KX-TVS 120 - Voice Communications
Contents
1. 12 Service Access Commands 5 5 niei dre riti roe Pe rese Sa cosa aep 13 2 Receiving Messages 2 1 2 2 2 3 2 4 Receiving Messages 5 erectio eo nnn unen eae Eno duces uere rera a urn nra cares 16 Replying to Messagges iere eed 17 Message Trarnisfer T ite ree 18 Accessing Your Mailbox from an Outside 19 3 Sending Messages 3 1 3 2 3 3 3 4 3 5 3 6 3 7 Delivering Messages to Other 22 2 22 Checking Mailbox Distribution 0 4000041111 24 Setting up an External Message Delivery _ 25 Sending External Delivery 26 Receiving External Delivery 2 2 2 28 Replying to External Delivery Messages eese 29 Checking and Setting External Message Delivery Status 30 4 Special Features 4 1 4 2 4 3 4 4 4 5 4 6 4 7 4 8 Transfer Status 32 Covering ExternsiOnh reir ierra rra Yo aa aiae aaa2. Asng 10 CO 1517 Bujre 196 snyeys Y99040 Z abessay nue 5 uuneu 0 9 ue nue uen pa else us Z4 s 8 EW 9910A 9 Cw sk L nueui JO uoisuajxe e 196 s dwoid 16 5 eun Aue y spueululo 55900 SJOQUINN euoudaja uBissy snieis eoe Z dwe uonsenp 9529 e Jemsuy 196 Z uonsenp MaU 929 v SINOH Asng 2 ON jeuosjeg nua vy 01 9 6 sseooy jedeeg y wodu uolsue xy 2 eDesso N e Dui ee 5 1 16 ejejduioou jqes q sseooy Jedeeg 2 1 SN 8 S JejsueJ 19S 18S eulejx3 196 a
3. BY EXTERNAL MESSAGE DELIVERY LIST 4 digit 4 digit CO CO CO 85 CO Enter the 4 digit Record the Press 2 Press 1 or 2 Enter the 4 digit password or recipient s for desired list password or press 10 skip name at press 10 skip the tone IF DESIRED or Deliver For example 1 for AM 4 Detve 5 00 is entered as 5 and G or PM Press for 5 15 is entered as 515 immediate Set delivery time Press 1 for AM delivery or 2 for PM Day of the s CO cr CO CD 5 Enter the day of the Press 2 Record a Press 1 Press 2 On hook month and press to accept message to end to accept atthetone recording 26 Subscriber s Guide Sending Messages The 4 digit password is not your password to log into your mailbox i 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 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h See Note about the Day of the Month entry in Section 2 2 Replying to Messages Important Note When the VPS calls to an outside line via a PRI ISDN Primary Rate Access Interface card of a Panasonic PBX please be sure to add after the telephone number 1112223333 in the example here Example 9P 11122233334 Please contact your System Administra
4. RECORD or A MESSAGE OPTION 2 Follow the prompts according to your needs Review 3 To review the mailing list 8 to TO ia 22 You can specify a maximum of 20 mailboxes as destinations for 1 message n 22 Subscriber s Guide Sending Messages TO RECORD A MESSAGE TO SET DELIVERY TIME lt 2 AND OR PRIVATE STATUS Record message Press 1 Press 2 to or recording message TO SET DELIVERY TIME AND OR PRIVATE STATUS TO SET DELIVERY TIME For example 5 00 is entered as 5 and tt 5 15 is entered as 515 Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY Cr oram Oe O 2 for PM Press 2 to Press 1 for AM Enter the day of the month accept the Press 2 or 2 for PM and press delivery time 1 To make the message private Cru 2 To return to a previous menu Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY 2 Gd Press 2 then return to On hook a previous menu n recording automatically If you pause during the recording you must restart it within 20 s or the VPS will stop You will not hear EB for AM 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h See Note about the Day of the Month entry in Section 2 2 Replying to Messages Subscriber s Guide 23
5. notification to delete Press 2 to accept Press 1 or 2 for telephone Press 3 On hook ae If you do not know your line access code ask your System Manager You will hear the following guidance as the Options Menu To change press 1 To accept press 2 review press GJ To add more digits press 4 To insert a pause press 5 To set dial mode press Cs To insert a wait for dial mode press 7 To insert a beeper display command press 40 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 Toactivate 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 To record the question 6 gt 2 Toset the answer length To erase the question Log into your mailbox Press 6 Press 1 Press the desired button WHEN YOU PRESS 1 IF NEEDED To review 2 To accept C
6. gt 5 amp 5 Press 1 to record a group name 2 State the group Press 2 Press 2 Enter the mailbox Press 2 to add name at the tone to accept to add number of the first the member to member the list gt 2 Wru ego T o end Press 1to Enter the mailbox Press 2 to add On hook add more number of the next the memberto your selection members member the list 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 subscri ber 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 36 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 5 gt Log into your Press 5 4 Enter the group Press 3 to delete mailbox distribution number a group member 1 4 1 To delete all members 2 1 To delete 1 mailbox eu Make your selection On hook Il Press 1 to delete all members Press 2 to review all members one by one in EE each case you can delete a member or skip it Just follow the prompts Subscriber s Guide 37 Speci
7. i tense zc 4 To add To erase and exit Press 1 Record a Press 1 to Make your selection and On hook question end recording repeat the steps WHEN YOU PRESS 2 IF NEEDED 1 For4s 1 To change the length 2 85 2 skip to the next question EF 3 For 16s 3 To go back to the previous question 4 For 32s 4 go directly to question Press 1 Select the answer Make your selection On hook length desired and repeat the steps WHEN YOU PRESS 3 gt amp Press 1 to erase and repeat this step On hook for all questions to be erased Subscriber s Guide 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 T system with DPT Integration see DPT Integration in Glossary En Ifyou cannot use this feature ask your System Administrator or System Manager She might have disabled it Log into your Press 5 for mailbox Mailbox Management ees G S Press 1 Press 4 TO RECO
8. 9 To exit the VPS mn 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 T OPTION 1 Enter the mailbox by NUMBER Subscriber s 2 Main Menu or OPTION 2 Enter the mailbox by NAME Log into your mailbox Press 2 e Youcan also specify a Personal or a System Group Distribution List T instead of an individual mailbox by entering the number of the list If you use a Personal Group Distribution List press 8 after the list number Personal Group Distribution Lists must exist before they 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 me Enter the mailbox number Press 2 to accept the mailbox number entered OPTION 2 Enter the mailbox by NAME C DB Press and 1 Enter the first Press 1 to 3 or 4 letters of the accept the mailbox person s last name stated To record a message WHEN YOU WHEN YOU WHEN YOU 2 To add anew mailbox no p gt PRESS 1 PRESS 2 PRESS 3
9. Press 5 Press 2 WHEN YOU CHANGE OR CLEAR YOUR PASSWORD o CO Do Press 1 Enter the new password and press and press or press 10 clear Cl 7 Press 2 On hook Subscriber s Guide 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 6 gt Log into your Press 5 Press State the name Press 2 mailbox at the tone TO CHANGE TO ERASE l 9 Press 3 Press 1 State name Press 2 Press 3 Press On hook at the tone 12 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 follo
10. 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 n IF THE MESSAGE HAS NOT BEEN RECEIVED Subscriber s c Press 3 to cancel the message Log into your mailbox Press 3 to check distribution status or delete verification or 2 049 Press 1 to delete Press 2 to cancel On hook distribution verification message delivery 24 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 iim CO gt COND Log into your mailbox Press 6 Press 3 Press 3 Press 1 or 2 to choose the delivery list TO DELETE 1 or gt 1 To delete all gt ey 2 To delete one Press 1 to Press 2 Make your selection Press 1 to add delete TO AN OUTSIDE PARTY IF NEEDED To insert a pause or Line Access Telephone 7 special command enter Code No the partia
11. 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 T The voice prompt will guide you in every step of programming EH 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 1 2 1 3 1 4 1 5 Logging in to Your 8 nnn 8 Recording Personal Greetings 2 2 2 2 9 Setting Changing and Clearing Your 11 Recording Your Naime
12. 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 KX TD1232 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 D
13. 01 54 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 KX TD308 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 subscrib
14. 2 On hook to accept Subscriber s Press 5 Press 6 C To change Telephone number 1 2 To change Telephone number 2 Make your selection WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER Press 1 to change New Telephone Enter the new destination telephone number 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 Calls
15. 33 Incomplete Call Handling Status 2 111 34 Message Reception 128888212222 35 Personal Group Distribution 155 2 2 2211 36 Deleting Group Distribution 4 04 412 37 Deleting Group Distribution List 38 Message Waiting 2 22222 2 39 Subscriber s Guide Table of Contents 4 9 4 10 4 11 4 12 4 13 4 14 4 15 4 16 Interview Mailbox reciente oorr tenere ioter tierna 41 Recording Personal Greetings for Caller 0 42 Assigning Caller ID Numbers for Personal Greeting for Caller ID 43 Personal Caller Name 45 Live Call 5 47 Recording a Two Way 1 44444422 48 Setting Telephone Numbers for Call Forwarding to CO 49 Remote Call Forwarding 22 2 2222 2 2 2 50 Appendix T 54 GIOSS 6 Lo ioo E 55 Subscriber s Guide 5 Table of Contents 6 Subscriber s Guide M
16. Accept 6 set Returning to Top Menu Automated Attendant Service Status Follow the prompts according to your needs 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 34 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 Q Log into your mailbox Press 4 Press 3 Press 1 to change On hook Interview Mode Message Recording Mode Notall subscribers have an interview mailbox The System Administrator or the System Manager must assign an interview mailbox HH Subscriber s Guide 35 Special Features 4 5 Personal Group Distribution Lists n 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 5 Log into your mailbox Press 5 Press 4 Enter the group distribution number 1 4
17. 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 64 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 mai
18. before deleting the message 60 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 Syst
19. delete all Er To delete al cer qo dais v Press 1 to add a SUEDE new number and Make your name and repeat Press 3 your selection On hook selection the above steps 46 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 Fordetailed 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 alwa
20. to add more Press 2 to change to accept numbers and repeat to end the steps For the Caller ID Number you can use X as a wild card For example if you assign 021 area code X X X X X X X calls from area code 021 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 1 To add Caller ID Greeting 2 2 To delete 3 To review Enter a Caller ID Press 2 to accept Press the desired button Greeting number 1 4 TO ADD TO DELETE ae To delete all 2 9 2 1 To delete one Press 1 to add and Press 2 Make your selection repeat the steps to delete Subscriber s Guide 43 Special Features When you add a Caller ID number follow the steps in TO ASSIGN FOR THE FIRST T TIME to assign EH 44 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 Panas
21. Forward Busy Calls Forward No Answer Calls Forward Busy or No Answer Calls Forward to a CO Line and Cancel Forwarding Thisfeature is available to you only if you are using a Panasonic KX T series telephone system with DPT Integration see DPT Integration in Glossary CREE 1 To forward all calls gt 6 4 2 Toforward busy calls 3 To forward no answer calls Log into your Press 6 Press 4 4 To forward busy or no answer calls mailbox 5 To forward to a CO line 6_ To cancel forwarding Make your selection WHEN YOU PRESS 1 2 3 4 Enter the destination Press 2 On hook extension number to accept You will hear CS 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 f you hear Call forwarding not accepted Please check the destination number the forwarding setting has not been completed properly at your telephone system possibly because a nonexistent extension number has been entered as the destination If you hear this message even though a valid number has been entered consult your System Administrator WHEN YOU PRESS 5 TO OTHER NUMBER C1 To Telephone number 1 C2 To Telephone number 2 2 eu To other number Make your selection Enter the destination Press 2 telephone number to accept On hook 50 Subscriber s Gu
22. PS 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 To enable Call Blocking 2 To enable Call Screening 1 3 Toenable Intercom Paging WM eu To enable Beeper Access C5 To disable All Transfer Services Log into your Press 4 Press 1 Follow the prompts On hook mailbox according to your needs 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 32 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 the caller presses 0 while leaving 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 C
23. Panasonic Voice Processing System Subscriber s Guide 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 Benotified 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 e Your mailbox and extension number The System Manager s phone number Basic Steps When using your mailbox for the first time you must read
24. RD FOR THE FIRST TIME or TO CHANGE OR ERASE TO RECORD FOR THE FIRST TIME i Enter a Caller ID Record a Greeting number greeting 1 4 at the tone came 9 GS Press 1 to end recording GG g gt y Press 2 On hook to accept You go on to assign Caller ID numbers after accepting the recorded greeting TO CHANGE OR ERASE Caller ID Greeting No Enter a Caller ID Greeting number 1 4 1 To change 3 To erase Make your selection CQ On hook When you change the greeting follow the steps in TO RECORD FOR THE FIRST T TIME to rerecord 42 Subscriber s Guide Special Features 4 11 Assigning Caller ID Numbers for Personal n 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 Recording Personal Greetings for Caller ID i TO ASSIGN FOR THE Subscriber s G gt 0 Basti Log into your mailbox Press 5 Press 1 Press 4 TO ADD OR DELETE TO ASSIGN FOR THE FIRST TIME Caller ID Greeting 2 2 Enter a Caller ID Press 2 Enter a Caller ID Greeting number 1 4 to accept number up to 20 digits IF NEEDED IF NEEDED 1 2 1 2 gt y Press 1 Press 2 Press 1
25. ailbox 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 S b Gentes a EST Enter the edensin FROM ANOTHER EXTENSION number of the VPS FROM YOUR EXTENSION When the Direct Mailbox Access is enabled 1 receive message IF YOU HAVE SET YOUR PASSWORD 2 To deliver a message 3 To check the mailbox distribution 4 For automated attendant status Enter the password and press s 5 For mailbox management 6 For other features To end this call Follow the prompt according to your needs FROM ANOTHER EXTENSION IF YOU HAVE SET YOUR PASSWORD D D 9 CE Gaiters 9 43 m Press and 6 Press and enter Enter the password your mailbox number and press 1 To receive a message 2 To deliver a message 3 To check the mailbox distribution 4 For automated attendant status 5 For mailbox management C6 For other features To end this call Follow the prompts according to your needs T You will hear CS 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 De
26. al Features 4 7 Deleting Group Distribution List Names Use this feature to delete a group distribution list name Subscriber s Group No gt gt CO croupo Log into your mailbox Press 5 Press 4 Enter the group distribution number 1 4 o Press 1 to change Press 3 to erase On hook group name the group name 38 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 wh
27. bessa 195 195 13470 19 13 29 157 uonnquisiq dnoJo 196 J9 u3 plomssed 196 jeuosJed xoqjieyy dN 195 6 L S OO 3Jow y 195 9 9 6 2 L e 196 v epojy uondeoeu eDesse NieS suoisuejx3 195 Z 5215 JOJSUEI 9 195 sniels VV 195 pouen eDesso N1XON YOOUD Z eDesse N snoi eld x99u2 abessoyy uonnquisig 19942 1sr Jeujouv 2 eDesse N JequinwN 19103 eDesso y soDesso N ueos oDesso N JoJsuei 1524 puiMaH pues oDesso N 95213 oDesso N 1XoN oDesse y 1 eDesse y1eedeu eDesso N SF LO Subscriber s Guide dn x Seinjeo4 1910195 9 196 9 snjeis vv 1uepueny 196 uonnquisiq eDesseu TNO MOU X X X GACY n puomsseg 1 xoqjreul 9 uogeoo jow y xoqjreN e Je1u3
28. ccept the Press 2 or 2 for PM and press delivery time 1 To make the message private Cio 2 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 f paused the recording must be restarted within 20 s or the VPS will stop recording Il automatically EN You will not hear 1 for 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 Log into your mailbox Press 1 Press 7 OPTION 1 Enter the mailbox Subscriber s by NUMBER CORTOS OPTION 2 Enter the mailbox by NAME e Youcan also specify a Personal or a System Group Distribution List T instead of an individual mailbox by entering the number of the list EH If you use a Personal Group Distribution List press after the list number Personal Group Distribution Lists must be created before they be used see 4 5 Personal Group Distrib
29. ection of option 3 To play the entire message can be carried out only once If your System Administrator or System Manager has not enabled the Delete Message Confirmation feature to your mailbox see Delete Message Confirmation in Glossary selecting option 3 a second time will erase the message The VPS will automatically erase messages after a specified number of days Your System Administrator or System Manager controls the number of days to maintain the messages 16 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 Youcan reply only to messages that were transferred to you or originated as Delivering Message to Other Subscribers EH TO RECORD A MESSAGE esi gt Oe gt d Log into your Press 1 Press 4 Press 2 to record Record the mailbox a message message 1 2 TO SET DELIVERY TIME AND OR PRIVATE STATUS Press 1 to Press 2 to accept or end recording the message FOR IMMEDIATE DELIVERY TO SET DELIVERY TIME AND OR PRIVATE STATUS SET DELIVERY TIME 5 15 is entered as 515 _ For example 0 Delivery Time 5 00 is entered as 5 and Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY CI oram j 2 Vof 2 2 for PM Press 2 to Press 1 for AM Enter the day of the month a
30. elivery 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 58 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 pa
31. em 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 gu
32. en 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 1 To change the Message Waiting Lamp Status gt 5 2 WM 2 Tochange the Device Status 3 To assign a telephone or beeper no Log into your mailbox Press 6 Press 2 Press the desired button WHEN YOU PRESS 1 To Change C3 2 To Accept Make your selection On hook WHEN YOU PRESS 2 1 To use for scheduling 2 Tousecontinuously M eu 3 To not use at all Enter the device number 1 3 Select the status On hook Subscriber s Guide 39 Special Features WHEN YOU PRESS 3 TO CHANGE FOR A CO LINE NEEDED 1 3 Press 1 Enter a Line Access Enter the Press 1 20r 3 to change Code to seize a CO line Area Code AN EXTENSION To insert a pause or special command enter the partial Extension No number and wait for the options or menu Press 5 to enter a pause Enter the telephone Press 4 to continue entering Enter the extension number the telephone number number TO DELETE Wee 039
33. er 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 pre assigned Caller ID numbers to the desired extension mailbox including System Group Distribution List or Custom Service Caller Name Announcement System Personal Available with 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
34. ge the mailbox owner via the PBX notify the mailbox owner via beeper transfer the caller to the operator or let the caller try another extension 3 4 5 6 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 fr
35. ick up a call from the VPS 6 Press 2 to reply Record a message Press 1 to end recording 1 To make the message private GT 2 Otherwise v Press 1 or 2 On hook Press that the sender assigned 2 Press 2 to accept Subscriber s Guide 29 Sending Messages 3 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 T it can be used Subscriber s D Log into your Press 6 Press 3 Press 2 to check mailbox the status To cancel external message delivery er 2 To change the time and date y Press 1 or 2 On hook Press 1 to change 2 the schedule or delete the message 30 Subscriber s Guide Special Features Section 4 Special Features Subscriber s Guide 31 Special Features 4 1 Call Transfer Status n Use this feature to specify how the V
36. ide Special Features Your System Administrator or System Manager must authorize this feature before it Il 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 otherwise 1 To telephone number 1 and or 2 telephone number 2 will not be heard 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 5 Press 2 to accept On hook Besureto exitfrom the menu AFTER the forwarding setting is accepted otherwise the Il forwarding setting will not be stored Subscriber s Guide 51 Special Features 52 Subscriber s Guide Appendix Appendix Subscriber s Guide 53 Appendix Quick Reference Jequosqng jo nue BU O uunjai 80S Jequosqnsg ul sseJd nof J Jequinu s Aued sno J 9U PIS Jequosqng ul G sseJd J eoies Jequosqns pesseooe ueuM uo ejqejreAe pue gi 10 Jeouet eur OO 01 GMA sjen samsuy ON 10 Asng 5 2 JeMsuy
37. ide 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 62 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 Mai
38. l number and or Entera Ling Enter th wait for the options menu nter the Press 5 to enter a pause Access Code to Enter the telephone _ Press 4 to continue seize a CO line Area Code number entering the telephone number TO AN EXTENSION 6 DO A Enter the extension Press 2 Record the Press 2 to add number recipient s name TO ADD MORE MEMBERS TO END Press 1 to add and Press 2 On hook repeat the steps to end Subscriber s Guide 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 T it can be used En 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 COR CO herman 3 Enter a Line Log into your Press 6 Press3 1 Press 1 Access Code to mailbox seize a CO line To insert a pause or IF NEEDED special command enter TO AN EXTENSION Telephone the partial number and Extension wait VOU 2 menu Press 5 to enter Enter the Enter the a pause Press 4 to Press 2 telephone Area Code number continue entering the rititriber to accept telephone number 0
39. lbox 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 KX TVS320 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
40. lbox 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 KX TVS320 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 Copyright Panasonic Sales Company PSC Division of Matsushita Electric of Puerto Rico Inc Ave 65 de Infanter a Km 9 5 San Gabriel Industrial Park Carolina Puerto Rico 00985 This manual is copyrighted by Kyushu Matsushita Electric Co Ltd KME Under the applicable copyright laws this manual may not be reproduced in any form in whole or part without the prior written consent of KME and its licensee O 2002 Kyushu Matsushita Electric Co Ltd All Rights Reserved Printed in Japan PSQX2719ZA KK0702YKO
41. livery feature If you do not know the VPS extension number ask the System Manager If you enter Subscriber Service via Custom Service does not end your call you will be returned to Custom Service 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 atthe tone otherwise your callers will be confused No Answer TO RECORD FOR 2 Busy Signal THE FIRST TIME Main Menu 3 After Hours or TO CHANGE OR Caller ID ERASE Log into your Press 5 Press 1 Follow the prompts mailbox according to your needs TO RECORD FOR THE FIRST TIME IF NEEDED To review 64 gt gt gt CD record again Record greeting Press 1 to 4 add Press 2 at the tone end recording To erase and exit to accept IF NEEDED 1 To change the No Answer 2 To change the Busy Signal C 3 To change the After Hours Follow the prompts On hook according to your needs TO CHANGE OR ERASE To change 2 To accept eu To erase Follow the prompts On h
42. om 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
43. onic KX T series telephone system with DPT Integration see DPT Integration in Glossary nm The System Administrator or the System Manager can change the maximum number of Caller IDs for the Personal Caller Name Announcement for your extension e f Caller ID Screening does not work consult your System Administrator or System Manager She might have disabled it TO ASSIGN AND RECORD Subscriber s FOR THE FIRST TIME j Log into your mailbox Press 5 Press 5 TO ADD OR DELETE TO ASSIGN AND RECORD FOR THE FIRST TIME CD f 2 Press 1 Enter a Caller ID Press 2 State a caller to assign number up to 20 digits to accept name IF NEEDED 2 1 2 5 2 1 2 On hook number and name and repeat the steps Ifyou enter a number which you have already assigned the prompt notifies you Follow Il the prompt and enter another number HH Subscriber s Guide 45 Special Features TO CHANGE 1 To change Caller ID number TO CHANGE CALLER ID NUMBER 2 2 Tochange Caller Name 3 To accept 2 Ent Caller ID Press 2 Make your selection number ub 1030 digits to change TO CHANGE CALLER NAME gt BH c Press 3 to accept On hook oes caller and repeat the steps to change the next entry TO ADD OR DELETE TO ADD TO DELETE 1 To add 1 1 To
44. ook according to your needs Subscriber s Guide 9 Mailbox Setup 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 Em Besureto exitfrom the menu AFTER the greeting is accepted Otherwise the greeting will not be stored 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 f 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 10 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 Log into your mailbox FOR THE FIRST TIME Password GJ Enter the password 2
45. overing Extension Il to your mailbox Subscriber s P Sese o 2 Log into your mailbox Press 4 Press 2 Enter the extension number WHEN YOU REASSIGN THE COVERING EXTENSION D Eg Press 1 Enter the new Press 2 On hook to change extension number to accept The caller will not know to press 0 for transfer to your covering extension Therefore Il the caller must be instructed For example you might record the Busy Greeting in this HH way Hi this is Cindy Sorry but 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 8 Log into your mailbox Press 4 Press 4 1 To set Leaving a Message Status 2 To set Covering Extension Transfer Status 3 To set Intercom Paging Status 4 To set Beeper Access Status 1 To Change EGT 5 To set Operator Transfer Status 2 To
46. 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 56 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
47. tor for more explanation Subscriber s Guide 27 Sending Messages 3 5 Receiving External Delivery Messages Use this feature to receive External Delivery Messages IF NEEDED SS D p Hirs CO 59 Pick up a call Press 1 to Enter the Press Press X to from the VPS receive the password that the end the call message sender assigned The message will not be delivered if the password is incorrectly entered 3 times T however the receiver will hear the following information depending upon system EB 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 28 Subscriber s Guide Sending Messages 3 6 Replying to External Delivery Messages Use this feature to reply to External Delivery Messages IF NEEDED 4 digit Password Enter the password Press 1 to receive the message DdD P
48. ution Lists 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 5 Enter the mailbox Press 2 to accept the number on the keypad mailbox number entered OPTION 2 Enter the mailbox by NAME gt www gt 1 Press and 1 to Enter the first 3 or 4 letters Press 1 to accept access the mailbox of the person s last name the mailbox stated M TO TRANSFER TO TRANSFER WITH COMMENT Press 1 to Press 2 to Record a Press 1 Press 2 to transfer without transfer with comment to end accept comment comment recording C l Oe CS CD On hook n No acknowledgment will be given that the message has been transferred 18 Subscriber s Guide Receiving Messages 2 4 Accessing Your Mailbox from an Outside Telephone Follow this procedure to check your messages remotely t 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 HH S OO 9 GO rase 5 Call the VPS from Press and 6 Press X and Enter your an outside telephone mailbox number IF NEEDED GG 47 3 Enter your password Press 1 to receive Review your and press the message messages To access another extn ES Co To reach the operator
49. wed by your own mailbox number to log into your mailbox 8 pressing this during system prompts activates Automated Attendant Service It prompts you for an extension number and then attempts to call your party If she cannot take the call the VPS will take some suitable action Note If you call the extension directly the VPS cannot help you x pressing this during system prompts takes you to the previous VPS menu If you have lost bearings within Subscriber Service use this command to get you out 0 pressing this lets you listen to the whole menu for Help Subscriber s Guide 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 1 To repeat the message COR 1 To replay the previous message To play the next message C1 To erase the messages one by one To reply to the message Go to 2 2 To rewind To fast forward To transfer Bj Go to 2 3 To scan messages Log into your Press 1 Press 0 mailbox EJ Select the appropriate message option When all messages are scanned you will have 3 options n 1 To replay the previous message 2 To play the next message 3 To play the entire message Sel
50. ys 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 Thisfeature is available to you only if you are using a Panasonic KX T series telephone T system with DPT Integration see DPT Integration in Glossary Em Forthe instructions of how to use this feature please refer to the User Manual of your Panasonic KX T series telephone system 48 Subscriber s Guide Special Features 4 15 Setting Telephone Numbers for Call n n 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 Ifyou cannot use this feature ask your System Administrator or System Manager She might have disabled it Log into your mailbox FOR THE FIRST TIME Telephone No or Enter the destination telephone number 2 b
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