3 Message Playback and Related Features
3.1 Playing Messages previous menu. You can then select another message type to listen to.
Listen to Message:
1 New Message
2 Old Message
3 Deleted Message
3.1 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:
• New Messages:
Messages in your mailbox which you have not played back yet.
• Old Messages:
Messages in your mailbox which you have played back but have not yet deleted.
• 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
5.21 Recovering Deleted Messages). If
you do not recover deleted messages, they will be permanently deleted at the end of the 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.
1. Log in to your mailbox.
•
See 2.1 Logging in to Your Mailbox
if necessary.
2.
1
3. Follow the prompts as necessary.
1
2
to play new messages.
to play old messages.
3 to play deleted messages.
4. Listen to the message.
• Pressing [ ] during message playback will return you to the
1 Receive New Message
2 Receive Old Message
3 Receive Deleted Message
Note
• Additional features are available during and/or after message playback. Refer to the table below and press the appropriate dialing key. Note that certain features are not available depending on the message type (new, old, deleted).
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3.1 Playing Messages
2
3
4
5
*1
6
*1
7
8
9
*1
Key
1
1 1
1 2
2 3
*2
2 4
2 5
2 6
3 (+ 1
*2
)
9 0
*1
Feature
Repeat this message
Replay the previous message
Play the next message
Pause/restart message playback
(during playback only)
Play the message envelope
Set Bookmark (during playback only)
• [2] to restart message playback.
Start playback at the Bookmark
Save this message as new
• After saving the message, the next message will be played soon.
Delete this message
• If the confirmation message is played, press [1] to delete the message.
Recover this message
Reply to this message
Rewind (during playback only)
Fast-forward, skip envelope
(during playback only)
Transfer this message
Adjust playback volume
(during playback only)
Adjust playback speed
(during playback only)
Play back at normal speed
(during playback only)
New
Message Type
Old Deleted
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
—
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
ü
—
ü
—
ü
ü
ü
ü
ü
ü
ü
ü
ü
—
—
—
—
ü
—
ü
ü
—
ü
ü
ü
*1
*2
These keys also function when using VM Menu.
These keys only available when the appropriate COS settings are assigned to your mailbox. For more information, consult your System Administrator.
Note
• VPS programming determines if the message envelope is played before each message, after each message, or only when you press [2] [3]. For
16 Subscriber’s Manual Document Version 3.0 2010/06
3.1 Playing Messages more information, consult your
System Administrator.
• 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 day. 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
5.20 Bookmarks). You can set one
Bookmark for each message in your mailbox. If you set a second
Bookmark in the same message, the previous one is deleted.
• During playback, you can adjust playback volume and speed by pressing [8] and [9] respectively.
Press the desired key repeatedly to adjust the volume and speed as necessary. If volume or speed are at the highest setting, pressing the dialing key will select the lowest setting, as shown below.
Level 1
Level 2
Level 3 (default)
Level 4
Level 5
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3.2 Replying to Messages
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:
• Urgent Status:
The message will be heard before other messages by the recipient.
• Private Status:
The recipient will not be able to forward the message, ensuring privacy.
• 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.
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 5.21 Recovering Deleted
Messages).
2.
4 during or 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.
Leaving a Message for the 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 5.21 Recovering Deleted
Messages).
2.
4 during or after message playback.
3.
2 to begin recording.
4. 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.
5.
1 to end recording.
6.
2 to accept.
7.
1 1 to set the delivery time of the message.
1 2 to send the message immediately, then go to step 12.
2 to accept, then go to step 15.
8. Enter the desired delivery time, then
# .
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:
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• 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.
13.
1 to make the message private.
2 to continue.
14.
1 to request a receipt.
2 to continue.
15. Go on-hook.
Note
• Auto Receipt is not enabled by default. For more information, consult your System Administrator.
• New urgent messages are played before any other messages.
However, old urgent messages are treated like regular messages: messages are played starting with the oldest.
3.2 Replying to Messages
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3.3 Transferring Messages
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:
• Specify the recipient by entering another subscriber’s mailbox number.
• Specify several recipients by entering a
Personal Group Distribution List number
(see 5.6 Personal Group Distribution
Lists) or a Mailbox Group number.
• Record your own comments and send them along with the transferred message.
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 5.21 Recovering Deleted
Messages).
2.
7 during or after message playback.
3. Enter one of the following:
A mailbox number.
A Personal Group Distribution List number, then # .
A Mailbox Group number.
4.
2 to accept.
5.
1 to transfer the message without recording your comments, then go to step 8.
2 to record your comments.
6. Record your comments after the tone.
7.
1 to end recording.
8.
2 to accept.
9. Go on-hook.
Note
• No acknowledgement will be given to indicate the message has been transferred.
Specifying the Recipients by Name
(Dialing by Name)
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 5.21 Recovering Deleted
Messages).
2.
7 during or after message playback.
3.
# 1
4. Using the dialing 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, then go to 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.
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3.4 Remote Access
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:
• Automatic Log-in:
When logging in to your mailbox remotely from a preprogrammed outside telephone number (assigned as a Caller
ID number), you do not need to enter any special commands or your mailbox number. The VPS can recognize the telephone number you are calling from and therefore determine you are the
caller (see 5.17 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 for your mailbox.
• 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 Log-in is not available with your PBX, when your mailbox is not programmed for
Automatic Log-in, or when you are calling from a telephone number not programmed for Automatic Log-in.
Remote Automatic Log-in
1. Call the VPS from the preprogrammed outside telephone number (assigned as a Caller ID number).
• Ask your System Administrator what telephone number you should dial in order to access the VPS remotely.
• The number of rings you hear before the VPS answers your call can indicate whether or not you have new messages (Toll Saver feature).
For more information, consult your
System Administrator.
3.4 Remote Access
2. Enter your password, then # .
• 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 to call an extension.
# 8 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.
Remote Manual Log-in
1. Call the VPS from an outside telephone.
• Ask your System Administrator what telephone number you should dial in order to access the VPS remotely.
2.
# 6
3.
and your mailbox number.
4. Enter your password, then # .
• 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 to call an extension.
# 8 0 to call the operator.
7.
# 9 when finished.
8. Go on-hook.
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