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TVP 120 220 320 Subscriber`s Guide - City

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1. u uu 54 A PAPO CINK AA AA 57 Al QUICK ReTera N66 AGAR 58 O Lo a AA 59 Subscriber s Guide 5 6 Subscriber s Guide Section 1 Mailbox Setup Subscriber s Guide 7 1 1 Logging in to Your Mailbox 1 1 8 Logging in to Your Mailbox Before you access Subscriber Services you must first open your mailbox S gt Off hook Enter the extension number of the VPS FROM YOUR EXTENSION Extn No of VPS gt or FROM ANOTHER EXTENSION FROM YOUR EXTENSION When the Direct Mailbox Access is enabled IF YOU HAVE SET YOUR PASSWORD Enter the password and press FT To receive a message 2 To deliver a message GJ To check the mailbox distribution ES For automated attendant status G For mailbox management Ce For other features Game O WHEN YOU LOG IN FOR THE FIRST TIME Go to Section 1 2 Subscriber Tutorial to set up your mailbox then repeat the procedure here from the beginning To end this call Follow the prompt according to your needs FROM ANOTHER EXTENSION IF YOU HAVE SET YOUR PASSWORD oo Tea Press and 6 Press and enter Enter the password your mailbox number and press WHEN YOU LOG IN FOR THE FIRST TIME Go to Section 1 2 Subscriber Tutorial to set up your mailbox then repeat the procedure here from the beginning EB To receive a message 2 To deliver a messag
2. 13 1 6 Service Access Commands U 14 2 Receiving Messages 15 2 1 R c IVi g M sSsSag s u Uu ANAKAN AKNG 16 2 2 Replying to Messages J J J J J 17 2 3 M ssag Tra nNSTE Ea NAAAKIT GASA 19 2 4 Accessing Your Mailbox from an Outside Telephone 20 3 Sending NA AA 21 3 1 Delivering Messages to Other Subscribers 22 3 2 Checking Mailbox Distribution m aa 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 J J 29 3 7 Checking and Setting External Message Delivery Status 30 4 Spe ecial F eatures u aNG NLANNA AGED 31 4 1 Call Transfer StatUS sisisi a u u A u Au Gua Sha NAAANINAG 32 4 2 Covering EXENSION Ka ANAN BANAAG 33 4 3 Incomplete Call Handling Status
3. 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 TD308 or the KX TDA series This information includes among other things extension number assignments for each VPS port This saves time in the initial setup Auto Configuration can be executed by DIP 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 Called Party ID Sometimes referred to as Follow On ID Allows the PBX to dial ex
4. 2 gt Enter a Caller ID Press 2 Enter a Caller ID number Greeting number 1 4 to accept up to 20 digits and wait IF NEEDED IF NEEDED r gt 2 P KS 2 P Press 1 Press 2 Press 1 to add more Press 2 On hook to change to accept numbers and repeat to end the steps Forthe Caller ID Number you can use x as a wild card For example if you live in J Ontario Province and you would like to greet all calls from Quebec Province with a on Personal Greeting in French you should assign the following numbers e 418 area code X X X X X X X for Quebec Quebec and eastern Quebec e 450 area code X X X X X X X for Quebec central southern Quebec excluding Montreal e 514 area code X X X X X X X for Quebec Montreal area e 819 area code X X X X X X X for Quebec Western Quebec e If you enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number Subscriber s Guide 43 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID TO ADD OR DELETE 7 To add Caller ID Greeting No p gt 2 gt 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 1 To delete all GO G GQ 2 C To delete one y or Press 1 to add and Press 2 Make your selection On hook repeat the steps to delete When you add a Caller ID numb
5. Log into your Press5 Press 1 Follow the prompts mailbox according to your needs TO CHANGE IF NEEDED CI To review 1 gt es gt 1 gt s To erase and record again Press 1 Record greeting Press 1 to To add to change atthe tone end recording To erase and exit IF NEEDED Fa C To change the No Answer NG 2 To change the Busy Signal NG GI Press 2 3 To change the After Hours y id Follow the prompts On hook according to your needs TO ERASE ER Press 3 On hook to erase 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 will not be stored Be sure to exit from the menu AFTER the greeting is accepted Otherwise the greeting By system default the maximum length of a Personal Greeting is 6 min It is recommended that you mention your name in each Personal Greeting because the regular announcement of name see 1 5 Changing and Erasing Your Name will be suppressed Subscriber s Guide 11 12 1 4 Changing and Clearing Your Password 1 4 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 ob
6. u 34 4 4 Message Reception Mode U u AKON 35 4 5 Personal Group Distribution Lists u u u nnmnnn nenna 36 4 6 Deleting Group Distribution Members u 37 4 7 Deleting Group Distribution List Names 38 4 8 Message Waiting Notification u u u J J 39 4 9 Interview Mailbox a aa uuu asas usssasssssssssssssssassssaanassaswasusasssassuwasuswasssssssassasa 41 4 10 Recording Personal Greetings for Caller ID T T J 42 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID 43 4 12 Personal Caller Name Announcement 45 413 Live Call SCree ring siasscaessessscncsscasnsnsssasacassnannenseccisanatnnwassessaenicasasdesesstnssacaxenaesnssarans 47 4 14 Recording a Two Way Conversation u 48 4 15 Setting Telephone Numbers for Call Forwarding to CO 49 416 Remote Call Forwarding Set aaa AA 50 4 17 Setting Telephone Numbers for Call Transfer to CO 52 4 18 Setting Telephone Numbers for Toll Saver 53 419 Setting Personal Custom Service
7. 2 3 OR 4 gt D Enter the destination Press 2 On hook extension number and wait to accept You will hear 8 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 Ifyou 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 C To set Telephone number 1 2 To set Telephone number 2 Telephone No 2 3 To set other number D gt gt Make your selection Enter the destination Press 2 telephone number to accept On hook and wait 50 Subscribers Guide 4 16 Remote Call Forwarding Set Your System Administrator or System Manager must authorize this feature before it i can be used on 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 1 To set telephone number 1 and or 2 To set telephone number 2 will not be heard e Depending on your telephone system you can enter up to 24 or 16 digits using the keys 0 9 and x for telephone numbers Plea
8. Enter the mailbox by NAME G amp G P KOO gt O 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 TO TRANSFER TO TRANSFER WITH COMMENT D DE 5 gt 5 NG Press 1 to Press 2 to Record a Press 1 Press 2 to On hook transfer without transfer with comment to end accept comment comment recording No acknowledgment will be given that the message has been transferred Subscriber s Guide 19 2 4 Accessing Your Mailbox from an Outside Telephone 2 4 Accessing Your Mailbox from an Outside Telephone Follow this procedure to check your messages remotely It may be possible for you to choose another language for Subscriber Service J prompts lf you are interested in this option please contact your System on Administrator D 8 DD amp GO mwono Call the VPS from Press and 6 Press and enter your an outside telephone mailbox number IF NEEDED gt 4 gt Enter your password Press 1 to receive Review your and press the message messages To access another extn 0 To reach the operator gt g 2 To exit the VPS Oaeheak Follow the prompts according to your needs 20 Subscribers Guide Section 3 Sending Messages Subscriber s Guide 21 3 1 Delivering Messages to Other Subscribers 3 1 Delivering Messages to Other Subscribers Use this feature
9. 1 Press the desired button WHEN YOU PRESS 1 j o st Oo 4 Press 1 Record a Press 1 to Press 2 question end recording to accept IF NEEDED 7 To change this question 2 To skip to the next question F 3 To skip to the previous question g 3 To go directly to a question Make your selection and On hook repeat the steps WHEN YOU PRESS 2 IF NEEDED C For4s 7 To change the length 2 For8s 2 To skip to the next question G B gt 3 For 16s 3 To go back to the previous question gt 4 For32s 4 To go directly to a question Press 1 Select the answer Make your selection On hook length desired and repeat the steps WHEN YOU PRESS 3 1 gt Press 1 to erase and repeat this step On hook for all questions to be erased Subscriber s Guide 41 4 10 Recording Personal Greetings for Caller ID 4 10 Recording Personal Greetings for Caller ID This feature allows you to record up to 4 Personal Greetings for calls from assigned Caller ID numbers Each Personal Greeting supports up to 8 Caller ID numbers To enable this feature first record a greeting then assign Caller ID numbers To assign Caller ID numbers see 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID e This feature is available to you only if you are using a Panasonic KX TD KX TDA J series telephone system with DPT Integration see DPT Integration in the G
10. 1112223333 Cindy s cell phone 4 Transfer to extension no 111 Mr Smith 5 AA service other extensions No DTMF Input Operation Message Recording Personal Greeting Hi this is Cindy Sorry but am away from my desk right now Press 3 at any time to be transferred to my cell phone Press 4 at any time to be transferred to Mr Smith Press 5 at any time for other extensions If you want to record a message just speak after the beep press 1 when you are finished and follow the system guidance instructions to leave your message in my mailbox You can assign up to 2 keys for the Transfer to Outside Please make sure you begin the telephone number with a Line Access Code to seize a CO line Important Note When the VPS calls to a CO 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 55 4 19 Setting Personal Custom Service 56 Subscriber s Guide Appendix A Appendix Subscriber s Guide 57 A1 Quick Reference Quick Reference A1 ESINES Jaquosqns jo nuaw doj nu lN UN 2U 0 uln181 Im NOA SAMS Jaquosqns ul alum ssaid NOA J UeISOY Z dequinu xoqrew s Ayed ino Jajua ase9 d ey IlIA NOA PAMS 1 quoSsqnS ul alum G ssald NOA Jl 1607 G 3919S Jaquosqns p
11. 29 30 3 7 Checking and Setting External Message Delivery Status 3 7 Checking and Setting External Message Delivery Status After recording external delivery messages you can check the delivery schedule or review the specified recipients You can only check the delivery status to if you wish cancel delivery or change the delivery time and date of messages that have not yet been delivered Included in undelivered messages are messages for which the recipient could not correctly enter the password After listening you have the option of deleting messages or changing schedules e The System Administrator or the System Manager must authorize this feature before J it can be used bes MOBO gt m Log into your Press 6 Press 3 Press 2to check Press 1 to change Po mailbox the status the schedule or delete the message 7 To cancel external message delivery 2 To change the time and date gt y Press 1 or 2 On hook Subscribers Guide Section 4 Special Features Subscriber s Guide 31 32 4 1 Call Transfer Status 4 1 Call Transfer Status Use this feature to specify how the VPS should handle a call when a caller reaches your extension The following options are available Call Blocking Call Screening Intercom Paging Calling a Beeper Transfer to Mailbox or Disable All Transfer Services uU To enable Call Blocking 2 To enable Call Screening Subscriber s 3 To enab
12. TO CHANGE NO DTMF INPUT OPERATION or TO REVIEW CURRENT SETTING TO CHANGE THE KEY ASSIGNMENT D Com Press 1 Enter a key number Press 1 2 To transfer to extension 3 To transfer to outside telephone EB To assign Custom Service To assign Voice Mail Service 6 To assign Call Transfer Service Or WHEN YOU PRESS 3 Gam gt Ce GO Enter the telephone Press 2 I number and wait to accept On hook o to change 3 9 to change WHEN YOU PRESS 1 2 OR 4 EB To transfer to mailbox gt Mailbox No or 2 Extension No IN Custom Service No Follow the prompt according to Enter the destination mailbox your needs extension number or Custom Service number 1 100 54 Subscriber s Guide 4 19 Setting Personal Custom Service TO CHANGE NO DTMF INPUT OPERATION GQ 8 1 gt 2 gt Press 1 Press 1 to change No DTMF Press 2 On hook to change Input Operation Message to accept Recording Disconnect TO REVIEW CURRENT SETTING 2 gt E y Press 2 to review On hook You will hear 3 To transfer to outside telephone only when the System Administrator or the System Manager authorizes you the use of the Call Transfer to Outside feature Please note that your Personal Greeting should guide callers to select the preset Personal Custom Services easily Example Personal Custom Service Settings 3 Transfer to outside telephone no
13. following Custom Services in her Personal Greeting Personal Custom Service e Transfer to Mailbox e Transfer to Extension e Transfer to Outside Custom Service e VM Service Voice Mail Service e AA Service Call Transfer Service A caller can select a desired service from those above while listening to the Personal Greeting or recording a message See 4 19 Setting Personal Custom Service Subscriber Tutorial When a subscriber accesses her mailbox for the first time the VPS guides her to set up the mailbox with some Help messages Simply by following the messages she can set up these items e Password Owner s Name Personal Greetings No Answer Greeting Busy Greeting After Hours Greeting See 1 2 Subscriber Tutorial Toll Saver Allows a subscriber to check her mailbox from a pre assigned DID Caller ID number without necessarily making the VPS answer the call Without Toll Saver the VPS will always answer the call and therefore she will incur toll charges With Toll Saver the VPS can let her know that there are no new messages without answering her call See 4 18 Setting Telephone Numbers for Toll Saver Getting Started Numbers to Know You must have the following information before you begin e The extension number s of the VPS Your mailbox and extension number e The System Manager s phone number Basic Steps When using your mailbox for the first time you must read Section 1 Mailbox Set
14. permits an outside caller to dial a single digit 1 9 to reach a specific extension DID Call Routing Available with DPT Integration only on the KX TD500 V4M or higher The VPS automatically sends calls from pre assigned DID numbers to the specified extension mailbox including System Group Distribution List or Custom Service 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 TD308 or the KX TDA series Requires upgraded software in the PBX Depending on the model and or the software version of the connected PBX you may not be able to utilize some of the features available only with DPT Integration For more information consult your dealer DTMF Dual Tone Multi Frequency Commonly referred to as touchtone Subscriber s Guide 61 62 Envelope Information Position Specifies the position of Envelope Information the name of the person who recorded transferred a message or Caller ID Number information Before The VPS announces Envelope Information before playing the recorded transferred message After The VPS announces Envelope Information after playing the recorded message None The VPS does not announce Envelope I
15. repeat the steps 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 4 12 Personal Caller Name Announcement TO CHANGE Ci To change Caller ID number 2 P 2 Tochange Caller Name 3 To accept gt Press 2 Make your selection to change TO CHANGE CALLER NAME gt s Press 3 to accept and repeat the steps to change the next e C08 State a caller name TO CHANGE CALLER ID NUMBER Caller ID No Or Enter a Caller ID number up to 20 digits and wait a gt 7 On hook ntry TO ADD OR DELETE TO ADD TO DELETE 7 To add EB ER To delete all GD or Z 3 To delete B See ae adda s 2 To delete one y new number and Make your name and repeat Press 3 Make your selection On hook selection the above steps 46 Subscribers Guide 4 13 Live Call Screening 4 13 Live Call Screening By assigning one of your telephone keys to this feature you can monitor incoming calls that have been forwarded to the Voice Mail Service When in the Hands Free Mode you can monitor the incoming call through the telephone s built in speaker You can speak with the caller by picking up the handset When in the Private Mode you can monitor the incoming call through the handset after you hear the notification tone You can speak with the caller by pressing the feature key or
16. s DOS Log into your mailbox Press 5 Press 4 Enter the group distribution number 1 4 DI gt BE Press 1 to change Press 3 to erase On hook group name the group name 38 Subscribers Guide 4 8 Message Waiting Notification 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 Syste
17. the default password mailbox and press Welcome to the Panasonic Voice Mail System This is the Subscriber Tutorial service In this cD service you can set your password record your name and record your Personal Greetings before you use this system Listen to the Tutorial Top Menu before setting up your mailbox SET PASSWORD You can set your password to a maximum of 10 digits Listen to the Help message to set your password SET OR SKIP YOUR PASSWORD FOR THE FIRST TIME Or DO Fo Enter the password and press Press 2 or press to skip to accept CHANGE OR CLEAR YOUR DEFAULT PASSWORD D gt Gana DO Press 1 Enter the new password and press Press 2 to change or press to clear to accept Subscriber s Guide 9 1 2 Subscriber Tutorial RECORD OWNER S NAME Please record your name a 12 lt is used in the following N gt es gt 2 Listen to the Help message State the name Press 2 to record Owner s Name at the tone to accept RECORD GREETINGS NO ANSWER BUSY SIGNAL AFTER HOURS J When any caller leaves a message for your mailbox gt f lt your Personal Greeting is e layed before th ding played before the recording Record greeting Listen to the Help message to record greetings at the tone EB gt CO To review 2 To accept s To erase and Press 1 to record again end recordin
18. the extension Press 2 Record the Press 2 to add f number recipient s name TO ADD MORE MEMBERS TO END or y Press 1 to add and Press 2 On hook repeat the steps to end Subscriber s Guide 25 3 4 Sending External Delivery Messages 3 4 Sending External Delivery Messages Use this feature to record and send external delivery messages The System Administrator or the System Manager must authorize this feature before JI it can be used an e 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 POPO Da lame E Enter a Line Log into your Press 6 Press3 Press 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 gt No wait ere feito or No gt 2 menu Press 5 to enter Enter the Enter the a pause Press 4 to Enter the Press 2 telephone extension Area Code number continue entering the number to accept and wait telephone number BY EXTERNAL MESSAGE DELIVERY LIST 4 digit aa eet Joe ME e Dm p D Enter the 4 digit Record the Press 2 Press 1 or 2 Enter the 4 digit password or recipients for desired list password or press to skip name at press to skip the tone IF DESIRED or Deliver Fo
19. the first the member to member the list CD 8 mibono gt G wm Jroa 5 GGo 2 To end Press 1 to Enter the mailbox Press 2 to add add more number of the next the memberto Make your selection members member the list On hook To make use of Personal Group Distribution Lists please see 3 1 Delivering Messages to Other Subscribers on e 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 36 Subscribers Guide 4 6 Deleting Group Distribution Members 4 6 Deleting Group Distribution Members Use this feature to delete group members from a Group Distribution List You can delete the members individually or altogether Subscribers A s p I p pno 5 Log into your Press 5 Press4 Enter the group Press 3 to delete mailbox distribution number a group member 1 4 1 To delete all members 2 G To delete 1 mailbox gt By Make your selection On hook Press C1 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 4 7 Deleting Group Distribution List Names 4 7 Deleting Group Distribution List Names Use this feature to delete a group distribution list name Subscriber
20. the following guidance as the Options Menu To change press OJ To accept press 2 To review press GJ To add more digits press 4 To insert a pause press s To set dial mode press s To insert a wait for dial mode press CJ To insert a beeper display command press Important Note When the VPS calls to a CO 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 PP123PP456PPX Please contact your System Administrator for more explanation Subscribers Guide 4 9 Interview Mailbox 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 aya C To record the question ats es s gt 6 EB gt 2 To set the answer length To erase the question Log into your mailbox Press 6 Press
21. 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 Subscriber s Guide 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
22. 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 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 O pressing this lets you listen to the whole menu for Help 14 Subscribers Guide Section 2 Receiving Messages Subscriber s Guide 15 2 1 Receiving Messages 2 1 Receiving Messages The VPS plays both the new and saved messages that are in your mailbox along with the date time and sender information pertaining to each message Subscriber s gt D 0o Log into your Press 1 Press 0 mailbox 5 To repeat the message CO To replay the previous message To play the next message 3 G To erase the messages one by one 4 To reply to the message B Go to 2 2 s To rewind 6 To fast forward To transfer gt Go to 2 3 To scan messages 5 To save this message as new Select the appropriate message option When receiving your me
23. you can stop listening to the message by replacing the handset e This feature is available to you only if you are using a Panasonic KX TD KX TDA J series telephone system with DPT Integration see DPT Integration in the Glossary an and if the System Administrator has provided your extension with this feature For detailed information concerning this feature please refer to the documentation of your Panasonic KX TD KX TDA series telephone system Subscriber s Guide 47 4 14 Recording a Two Way Conversation 4 14 48 Ji Recording a Two Way Conversation By assigning one of the function keys on your telephone to this feature you can record the conversation that you are having You must always notify the other party before you begin recording There are 3 types of conversation recording and hence 3 types of function keys 1 Two Way Recording TWR Record into your own mailbox 2 Two Way Transfer TWT Record into another subscriber s mailbox 3 One Touch Two Way Transfer One Touch TWT Record into another subscriber s mailbox with one touch Available only with KX TDA series Normally conversation recording time is limited However there is an Unlimited Message Length option Call your System Administrator for assistance This feature is available to you only if you are using a Panasonic KX TD KX TDA series telephone system with DPT Integration see DPT Integration in the Glossary e For the in
24. 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 TO CALL THE MESSAGE SENDER s gt Do Oe D sm fg Log into your Press 1 Press 4 Press 1 to call the Talk mailbox message sender 18 Subscriber s Guide 2 3 Message Transfer 2 3 Message Transfer This function allows you to transfer messages to other mailboxes e Ifthe message is assigned as private it cannot be transferred to other mailboxes OPTION 1 Enter the mailbox Subscriber s by NUMBER DD OPTION 2 Enter the mailbox Log into your mailbox Press 1 Press 7 by NAME You can also specify a Personal or a System Group Distribution J List instead of an individual mailbox by entering the number of the 7 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 gt 5 Enter the mailbox Press 2 to accept the number on the keypad mailbox number entered OPTION 2
25. 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 i the caller must be instructed For example you might record the Busy Greeting in this EE 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 34 4 3 Incomplete Call Handling Status 43 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 K 5 Log into your mailbox Press 4 Press 4 7 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 7 To change F3 5 To set Operator Transfer Status 2 To accept 6 To set Returning to Top Menu Automated Attendant Service Status Follow the prompts according to your needs Make your selection On hook KX TDA series telephone system with DPT Integration
26. IVERY TIME C4 OG 2 AND OR PRIVATE STATUS or Record a message Press 1 Press 2 to to end accept the FOR IMMEDIATE DELIVERY recording message TO SET DELIVERY TIME AND OR PRIVATE STATUS I TO SET DELIVERY TIME P x For example D D Delivery Time GH 5 00 is entered as 5 and Fo 5 15 is entered as 515 Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY 1 p gt Day of the Month C gt 2 r 2 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 gt a 2 To return to a previous menu Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY 2 gt GO y Press 2 then return to On hook a previous menu e Ifyou pause during the recording you must restart it within 20 s or the VPS will stop J recording automatically an Youwill not hear 1 for AM 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h e See Note about the Day of the Month entry in Section 2 2 Replying to Messages Subscriber s Guide 23 3 2 Checking Mailbox Distribution 3 2 Checking Mailbox Distribution This function allows you to check the status of messages which you have recorded in your mailbox for delivery to other mailboxes You can check the delivery status of up to 84 message
27. MBER EB B New Telephone No p CG Press 1 Enter the new telephone Press 2 to change number and wait to accept On hook TO SET A DID NUMBER FOR THE FIRST TIME WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER Telephone No or CO gt New Telephone No 2 Enter the telephone Press 1 Enter the new telephone number and wait to change number and wait y Press 2 On hook to accept Depending on your telephone system you can enter up to 20 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 Subscriber s Guide 53 4 19 Setting Personal Custom Service 4 19 Setting Personal Custom Service This feature allows you to set the following Custom Services in your Personal Greeting Personal Custom Service e Transfer to Mailbox e Transfer to Extension e Transfer to Outside e Custom Service 1 to 100 e VM Service Voice Mail Service e AA Service Call Transfer Service A caller can select a desired service while listening to the Personal Greeting or recording a message You can also choose what happens if a caller does not dial anything after your Personal Greeting No DTMF Input Operation as follows e Message Recording She will be guided to leave a message e Disconnect The line will be disconnected Subscriber s Os gt Log into your mailbox Press 5 Press 8 TO CHANGE THE KEY ASSIGNMENT or
28. Panasonic Voice Processing System Subscriber s Guide KX TVP120C more KX TVP220C KX TVP320C Thank you for purchasing the Panasonic KX TVP120C KX TVP220C KX TVP320C Voice Processing System Please read this manual carefully before using this product and save this manual for future use Introduction Thank you for purchasing the Panasonic KX TVP120 KX TVP220 KX TVP320 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 Create a Personal Custom Service for your callers And more List of Enhancements Compared to the previous version of the KX TVP120 KX TVP220 KX TVP320 Voice Processing System these models are enhanced by the following new features 2 Subscriber s Guide Personal Custom Service Allows a subscriber to set the
29. ands 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 Subscriber s Guide 67 68 Service Mode The System Administrator or the System Manager can change the call handling method programmed for each Time Group 1 8 Station Personal Programming Programming via the proprietary telephone Subscriber A person who has an assigned mailbox Subscriber Tutorial When a subscriber accesses her mailbox for the first time she will be guided to set up these items simply by following Help messages 1 Password 2 Owner s Name 3 Personal Greetings No Answer Greeting Busy Greeting After Hours Greeting 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 TVP320 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 Administrators handbook is the Installation Manual System External Message D
30. 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 One Touch Two Way Transfer One Touch TWT Available with DPT Integration only on the KX TDA series Allows a subscriber to record a conversation into another person s mailbox with one touch Operator Up to 3 destinations can be assigned as operators This is the extension that receives calls when the calling party is on a rotary phone or dials 0 Owner s Name After a subscriber records her name the VPS announces her name during transfers Intercom Paging and confirmation of 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 65 66 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 pass
31. assage aney noA uaym luo jqeenre ale pue g SPUBWWO B oN nua yy snol naig di H o Wnjay 0 Xx GC 0 uxg ue nu l uen xg O Jo suel MHels H x 6 1 8 44 Z Geo s Ien aoa ul6o7 WH 9 1 S oa r leid N S aweN jusuipedaq Wwojsng Aq eia G e ZH L e 2 nu u JO uorsu 1x Xogjiew juaJaljip e 386 o siduuojd wa sAs Buunp w Aue SPUBWWOD Buimojjo ay eid SPUBWILUOD SS9909V 3JI Mas Ig9ueO GMA 9 ur OO e OI AM4 S sled 19MSUY ON 10 Asng GMA 7 sieo Jomsuy ON AM4 sieo Asng AM4 Z SI EO IIV GMA 7798S Bulpsemiog e9 a owa IS Buen 18S g snes Alonijag Y20490 Z abessaw piooey Maaljaq Bess lN jeux jos Buipiewuod 29 a owsy abessayy Alanijag jeusa xq aS uoyeaynon buniem sbessew yes Z XOG IE N A lIA191U 19S L saInjea4 19470 18S si qunN auoyda a ubissy snje s ading Z dwe bBuniem ab6essay U0NE21 1 0N Bess IN uonsann seg yue Jemsuy 18S Z UOHSEND Psod9y juawabeur xoqlIeIN Maau 0IN8S WOISND eU0SJ9d 18S 8 JBABS JOL 10 sIB3dUNN 195 Z 00 01 GMA IID lou t19S 9 JOqUINN ewWeN 1129 pjoday S Jsi1uonnqulisiq dn019 aS OWEN SJOUMOC Ja ug pjomssed 18S Z sBul io euosi d ploday L nu uu BeueIN xoql elN dn yes qQld9 leO sinoH JOUY Asng Zz J9MSUYON L bBunaalg Iguosi q pJoday nuay do 8211199 yy 01 unay Joyes
32. bscribers 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 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 comm
33. 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 TVP120 KX TVP220 and KX TVP320 Subscribers Guide Subscriber s Guide 71 Panasonic Canada Inc 5770 Ambler Drive Mississauga Ontario L4W 2T3 www panasonic ca Copyright This manual is copyrighted by Panasonic Communications Co Ltd PCC Under the applicable copyright laws this manual may not be reproduced in any form in whole or part without the prior written consent of PCC and its licensee 2003 Panasonic Communications Co Ltd All Rights Reserved PSQX3034YA KK0903YK1054
34. e GJ To check the mailbox distribution 4 For automated attendant status 5 For mailbox management s For other features To end this call Follow the prompts according to your needs Subscriber s Guide 1 2 Subscriber Tutorial 1 2 Subscriber Tutorial When you access your mailbox for the first time the VPS guides you to set up the mailbox with some Help messages Simply by following the messages you can set up these items e Password Owner s Name Personal Greetings No Answer Greeting Busy Greeting After Hours Greeting Callers will hear your Personal Greeting message s after reaching your mailbox If you set Personal Custom Service menus in your mailbox you should record the appropriate greeting message s to guide callers to select a desired service e g Transfer to Outside among the preset Personal Custom Services see 4 19 Setting Personal Custom Service Personal Greeting messages for Voice Mail Service are always followed by a tone and a chance to leave a message Therefore your Personal Greeting should say please leave a message at the tone otherwise your callers may be confused The System Administrator or the System Manager must authorize this feature before it can be used e You may be asked to enter a default password after logging into your mailbox If you do not know this password ask your System Administrator Mam Menu Default Password CG Log into your Enter
35. elivery 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 Subscriber s Guide System Report The System Administrator or System Manager can generate 8 System Reports to monitor the VPS operating status as required System Security By default the System Message Managers cannot access the VPS from their telephones until the System Administrator enables the relevant settings and sets a password for access The System Message Managers always need to enter this password to access the VPS The System Administrator can also choose to set a default password for subscribers mailboxes If this setting is enabled a default password is automatically assigned when mailboxes are created TIME One of the utility com
36. er follow the steps in TO ASSIGN FOR THE FIRST J TIME to assign ae 44 Subscriber s Guide 4 12 Personal Caller Name Announcement 4 12 H 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 TD KX TDA series telephone system with DPT Integration see DPT Integration in the 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 TO ASSIGN AND RECORD Subscriber s FOR THE FIRST TIME gt D Dmr TO CHANGE i i or Log into your mailbox Press 5 Press 5 TO ADD OR DELETE TO ASSIGN AND RECORD FOR THE FIRST TIME j Do gt D gt Press 1 Enter a Caller ID number Press 2 State a caller to assign up to 20 digits and wait to accept name IF NEEDED GO gt gt D Press 2 Press 1 to add a new Press 2 to end On hook number and name and
37. g ES To add To erase and exit If you decide to use the pre recorded System Greeting you need to and Erasing erase the greeting you recorded here See 1 3 Changing Personal Greetings CONFIRM YOUR SETTINGS G gt Press 1 to confirm your settings On hook We strongly recommend that you set the password to 10 digits for maximum protection against hackers Please avoid using obvious number combinations for the password Hours Greeting in this order The VPS guides you to record No Answer Greeting Busy Signal Greeting and After e The Help message for Personal Greetings is only played when you record No Answer Greeting It is not played for Busy Signal Greeting and 10 Subscriber s Guide After Hours Greeting 1 3 Changing and Erasing Personal Greetings 1 3 Changing and Erasing 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 for Voice Mail Service are always followed by a tone anda chance to leave a message Therefore your Personal Greeting should say please leave a message at the tone otherwise your callers will be confused Sack ER i crue TO CHANGE ubscri er s 2 usy Signa or p s p U P 3 After Hours TO ERASE 4 Caller ID
38. he 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 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 Although Intercom Paging is generally paging through telephones internal paging paging through external speakers external paging is also supported Intercom Paging allows up to 16 different paging groups An outside party can reach a subscriber who is away from her telephone using one of the paging groups that is assigned for the subscriber A paging group can be either internal or external For a Caller ID caller if her name has been recorded for the Calle
39. le Intercom Paging Go s gt OD 4 To enable Beeper Access gt y 5 To enable Transfer to Mailbox 6 To disable All Transfer Service Log into your Press 4 Press 1 Follow the prompts On hook mailbox according to your needs Subscriber s Guide The Intercom Paging feature is available only if you are using a Panasonic KX TD KX TDA series telephone system with DPT Integration see DPT Integration in the Glossary 4 2 Covering Extension 4 2 Covering Extension The caller goes to the covering extension in 3 ways One way is via the Automated Attendant Service when the Incomplete Call Handling Status has enabled Covering Extension Transfer Status see 4 3 Incomplete Call Handling Status The second way is during a Personal Greeting announcement f 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 e Toactivate this feature your System Administrator must assign a Covering Extension I to your mailbox on Subscriber s gt a gt 2 or Main Menu E Log into your mailbox Press 4 Press 2 Enter the extension number WHEN YOU REASSIGN THE COVERING EXTENSION Do o we Press
40. lossary on e f you cannot use this feature ask your System Administrator or System Manager She might have disabled it har TO RECORD FOR THE Subscriber s gt C w CD amp 9 FBSTTME Log into your Press 5 for Press 1 Press 4 TO CHANGE OR ERASE mailbox Mailbox Management TO RECORD FOR THE FIRST TIME Caller ID c came OD GN Gg Enter a Caller ID Record a Press 1 Press 2 On hook Greeting number greeting to end to accept 1 4 at the tone recording JI e You can go on to assign Caller ID numbers after accepting the recorded greeting an TO CHANGE OR ERASE Caller ID 7 To change gt Draw gt CS Enter a Caller ID Make your selection On hook Greeting number 1 4 When you change the greeting follow the steps in TO RECORD FOR THE FIRST i TIME to rerecord ae 42 Subscriber s Guide 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID Use this feature to assign Caller ID numbers for prerecorded Personal Greetings Each greeting supports up to 8 Caller ID numbers e To assign Caller ID numbers first record a Personal Greeting see 4 10 Recording i Personal Greetings for Caller ID an Subscriber s TO ASSIGN FOR THE gt gt p p FinsTTmE Log into your mailbox Press 5 Press 1 Press 4 TO ADD OR DELETE TO ASSIGN FOR THE FIRST TIME j Caller ID Greeting No
41. m Administrator can set the notification to a preset schedule e Notification Number Assignment You can set up to 3 telephone or beeper numbers to ring when you wish to receive notification calls ED To change the Message Waiting Lamp Status bscriber gt 5 P 2 P 2 Tochange the Device Status To assign a telephone or beeper no Log into your mailbox Press6 Press 2 Press the desired button WHEN YOU PRESS 1 J 0 To change eS 2 To accept 5 Make your selection On hook WHEN YOU PRESS 2 7 To use for scheduling 2 Touse continuously pp 3 To not use at all Enter the device number 1 3 Select the status On hook Subscriber s Guide 39 4 8 Message Waiting Notification 40 WHEN YOU PRESS 3 TO CHANGE FOR A CO LINE CG IF NEEDED ae Ds gt E 2 Press 1 Enter a Line Access Enter the Press 1 2 or 3 to change Code to seize a CO line Area Code FOR AN EXTENSION To insert a pause or special command enter the partial Telephone No number and wait for the options r menu Press 5 to enter a pause Enter the telephone Press 4 to continue entering Enter the extension number and wait the telephone number number TO DELETE QO 5 Me D gt a Press 2 to accept Press 1 or 2 for telephone Press 3 On hook or beeper notification to delete If you do not know your line access code ask your System Manager You will hear
42. mands that is used to confirm or set the time and date of the VPS Time and Date Stamp Position Specifies the position of Time and Date Stamp Before The VPS announces Time and Date Stamp before playing the recorded transferred message After The VPS announces Time and Date Stamp after playing the recorded message None The VPS does not announce Time and Date Stamp 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 Toll Saver Is a cost saving feature that allows a subscriber to check her mailbox from a pre assigned DID Caller ID number without necessarily making the VPS answer the call Without Toll Saver the VPS will always answer the call and therefore she will incur toll charges With Toll Saver the VPS can let her know that there are no new messages without answering her call 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 Subscriber s Guide 69 70 Unlimited Message Length Permits a mailbox owner to record two way
43. nd 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 e Ifyou 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 4 16 Remote Call Forwarding Set 4 16 Ji Ji Remote Call Forwarding Set This feature allows you to program your extension from a remote location to forward various types of calls to a desired extension or an outside telephone There are 6 forwarding settings available Forward All Calls Forward Busy Calls Forward No Answer Calls Forward Busy or No Answer Calls Forward to a CO Line and Cancel Forwarding This feature is available to you only if you are using a Panasonic KX TD KX TDA series telephone system with DPT Integration see DPT Integration in the Glossary PR C To forward all calls SUNG Rissa gt s Pb 2 PD 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 8 To forward to a CO line 6 To cancel forwarding Make your selection WHEN YOU PRESS 1
44. nformation External Call Forwarding Available on the KX TD500 the KX TD816 the KX TD1232 the KX TD308 and the KX TDA series Forwards calls to an extension that has call forwarding activated to an outside phone External Delivery Message A message intended for automatic delivery to outside parties and or extensions The message can be delivered immediately or at a specified time 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 Subscribers Guide Immediate Reply Allows the message receiver to reply to a message without specifying the extension number or t
45. odoQ ss o5ov Jadaag bBuibed uuoo1J lu uolssu xg Buu Aoo abessay e Bulnga snje s BuilpueH a a2 dwodu N 2 f LO cO J9 SUEI 10 JaquINN suoydaja 19s BuljpueH e aja dwodu 19s apon uondaday abessan 19S SU0ISUB X7 Bula no 18S snyejs J8 sueI 29 19s snie1S VV jos NO LO jqes q IY XOG IE N O J9 SUBIL ssaJIY Jadaag buibeg wo buluaalos e bumsojg je SN E S 19 SUE I 19S TNOx LO CO CE jaoue9 abessa IX9N 199u9 Z abessay Snoad 13589U9 L abessoy Aeig 4 uonnqiilsiq xoqi elN 49949 IS Buen mamay XOG IEN Jayjouy ppy Z abessey pio59t Jeqwnn xoqlIeNW 49 Ug bess lN i AIl d di H M N se abessay aves soabessan ukg abessay Ja suei L piewuod se4 pulmay Aday pues abessan seg abessa yy 1x9N abessay Snoad L abessan yeodoy apessap A 999H NOT OR ODO dn BueyH x Samed 1940 18S 9 juswebeuey xoqiew dn 19S S Snes vv luepu nv pawony Jes uolnqulsiq xoqeN 399uO Bess ui Janijag afessaw anlaay NO sp soBessaw MAU XXX BABY NON snus rey ry plOMssed ry Jequunu xoqiew X 9 jelg uoneg207 ajoway e W0 xoqley e Ja ug OL 58 Subscribers Guide Glossary Alternate Extension Group Transfers the call coming into the extensions in this group following the sequence specified by Alternate Extension Transfer Sequence
46. r 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 Subscriber s Guide 63 64 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 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
47. r example for AM O Delivery 5 00 is entered as 5 and p 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 i Paa Ole oe E8 9 gt 2 gt 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 atthe tone recording 26 Subscriber s Guide 3 4 Sending External Delivery 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 Replying to Messages Important Note When the VPS calls to a CO 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 27 3 5 Receiving External Delivery Messages 3 5 Receiving External Delivery Messages Use this feature to receive External Delivery Messages IF NEEDED AN gt T p sigit Password p z P gt GyO Pick up a call Press 1 to Enter the Press Press
48. re to add after the telephone number 1112223333 in the example here Example 9P1112223333 Please contact your System Administrator for more explanation 52 Subscriber s Guide 4 18 Setting Telephone Numbers for Toll Saver 4 18 Setting Telephone Numbers for Toll Saver This feature allows you to assign up to 2 Caller ID numbers and a DID number for Toll Saver see Toll Saver in the Glossary When you check your mailbox from the assigned Caller ID numbers or by dialing the assigned DID number the VPS notifies you whether or not there is a new message in your mailbox by changing the delayed answer time You can reduce your telephone charges by accessing your mailbox only when there is a new message DID number setting for this feature is only available when the VPS is connected to the KX TD500 V4M or higher with DPT Integration see DPT Integration in the Glossary If you cannot use this feature cannot assign Caller ID numbers or cannot assign a DID number ask your System Administrator or System Manager She might have disabled it Subscriber s TO SET CALLER ID gt O gt 8 ane or Log into your mailbox Press 5 Press 7 TO SET DID NUMBER TO SET CALLER ID NUMBER 1 AND 2 FOR THE FIRST TIME CO To change Caller ID Number 1 bi 2 To change Caller ID Number 2 gt Telephone No 2i Make your selection Enter the telephone number and wait WHEN YOU WANT TO CHANGE THE TELEPHONE NU
49. rom 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 Subscribers Guide Delayed Ringing There are 2 kinds of delayed ringing applications 1 The VPS is used as the no answer destination for the Intercept Routing feature of your PBX 2 DIL 1 N 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 Subscribers Guide Section 3 1 Department Dialing A speed dialing feature that
50. se make sure you begin the telephone number with a Line Access Code to seize a CO line WHEN YOU PRESS 6 2 gt Press 2 to accept On hook e Be sure to exit from the menu AFTER the forwarding setting is accepted otherwise J the forwarding setting will not be stored on Subscriber s Guide 51 4 17 Setting Telephone Numbers for Call Transfer to CO 4 17 Setting Telephone Numbers for Call Transfer to CO This feature allows you to assign telephone numbers as the destination to which callers are transferred if you enabled Call Screening or disabled All Transfer Service for Call Transfer Status see 4 1 Call Transfer Status e f you cannot use this feature ask your System Administrator or System Manager She J might have disabled it arn FOR THE FIRST TIME ubscriber s O mmm 5 Log into your Press 4 Press 5 Enter the telephone mailbox number and wait WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER CD umano e OD Press 1 Enter the new telephone Press 2 On hook to change number and wait to accept Depending on your telephone system you can enter up to 32 digits using the keys 0 9 gt x and for telephone numbers ma Please make sure you begin the telephone number with a Line Access Code to seize a CO line Important Note When the VPS calls to a CO line via a PRI ISDN Primary Rate Access Interface card of a Panasonic PBX please be su
51. see DPT Integration in the JI The Intercom Paging feature is available only if you are using a Panasonic KX TD on Glossary Subscribers Guide 4 4 Message Reception Mode 4 4 Message Reception Mode Use this feature to direct callers to either your regular or interview mailbox This mode is effective for 1 Incomplete Call Handling Service when the subscriber s line is busy or she cannot take the call or when she has enabled Call Blocking and 2 when the transfer destination of calls is set to a Logical Extension Subscriber s DD O sm P Press 1 to change On hook Interview Mode Message Recording Mode Log into your mailbox Press 4 Press 3 Not all subscribers have an interview mailbox The System Administrator or the System Manager must assign an interview mailbox Subscriber s Guide 35 4 5 Personal Group Distribution Lists 4 5 Personal Group Distribution Lists Use the Personal Group Distribution List to send the same message to several mailboxes in a single operation Up to 4 lists can be maintained with each list containing up to 20 mailbox members Subscriber s gt C gt C gt gt Log into your Press 5 Press 4 Enter the group Press 1 to record mailbox distribution number a group name 1 4 Ng gt 2 p 2 p Mabon gt 2 gt State the group Press 2 Press 2 Enter the mailbox Press 2 to add name atthe tone to accept to add number of
52. ssages you can skip the date time and sender information I I attached to each message by pressing s ltispossible to choose when to play the information attached to each message before or after the message or to choose no playing of the information Please contact your System Administrator or System Manager for more explanation 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 the Glossary selecting option 3 a second time will erase the message e 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 2 2 Replying to Messages 2 2 Replying to Messages This feature allows you to reply to the following types of messages 1 Messages transferred or delivered to your mailbox by other subscribers 2 Messages with a Caller ID number To reply to 1 you can send a message to the message sender other subscriber or call i her back The callback feature is available only when the message sender has an an extension number e To reply
53. structions of how to use this feature please refer to the User Manual of your Panasonic KX TD KX TDA series telephone system Subscribers Guide 4 15 Setting Telephone Numbers for Call Forwarding to CO 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 e This feature is available to you only if you are using a Panasonic KX TD KX TDA i series telephone system with DPT Integration see DPT Integration in the Glossary on e Ifyou cannot use this feature ask your System Administrator or System Manager She might have disabled it gt O 0o C To change Telephone number 1 Mam Menu 2 To change Telephone number 2 Log into your Press 5 Press 6 Make your selection mailbox FOR THE FIRST TIME WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER Telephone No or EB gt New Telephone No Enter the destination Press 1 Enter the new destination telephone number and wait to change telephone number and wait y Press 2 On hook to accept e Depending on your telephone system you can enter up to 24 or 16 digits using the J keys 0 9 and x 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 a
54. to 2 you can call back the message sender with the Caller ID number attached to the message Caller ID Callback The Caller ID Callback feature is available only if you are using a Panasonic KX TD KX TDA series telephone system with DPT Integration see DPT Integration in the Glossary and the System Manager has enabled this feature TO RECORD A MESSAGE Subscriber s soso eo Log into your Press 1 Press 4 Press 2 to record Record the mailbox a message message EB B gt 2 D TO SET DELIVERY TIME AND OR PRIVATE STATUS Press 1 to Press 2 to accept of end recording the message FOR IMMEDIATE DELIVERY TO SET DELIVERY TIME AND OR PRIVATE STATUS TO SET DELIVERY TIME 5 15 is entered as 515 z P For example CD p CO 8 peiveyrme TUPU gt Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY QJ for AM Day ofthe Month gt 2 or 2 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 C To make the message private a 2 To retum to a previous menu Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY 2 gt By Press 2 then return to a previous menu On hook Subscriber s Guide 17 2 2 Replying to Messages If paused the recording must be restarted within 20 s or the VPS will stop recording JI automatically ae e You will not hear
55. to On hook 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 J however the receiver will hear the following information depending upon system NG 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 e Itis 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 3 6 Replying to External Delivery Messages 3 6 Replying to External Delivery Messages Use this feature to reply to External Delivery Messages IF NEEDED a Y B EB p gt 4 digit Password gt Po Pick up a call Press 1 to receive Enter the password Press from the VPS the message that the sender assigned o ts G Press 2 to reply Record a message Press 1 to end Press 2 to accept recording C To make the message private gt c 2 Otherwise Press 1 or 2 On hook Subscriber s Guide
56. to send the same message to several other subscribers ay OPTION 1 Enter the mailbox by NUMBER Subscriber s gt 2 gt Main Menu Of OPTION 2 Enter the mailbox by NAME Log into your mailbox Press 2 e You can also specify a Personal or a System Group Distribution Jd 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 sj gt Enter the mailbox number Press 2 to accept the mailbox number entered OPTION 2 Enter the mailbox by NAME X p Aww Pp 1 Press and 1 Enter the first Press 1 to 3 or 4 letters of the accept the mailbox person s last name stated 7 To record a message WHEN YOU WHEN YOU WHEN YOU 2 To add anew mailbox no gt PRESS 1 PRESS 2 PRESS 3 3 To review the mailing list Go to TO OPTION 1 4 RECORD or Follow the prompts according to your needs A MESSAGE OPTION 2 Review You can specify a maximum of 20 mailboxes as destinations for 1 message I 22 Subscriber s Guide 3 1 Delivering Messages to Other Subscribers TO RECORD A MESSAGE TO SET DEL
57. tra digits to bring the caller directly to a specified mailbox rather than to the General Delivery Mailbox Subscriber s Guide 59 60 Caller ID Callback Enables a subscriber to call back a message sender with the Caller ID number attached to the message Caller ID Call Routing Available with DPT Integration only The VPS automatically sends calls from pre assigned Caller ID numbers to the specified 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 callers 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 f
58. transmissions IF THE MESSAGE HAS NOT BEEN RECEIVED Subscriber s O o Log into your mailbox Press 3 to check Press 3 to cancel the message distribution status or delete verification D o ego y Press 1 to delete Press 2 to cancel On hook distribution verification message delivery 24 Subscribers Guide 3 3 Setting up an External Message Delivery List 3 3 Setting up an External Message Delivery List Setting up an External Message Delivery List lets you send the same message to several outside parties and or extensions with a single operation Up to 2 lists can be maintained at the same time and each list can contain up to 8 members The System Administrator or the System Manager must authorize this feature before I it can be used 7 Subscribers DOO Did Log into your mailbox Press 6 Press 3 Press 3 Press 1 or 2 to choose the delivery list TO DELETE or 7 To delete all G GJ 2 To delete one gt gt v 2 Press 1 to Press 2 Make your selection Press 1 to On hook add delete TO AN OUTSIDE PARTY To insert a pause or IF NEEDED Line Access Telephone special command enter Code gt Area Code pp No the partial number and or Enter a Line Enter the wait for the options menu Access Code to Enter the telephone bes a ka palan aoe seize a CO line Area Code number entering the telephone and wait number TO AN EXTENSION Do fs w gt ms Enter
59. up 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 e Recording Personal Greetings e Recording Your Name e Setting Your Password This symbol identifies important notes about the operation being described e The voice prompt will guide you in every step of programming Note In this manual the suffix of each model number is omitted Subscriber s Guide 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 4 Subscribers Guide Table of Contents 1 Mailbox SEP 7 1 1 Logging in to Your Mailbox U u u uuu uuu 8 1 2 Subscriber Tutorial GAAN AA ay sas usss 9 1 3 Changing and Erasing Personal Greetings 11 1 4 Changing and Clearing Your Password 12 1 5 Changing and Erasing Your Name u u
60. vious 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 gt DrMreD A Log into your mailbox Press 5 Press 2 Press 1 New Password or gt p Enter the new password and press Press 2 On hook or press to clear Subscriber s Guide 1 5 Changing and Erasing Your Name 1 5 Changing and Erasing 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 TO CHANGE Subscriber s os oro NS so 5 Log into your Press 5 Press 3 Press 1 State the name Press 2 mailbox at the tone TO ERASE C gt o gt 6g Press3 Press 3 On hook Subscriber s Guide 13 1 6 Service Access Commands 1 6 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 2 pressing this during system prompts activates Custom Service It prompts you to access up to 100 Custom Service menus 6 pressing
61. word Personal Custom Service Allows a subscriber to set the following Custom Services in her Personal Greeting Personal Custom Service 1 Transfer to Mailbox 2 Transfer to Extension 3 Transfer to Outside 4 Custom Service 5 VM Service Voice Mail Service 6 AA Service Call Transfer Service A caller can select a desired service from those above while listening to the Personal Greeting or recording a message 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 Subscribers Guide Prompt Prerecorded VPS sentences that guide su

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