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KXTVP Voicemail User Manual

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Contents

1. Section 3 Sending Messages 2 3 1 Delivering Messages to Other Subscribers 3 2 Checking Mailbox Distribution 0 000 eee 3 3 Setting up an External Message Delivery List 3 4 Sending External Delivery Messages 3 5 Receiving External Delivery Messages 3 6 Replying to External Delivery Messages 3 7 Checking and Setting External Message Delivery Status Section 4 Special Features aaa 4 1 Call Transfer Status 0020s 4 2 Covering Extension 000 ee 4 3 Incomplete Call Handling Status 00 e eee 4 4 Message Reception Mode 0 0 cece eee 4 5 Personal Group Distribution Lists a 4 6 Deleting Group Distribution Members 00 0c eee 4 7 Deleting Group Distribution List Names 2 005 4 8 Message Waiting Notification 0 0 cece 4 9 Interview Mailbox 0 0 ee 4 10 Recording Personal Greetings for Caller ID 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID 4 12 Personal Caller Name Announcement a 4 13 Live Call Screening ee 4 14 Recording a Two Way Conversation aaa Appendix Xa aa dee en eee te BAKE we ee a Quick Reference i 6 2 5 eet Gav Goa IKA aa aaa aed GIOSSANY chet cvs ew eh hae eh ee ere
2. 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 system can maintain an internal list of twenty mailbox groups Each group can hold twenty mailboxes Each group 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 members of that group System Manager Mailbox 999 The person who can perform very basic and limited system programming using a telephone He 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 Eight System Reports can be acquired by the System Administrator or System Manager upon request TIME One of the utility commands It is used to confirm or set the time and date of the VPS Two Way Recording TWR Available with APT DPT Integration only Allows a subscriber to record a conversation into his her mailbox Two Way Transfer TWT Available with APT DPT Integration only Allows a subscriber to record a conversation into another person s mailbox 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 o
3. PRESS 2 PRESS 3 3 To review the mailing list a 3 Go to the Option 1 J Follow the prompts next page Option 2 according to your needs Review e You can specify a maximum of 20 mailboxes as destinations for z 1 message Section 3 Sending Messages 13 3 1 Delivering Messages to Other Subscribers contd TO RECORD A MESSAGE j TO SET DELIVERY TIME 4 QJ 2 AND OR PRIVATE STATUS Record a message Press 1 Press 2 to 2 recording message TO SET DELIVERY TIME AND OR PRIVATE STATUS TO SET DELIVERY TIME 7 z For example OP OG 69 5 00 is entered as 5 and 5 15 is entered as 515 d Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY C AM byan C gt D 2 for PM Press 2 to Press 1 for AM Enter the day of the month accept the Press 2 ow or 2 for PM and press delivery time C To make the message private gt GSO 2 To return to a previous menu v Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY y Press 2 then return to On hook a previous menu J If paused the recording must be restarted within 20 s or the VPS will 8 stop recording automatically e for AM 2 for PM will not be heard when the System Administrator has set the time stamp of User Prompts as 24 h 14 Section 3 Sending Messages Checking Mailbox Distribution 3 2 This function allows you to che
4. Subscribers TO RECORD A MESSAGE ctl DDS sm j5 Log into your Press 1 Press 4 Press 2 to record Record the mailbox a message message TO SET DELIVERY TIME 7 gt 2 gt 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 TO SET DELIVERY TIME gt z For example 5 00 is entered as 5 and 5 15 is entered as 515 oe Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY CD bali a Dayorthemont O or G 2 for PM Press 2 to Press 1 for AM Enter the day of the month accept the Press 2 ow or 2 for PM and press delivery time FT To make the message private Gv 2 To return to a previous menu v Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY E 2 gt Press 2 then return to a previous menu On hook If paused the recording must be restarted within 20 s or the VPS will a stop recording automatically e for AM 2 for PM will not be heard when the System Administrator has set the time stamp of User Prompts as 24 h 10 Section 2 Receiving Messages Message Transfer 2 3 This function allows you to transfer messages to other mailboxes A If the message is assigned as private it cannot be transferred to other a4 mailboxes OPTION1 Enter the mailbox Subscriber s by NUMBER OSO o Log into yo
5. ees eet ee 4 Table of Contents Logging into Your Mailbox 1 1 Before you access Subscriber Services you must first open your mailbox FROM YOUR EXTENSION DS gt Ermas Bo Era Bia FROM ANOTHER EXTENSION number of the VPS FROM YOUR EXTENSION When the Direct Mailbox Access is enabled 7 To receive a message IF YOU HAVE SET YOUR PASSWORD 2 To deliver a message 3 To check the mailbox distribution gt 4 For automated attendant status Enter the password and press 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 CG amp B Maioro p Password C Press and 6 Press and enter Enter the password your mailbox number and press C To receive a message 2 To deliver a message 3 To check the mailbox distribution 4 For automated attendant status 5 For mailbox management 6_ For other features To end this call Follow the prompts according to your needs J e C6 For other features can be heard only when the System 8 Administrator or the System Manager assigns an Interview Mailbox to your mailbox or authorises the Message Waiting Notification feature or the External Message Delivery feature to you e If you do not know the VPS extension number ask the System Manager Section1 Mailbox Setup 5 1 2 Recording Persona
6. 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 i e This feature is available to you only if you are using a Panasonic a4 KX TA series or KX TD series telephone system If you cannot use this feature ask your System Administrator or System Manager He might have disabled it iber TO RECORD FOR THE fates gt O gt O gt CO amp FRSTIME Log into your Press 5 for Press 1 Press 4 TO CHANGE OR ERASE mailbox Mailbox Management TO RECORD FOR THE FIRST TIME a la oo PP 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 e You can go on to assign Caller ID numbers after accepting the 5 recorded greeting TO CHANGE OR ERASE Caller ID To change ga Greeting No gt 3 To erase y 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 TIME to re record 26 Section 4 Special Features Assigning Caller ID Numbers for Personal Greeting for Caller ID 4 11 This feature is used to assign Caller ID numbers for pre recorded personal greetings Each greeting supports
7. ploooy S Isr uonnqmsig dn019 yg p IWEN S JOUMO UJ E plomsseg 19S Z suno euOsIog PION I JUIWIZLULIN XOY IRIN dN PS Supuey Jeo adwou 199 7 apo Uordasay 3FRssIN IS E SUOISUD XY SUNAO 19S T SNIS Jojsuely le PS I SNJE S VV PS G Bo EF poup g IBESSITN IX N YOOUD T 3BESSI N SNOTAAIY YOOYD T T 3BESsIIN ed I uonnqiys q XOG TEIN YY IST SUEN MIMA E XOQ TeIN eouy PPY 7 IFLSSIN PIOIIY I3QUMN XO0d IB N 19 U9 3BBSS9 N IAPA dH SIBRSSITN URIS 3BESSITN I9 SURIL pIem Ise puimag Ajdo puss odessa oseiq 3BFESSITN YXON 33ess9 SNOT T I asessoyy yeodoy I 33BESS9JA MANIY NOAITINONMOO dn Suey Xx SaINjgaH IMO 195 9 Juouro3gUr N xoqrew dN eg S snqeqs lt j VV JUepuony pajewomny 19S p uor ng LIST XOQ TETN JPI aBRSSAWI IAPA ABESSAW ARIY N soSessoul MOU KKK ALY NOA NUN UUW F PIOMSsSeg ry JoquINU XOq IBU X 9 Terq Uone QOWI E WOH XOqren amp 1904 OL 31 Appendix Glossary Alternate Extension Group Transfers the call coming into the extensions in this group following the sequence specified by Alternate Extension Transfer Sequence APT Integration Digital Integration between the KX TA series telephone system and the VPS Auto Configuration Available with APT DPT Integration only The VPS can automatically draw information from the KX TA series or
8. 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 and specifies the mailbox by entering the first 3 or 4 letters of the owner s name the VPS will announce a series of recorded names which the caller may select FOR THE FIRST TIME Subscriber s ele e mo hE lo Log into your Press 5 Press 3 State the name Press 2 bd mailbox at the tone TO CHANGE TO ERASE mos Sem lo p Press 3 Press 1 State the name Press 2 Press 3 Press 3 On hook at the tone 1 5 Service Access Commands Before routinely using the VPS you should familiarise 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 It prompts you for a mailbox number and then you can record a message You can also press and then your own mailbox number In this case you can 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 he or she cannot take the call the VPS will take some suitable action Note If you call the extension directly the VPS cannot help you pressing this during system prompts takes you to the previous VPS menu If you have lost bea
9. 5 is entered as 515 immediate Set delivery time Press 1 for AM delivery or 2 for PM Day of the Geen es ee oD ee Pj 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 at the tone recording e The 4 digit password is not your password to log into your mailbox 8 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 e for AM 2 for PM will not be heard when the System Administrator has set the time stamp of User Prompts as 24 h Section 3 Sending Messages 17 3 5 Receiving External Delivery Messages This feature is used to receive External Delivery Messages IF NEEDED DN sos PO Gs go Pick up a call Press 1 to Enter the Press Press to On hook from the VPS receive the password that the end the call message sender assigned J e Receiving the message will be disabled if an incorrect password is a entered 3 times however if registered in the VPS the Callback Telephone Number and the sender s extension number will be played 3 6 Replying to External Delivery Messages This feature is used to reply to External Delivery Messages IF NEEDED DN gt D gt gt Pick up a call Press 1 to receive Enter the password Press w from the VPS the message that the sender assigned Do NS O sm Press 2 to reply Re
10. Ds o 4 Enter your password Press 1 to receive Review your bw and press the message messages To access another extn Go 0 To reach the operator gt v 9 To exit the VPS Bana Follow the prompts according to your needs 12 Section2 Receiving Messages Delivering Messages to Other Subscribers 3 1 This feature is used when sending the same message to several subscribers TAE OPTION Enter the mailbox by NUMBER Subscriber s gt 2 gt Main Menu r l OPTION2 Enter the mailbox by NAME Log into your mailbox Press 2 II e You can also specify a Personal or a System Group as Distribution List instead of an individual mailbox by entering the number of the list If you use a Personal Group Distribution List press after the list number Personal Group Distribution Lists must be created before they can be used See 4 5 Personal Group Distribution Lists To use a System Group Distribution List check with the System Administrator to ensure that a list exists within the VPS OPTION1 Enter the mailbox by NUMBER CU gt Enter the mailbox number Press 2 to accept the mailbox number entered OPTION2 Enter the mailbox by NAME gt POGI gt W 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 a new mailbox no Ip PRESS 1
11. KX TD series telephone system This saves time in the initial setup Auto Forwarding Allows unretrieved messages to be copied or forwarded to another mailbox Automated Attendant An electronic operator capable of transferring a caller to an extension 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 caller hears the message Record your name at the tone The VPS records the caller s name then puts the caller on hold to play the name for the subscriber who decides whether to take the call or not Call Transfer Transfers a call to the requested destination or to an alternative extension Called Party ID Sometimes referred to as Follow On ID Allows the VPS 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 APT DPT Integration only The VPS automatically sends calls from pre assigned Caller ID numbers to the desired extension mailbox System Group Distribution List included or Custom Service Caller Name Announcement System Personal Available with APT DPT Integration only The VPS announces pre recorded Caller ID caller s names when extension users listen to messages from pre assigned numbers left in the user s mailbox The announcement is also heard when calls from pre assigned numbers are tra
12. Panasonic Voice Processing System Subscriber s Guide Model no KX TVP50E na 3 Ni al i ai N HA a i il MA NI Please read before using and save this manual for future use Introduction Thank you for purchasing the Model KX TVP50 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 e Transfer messages with your annotation to other VPS subscribers e Receive messages from any touch tone telephone Be called at an outside telephone or be notified through your beeper pager 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 e Screen your calls e Automate the handling of callers And more Getting Started I Numbers to Know You must have the following information before you begin e The extension number s of the VPS e 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 Setup and perform the key setup procedures described You must customise your mailbox before sending
13. VPS Pound Sign The key on the telephone keypad Private Message A message which is delivered to a specific mailbox cannot be forwarded Prompt Prompts are pre recorded VPS sentences that guide subscribers and non subscribers through specific VPS operations The KX TVP50 supports 3 prompts 1 System prompts pre recorded by the factory in English 2 User 1 prompts freely recorded by the Message Manager and 3 User 2 prompts freely recorded by the Message Manager Review Plays back a message Rewind Replays the last 4 s of a message Rotary Telephone A telephone capable of pulse dial only Callers using a rotary telephone will be automatically forwarded to the operator or the General Delivery Mailbox SAVE One of the utility commands It 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 use the digit 2 while listening to a message this advises the VPS to skip to the next message Station Programming Programming via the proprietary telephone Subscriber A person who has an assigned mailbox System Administration System programming from a personal computer System Administrator Unlike the Message Manager and the System Manager the System Administrator has full system programming capability He uses a computer connected to the RS 232C port of the VPS 38 Glossary System External Message
14. ablished by the System Administrator e Notification Number Assignment You can set up to 3 telephone or beeper pager numbers to ring when you wish to receive notification calls Section 4 Special Features 23 4 8 Message Waiting Notification contd O To change the Message Waiting Lamp Status gt 5 2 BD 2 To change the Device Status 3 To assign a telephone or beeper pager no mailbox Press 6 Press 2 Press the desired button Log into your WHEN YOU PRESS 1 7 To Change ES 2 To Accept gt Make your selection On hook WHEN YOU PRESS 2 7 To use for scheduling 2 Tousecontinuously Ip aS 3 To not use at all Enter the device number 1 3 Select the status On hook WHEN YOU PRESS 3 TO CHANGE FOR AN EXCHANGE LINE EB IF NEEDED 2 gt EB gt Line Access Code gt EB Press 1 Enter a Line Access Code Enter the Xd Press 1 2 0r 3 to change to seize an exchange line Area Code FOR AN EXTENSION To insert a pause or special TEAREN command enter the partial eepnone 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 Cd number the telephone number number TO DELETE CG 8 Jo r D e ep Press 2 to accept Press 1 or 2 for telephone or Press 3 On hook beeper pager notification to delete If you do not know your line access code ask your Syst
15. be entered DPT Integration Digital integration between the KX TD series telephone system and the VPS Requires upgraded software in the telephone switch DTMF Dual Tone Multi Frequency Commonly referred to as touch tone External Call Forwarding Available on the KX TA series and KX TD series telephone system Forwards calls to an extension that has call forwarding activated to an outside phone Glossary 33 External Delivery Message A message intended for automatic delivery to external parties and or extensions External Message Delivery List Allows the subscriber to create 2 lists to deliver messages to external parties Each list can have 8 destinations External Message Delivery Redial Allows the subscriber when making an external delivery to instruct the VPS to make an assigned number of attempts 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 he does not want to or he is using a rotary telephone he can be sent 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 Hash Sign is used only in the United Kingdom HELP One of the utility commands It lists all utility commands with a bri
16. cement feature the name will be announced at the end of the page Interview Service A special type of subscriber mailbox enabling the subscriber to record up to 10 questions After the answers are recorded the Message Waiting Lamp is turned on at the subscriber telephone Good for claims departments order desks job applications etc Keypad All touch tone keys on the telephone LCD Liquid crystal display Live Call Screening Available with APT DPT Integration only The proprietary telephone works like an answering machine The subscriber can hear the caller through the speakerphone while the message is being recorded LOAD One of the utility commands It is used to load new or saved data to the VPS from a personal computer Glossary 35 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 amount of time for messages in a subscriber s mailbox should be set between 5 and 100 min by the System Administrator or the System Manager Mailbox Extension Normally the same number as the telephone extension number Mailbox Management Allo
17. ck the status of messages which you have recorded in your mailbox for delivery to other mailboxes f You can check the delivery status of up to 84 message transmissions LE IF THE MESSAGE HAS NOT BEEN RECEIVED Subscriber s gt D gt Log into your mailbox Press 3 to check Press 3 to cancel the message distribution status or delete verification gt ae y Press 1 to delete Press 2 to cancel On hook distribution verification message delivery Section 3 Sending Messages 15 3 3 Setting up an External Message Delivery List Setting up an External Message Delivery List lets you send the same message to several external 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 Jf The System Administrator or the System Manager must authorise this feature before it can be used Subscribers DOS DID Log into your mailbox Press 6 Press 3 Press 3 Press 1 or 2 to choose the delivery list TO DELETE or GC p 7 To delete all gt CG p By 2 To delete one Press 1 to Press 2 Make your selection Press 1 to On hook w add delete TO AN EXTERNAL PARTY IF NEEDED To insert a pause or Line Access Telephone special command Code D gt No enter the partial number Enter a Line Access Enter the ae p a p3 aaa Code to seize an Enter the telephone a pause Press 4 to 6b exchange line A
18. cord a message Press 1 to end Press 2 to accept 6b recording To make the message private gt Gao 2 Otherwise v Press 1 or 2 On hook 18 Section 3 Sending Messages Checking and Setting External Message Delivery Status 3 7 After recording external delivery messages you can check the delivery schedule or review the specified recipients You can only listen to this report if the messages have not yet been delivered After listening you have the option of deleting messages or changing schedules Jf The System Administrator or the System Manager must authorise this feature before it can be used Subscriber s OD Me D Log into your Press 6 Press 3 Press 2to check Press 1 to change wo mailbox the status the schedule or delete the message To cancel external message delivery gt Go 2 To change the time and date y Press 1 or 2 On hook Section 3 Sending Messages 19 41 Call Transfer Status This feature is used 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 Pager or Disable All Transfer Services 1_ To enable Call Blocking 2 To enable Call Screening gt C 7 DB 3 To enable Intercom Paging Bb ay To enable Beeper Pager Access 5 To disable All Transfer Services Log into your Press 4 Press1 Follow the prompts On hook mailbox accor
19. d name and repeat the steps e If you enter a number which you have already assigned the prompt 8 notifies you Follow the prompt and enter another number TO ADD OR DELETE CJ To add TO ADD TO DELETE 2 To delete EB 7 To delete all Or S 3 To review Press 1 to add a 2 2 G To delete one d y new number and Make your name and repeat Press 2 Make your selection On hook selection the above steps Section 4 Special Features 29 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 i e This feature is available to you only if you are using a Panasonic YE KX TA series or KX TD series telephone system and if the System Administrator has provided your extension with this feature e For detailed information concerning this feature please refer to the Installation Manual for the Panasonic KX TA series or KX TD series telephone system 4 14 Recording a Two Way Conversation By assigning
20. ding to your needs Jf The Intercom Paging feature is available only if you are using a as Panasonic KX TA series or KX TD series telephone system 4 2 Covering Extension The caller goes to the covering extension in 2 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 played he is sent to the covering extension or an operator if the covering extension is not specified Subscriber s F Oa ae Log into your mailbox Press 4 Press 2 Enter the extension number WHEN YOU REASSIGN THE COVERING EXTENSION oO DD ey Press 1 Enter the new Press 2 On hook to change extension number to accept e The caller will not know to press 0 for transfer to your covering extension Therefore the caller must be instructed For example you might record the Busy greeting in this way Hi this is Cindy Sorry but 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 ty 20 Section 4 Special Features Incomplete Call Handling Status 4 3 Calls are considered incomplete if there is no answer or if the line is busy The Incomplete Call Handling Status has 6 optio
21. ef description of each Immediate Reply Allows the message receiver to reply to a message without specifying the extension number of the sender Inband Signalling The Follow On ID or Called Party ID that integrates the VPS and the telephone switch 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 34 Glossary Incomplete Call Handling Service Calls are considered incomplete when there is no answer or if the line is busy The Incomplete Call Handling Service can be set for 6 options 1 to record a message from the caller transfer the caller to a covering extension page the mailbox owner via the PBX notify the mailbox owner via beeper pager transfer the caller to the operator or let the caller try another extension aan ne NE Na 2 3 4 5 6 Integration Required between the VPS and the telephone switch See Inband signalling APT Integration and DPT Integration Intercept Routing No Answer When a call is not answered it can be transferred to another extension or to the VPS This is a PBX feature Intercom Paging Available with APT DPT Integration only Allows up to 8 different paging groups An external party can reach a subscriber who is away from his her telephone using either internal or external page groups For a Caller ID caller if his name has been recorded for the Caller Name Announ
22. em Manager aa 24 Section 4 Special Features Interview Mailbox 4 9 An Interview Mailbox plays pre recorded questions to callers and records their answers You can record up to 10 questions and set the answer lengths from 4 to 32 s The answers are recorded and stored in order in your mailbox The answer length must be set and questions must be recorded To activate this feature your System Manager or System Administrator ma must assign an Interview Mailbox to your mailbox 7 To record the question gt 6 gt gt 2 To set the answer length 3 To erase the question Log into your mailbox Press 6 Press 1 Press the desired button WHEN YOU PRESS 1 IF NEEDED 7 To review 2 To accept Do lS o ros So y 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 C To change the length 2 For8s 2 To skip to the next question aS C 8 3 For16s 3 To go back to the previous question g 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 gt YO Press 1 to erase and repeat this step On hook for all questions to be erased Section 4 Special Features 25 4 10 Recording Personal Greetings for Caller ID This feature allows you to record up to 4
23. er ID number follow the steps in TO ASSIGN 8 FOR THE FIRST TIME to assign 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 you listen to the messages from assigned numbers left in your mailbox It is also announced when calls from assigned numbers are transferred from the VPS to you Caller ID Screening e This feature is available to you only if you are using a Panasonic KX TA series or KX TD series telephone system e The System Administrator or the System Manager can change the maximum number of Caller IDs for the Personal Caller Name Announcement for each Class of Service e If Caller ID Screening does not work consult your System Administrator or System Manager He might have disabled it 28 Section4 Special Features Personal Caller Name Announcement contd 4 12 TO ASSIGN AND RECORD Subscriber s FOR THE FIRST TIME SOL omn TO ADD OR DELETE Log into your mailbox Press 5 Press 5 To change an assigned Caller ID number and or caller 85 name first delete them and then add new ones TO ASSIGN AND RECORD FOR THE FIRST TIME o gt gt D f Press 1 Enter a Caller ID Press 2 State a caller w to assign number up to 20 digits to accept name IF NEEDED 2 8 gt 8 EI Press 2 Press 1 to add a new Press 2 to end On hook number an
24. ho 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 his name his name will be announced during transfers Intercom Paging and confirmation of Dialling by Name Independent of this recording is registration of name by System Administrator This allows callers to dial parties by name Dialling by Name rather than by number For example a caller can dial S M I T Smith rather than Smith s mailbox number which can be hard to remember Password A number chosen by a subscriber or a manager to protect access to the mailbox Personal Greetings A subscriber can personalise his mailbox 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 APT 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 Each subscriber can have 4 distribution lists containing up to 20 mailboxes in each list Used to send the same message to a variety of people Glossary 37 Port The point of connection between the telephone switch and the
25. ing Personal Greetings for Caller ID e Be sure to exit from the menu AFTER the greeting is accepted Otherwise the greeting will not be stored e By system default the maximum length of a personal greeting is 16 s If you need more time ask your System Administrator or System Manager to increase the upper bound e If you change the greeting follow the steps in TO RECORD FOR THE FIRST TIME to re record 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 Setting Changing and Clearing Your Password 1 3 The VPS provides the option of assigning a password to your mailbox to protect the messages stored there from unauthorised access A password should be no longer than 8 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 pay hs Log into your mailbox Press 5 Press 2 FOR THE FIRST TIME WHEN YOU CHANGE OR CLEAR YOUR PASSWORD Password GEJ or C New Passwora GE or GO Enter the password Press 1 Enter the new password and press oe and press or press to clear a 7g Press 2 On hook Section 1 Mailbox Setup 7 1 4 Recording Your Name This recording informs callers
26. into your mailbox Press 5 Press 4 Enter the group dl distribution number 1 4 D gt BE Press 1 to change Press 3 to erase On hook group name the group name Message Waiting Notification 4 8 The VPS is able to notify you when a new message has been recorded in your mailbox You can be notified 1 by Message Waiting Lamp on your proprietary telephone or 2 by a call to another telephone e g your mobile phone or 3 by your beeper pager You can assign time frames to each of these devices The VPS is also able to notify your beeper pager with the callback number of the party who left the message The telephone number stored on the VPS for your beeper pager must include the beeper pager 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 Each device has its own phone number that must be entered e The System Administrator or the System Manager must authorise this a5 feature before it can be used e Message Waiting Lamp Notification Setting The VPS illuminates the message waiting lamp of your extension when anew message is recorded in your mailbox e Setting Device Status For each device the notification can be continuous disabled or enabled to a preset schedule Setting notification to a preset schedule can only be est
27. l 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 tell callers to please leave a message at the tone otherwise your callers will be confused 7 No Answer TO RECORD FOR Subscriber s 2 Busy Signal THE FIRST TIME gt 5 gt 1 3 After Hours or C Caller ID TO CHANGE OR ERASE Log into your Press 5 Press 1 Follow the prompts mailbox according to your needs TO RECORD FOR THE FIRST TIME IF NEEDED 7 To review 4 gt 3B Toerase and gt 2 record again g Record greeting Press 1 to 4 To add Press 2 at the tone end recording To erase and exit to accept IF NEEDED 7 To change the No Answer 2 To change the Busy Signal NG GD 3 To change the After Hours Follow the prompts On hook according to your needs TO CHANGE OR ERASE 2 To change 2 To accept D By 3 To erase Follow the prompts On hook according to your needs 6 Section 1 Mailbox Setup Recording Personal Greetings contd 1 2 e Recording a Caller ID Greeting is available only when your COS 8 parameter is enabled To record a Caller ID Greeting see 4 10 Record
28. ns 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 pager 5 transfer the caller to the operator or 6 let the caller try another extension Subscriber s oso Log into your mailbox Press 4 Press 4 To set Leaving a Message Status 2 To set Covering Extension Transfer Status 3 To set Intercom Paging Status 4 To set Beeper Pager Access Status 7 To Change GSD 5 To set Operator Transfer Status 2 To Accept g 6 To set Returning to Top Menu Automated Attendant Service Status Follow the prompts according to your needs Make your selection On hook Jf The Intercom Paging feature is available only if you are using a as Panasonic KX TA series or KX TD series telephone system Message Reception Mode 4 4 This feature is used to direct callers to either your regular or interview mailbox This mode is effective only for Incomplete Call Handling Service when the subscriber s line is busy or he cannot take the call or when he has enabled Call Blocking el OD D P Log into your mailbox Press 4 Press 3 Press 1 to change On hook Interview Mode Message Recording Mode e Not all subscribers have an interview mailbox The System 8 Administrator or the System Manager must assign an interview mailbox Section4 Special Features 21 4 5 Per
29. nsferred to the users Caller ID Screening 32 Glossary Covering Extension This can be a destination for Incomplete Call Handling Service Also it can be accessed by pressing 0 during the playing of a Personal Greeting 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 subscriber Default Setting A parameter which was defined for the system at the factory and can be changed through system programming i e the System Administrator 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 exchange 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 Delivery Time The time specified by the subscriber for the VPS to deliver a pre recorded message Department Dialling A number 1 9 assigned to transfer an outside caller to a specific extension Direct Mailbox Access Available with APT DPT Integration only A subscriber can enter his mailbox directly when he calls the VPS from his extension He does not have to enter any special codes But his password if established must
30. 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 A e This feature is available to you only if you are using a Panasonic an KX TA series or KX TD series telephone system 30 Section 4 Special Features Quick Reference IST SURN LIS E SNIS AIAN JY T 3BESSAW PIOIOY I AIDATPIC IFESSITY BU19 X nug snoraaiq doy 0 WINDY 0 0 Ug ue nuy uen JJ NXg 0 I JSULIL ye soy x 6 1088 MOL RIN 901004 UI30 INH 9 TH SH raq 3WEN quounredsg Aq aa GH cH TH nusw TO UOISU9 X9 KXOG TEWI JUAIAJJIP V 193 0 sjduoxd wajsAs Jurinp owy Kue spueururoo SUTMOT OJ AY RIG SpUuRUIUIOZ SSI2IY 32IA13S slaqumpN suoyd2 2 usIssy SNIS IMAA T duweg Junie m 33esssy I UOBITJHON 3B8ssITN uonsond ase E yuo Jomsuy 19S Z uonsond pIo T PUIWIZLULJN XOG IE N MINIAJUJ aI 7 snop IV Asng z7 I9MSUYON I BUNI311 BU0S13 PpIOJIY nua doy 2214125 YY O umay 9 Iodo ssao0y 19384 12d 9g py Sulsedq WOUJ g UOISUd XY BULIBAOD 7 3BESSITN E JULABIT I snjejS sulpuey 332 dwodu arqesiq IV S ssao0y 19384 Iodsog y Suiseg WOUJ E SUIUDIIOS JLD T Supporg eo T SNJE S I JSULI L EJ 39S g asessayy IAG ppulAXY IS E WONTON SUITE Bessa 19g T XOQ IeJN MOTAIAJU 19S I S3INJE3 IIO PS QUIEN IARI
31. 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 e 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 2 Introduction Introduction Structure of the Manual This manual consists of the following sections Section 1 Mailbox Setup Describes the procedures for customising 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 Introduction 3 Table of Contents Section 1 Mailbox Setup 000e eens 1 1 Logging into Your Mailbox ea a a ee 1 2 Recording Personal Greetings a 1 3 Setting Changing and Clearing Your Password 1 4 Recording Your Name e eee 1 5 Service Access Commands 2 Section 2 Receiving Messages 2 1 Receiving Messages 0 00 a eee 2 2 Replying to Messages 0 cece tee 2 3 Message Transfer 0 0 cee ee 2 4 Accessing Your Mailbox from an Outside Telephone
32. r user prompts VPS Voice Processing System e g Panasonic KX TVP50 Glossary 39 Panasonic Business Systems U K Panasonic House Willoughby Road Bracknell Berkshire RG12 8FP Copyright This manual is copyrighted by Kyushu Matsushita Electric Co Ltd KME Under the applicable copyright laws this manual may not be reproduced in any form in whole or part without the prior written consent of KME and its licensee 2000 Kyushu Matsushita Electric Co Ltd All Rights Reserved Sisa Printed in Japan PSQX1918ZA KKO800CMO
33. rea Code number p continue entering the telephone number TO AN EXTENSION gt D 4 QD Enter the extension Press 2 Record the Press 2 to add number recipient s name TO ADD MORE MEMBERS TO END 2 gt GD or y Press 1 to add and Press 2 On hook repeat the steps to end 16 Section 3 Sending Messages Sending External Delivery Messages 3 4 This feature is used to record and send external delivery messages II e The System Administrator or the System Manager must authorise this as feature before it can be used TO 1 RECIPIENT TO AN EXTERNAL PARTY sels OeOeOe Oe Enter a Line Access Log into your Press 6 Press3 Press 1 Press 1 Code to seize an mailbox exchange line To insert a pause or special command enter TO AN EXTENSION IF NEEDED Telephone the partial number and Extension gt No wait for the options or No gt C menu Press 5 to enter Enter the ea a pause Press 4 to aiai Press 2 Area Code numb r continue entering the number to accept telephone number BY EXTERNAL MESSAGE DELIVERYLIST 4 digit 4 digi Paste Oe Gs lo 2 DAD paaa 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 to skip name at press to skip the tone IF DESIRED or Deliver For example F for AM Ea KU CJ 5 00 is entered as 5 and p G or PM Press for 5 1
34. rings within Subscriber Service use this command to get you out 0 pressing this lets you listen to the whole menu for Help 8 Section 1 Mailbox Setup Receiving Messages 2 1 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 gt D N CO gt EB To repeat the message Main Menu _ 1_ To replay the previous message Log into your Press 1 Press 0 To play the next message mailbox To erase the messages one by one To reply to the message D Go to 2 2 To rewind To fast forward To transfer B Go to 2 3 To scan messages ABBBBBHOE Select the appropriate message option e When all messages are scanned you will have 3 options as 1 To replay the previous message 2 To play the next message 3 To play the entire message Option 3 To play the entire message is only available once Selecting this option 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 messages will be maintained Section 2 Receiving Messages 9 2 2 Replying to Messages This feature allows you to reply to messages that have been sent by other subscribers through their mailboxes II e You can reply only to messages that were transferred to you or as originated as Delivering Message to Other
35. sonal Group Distribution Lists A Personal Group Distribution List is used to send the same message to several mailboxes in a single operation Up to four lists can be maintained with each list containing up to twenty mailbox members Subscriber s gt ZD e gt Log into your Press 5 Press 4 Enter the group Press 1 to record w mailbox distribution number a group name 1 4 C4 gt gt GI p Mabon gt 2 State the group Press 2 Press 2 Enter the mailbox Press 2 to add od name at the tone to accept to add number of the first the member to member the list CO gt Waitoxno gt pm Dad p Ego 2 To end Press 1to Enter the mailbox Press 2 to add On hook add more number of the next the member to Make your selection members member the list 4 6 Deleting Group Distribution Members This feature is used to delete group members from a Group Distribution List Members can be deleted individually or they can all be deleted at the same time Subscribers wm Db Gown gt Log into your Press 5 Press 4 Enter the group Press 3 to delete b mailbox distribution number a group member 1 4 To delete all members 2 G To delete 1 mailbox gt aS Make your selection On hook 22 Section 4 Special Features Deleting Group Distribution List Names 4 7 This feature is used to delete a group distribution list name Subscriber s Group No gt Gb amp Crop Log
36. up to 8 Caller ID numbers II e To assign Caller ID numbers first record a personal greeting ma See 4 10 Recording Personal Greetings for Caller ID i TO ASSIGN FOR THE Subscriber s gt gt amp FRSTTME Log into your mailbox Press 5 Press 1 Press 4 TO ADD OR DELETE TO ASSIGN FOR THE FIRST TIME Caller ID Greeting No gt 2 gt 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 OD gt 2 B G4 gt O gt 7g Press 1 Press 2 Press 1 to add more Press 2 On hook to change to accept numbers and repeat to end the steps e For the caller ID Number you can use as a wild card For 8 example if you assign 021 area code calls from area code 021 will hear the same greeting e If you enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number Section4 Special Features 27 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID contd TO ADD OR DELETE 7 To add Caller ID Greeting No D 2 gt 2 To delete 3 To review Enter a Caller ID Press 2 to accept Press the desired button bw Greeting number 1 4 TO ADD TO DELETE 1 To delete all GI HE 2 gt C To delete one gt y or Press 1 to add and Press 2 Make your selection On hook repeat the steps to delete e When you add a Call
37. ur mailbox Press 1 Press 7 OPTION2 Enter the mailbox by NAME e You can also specify a Personal or a System Group Distribution List instead of an individual mailbox by entering the number of the list If you use a Personal Group Distribution List press after the list number Personal Group Distribution Lists must be created before they can be used See 4 5 Personal Group Distribution Lists To use a System Group Distribution List check with the System Administrator to ensure that a list exists within the VPS a OPTION1 Enter the mailbox by NUMBER gt 5 Enter the mailbox Press 2 to accept the number on the keypad mailbox number entered OPTION2 Enter the mailbox by NAME gt IC CO 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 Oo SO ow 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 Pf No acknowledgement will be given that the message has been a4 transferred Section 2 Receiving Messages 11 2 4 Accessing Your Mailbox from an Outside Telephone This procedure is used when checking your messages remotely No gt GO D mapano Call the VPS from Press and 6 Press and Enter your ad an outside telephone mailbox number IF NEEDED
38. ws 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 998 The person who takes care of the general delivery messages records custom service menus and system caller names and changes the original voice prompts He has limited system programming capabilities Message Retention Time The amount of time the system will store a message before deleting the message 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 36 Glossary Message Waiting Notification The VPS can notify subscribers and the Message Manager when they have received messages if authorised by the System Administrator or the System Manager Notification methods are 1 by Message Waiting Lamp or 2 by telephone or 3 by beeper pager Multilingual Selection Menu This menu is recorded by the Message Manager and 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 w

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