages for which the recipient could not correctly enter the
password. After listening, you have the option of deleting messages or changing schedules.
•
The System Administrator or the System Manager must authorize this feature before
it can be used.
Subscriber's
Main Menu
Log into your
mailbox.
1
2
3
2
1
Press 6.
Press 3.
Press 2 to check
the status.
Press 1 to change
the schedule or
delete the message.
To cancel external message delivery
To change the time and date
Press 1 or 2.
30
6
On-hook.
Subscriber's Guide
Special Features
Section 4
Special Features
Subscriber's Guide
31
Special Features
4.1
Call Transfer Status
Use this feature to specify how the VPS should handle a call when a caller reaches your
extension. The following options are available: Call Blocking, Call Screening, Intercom Paging,
Calling a Beeper, or Disable All Transfer Services.
1
2
Subscriber’s
Main Menu
4
1
3
4
5
Log into your
mailbox.
•
32
Press 4.
Press 1.
To enable Call Blocking
To enable Call Screening
To enable Intercom Paging
To enable Beeper Access
To disable All Transfer Services
Follow the prompts
according to your needs.
On-hook.
The Intercom Paging feature is available only if you are using a Panasonic KX-T series
telephone system with DPT Integration (see "DPT Integration" in Glossary).
Subscriber's Guide
Special Features
4.2 Covering Extension
The caller goes to the covering extension in 3 ways:
• One way is via the Automated Attendant Service when the Incomplete Call Handling
Status has enabled Covering Extension Transfer Status (see 4.3 Incomplete Call
Handling Status).
•
•
The second way is during a Personal Greeting announcement—if the caller presses [0]
while a Personal Greeting is being played, she is sent to the covering extension or to an
operator (if the covering extension is not specified).
•
The third way is while recording a message—if the caller presses [0] while leaving a
message, she is sent to the covering extension or to an operator (if the covering
extension is not specified).
To activate this feature, your System Administrator must assign a Covering Extension
to your mailbox.
Subscriber’s
Main Menu
4
2
Extension No.
Log into your mailbox.
Press 4.
Press 2.
Enter the extension
number.
or
WHEN YOU REASSIGN
THE COVERING EXTENSION
1
Press 1
to change.
•
Extension No.
Enter the new
extension number.
2
Press 2
to accept.
On-hook.
The caller will not know to press [0] for transfer to your covering extension. Therefore,
the caller must be instructed. For example, you might record the Busy Greeting in this
way: "Hi, this is Cindy. Sorry, but I am busy with another call right now. If you press [0]
now, you will be transferred to my secretary. Otherwise, please leave a message after
you hear the tone".
Subscriber's Guide
33
Special Features
4.3
Incomplete Call Handling Status
Calls are considered incomplete if there is no answer or if the line is busy.
The Incomplete Call Handling Status has six options: (1) record a message from the caller; (2)
transfer the caller to a covering extension; (3) page the mailbox owner by intercom (Intercom
Paging); (4) notify the mailbox owner via a beeper; (5) transfer the caller to the operator; or (6)
let the caller try another extension.
Subscriber’s
Main Menu
4
4
Log into your mailbox.
Press 4.
Press 4.
1
2
3
4
5
6
To set Leaving a Message Status
To set Covering Extension Transfer Status
To set Intercom Paging Status
To set Beeper Access Status
To set Operator Transfer Status
To set Returning to Top Menu
Automated Attendant Service Status
Follow the prompts according to your needs.
•
34
1
2
To Change
To Accept
Make your selection.
On-hook.
The Intercom Paging feature is available only if you are using a Panasonic KX-T series
telephone system with DPT Integration (see "DPT Integration" in Glossary).
Subscriber's Guide
Special Features
4.4 Message Reception Mode
Use this feature to direct callers to either your regular or interview mailbox.
This mode is effective for: (1) Incomplete Call Handling Service (when the subscriber's line is
busy, or she cannot take the call, or when she has enabled Call Blocking), and (2) when the
transfer destination of calls is set to a Logical Extension.
•
Subscriber’s
Main Menu
4
3
Log into your mailbox.
Press 4.
Press 3.
1
Press 1 to change.
(Interview Mode/Message
Recording Mode)
On-hook.
Not all subscribers have an interview mailbox. The System Administrator or the System
Manager must assign an interview mailbox.
Subscriber's Guide
35
Special Features
4.5
Personal Group Distribution Lists
Use the Personal Group Distribution List to send the same message to several mailboxes in a
single operation. Up to 4 lists can be maintained with each list containing up to 20 mailbox
members.
Subscriber’s
Main Menu
Log into your
mailbox.
State the group
name at the tone.
•
•
36
5
4
Group No.
1
Press 5.
Press 4.
Enter the group
distribution number
(1-4).
Press 1 to record
a group name.
2
2
Mailbox No.
2
Press 2
to accept.
Press 2
to add.
Enter the mailbox
number of the first
member.
Press 2 to add
the member to
the list.
1
Mailbox No.
2
Press 1 to
add more
members.
Enter the mailbox
number of the next
member.
Press 2 to add
the member to
the list.
1
To add
2
To end
On-hook.
Make your selection.
To make use of Personal Group Distribution Lists, please see 3.1 Delivering
Messages to Other Subscribers.
Personal Group Distribution Lists are available to only one subscriber (you). If a list is
to be shared among several subscribers, they should ask the System Administrator to
create a System Group Distribution List or Lists.
Subscriber's Guide
Special Features
4.6 Deleting Group Distribution Members
Use this feature to delete group members from a Group Distribution List. You can delete the
members individually or altogether.
Subscriber’s
Main Menu
Log into your
mailbox.
4
Group No.
Press 5.
Press 4.
Enter the group
distribution number
(1-4).
+ 1
Press 3 to delete
a group member.
To delete 1 mailbox
Make your selection.
•
3
To delete all members
1
2
5
On-hook.
Press 1 to delete all members. Press 2 to review all members one by one—in
each case, you can delete a member, or skip it. Just follow the prompts.
Subscriber's Guide
37
Special Features
4.7
Deleting Group Distribution List Names
Use this feature to delete a group distribution list name.
38
Subscriber’s
Main Menu
5
4
Log into your mailbox.
Press 5.
Press 4.
1
3
Press 1 to change
group name.
Press 3 to erase
the group name.
Group No.
Enter the group
distribution number (1-4).
On-hook.
Subscriber's Guide
Special Features
4.8 Message Waiting Notification
The VPS is able to notify you when a new message has been recorded in your mailbox. There
are 3 ways by which the VPS notifies you: (1) Message Waiting Lamp on your proprietary
telephone, (2) a call to another telephone (e.g., your mobile phone), or (3) your beeper. You
can assign time frames to each of these devices.
The VPS is also able to notify your beeper with the callback number of the party who left the
message. The telephone number stored on the VPS for your beeper must include the beeper
display command.
Three features can be set for message waiting notification: Message Waiting Lamp Status,
Change Device Status, and Assign Telephone Number. These features can be set by the
System Administrator or at a subscriber telephone. You must enter a distinct phone number to
each device.
•
The System Administrator or the System Manager must authorize this feature before
it can be used.
•
Message Waiting Lamp Notification Setting
The VPS illuminates the message waiting lamp of your extension when your mailbox
has a new message recorded.
Setting Device Status
For each device, the notification can be continuous, disabled, or enabled to a preset
schedule. Only the System Administrator can set the notification to a preset schedule.
•
•
Notification Number Assignment
You can set up to 3 telephone or beeper numbers to ring when you wish to receive
notification calls.
2
To change the Message Waiting
Lamp Status
To change the Device Status
3
To assign a telephone or beeper no.
1
Subscriber’s
Main Menu
6
Log into your mailbox.
2
Press 6.
Press 2.
Press the desired button.
WHEN YOU PRESS 1
1
To Change
2
To Accept
Make your selection.
On-hook.
WHEN YOU PRESS 2
1
Device No.
2
3
Enter the device number (1-3).
Subscriber's Guide
To use for scheduling
To use continuously
To not use at all
Select the status.
On-hook.
39
Special Features
WHEN YOU PRESS 3
TO CHANGE
FOR A CO LINE
IF NEEDED
1
Line Access Code
1
2
Area Code
3
Press 1, 2 or 3.
Press 1
to change.
Telephone No.
Enter the telephone
number.
Enter the
Area Code.
Enter a Line Access
Code to seize a CO line.
To insert a pause or special
command, enter the partial
number and wait for the options
menu. Press [5] to enter a pause.
Press [4] to continue entering
the telephone number.
FOR AN EXTENSION
Extension No.
or
Enter the extension
number.
TO DELETE
2
Press 2 to accept.
or
1
or
2
Press 1 or 2 for telephone
or beeper notification.
Press 3
to delete.
On-hook.
•
If you do not know your line access code, ask your System Manager.
•
You will hear the following guidance as the Options Menu:
1
To change, press
.
To accept, press
2
.
To review, press
3
.
4
To add more digits, press
To insert a pause, press
5
To set dial mode, press
6
.
.
.
To insert a wait for dial mode, press
7
.
To insert a beeper display command, press
40
3
8
.
Subscriber's Guide
Special Features
4.9 Interview Mailbox
An Interview Mailbox plays prerecorded questions to callers and records their answers. You
can record up to 10 questions and set the answer lengths from 4 s to 32 s. The answers are
recorded and stored, in order, in your mailbox. You must set the answer length and record the
questions.
•
To activate this feature, your System Manager or System Administrator must assign an
Interview Mailbox to your mailbox.
•
One way to make your Interview Mailbox easily accessible to callers is to ask the
System Administrator to add your Interview Mailbox as a keypad option to a Custom
Service menu. Callers can be guided to this menu in any language.
1
Subscriber’s
Main Menu
6
2
1
3
Log into your mailbox.
Press 6.
Press 1.
To record the question
To set the answer length
To erase the question
Press the desired button.
WHEN YOU PRESS 1
IF NEEDED
1
2
1
3
1
4
Press 1.
Record a
question.
Press 1 to
end recording.
To review
To accept
To erase
To add
To erase and exit
Make your selection and
repeat the steps.
On-hook.
WHEN YOU PRESS 2
IF NEEDED
1
2
1
3
4
Press 1.
For 4 s
For 8 s
For 16 s
For 32 s
1
2
3
4
Select the answer
length desired.
To change the length
To skip to the next question
To go back to the previous question
To go directly to a question
Make your selection
and repeat the steps.
On-hook.
WHEN YOU PRESS 3
1
Press 1 to erase and repeat this step
for all questions to be erased.
Subscriber's Guide
On-hook.
41
Special Features
4.10
Recording Personal Greetings for Caller ID
This feature allows you to record up to 4 personal greetings for calls from assigned Caller ID
numbers. Each personal greeting supports up to 8 Caller ID numbers. To enable this feature,
first record a greeting, then assign Caller ID numbers. To assign Caller ID numbers, see
4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID.
•
This feature is available to you only if you are using a Panasonic KX-T series telephone
system with DPT Integration (see "DPT Integration" in Glossary).
•
If you cannot use this feature, ask your System Administrator or System Manager. She
might have disabled it.
Subscriber’s
Main Menu
5
Log into your
mailbox.
1
Press 5 for
Mailbox
Management.
4
Press 1.
Press 4.
TO RECORD FOR THE
FIRST TIME
or
TO CHANGE OR ERASE
TO RECORD FOR THE FIRST TIME
Caller ID
Greeting No.
Enter a Caller ID
Greeting number
(1-4).
•
1
Record a
greeting
at the tone.
Press 1
to end
recording.
2
Press 2
to accept.
On-hook.
You can go on to assign Caller ID numbers after accepting the recorded greeting.
TO CHANGE OR ERASE
Caller ID
Greeting No.
Enter a Caller ID
Greeting number (1-4).
•
42
1
3
To change
To erase
Make your selection.
On-hook.
When you change the greeting, follow the steps in "TO RECORD FOR THE FIRST
TIME" to rerecord.
Subscriber's Guide
Special Features
4.11 Assigning Caller ID Numbers for Personal
Greeting for Caller ID
Use this feature to assign Caller ID numbers for prerecorded personal greetings. Each greeting
supports up to 8 Caller ID numbers.
•
To assign Caller ID numbers, first record a personal greeting (see 4.10
Personal Greetings for Caller ID).
Subscriber’s
Main Menu
5
Log into your mailbox.
Press 5.
1
4
Press 1.
Press 4.
Recording
TO ASSIGN FOR THE
FIRST TIME
or
TO ADD OR DELETE
TO ASSIGN FOR THE FIRST TIME
Caller ID Greeting No.
Enter a Caller ID
Greeting number (1-4).
Press 2
to accept.
IF NEEDED
IF NEEDED
1
2
Press 1
to change.
•
•
Caller ID No.
2
Enter a Caller ID
number up to 20 digits.
1
Press 2
to accept.
2
Press 1 to add more
numbers and repeat
the steps.
Press 2
to end.
On-hook.
For the Caller ID Number, you can use " " as a wild card. For example, if you assign
"021 (area code)
", calls from area code "021" will hear the same
greeting.
If you enter a number which you have already assigned, the prompt notifies you. Follow
the prompt and enter another number.
TO ADD OR DELETE
To add
To delete
3 To review
Press the desired button.
1
2
Caller ID Greeting No.
2
Enter a Caller ID
Greeting number (1-4).
Press 2 to accept.
TO ADD
TO DELETE
1
1
2
or
Press 1 to add and
repeat the steps.
Subscriber's Guide
Press 2
to delete.
2
+
1
To delete all
To delete one
Make your selection.
On-hook.
43
Special Features
•
44
When you add a Caller ID number, follow the steps in "TO ASSIGN FOR THE FIRST
TIME" to assign.
Subscriber's Guide
Special Features
4.12
Personal Caller Name Announcement
This feature allows you to assign up to 30 Caller ID numbers and record a caller name for each
Caller ID number from your telephone. The caller name is announced when: (1) you listen to
the messages from assigned numbers left in your mailbox, (2) the VPS transfers the calls from
assigned numbers to you (Caller ID Screening), and (3) the VPS pages you by intercom
(Intercom Paging).
•
This feature is available to you only if you are using a Panasonic KX-T series telephone
system with DPT Integration (see "DPT Integration" in Glossary).
•
The System Administrator or the System Manager can change the maximum number
of Caller IDs for the Personal Caller Name Announcement for your extension.
If Caller ID Screening does not work, consult your System Administrator or System
Manager. She might have disabled it.
•
Subscriber’s
Main Menu
5
5
Log into your mailbox.
Press 5.
Press 5.
TO ASSIGN AND RECORD
FOR THE FIRST TIME
or
TO CHANGE
or
TO ADD OR DELETE
TO ASSIGN AND RECORD FOR THE FIRST TIME
1
Press 1
to assign.
Caller ID No.
Enter a Caller ID
number up to 20 digits.
2
Press 2
to accept.
State a caller
name.
IF NEEDED
2
Press 2.
•
1
Press 1 to add a new
number and name,
and repeat the steps.
2
Press 2 to end.
On-hook.
If you enter a number which you have already assigned, the prompt notifies you. Follow
the prompt and enter another number.
Subscriber's Guide
45
Special Features
TO CHANGE
1
2
2
3
Press 2
to change.
TO CHANGE CALLER ID NUMBER
To change Caller ID number
To change Caller Name
To accept
Caller ID No.
or
Enter a Caller ID
number up to 20 digits.
Make your selection.
TO CHANGE CALLER NAME
3
Press 3 to accept
and repeat the steps
to change the next entry.
State a caller
name.
On-hook.
TO ADD OR DELETE
TO ADD
1
3
To add
To delete
Make your
selection.
46
TO DELETE
1
Press 1 to add a
new number and
name, and repeat
the above steps.
or
3
+
Press 3.
1
2
+ 1
To delete all
To delete one
Make your selection.
On-hook.
Subscriber's Guide
Special Features
4.13
Live Call Screening
By assigning one of your telephone keys to this feature, you can monitor incoming calls that
have been forwarded to the Voice Mail Service.
When in the Hands-Free Mode, you can monitor the incoming call through the telephone’s
built-in speaker. You can speak with the caller by picking up the handset.
When in the Private Mode, you can monitor the incoming call through the handset after you
hear the notification tone. You can speak with the caller by pressing the feature key or you can
stop listening to the message by replacing the handset.
•
This feature is available to you only if you are using a Panasonic KX-T series telephone
system with DPT Integration (see "DPT Integration" in Glossary), and if the System
Administrator has provided your extension with this feature.
•
For detailed information concerning this feature, please refer to the Installation Manual
or Programming Guide of your Panasonic KX-T series telephone system.
Subscriber's Guide
47
Special Features
4.14
Recording a Two-Way Conversation
By assigning one of the function keys on your telephone to this feature, you can record the
conversation that you are having.
You must always notify the other party before you begin recording.
There are 2 types of conversation recording, and hence 2 types of function keys:
(1) Two-Way Recording (TWR)
Record into your own mailbox.
(2) Two-Way Transfer (TWT)
Record into another subscriber's mailbox.
Normally, conversation recording time is limited. However, there is an "Unlimited Message
Length" option. Call your System Administrator for assistance.
48
•
This feature is available to you only if you are using a Panasonic KX-T series telephone
system with DPT Integration (see "DPT Integration" in Glossary).
•
For the instructions of how to use this feature, please refer to the User Manual of your
Panasonic KX-T series telephone system.
Subscriber's Guide
Special Features
4.15
Setting Telephone Numbers for Call
Forwarding to CO
This feature allows you to assign Telephone number 1 and Telephone number 2 as the
destination to which the callers are forwarded if you set Remote Call Forwarding to a CO line
(see 4.16 Remote Call Forwarding Set).
•
This feature is available to you only if you are using a Panasonic KX-T series telephone
system with DPT Integration (see "DPT Integration" in Glossary).
•
If you cannot use this feature, ask your System Administrator or System Manager. She
might have disabled it.
Subscriber’s
Main Menu
Log into your
mailbox.
5
6
Press 5.
Press 6.
FOR THE FIRST TIME
1
To change Telephone number 1
2
To change Telephone number 2
Make your selection.
WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER
or
Telephone No.
Enter the destination
telephone number.
1
Press 1
to change.
New Telephone No.
Enter the new destination
telephone number.
2
Press 2
to accept.
On-hook.
•
Depending on your telephone system, you can enter up to 24 or 16 digits using the
keys 0-9 and for telephone numbers.
•
Please make sure you begin the telephone number with a Line Access Code (to seize
a CO line).
•
Note about telephone number assignment and call forwarding setting:
The Remote Call Forward to CO feature only allows you to assign Telephone number
1 and/or Telephone number 2; to enable call forwarding to the telephone number you
have assigned above, follow the instructions in 4.16 Remote Call Forwarding Set.
•
If you should change the telephone number after you have enabled call forwarding to
a CO line, you must go back to 4.16 Remote Call Forwarding Set to reset the call
forwarding setting; otherwise, you will be transferring calls to the old telephone number
unknowingly.
Subscriber's Guide
49
Special Features
4.16
Remote Call Forwarding Set
This feature allows you to program your extension from a remote location to forward various
types of calls to a desired extension or an outside telephone. There are 6 forwarding settings
available: Forward All Calls, Forward Busy Calls, Forward No Answer Calls, Forward Busy or
No Answer Calls, Forward to a CO Line, and Cancel Forwarding.
•
This feature is available to you only if you are using a Panasonic KX-T series telephone
system with DPT Integration (see "DPT Integration" in Glossary).
1
Subscriber’s
Main Menu
4
6
2
3
Log into your
mailbox.
Press 6.
4
Press 4.
(
5
6
To forward all calls
To forward busy calls
To forward no answer calls
To forward busy or no answer calls
To forward to a CO line)
To cancel forwarding
Make your selection.
WHEN YOU PRESS 1, 2, 3, OR 4
2
Extension No.
Enter the destination
extension number.
Press 2
to accept.
On-hook.
5
•
You will hear "
To forward to a CO line" only when the System Administrator or the
System Manager authorizes you the use of the Remote Call FWD to CO feature.
•
If you hear "Call forwarding not accepted. Please check the destination number", the
forwarding setting has not been completed properly at your telephone system, possibly
because a nonexistent extension number has been entered as the destination. If you
hear this message even though a valid number has been entered, consult your System
Administrator.
WHEN YOU PRESS 5
( 1
To Telephone number 1)
( 2
To Telephone number 2)
To other number
3
Make your selection.
50
TO OTHER NUMBER
Telephone No.
Enter the destination
telephone number.
2
Press 2
to accept.
On-hook.
Subscriber's Guide
Special Features
•
Your System Administrator or System Manager must authorize this feature before it
can be used.
•
You must program Telephone number 1 and/or Telephone number 2 beforehand in
Mailbox Management (See 4.15 Setting Telephone Numbers for Call Forwarding to
CO); otherwise "
will not be heard.
1
To telephone number 1" and/or "
2
To telephone number 2"
•
Depending on your telephone system, you can enter up to 24 or 16 digits using the
keys 0-9 and for telephone numbers.
•
Please make sure you begin the telephone number with a Line Access Code (to seize
a CO line).
WHEN YOU PRESS 6
2
Press 2 to accept.
•
On-hook.
Be sure to exit from the menu AFTER the forwarding setting is accepted; otherwise the
forwarding setting will not be stored.
Subscriber's Guide
51
Special Features
52
Subscriber's Guide
Appendix
Appendix
Subscriber's Guide
53
54
new
1 Receive message.
2 Deliver message.
3 Check Mailbox
Distribution.
4 Set Automated
Attendant (AA)
Status.
5 Set Up Mailbox
Management.
6 Set Other Features.
Hang up.
Main Menu:
You have
messages.
Password #
To Enter a Mailbox
From a Remote
Location, Dial:
#6 + mailbox number
6
5
4
3
2
1
Set Other Features:
1 Set Interview Mailbox
2 Set Message Waiting Notification
3 Set External Delivery Message
4 Remote Call Forwarding Set
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
6 Set Remote Call FWD to CO
Set AA Status:
1 Set Call Transfer Status
2 Set Covering Extensions
3 Set Message Reception Mode
4 Set Incomplete Call Handling
Check Mailbox Distribution:
1 Play Message
1.1 Check Previous Message
2 Check Next Message
3 Cancel
Deliver Message:
Enter Mailbox Number
1 Record Message
2 Add Another Mailbox
3 Review Mailing List
Receive Message:
1 Repeat Message
1.1 Previous Message
2 Next Message
3 Erase Message
4 Send Reply
5 Rewind
6 Fast Forward
7 Transfer Message
8 Scan Messages
0 Help
4
3
2
1
1
Remote Call Forwarding Set:
1 FWD All Calls
2 FWD Busy Calls
3 FWD No Answer Calls
4 FWD Busy or No Answer Calls
5 FWD to a CO Line
6 FWD Cancel
External Message Delivery:
1 Record message
2 Check Delivery Status
3 Set a Mailing List
Message Notification:
1 Message Waiting Lamp
2 Device Status
3 Assign Telephone Numbers
Interview Mailbox Management:
1 Record Question
2 Set Answer Length
3 Erase Question
Record Personal Greeting:
1 No Answer
2 Busy
3 After Hours
4 Caller ID
4
Set Call Transfer Status:
1 Call Blocking
2 Call Screening
3 Intercom Paging
4 Beeper Access
5 All Disable
Incomplete Handling Status:
1 Leaving a Message
2 Covering Extension
3 Intercom Paging
4 Beeper Access
5 Operator
6 Return to AA Service Top Menu
1
8
9
0
Help
#
#7: Restart
If you press #7 while in Subscriber
Service, you will return to the Main
Menu (top menu) of Subscriber
Service.
#5: Login
If you press #5 while in Subscriber
Service, you will hear: "Please
enter your party's mailbox number".
Note: Commands #5 and #7 are
available only when you have
accessed Subscriber Service.
Return to
Previous
Menu
0
#8 (#T)
#9 (#X)
#7 (#R)
Exit
Restart Transfer to
(Main Menu) an Extn.
7
6
5
#5 (#L)
#6 (#M)
Login Voice Mail
4
3
#3 (#D)
Department
Dial
2
#1
Dial by
Name
1
Dial the following commands
any time during system
prompts to get a different
mailbox, extension, or menu.
Service Access Commands
Appendix
Quick Reference
Subscriber's Guide
Glossary
Glossary
Alternate Extension Group
Transfers the call coming into the extensions in this group following the sequence
specified by "Alternate Extension Transfer Sequence".
Auto Configuration
(Available with DPT Integration only.) The VPS can automatically draw information
from the KX-TD500, the KX-TD816, the KX-TD1232, the KX-TA1232 or the KXTD308. This information includes, among other things, extension number
assignments for each VPS port. This saves time in the initial setup. Auto
Configuration can be executed by DIP/Rotary switch settings or by System
Administration (Quick Setup).
Auto Forwarding
Allows unretrieved messages to be copied or moved to another mailbox.
Automated Attendant
The Automated Attendant feature of the VPS requests the caller to enter an
extension number and then the VPS dials the number. If there is no answer or the
line is busy, the caller is given some options, including the option to leave a
message in a mailbox. This is the advantage of calling an extension indirectly
through the Automated Attendant rather than calling it directly.
Call Blocking
Connects the caller to the Incomplete Call Handling Service without ringing the
subscriber’s extension.
Call Screening
Allows subscribers to screen calls. The VPS prompts the caller with the message
"Record your name at the tone", and records the caller's name; it then puts the
caller on hold while playing the name to the subscriber who decides whether to take
the call or not.
Call Transfer
Transfers a call to the requested destination.
Subscriber's Guide
55
Glossary
Called Party ID
(Sometimes referred to as Follow-On ID) Allows the PBX to dial extra digits to bring
the caller directly to a specified mailbox, rather than to the General Delivery
Mailbox.
Caller ID Call Routing
(Available with DPT Integration only.) The VPS automatically sends calls from preassigned Caller ID numbers to the desired extension, mailbox (including System
Group Distribution List) or Custom Service.
Caller Name Announcement (System/Personal)
(Available with DPT Integration only.) The VPS announces prerecorded Caller ID
caller’s names when: (1) extension users listen to messages from pre-assigned
numbers left in the their mailboxes, (2) the VPS transfers calls from pre-assigned
numbers to the users (Caller ID Screening), and (3) the VPS pages the users by
intercom (Intercom Paging).
If the same Caller ID number is programmed for both system and personal caller
name announcements, the VPS will use the personal caller name.
Company Greeting
Up to 32 Company Greetings can be recorded to greet callers. One (or System
Greeting or none) can be selected for each Day, Night, Lunch, Break, and Holiday
service on a port basis and trunk (CO line) basis.
Company Name
This is played by the VPS to the intended receiver of an External Delivery Message
when she is unable to enter correctly the password (if required). This helps her to
realize where the call came from.
Covering Extension
This can be a destination for Incomplete Call Handling Service. This can also be
accessed by pressing [0] while a Personal Greeting is being played, or while a
caller is leaving a message.
Custom Service Setting
Allows one-touch access to extensions, other custom service menus, fax machine,
mailboxes, etc. A greeting can be recorded for each of the 100 menus to give verbal
directions to the non-subscribers.
Default Setting
A parameter defined for the system at the factory which can be changed through
system programming by the System Administrator or the System Manager.
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Subscriber's Guide
Glossary
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 (CO line to several extensions) terminates on telephones and VPS
ports. To give the telephone users a chance to answer calls, the VPS lines should
be programmed for delayed ringing. Otherwise, the VPS will answer the calls
immediately.
Delete Message Confirmation
The VPS requests confirmation from the mailbox owner before erasing a message
left in the mailbox.
Delivery Time
The time specified by the subscriber for the VPS to deliver a prerecorded message.
You can specify delivery time in External Delivery Message or when delivering a
message to other subscribers (Subscriber's Guide Section 3.1)
Department Dialing
A speed-dialing feature that permits an outside caller to dial a single digit (1-9) to
reach a specific extension.
Direct Mailbox Access
(Available with DPT Integration only.) A subscriber can enter her mailbox directly
when she calls the VPS from her extension. She does not have to enter any special
codes except for her password, if one is established.
DPT Integration
Digital integration between the VPS and the KX-TD500, the KX-TD816, the KXTD1232, the KX-TA1232 or the KX-TD308. Requires upgraded software in the
PBX.
Depending on the model and/or the software version of the connected PBX, you
may not be able to utilize some of the features available only with DPT Integration.
For more information, call National Parts Center at 1-800-833-9626.
DTMF
(Dual Tone Multi Frequency) Commonly referred to as touchtone.
External Call Forwarding
(Available on the KX-TD500, the KX-TD816, the KX-TD1232, the KX-TA1232 and
the KX-TD308.) Forwards calls to an extension that has call forwarding activated
to an outside phone.
Subscriber's Guide
57
Glossary
External Delivery Message
A message intended for automatic delivery to outside parties and/or extensions.
The message can be delivered immediately or at a specified time.
External Message Delivery List
Allows the subscriber to create 2 lists to deliver messages to outside parties. Each
list can have 8 destinations.
External Message Delivery Redial
Allows the System Administrator to instruct the VPS when making external
message deliveries how many attempts to make when the line is busy or when
there is no answer.
Fast Forward
Puts the user 4 s ahead in the current message.
Follow-On ID
See Called Party ID.
General Delivery Mailbox
When the caller does not dial anything (either because she does not want to or she
is using a rotary telephone), the VPS sends her to the General Delivery Mailbox.
Periodically (daily is best), the Message Manager should transfer the contents of
the General Delivery Mailbox to the appropriate destinations.
Hash Sign
Same as Pound Sign.
HELP
One of the utility commands that is used to list all utility commands with a brief
description of each.
Immediate Reply
Allows the message receiver to reply to a message without specifying the
extension number or the mailbox number of the sender.
Inband Signaling
The Follow-On ID (or Called Party ID) that integrates the VPS and the PBX. Uses
intercom paths to light message wait light. Does not give "high end" features such
as: Intercom Paging, Direct Mailbox Access, Live Call Screening, etc.
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Subscriber's Guide
Glossary
Incomplete Call Handling Service
Calls are considered incomplete when there is no answer or if the line is busy.
There are 6 options for the Incomplete Call Handling Service:
(1) to record a message from the caller,
(2) transfer the caller to a covering extension,
(3) page the mailbox owner via the PBX,
(4) notify the mailbox owner via beeper,
(5) transfer the caller to the operator, or
(6) let the caller try another extension.
Integration
Required between the VPS and the PBX. See Inband Signaling and DPT
Integration.
Intercept Routing No Answer
Transfers an unanswered call to another extension, or to the VPS. (This is a PBX
feature.)
Intercom Paging
(Available with DPT Integration only.) Allows up to 16 different paging groups. An
outside party can reach a subscriber who is away from her telephone using either
internal or external page groups. For a Caller ID caller, if her name has been
recorded for the Caller Name Announcement feature, the name will be announced
at the end of the page.
Interview Service
A special type of subscriber mailbox that enables the subscriber to record up to 10
questions. After the answers are recorded, the Message Waiting Lamp turns on at
the subscriber's telephone. (Good for claims departments, order desks, job
applications, etc.)
Keypad
All touchtone keys on the telephone.
LCD
Liquid crystal display
Live Call Screening
(Available with DPT Integration only.) The proprietary telephone works like an
answering machine. The subscriber can hear the caller through the speakerphone
or the handset while the message is being recorded.
Subscriber's Guide
59
Glossary
LOAD
One of the utility commands that is used to load new or saved data to the VPS from
a personal computer.
Logical Extension (All Calls Transfer to Mailbox)
An extension that always receives calls directly into its mailbox. This feature is used
by subscribers who are often unavailable or who do not have a telephone.
Mailbox Capacity (messages)
The number of messages that can be recorded in a subscriber’s mailbox: should
be set between 5 and 100 messages by the System Administrator or the System
Manager.
Mailbox Capacity (recording time)
The total length of time for messages in a subscriber’s mailbox: should be set
between 5 and 100 min or unlimited length by the System Administrator or the
System Manager.
Mailbox Extension
Normally the same number as the telephone extension number.
Mailbox Management
Allows a subscriber to alter the setting for personal mailboxes.
Menu
A list of choices from which the user can select by using the telephone keypad or
the keys from a personal computer.
Message Manager
(Mailbox 98, 998, 9998, or 99998) The person who takes care of the General
Delivery Mailbox and records: the Company Greetings, Company Name,
Department Dialing Menu, Custom Service Menus, Voice Labels, User Prompts
(User 1/User 2), Multilingual Selection Menu, and System Caller Names.
Message Retention Time
New Message Retention Time—the length of time the VPS will store a new
(unplayed) message before deleting the message.
Saved Message Retention Time—the length of time the VPS will store an old
(played) message before deleting the message.
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Subscriber's Guide
Glossary
Message Retrieval Order
The order in which the subscriber retrieves messages: Last In First Out (LIFO) or
First In First Out (FIFO).
Message Transfer
Allows a subscriber to reroute a message to another mailbox unless the message
was marked "private". Additional comments can be added to this message.
Message Waiting Lamp
Light on proprietary telephones that lights when there are messages in the mailbox.
Message Waiting Notification
The VPS can notify subscribers and the Message Manager when they have
received messages (if authorized by the System Administrator or the System
Manager). There are 3 notification methods: (1) by the Message Waiting Lamp, (2)
by a telephone, or (3) by a beeper.
Multilingual Selection Menu
The Message Manager is responsible for recording this menu. Allows callers to
choose the language they want (System, User 1 or User 2 prompts) when they call
the VPS.
Non-Subscriber
A caller to the VPS who does not own a mailbox.
Notification Method
(See Message Waiting Notification.)
Operator
Up to 3 destinations can be assigned as operators. This is the extension that
receives calls when the calling party is on a rotary phone or dials [0].
Owner’s Name
After a subscriber records her name, the VPS announces her name during
transfers, Intercom Paging, and confirmation of Dialing by Name.
Independent of this recording is registration of name by System Administrator.
This allows callers to dial parties by name (Dialing by Name) rather than by number.
For example, a caller can dial "S-M-I-T" (Smith) rather than Smith’s mailbox
number, which can be hard to remember.
Subscriber's Guide
61
Glossary
Password
A combination of numbers selected by the subscriber to protect access to her
mailbox. If forgotten, the System Administrator or System Manager can clear it so
that the subscriber can select a new password.
Personal Greetings
A subscriber can record messages to greet callers. There are 3 kinds of Personal
Greetings:
(1) No Answer Greeting
(2) Busy Signal Greeting
(3) After Hours Greeting
Personal Greeting for Caller ID
(Available with DPT Integration only.) Each subscriber can record up to 4 personal
greeting messages for calls from pre-assigned Caller ID numbers. Each greeting
supports up to 8 Caller ID numbers.
Personal Group Distribution List
A subscriber can maintain up to 4 distribution lists, each containing a maximum of
20 mailboxes. Using this list, she can send the same message to all members of a
specific distribution list at once.
Port
The point of connection between the PBX and the VPS.
Pound Sign
The [#] key on the telephone keypad.
Private Message
A message recorded as a private message cannot be forwarded. You can specify
privacy when delivering a message to other subscribers (Subscriber's Guide
Section 3.1).
Prompt
Prerecorded VPS sentences that guide subscribers and non-subscribers through
specific VPS functions. The VPS supports 3 prompts: (1) System prompts
(prerecorded at the factory in English), (2) User 1 prompts*, and (3) User 2
prompts*.
Prompts are numbered; the Message Manager can turn off and on the prompts
individually.
*: freely recorded by the Message Manager
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Subscriber's Guide
Glossary
Remote Call Forwarding Set
(Available with DPT Integration only.) A subscriber and the Message Manager can
program her extension from a remote location to forward various types of calls to a
desired extension or an outside telephone. There are 6 forwarding settings
available:
(1) Forward All Calls
(2) Forward Busy Calls
(3) Forward No Answer Calls
(4) Forward Busy or No Answer Calls
(5) Forward to a CO Line
(6) Forward Cancel.
See Remote Call Forward to CO.
Remote Call Forward to CO
(Available with DPT Integration only.) Allows the System Administrator to program
Telephone number 1 and Telephone number 2 as the destination to which the
callers are forwarded when the Remote Call Forwarding is set to an outside (CO)
line. This feature must be enabled in the COS (Class of Service) setting to be
utilized. See Remote Call Forwarding Set.
Review
Plays back a message.
Rewind
Replays the last 4 s of a message.
Rotary Telephone
A telephone capable of pulse dial only. Callers using a rotary telephone will be
automatically forwarded to the operator or the General Delivery Mailbox.
SAVE
One of the utility commands that is used to save VPS data to a personal computer.
Scanning Messages
Allows the subscriber to listen to only the first 4 s of each message. Another method
is to press [2] while listening to a message; this instructs the VPS to skip to the next
message.
Service Mode
The System Administrator or the System Manager can change the call handling
method programmed for each Time Group 1-8.
Subscriber's Guide
63
Glossary
Station Programming
Programming via the proprietary telephone.
Subscriber
A person who has an assigned mailbox.
System Administration
System programming can be performed via 2 ways: (1) Locally (personal computer
connected directly to the RS-232C port of the VPS), or (2) remotely (personal
computer connected via the telephone network and the internal modem card [KXTVS320 only] of the VPS).
Note: Local programming and remote programming are mutually exclusive.
System Administrator
Unlike the Message Manager and the System Manager, who use a telephone to
perform their duties, the System Administrator uses a personal computer to
program the VPS. The System Administrator’s handbook is the Installation Manual.
System External Message Delivery Duration Time
The maximum time allowed for an external message that is to be delivered by the
VPS, specified by the System Administrator.
System Group Distribution List
The VPS can maintain up to 20 distribution lists, each containing a maximum of 20
mailboxes. Each list is referenced by a System Group Distribution List number and
is assigned via system administration. A recording into a System Group Distribution
List number will go into the mailboxes of all group members.
System Manager
(Mailbox 99, 999, 9999, or 99999) The person who can perform very basic and
limited system programming using a telephone. She can create/delete mailboxes,
clear subscriber passwords when they are forgotten, set Class of Service
parameters, set the System Clock, and generate System Reports.
System Report
The System Administrator or System Manager can generate 8 System Reports to
monitor the VPS operating status as required.
TIME
One of the utility commands that is used to confirm or set the time and date of the
VPS.
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Subscriber's Guide
Glossary
Time Group
A time frame in which Day, Night, Lunch, or Break time period can be programmed.
It is possible to assign up to 8 different Time Groups.
Time Synchronization
(Available with DPT Integration only.) When the PBX sets a new date and time or
when DPT Integration is established, the data is sent from the PBX to the VPS.
Two-Way Recording (TWR)
(Available with DPT Integration only.) Allows a subscriber to record a conversation
into her mailbox.
Two-Way Transfer (TWT)
(Available with DPT Integration only.) Allows a subscriber to record a conversation
into another person’s mailbox.
Unlimited Message Length
Permits a mailbox owner to record two-way conversations of unlimited length into
her or another person's mailbox (Two-Way Recording or Two-Way Transfer). The
maximum recording time for other messages will automatically be set to 6 min.
Voice Mail
A general term used for messages recorded over the phone from one person to
another.
Voice Prompt
Recorded VPS instructions to callers. These are either system prompts or user
prompts.
VPS
Voice Processing System (e.g., Panasonic KX-TVS120, KX-TVS220, and KXTVS320).
Subscriber's Guide
65
Glossary
66
Subscriber's Guide
Glossary
Subscriber's Guide
67
Panasonic Consumer Electronics
Company, Division of Matsushita
Electric Corporation of America
One Panasonic Way, Secaucus,
New Jersey 07094
www.panasonic.com
Panasonic Sales Company (“PSC”)
Division of Matsushita Electric of
Puerto Rico, Inc.
Ave. 65 de Infantería, Km. 9.5,
San Gabriel Industrial Park, Carolina,
Puerto Rico 00985
Copyright:
This manual is copyrighted by Kyushu Matsushita Electric Co., Ltd. (KME). Under the applicable copyright
laws, this manual may not be reproduced in any form, in whole or part, without the prior written consent of
KME and its licensee.
c
2002 Kyushu Matsushita Electric Co., Ltd. All Rights Reserved.
Printed in Japan
PSQX2719ZA KK0702YK0
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