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Panasonic KX-TVS225 Digital Answering Machine

1. 49 Glossary u s s SS e aE E us 50 Subscriber s Guide 1 Mailbox Setup 1 1 Logging in to Your Mailbox Before you access Subscriber Services you must first open your mailbox FROM YOUR EXTENSION SD gt Emos wo hoan Sete ewer FROM ANOTHER EXTENSION number of the VPS FROM YOUR EXTENSION When the Direct Mailbox Access is enabled IF YOU HAVE SET YOUR PASSWORD WHEN YOU LOG IN FOR THE FIRST TIME gt Go to Section 1 2 Subscriber Tutorial 2 to set up your mailbox then repeat Enter the password and press the procedure here from the beginning Km To receive a message 2 To deliver a message GJ To check the mailbox distribution ES For automated attendant status EB For mailbox management Ce For other features To end this call Follow the prompt according to your needs Subscriber s Guide FROM ANOTHER EXTENSION IF YOU HAVE SET YOUR PASSWORD DD w GO Gas GD Press and 6 Press and enter Enter the password your mailbox number and press U To receive a message WHEN YOU LOG IN FOR THE FIRST TIME 2 To deliver a message Go to Section 1 2 Subscriber Tutorial To check the mailbox distribution to set up your mailbox then repeat gt ES For automated attendant status the procedure here from the beginning For mailbox management 8 For other features To end this call Follow the prompts acco
2. If you do not know your line access code ask your System i Manager an You will hear the following guidance as the Options Menu To change press 0D To accept press 2 To review press 3 To add more digits press 4 To insert a pause press s To set dial mode press 6 To insert a wait for dial mode press 7 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 4 9 Subscriber s Guide 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 i Administrator must assign an Interview Mailbox to your mailbox an 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 RIE EE To record the question gt 6 P
3. 2 3 Message Transfer This function allows you to transfer messages to other mailboxes Log into your mailbox Press 1 Press 7 OPTION 1 Enter the mailbox Subscriber s by NUMBER gt D a OPTION 2 Enter the mailbox by NAME You can also specify a Personal or a System Group Distribution List instead of an individual mailbox by entering the number of the list If you use a Personal Group Distribution List press after the list number Personal Group Distribution Lists must be created before they can be used see 4 5 Personal Group Distribution Lists To use a System Group Distribution List check with the System Administrator to ensure that a list exists within the VPS 17 Subscriber s Guide OPTION 1 Enter the mailbox by NUMBER gt Enter the mailbox Press 2 to accept the number on the keypad mailbox number entered OPTION 2 Enter the mailbox by NAME C G CICI gt G 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 OD e Press 1 to Press2to Recorda Press 1 Press 2 On hook transfer without transfer with comment to end to accept comment comment recording No acknowledgment will be given that the message has been transferred ag If the message is assigned as private it cannot be transferr
4. oto a Press 1 to adda To delete one new number and Make your name and repeat Press 3 Make your selection On hook selection the above steps 39 Subscriber s Guide 4 13 Live Call Screening By assigning one of your telephone keys to this feature you can monitor incoming calls that have been forwarded to the Voice Mail Service When in the Hands Free Mode you can monitor the incoming call through the telephone s built in speaker You can speak with the caller by picking up the handset When in the Private Mode you can monitor the incoming call through the handset after you hear the notification tone You can speak with the caller by pressing the feature key or you can stop listening to the message by replacing the handset This feature is available to you only if you are using a Panasonic i KX T series telephone system with APT DPT Integration see an APT Integration and DPT Integration in the Glossary 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 T series telephone system 4 14 Recording a Two Way Conversation By assigning one of the function keys on your telephone to this feature you can record the conversation that you are having You must always notify the other party before you begin recording There are 3 types of conversation recording and hence
5. Subscriber s Guide Integration Required between the VPS and the PBX See Inband Signaling APT Integration 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 APT 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 Caller Name Announcement feature the name will be announced at the end of the page Interview Service A special type of subscriber mailbox that enables the subscriber to record up to 10 questions After the answers are recorded the Message Waiting Lamp turns on at the subscriber s telephone Good for claims departments order desks job applications etc Keypad All touchtone keys on the telephone LCD Liquid crystal display Live Call Screening Available with APT 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
6. 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 No wait for the options or No gt 2 menu Press 5 to enter Enter the ey G a pause Press 4 to Emor me Press 2 Area Code number and continue entering the number to accept wait telephone number BY EXTERNAL MESSAGE DELIVERY LIST passeer E ha OD al CO Enter the 4 digit Record the Press 2 Press 1 or 2 Enter the 4 digit password or recipient s for desired list password or press to skip name at press to skip the tone IF DESIRED or Deli For example for AM ES lt 5 00 is entered as 5 and gt y PM Press for 5 15 is entered as 515 4 immediate Set delivery time Press 1 for AM delivery or 2 for PM Day of the s Paano e C s Oe 5 R Enter the day of the Press2 Recorda Press 1 Press 2 On hook month and press to accept message to end to accept at the tone recording Subscriber s Guide The 4 digit password is not your password to log into your mailbox i You can decide it freely each time you send an external delivery an message Be sure to share the 4 digit password with the message receiver You will not hear CG 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
7. 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 Subscriber s Guide Mailbox Capacity recording time The total length of time for messages in a subscriber s mailbox should be set between 5 and 100 min or unlimited length by the System Administrator or the System Manager Mailbox Extension Normally the same number as the telephone extension number Mailbox Management Allows a subscriber to alter the setting for personal mailboxes Menu A list of choices from which the user can select by using the telephone keypad or the keys from a personal computer Message Manager Mailbox 98 998 9998 or 99998 The person who takes care of the General Delivery Mailbox and records the Company Greetings Company Name Department Dialing Menu Custom Service Menus Voice Labels User Prompts User 1 User 2 Multilingual Selection Menu and System Caller Names Message Retention Time New Message Retention Time the length of time the VPS will store a new unplayed message before deleti
8. 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 Password A combination of numbers selected by the subscriber to protect access to her mailbox If forgotten the System Administrator or System Manager can clear it so that the subscriber can select a new password Personal 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 APT DPT Integration only Each subscriber can record up to 4 person
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10. 1 P 2 Tosetthe answer length To erase the question Log into your mailbox Press 6 Press 1 Press the desired button WHEN YOU PRESS 1 J IF NEEDED C To review 2 To accept Dols Oe Breese gt ae 4 To add To erase and exit Press 1 Recorda Press 1 to Make your selection and On hook question end recording repeat the steps WHEN YOU PRESS 2 IF NEEDED C For4s C To change the length 2 Forss 2 To skip to the next question OJ gt 3 For 16s gt 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 35 Subscriber s Guide WHEN YOU PRESS 3 G gt Press 1 to erase and repeat this step On hook for all questions to be erased 4 10 Recording Personal Greetings for Caller ID This feature allows you to record up to 4 personal greetings for calls from assigned Caller ID numbers Each personal greeting supports up to 8 Caller ID numbers To enable this feature first record a greeting then assign Caller ID numbers To assign Caller ID numbers see 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID This feature is available to you only if you are using a Panasonic i KX T series telephone system with APT DPT Integration see an APT Integration and DPT Integration in the Glossary If you cannot use this feature ask your System Ad
11. 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 KX TAW 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 i KX T series telephone system with APT DPT Integration see an APT Integration and DPT Integration in the Glossary For the instructions of how to use this feature please refer to the User Manual of your Panasonic KX T series telephone system Subscriber s Guide 4 15 Setting Telephone Numbers for Call Forwarding to CO This feature allows you to assign Telephone number 1 and Telephone number 2 as the destination to which the callers are forwarded if you set Remote Call Forwarding to a CO line see 4 16 Remote Call Forwarding Set This feature is available to you only if you are using a Panasonic KX T series telephone system with DPT Integration see DPT an Integration in the Glossary If you cannot use this feature ask your System Administrator or System Manager She might have disabled it Subscriber s EB To change Telephone number 1 Main Menu gt gt gt EB To change T
12. 5 Press 4 Enter the group Press 1 to record mailbox distribution number a group name 1 4 G m e mn e y Statethegroup Press 2 Press2 Enter the mailbox Press 2 to add name atthe tone to accept to add number of the first the member to member the list C P mwono O Ora Gee T o end Press 1to Enter the mailbox Press 2 to add On hook add more number of the next the memberto Make your selection members member the list Tomake use of Personal Group Distribution Lists please see 3 1 i Delivering Messages to Other Subscribers an 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 31 Subscriber s Guide 4 6 Deleting Group Distribution Members Use this feature to delete group members from a Group Distribution List You can delete the members individually or altogether Subscriber s gt E gt C gt gt Log into your Press 5 Press 4 Enter the group Press 3 to delete mailbox distribution number a group member 1 4 EB To delete all members 2 To delete 1 mailbox gt s Make your selection On hook members one by one in each case you can delete a member or i Press 1 to delete all members Press 2 to review all a5 skip it Just follow the prompts 4 7 Deleting Gr
13. 9P1112223333 Please contact your System Administrator for more explanation Subscriber s Guide A Appendix Quick Reference Al EINES Jaquosqns jo nu w do nu W Urey BY 0 uan liM NOA SIMAS Jaquosqns ul alum z ss sd NO Jl uels t Jaquinu xoq ew s ued ino i lu se lq BAY IIIA no PANS Jaquosqns ul alum S ss id no 4 u 6o1 S aoas Jaquosqns p ss oo aaey no uaym luo ajqeyreae ale pue GH SPUBLUWWOD 91ON nu W snoad dli H 0 uini8H 0 x w ulxg ue nuaw uen xg Olj JjJsuel Ye sey x 6 1 a H ew 3210A uo WH 9 1 S eid BdINaS owen juawpedeq uuolsno Aq eld a cH L nu uu Jo uolsua xe xoq rew juasaysIp e 186 0 slduuoid uu ls s Buunp uun Aue spueuuuuo2 BuIMollo ay IeIq spueguiuio Sss 25V 3IA19S I899ueO AM4 8u OO 0 AM4 le Jomsuy ON 10 Asng GM4 SIlEO JOMSUY ON AM4 sieo Asng AM4 SIIEO IIV GMA 7 9S Bulpaemio4 I sjowsaYy GN c tO O eBessaw pio59H Muanjaq Bess lN Ieui91x3 slaquiny uoud l 1 ubissy snes 3i A9q Z dwe Burren abessoyy uone3IJnoN pessan uols no esely ulBu Tui wmsuv1 S Z uolls nO pio599H sJuawabeueyy xoql el N MaA qld9 lleO SINOH JOWWY Asng z JaMsSUy ON L Bun io Iguosi d pio3 t nuaj dol 809IA8S Yy 0 uini l Joyeiadg S
14. Company Division of Matsushita Electric of Puerto Rico Inc Ave 65 de Infanteria Km 9 5 San Gabriel Industrial Park Carolina Puerto Rico 00985 http www panasonic com csd 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 2004 Panasonic Communications Co Ltd All Rights Reserved PSQX3118ZA KK0204YKO
15. EDED IF NEEDED o gt o a gt O ag Press 1 Press 2 Press 1 to add more Press 2 On hook to change to accept numbers and repeat to end the steps 37 Subscriber s Guide example if you assign 021 area code X X X X X X calls from area code 021 will hear the same greeting Ifyou enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number II For the Caller ID Number you can use X as a wild card For on TO ADD OR DELETE CJ To aaa caller ID Greeting No gt EB 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 2 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 number follow the steps in TO ASSIGN i FOR THE FIRST TIME to assign on 4 12 Personal Caller Name Announcement This feature allows you to assign up to 30 Caller ID numbers and record a caller name for each Caller ID number from your telephone The caller name is announced when 1 you listen to the messages from assigned numbers left in your mailbox 2 the VPS transfers the calls from assigned numbers to you Caller ID Screening and 3 the VPS pages you by intercom Intercom Paging This feature is available to you only if you are using a P
16. Follow the prompts according to your needs On hook FOR IMMEDIATE DELIVERY Press 2 then return to On hook a previous menu Subscriber s Guide If you pause during the recording you must restart it within 20 s or i the VPS will stop recording automatically EE You will not hear ED 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 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 i transmissions EE IF THE MESSAGE HAS NOT BEEN RECEIVED Subscriber s gt o gt Log into your mailbox Press 3 to check Press 3 to cancel the message distribution status or delete verification G or 2 gt Gd y Press 1 to delete Press 2 to cancel On hook distribution verification message delivery 3 3 Setting up an External Message Delivery List Setting up an External Message Delivery List lets you send the same message to several outside parties and or extensions with a single operation Up to 2 lists can be maintained at the same time and each list can contain up to 8 members The System Administrator or the System Manager must authorize this feature before it can be use
17. Input Operation Message to accept Recording Disconnect TO REVIEW CURRENT SETTING b Ta 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 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
18. N YOU WANT TO CHANGE THE TELEPHONE NUMBER C NewraeonesoJ gt O SY 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 i using the keys 0 9 and for telephone numbers an 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 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 anew 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 i is connected to the following PBXs with DPT Integration see DPT an Integration in the Glossary e KX TD816 P311Q or higher e KX TD1232 P211Q or higher KX TD500 V4M or higher If you cannot us
19. Panasonic Voice Processing System Subscriber s Guide KX TVS95 KX TVS125 Thank you for purchasing the Panasonic Model KX TVS95 KX TVS125 KX TVS225 KX TVS325 Voice Processing System Please read this manual carefully before using this product and save this manual for future use Subscriber s Guide Introduction Thank you for purchasing the Panasonic Model KX TVS95 KX TVS125 KX TVS225 KX TVS325 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 KX TVS90 KX TVS120 KX TVS220 KX TVS320 Voice Processing System these models are enhanced by the following new features Personal Custom Service Allows a subscriber to set the following Custom Services in her personal greeting Personal Cust
20. 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 3 5 Receiving External Delivery Messages Use this feature to receive External Delivery Messages IF NEEDED AD CD p riras gt C amp GS Pick up acall Press 1 to Enter the Press Press 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 i entered 3 times however the receiver will hear the following information depending upon system programming of the VPS 1 If the Company Name is recorded it will be played 2 If the Callback Telephone Number has been registered it will be played 3 If the Extension of the Owner i e sender has been registered it will be played This information helps the receiver to track down the message or sender if the receiver cannot remember the password It is possible for the receiver to be guided in a specified language prompt It is also possible for the receiver to select the language she wants If you as the sender of external messages are interested in these options please contact your System Administrator 25 Subscriber s Gui
21. SETTINGS gt BQ 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 an number combinations for the password The VPS guides you to record No Answer Greeting Busy Signal Greeting and After Hours Greeting in this order The Help message for Personal Greetings is only played when you record No Answer Greeting It is not played for Busy Signal Greeting and After Hours Greeting 10 Subscriber s Guide 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 and a chance to leave a message Therefore your personal greeting should say please leave a message at the tone otherwise your callers will be confused r No Answer TO CHANGE Subscriber s 2 Busy Signal f e CG B After Hours P o ERASE 4 Caller ID Log into your Press 5 Press1 Follow the prompts mailbox according to your needs TO CHANGE J IF NEEDED record again D CS o w Dres gt Press 1 Record greeting Press 1 to 3 To add to change at the tone end recording To erase and ex
22. Y pawony 18S uoRNquisiq xoql eW 49849 aBessow JaAl 9q aBessow 9Al999H eNO lt ry s 6ess uu MOU X Xx ALY NOA nue uen ry puomssed 1 Jequunu xoqew X 9 yelq uoneoo1 jow y e WOl4 xoql eN e 18 u3 OL 49 50 Subscriber s Guide 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 TA624 and the VPS APT Integration is only available for the KX TVS95 Auto Configuration Available with APT DPT Integration only The VPS can automatically draw information from the KX TA624 the KX TD816 the KX TD1232 the KX TA1232 the KX TD308 the KX TD500 or the KX TDA KX TAW 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
23. al greeting messages for calls from pre assigned Caller ID numbers Each greeting supports up to 8 Caller ID numbers Subscriber s Guide Personal Group Distribution List A subscriber can maintain up to 4 distribution lists each containing a maximum of 20 mailboxes Using this list she can send the same message to all members of a specific distribution list at once Port The point of connection between the PBX and the VPS Pound Sign The key on the telephone keypad Private Message A message recorded as a private message cannot be forwarded You can specify privacy when delivering a message to other subscribers Subscriber s Guide Section 3 1 Prompt Prerecorded VPS sentences that guide subscribers and non subscribers through specific VPS functions The VPS supports 3 prompts 1 System prompts prerecorded at the factory in English 2 User 1 prompts and 3 User 2 prompts Prompts are numbered the Message Manager can turn off and on the prompts individually freely recorded by the Message Manager 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 Forwa
24. alls Forward No Answer Calls Forward Busy or No Answer Calls Forward to a CO Line and Cancel Forwarding This feature is available to you only if you are using a Panasonic KX T series telephone system with DPT Integration see DPT Integration in the Glossary Subscriber s Guide aie CD To forward all calls gt s gt 4 gt 2 To forward busy calls 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 2 3 OR 4 j gt D Enter the destination Press 2 On hook extension number and wait to accept i Youwillhear 5 To forward to a CO line only when the System Administrator or the System Manager authorizes you the use of the a5 Remote Call FWD to CO feature If you hear Call forwarding not accepted Please check the destination number the forwarding setting has not been completed properly at your telephone system possibly because a nonexistent extension number has been entered as the destination If you hear this message even though a valid number has been entered consult your System Administrator WHEN YOU PRESS 5 TO OTHER NUMBER C To set Telephone Number 1 2 To set Telephone Number 2 Telephone No GJ To set other number gt i Make your selection Enter the destination Press 2 telephon
25. anasonic i KX T series telephone system with APT DPT Integration see an APT Integration and 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 If you enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number 38 Subscriber s Guide TO ASSIGN AND RECORD Subscriber s FOR THE FIRST TIME G oam 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 om gt 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 m m gt D gt eS Press 2 Press 1 to add a new Press 2 to end On hook number and name and repeat the steps TO CHANGE C To change Caller ID number TO CHANGE CALLER ID NUMBER 2 gt 2 To change Caller Name gt 2 or 3 To accept I Enter a Caller ID Press 2 Make your selection number up to 20 digits to change and wait TO CHANGE CALLER NAME is 7 Press 3 to accept On hook aana calles and repeat the steps to change the next entry TO ADD OR DELETE TO ADD TO DELETE To add To delete all GSO To delete
26. cial Features 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 ER To enable Call Blocking 2 To enable Call Screening Subscriber s 3 To enable Intercom Paging ET ALAE 4 To enable Beeper Access y e To enable Transfer to Mailbox s To disable All Transfer Service Log into your Press 4 Press1 Follow the prompts On hook mailbox according to your needs The Intercom Paging feature is available only if you are using a Panasonic KX T series telephone system with APT DPT an Integration see APT Integration and DPT Integration in the Glossary 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 f the caller presses 0 while leaving a message she is sent to the covering extension or to an op
27. cribed You must customize your mailbox before sending or receiving messages Identify yourself as the owner of your mailbox by setting the following Recording Personal Greetings e Recording Your Name Setting Your Password This symbol identifies important notes about the operation being i described K The voice prompt will guide you in every step of programming Some features described in this manual are available with APT DPT Integration only APT Integration is only available for the KX TVS95 Panasonic World Wide Web Address http www panasonic com for customers in the United States or Puerto Rico 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 Subscriber s Guide Table of Contents 1 1 1 1 2 1 3 1 4 1 5 1 6 2 2 1 2 2 2 3 2 4 3 3 1 3 2 3 3 3 4 3 5 3 6 3 7 4 4 1 4 2 4 3 4 4 4 5 4 6 4 7 Mailbox Setup sisisecscecscteccotinatacesstecsccieccetcensesrocesscetentcars 7 Logging in to Your Mailbox U uu aaa sassassaahaaes 7 Subscriber Tutorial ssis inaa an
28. d an 22 Subscriber s Guide Subscribers e Oe gt gt CD gt Log into your mailbox Press 6 Press 3 Press 3 Press 1 or 2 to choose the delivery list TO DELETE CU or gt 4 Todelete all p a J To delete one Press 1 Press 2 Make your selection Press 1 to On hook to add delete To insert a pause or special TO AN OUTSIDE PARTY command enter the partial IF NEEDED number and wait for the Line Access Telephone lt options menu Press 5 to Code gt No enter a pause Press 4 to Enter a Line Enter the ee emerng ne Access Code to Enter the telephone SSO OD ee seize a CO line AreaCode number and wait TO AN EXTENSION gt D Enter the extension Press 2 Record the Press 2 to add number recipients name TO ADD MORE MEMBERS TO END or g Press 1 to add and Press 2 On hook repeat the steps to end 2 or 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 Moreover External Message Delivery has various limits retry times message length max messages for mailbox etc If you this feature before it can be used an have a problem please contact your System Administrator 24 Subscriber s Guide TO 1 RECIPIENT TO AN OUTSIDE PARTY Poeem p Doberman y I Enter a Line Log into your Press 6 Press 3 Press 1
29. de 3 6 Replying to External Delivery Messages Use this feature to reply to External Delivery Messages IF NEEDED a Y p EE 4 digit Password ib CG gt Pick up a call Press 1 to receive Enter the password Press from the VPS the message that the sender assigned i 5 5 5 S Press 2 to reply Record a message Press 1 to end Press 2 to accept recording C To make the message private gt GT EB Otherwise v Press 1 or 2 On hook 3 7 Checking and Setting External Message Delivery Status After recording external delivery messages you can check the delivery schedule or review the specified recipients You can only check the delivery status to if you wish cancel delivery or change the delivery time and date of messages that have not yet been delivered Included in undelivered messages are messages for which the recipient could not correctly enter the password After listening you have the option of deleting messages or changing schedules The System Administrator or the System Manager must authorize this feature before it can be used aon 26 Subscriber s Guide Subscribers Bee C gt m Log into your Press 6 Press3 Press 2to check Press 1 to change mailbox the status the schedule or delete the message Km To cancel external message delivery gt GSO 2 To change the time and date Press 1 or 2 On hook 27 28 Subscriber s Guide 4 4 1 Spe
30. e parameters set the System Clock and generate System Reports System Report The System Administrator or System Manager can generate 8 System Reports to monitor the VPS operating status as required 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 commands 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 KX TVS125 KX TVS225 KX TVS325 only 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 co
31. e the notification can be continuous disabled or enabled to a preset schedule Only the System Administrator can set the notification to a preset schedule Notification Number Assignment You can set up to 3telephone or beeper numbers to ring when you wish to receive notification calls G To change the Message Waiting Lamp Status gt s P 2 P 2 Tochange the Device Status G To assign a telephone or beeper no Log into your mailbox Press 6 Press 2 Press the desired button WHEN YOU PRESS 1 J To Change Con gt 2 To Accept y Make your selection On hook WHEN YOU PRESS 2 C To use for scheduling p gt 2 To use continuously gt To not use at all Enter the device number 1 3 Select the status On hook 33 Subscriber s Guide WHEN YOU PRESS 3 TO CHANGE FOR A CO LINE IF NEEDED E gt GQ gt Line Access Code E 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 p or xtension No number and wait for the options 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 Oe r p gt Press 2 to accept Press 1 or 2 for telephone Press 3 On hook or beeper notification to delete
32. e number to accept On hook and wait 43 Subscriber s Guide Your System Administrator or System Manager must authorize this feature before it can be used EE e 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 QJ To telephone number 1 and or 2 To telephone number 2 will not be heard Depending on your telephone system you can enter up to 16 or 24 digits using the 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 WHEN YOU PRESS 6 gt Press 2 to accept On hook Be sure to exit from the menu AFTER the forwarding setting is i accepted otherwise the forwarding setting will not be stored an 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 If you cannot use this feature ask your System Administrator or i System Manager She might have disabled it 44 Subscriber s Guide E FOR THE FIRST TIME ubscriber s gt G p 9 Gamo or gt Log into your Press 4 Press 5 Enter the telephone mailbox number and wait WHE
33. e 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 Guide Subscriber s TO SET CALLER ID gt pMa D TO SET DID NUMBER Log into your mailbox Press 5 Press 7 TO SET CALLER ID NUMBER 1 AND 2 J FOR THE FIRST TIME EB To change Caller ID Number 1 o 2 To change Caller ID Number 2 gt Telephone No ue Make your selection Enter the telephone number and wait WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER C NewTeephoneno gt G amp EE 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 EB 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 I Depending on your telephone system you can enter up to 20 digits i using the keys 0 9 and X for telephone numbers an Please make sure you begin the telephone number with a Line Access Code to seize a CO line 4 19 Setting Personal Custom Service This feature allows you to set the following Custom Services in your personal greeting Personal Custom Service Transfer to Mailbox Transfer to Extension 46 Subscriber s Guide Transfer to Outside Custo
34. ed to other mailboxes Subscriber s Guide 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 i Subscriber Service prompts If you are interested in this option please contact your System Administrator D DD G T 5 Call the VPS from Press and 6 Press and enter your an outside telephone mailbox number IF NEEDED o D gt 4J gt Enter your password Press 1 to receive Review your and press the message messages To access another extn G 2 To reach the operator gt v G To exit the VPS ee Follow the prompts according to your needs 20 Subscriber s Guide 3 Sending Messages 3 1 Delivering Messages to Other Subscribers Use this feature to send the same message to several other subscribers TEET OPTION 1 Enter the mailbox by NUMBER Subscriber s gt 2 gt Main Menu pi OPTION 2 Enter the mailbox by NAME Log into your mailbox Press 2 e You can also specify a Personal or a System Group i Distribution List instead of an individual mailbox by K 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 Sys
35. elephone 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 gt New Telephone No Enter the destination Press 1 Enter the new destination telephone number to change telephone number and wait and wait y Press 2 On hook to accept 41 42 Subscriber s Guide Depending on your telephone system you can enter up to 16 or 24 digits using the 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 abouttelephone number assignment and call forwarding setting The Remote Call Forward to CO feature only allows you to assign Telephone number 1 and or Telephone number 2 to enable call forwarding to the telephone number you have assigned above follow the instructions in 4 16 Remote Call Forwarding Set If you should change the telephone number after you have enabled call forwarding to a CO line you must go back to 4 16 Remote Call Forwarding Set to reset the call forwarding setting otherwise you will be transferring calls to the old telephone number unknowingly 4 16 Remote Call Forwarding Set This feature allows you to program your extension from a remote location to forward various types of calls to a desired extension or an outside telephone There are 6 forwarding settings available Forward All Calls Forward Busy C
36. erator if the covering extension is not specified To activate this feature your System Administrator must assign a i Covering Extension to your mailbox an Subscriber s Guide Subscriber s P oro g Log into your mailbox Press 4 Press 2 Enter the extension number WHEN YOU REASSIGN THE COVERING EXTENSION D gt gt D Press 1 Enter the new Press 2 On hook to change extension number to accept 4 3 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 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 oro 9 Log into your mailbox Press 4 Press 4 EB To set Leaving a Message Status 2 To set Covering Extension Transfer Status 3 To set Intercom Paging Status 4 To s
37. ess 2 On hook or press to clear 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 me 9 s p C CD ls gt P Log into your Press 5 Press 3 Press 1 State the name Press 2 mailbox at the tone TO ERASE o G gt ae Press 3 Press 3 On hook 13 14 Subscriber s Guide 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 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 X 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
38. et Beeper Access Status C To change 5 To set Operator Transfer Status EB To accept gt v 6 To set Returning to Top Menu Automated Attendant Service Status Follow the prompts according to your needs Make your selection On hook 29 30 Subscriber s Guide The Intercom Paging feature is available only if you are using a Panasonic KX T series telephone system with APT DPT K Integration see APT Integration and DPT Integration in the Glossary 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 C DO SP Log into your mailbox Press 4 Press 3 Press 1 to change On hook Interview Mode Message Recording Mode Not all subscribers have an interview mailbox The System i Administrator or the System Manager must assign an interview an mailbox Subscriber s Guide 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 E gt C gt gt Log into your Press
39. it IF NEEDED Fa C To change the No Answer gt 2 To change the Busy Signal N Press 2 3 To change the After Hours to accept Follow the prompts On hook according to your needs TO ERASE gt Press 3 On hook to erase 11 12 Subscriber s Guide Recording a Caller ID Greeting is available only when your COS i parameter is enabled To record a Caller ID Greeting see 4 10 an Recording Personal Greetings for Caller ID Be sure to exit from the menu AFTER the greeting is accepted Otherwise the greeting will not be stored By system default the maximum length of a personal greeting is 6 min ltis 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 1 4 Changing and Clearing Your Password 1 5 The VPS provides the option of assigning a password to your mailbox to protect the messages stored there from unauthorized access A password should be no longer than 10 digits using the keys 0 9 You can change your password at any time When setting your password avoid using obvious number combinations If you forget your password have your System Administrator or System Manager clear it You may then set a new one a OOO 9 Log into your mailbox Press 5 Press 2 Press 1 Kore Do gt 2 ye Enter the new password and press Pr
40. m Service 1 to 100 VM Service Voice Mail Service 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 Disconnect The line will be disconnected TO CHANGE THE KEY iber ASSIGNMENT Subscriber s gt L TO CHANGE NO DTMF i INPUT OPERATION Log into your mailbox Press 5 Press 8 or TO REVIEW CURRENT SETTING TO CHANGE THE KEY ASSIGNMENT J ag gt 5 Press 1 Enter a key number Press 1 to change 3 9 to change WHEN YOU PRESS 1 2 OR 4 EB To transfer to mailbox gt Mailbox No or E To transfer to extension s To transfer to outside telephone To assign Custom Service Extension No G To assign Voice Mail Service se To assign Call Transfer Service Follow the prompt according to your needs WHEN YOU PRESS 3 Telephone No L 2 gt Enter the telephone Press 2 number and wait to accept Custom Service No HE Enter the destination mailbox extension number or Custom Service number 1 100 PR On hook 47 48 Subscriber s Guide TO CHANGE NO DTMF INPUT OPERATION C gt Sm gt o Press 1 Press 1 to change No DTMF Press 2 On hook to change
41. ministrator or System Manager She might have disabled it bar TO RECORD FOR THE Subscriber s gt O gt amp CD p Fnsrnue Log into your Press 5 for Press 1 Press4 TO CHANGE OR ERASE mailbox Mailbox Management TO RECORD FOR THE FIRST TIME J Caller ID is CS DO Bo we 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 recorded greeting an 36 Subscriber s Guide TO CHANGE OR ERASE Caller ID Km To change P ress gt GFS Enter a Caller ID Make your selection On hook Greeting number 1 4 When you change the greeting follow the steps in TO RECORD i FOR THE FIRST TIME to rerecord on 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID Use this feature to assign Caller ID numbers for prerecorded personal greetings Each greeting supports up to 8 Caller ID numbers To assign Caller ID numbers first record a personal greeting see i 4 10 Recording Personal Greetings for Caller ID an z TO ASSIGN FOR THE Subscriber s pisl ee p ip in ms 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 2 Caller ID No Enter a Caller ID Press 2 Enter a Caller ID Greeting number 1 4 to accept number up to 20 digits and wait IF NE
42. nal 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 the external modem of the VPS and internal modem card KX TVS325 only Note Local programming and remote programming are mutually exclusive System Administrator Unlike the Message Manager and the System Manager who use a telephone to perform their duties the System Administrator uses a personal computer to program the VPS The System Administrator s handbook is the Installation Manual System External Message Delivery Duration Time The maximum time allowed for an external message that is to be delivered by the VPS specified by the System Administrator System Group Distribution List The VPS can maintain up to 20 distribution lists each containing a maximum of 20 mailboxes Each list is referenced by a System Group Distribution List number and is assigned via system administration A recording into a System Group Distribution List number will go into the mailboxes of all group members Subscriber s Guide 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 Servic
43. nates 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 51 52 Subscriber s Guide Delete Message Confirmation The VPS requests confirmation from the mailbox owner before erasing a message left in the mailbox Delivery Time The time specified by the subscriber for the VPS to deliver a prerecorded message You can specify delivery time in External Delivery Message or when delivering a message to other subscribers Subscriber s Guide Section 3 1 Department Dialing A speed dialing feature that permits an outside caller to dial a single digit 1 9 to reach a specific extension DID Call Routing Available with DPT Integration only on the KX TD816 P311Q or higher KX TD1232 P211Q or higher and 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 APT 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 TD816 the KX TD1232 the KX TA1232 the KX TD308 the KX TD500 or the KX TDA KX TAW series Require
44. ng the message Saved Message Retention Time the length of time the VPS will store an old played 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 Message Waiting Notification The VPS can notify subscribers and the Message Manager when they have received messages if authorized by the System Administrator or the System Manager There are 3 notification methods 1 by the Message Waiting Lamp 2 by a telephone or 3 by a beeper Multilingual Selection Menu The Message Manager is responsible for recording this menu Allows callers to choose the language they want System User 1 or User 2 prompts when they call the VPS Non Subscriber A caller to the VPS who does not own a mailbox 55 Subscriber s Guide Notification Method See Message Waiting Notification One Touch Two Way Transfer One Touch TWT Available with DPT Integration only on the KX TDA KX TAW 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
45. om Service e Transfer to Mailbox e Transfer to Extension Transfer to Outside Custom Service e VM Service Voice Mail Service 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 Subscriber s Guide 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 The extension number s of the VPS Your mailbox and extension number The System Manager s phone number Basic Steps When using your mailbox for the first time you must read Section 1 Mailbox Setup and perform the key setup procedures des
46. oup Distribution List Names Use this feature to delete a group distribution list name Subscriber s oro Log into your mailbox Press 5 Press 4 Enter the group distribution number 1 4 gt ey Press 1 to change Press 3 to erase On hook group name the group name 4 8 Message Waiting Notification The VPS is able to notify you when a new message has been recorded in your mailbox There are 3 ways by which the VPS notifies you 1 Message Waiting Lamp on your proprietary telephone 2 a call to another telephone e g your cell 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 32 Subscriber s Guide 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 devic
47. rd 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 57 58 Subscriber s Guide Rotary Telephone A telephone capable of pulse dial only Callers using a rotary telephone will be automatically forwarded to the operator or the General Delivery Mailbox SAVE One of the utility commands that is used to save VPS data to a personal computer Scanning Messages Allows the subscriber to listen to only the first 4 s of each message Another method is to press 2 while listening to a message this instructs the VPS to skip to the next message Service Mode The System Administrator or the System Manager can change the call handling method programmed in the Time Service setting 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 Perso
48. rding to your needs 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 Password Owners 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 K 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 Subscriber s Guide mailbox and press Main Menu Default Password G Log into your Enter the default password name and record your personal greetings before Welcome to the Panasonic Voice Mail System This is the Subscriber Tutorial service In this aD
49. reening and 3 the VPS pages the users by intercom Intercom Paging If the same Caller ID number is programmed for both system and personal caller name announcements the VPS will use the personal caller name Company Greeting Up to 32 Company Greetings can be recorded to greet callers One or System Greeting or none can be selected for each Day Night Lunch Break and Holiday service on a port basis and trunk CO line basis Company Name This is played by the VPS to the intended receiver of an External Delivery Message when she is unable to enter correctly the password if required This helps her to realize where the call came from Covering Extension This can be a destination for Incomplete Call Handling Service This can also be accessed by pressing 0 while a Personal Greeting is being played or while a caller is leaving a message Custom Service Setting Allows one touch access to extensions other custom service menus fax machine mailboxes etc A greeting can be recorded for each of the 100 menus to give verbal directions to the non subscribers Default Setting A parameter defined for the system at the factory which can be changed through system programming by the System Administrator or the System Manager 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 termi
50. s upgraded software in the PBX Depending on the model and or the software version of the connected PBX you may not be able to utilize some of the features available only with DPT Integration For more information call National Parts Center at 1 800 833 9626 DTMF Dual Tone Multi Frequency Commonly referred to as touchtone 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 Information External Call Forwarding Available on the KX TD816 the KX TD1232 the KX TA1232 the KX TD308 the KX TD500 and the KX TDA KX TAW series Forwards calls to an extension that has call forwarding activated to an outside phone Subscriber s Guide 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
51. saan 8 Changing and Erasing Personal Greetings 11 Changing and Clearing Your Password 13 Changing and Erasing Your Name 13 Service Access Commands 14 Receiving Messages 15 Receiving Messages u 15 Replying to Messages a 16 Message Transfer cecccceceseecceeeeeseeeeeeeeseneeeseeseenseeeeesaneeeeeneeaes 17 Accessing Your Mailbox from an Outside Telephone 19 Sending Messages 20 Delivering Messages to Other Subscribers 20 Checking Mailbox Distribution 22 Setting up an External Message Delivery List 22 Sending External Delivery Messages 23 Receiving External Delivery Messages 25 Replying to External Delivery Messages 26 Checking and Setting External Message Delivery Status 26 Special Features 28 Call Transfer Status a 28 Covering EXtONSiOMigesccceccdereaccseesecietadeaz
52. sage 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 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 15 Subscriber s Guide 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 i other subscriber or call her back The callback feature is an available only when the message sender has an extension number To reply 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 T series telephone system with APT DPT Integration see APT Integration and DPT Integration in the Glossary and the System Manager has enabled this feature TO RECORD A MESSAGE subscribers Oe Or Ot 5 Log into your Press 1 Press4 Press 2 to record Record the mailbo
53. secexdesdsee anions e aaa RSE 28 Incomplete Call Handling Status 29 Message Reception Mode 30 Personal Group Distribution Lists 31 Deleting Group Distribution Members 32 Deleting Group Distribution List Names 32 Subscriber s Guide 4 8 Message Waiting Notification a 32 49 Interview Mailbox l u 35 4 10 Recording Personal Greetings for Caller ID 36 4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID 37 4 12 Personal Caller Name Announcemernt 38 4 13 Live Call ScreeniMg sisii iain iaiia enean 40 4 14 Recording a Two Way Conversation 40 4 15 Setting Telephone Numbers for Call Forwarding to CO 41 4 16 Remote Call Forwarding Set 42 4 17 Setting Telephone Numbers for Call Transfer to CO 44 4 18 Setting Telephone Numbers for Toll Saver 45 4 19 Setting Personal Custom Service 46 A App68ndiX u uuu uuu uuu aaeanoa aaa 49 A1 Quick Reference
54. service you can set your password record your you use this system Listen to the Tutorial Top Menu before setting up your mailbox SET PASSWORD ez VU 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 Gamo O oe Oew 2 Enter the password and press Press 2 or press to skip to accept CHANGE OR CLEAR YOUR DEFAULT PASSWORD CI newpPasswora G o G 2 Press 1 Enter the new password and press Press 2 to change or press to clear to accept J Subscriber s Guide RECORD OWNER S NAME Please record your name ap lt i is used in the following way gt es gt J 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 played before the recording When any caller leaves a message for your mailbox gt K your Personal Greeting is e Record greeting Listen to the Help message to record greetings at the tone ED EB To review To accept G To erase and Press 1 to record again end recording ES To add To erase and exit e f you decide to use the pre recorded System Greeting i you need to erase the greeting you recorded here See an 1 3 Changing and Erasing Personal Greetings CONFIRM YOUR
55. st 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 APT DPT Integration only Allows a subscriber to record a conversation into her mailbox 59 60 Subscriber s Guide Two Way Transfer TWT Available with APT DPT Integration only Allows a subscriber to record a conversation into another person s mailbox Unlimited Message Length Permits a mailbox owner to record two way conversations of unlimited length into her or another person s mailbox Two Way Recording or Two Way Transfer The maximum recording time for other messages will automatically be set to 6 min Voice Mail A general term used for messages recorded over the phone from one person to another Voice Prompt Recorded VPS instructions to callers These are either system prompts or user prompts VPS Voice Processing System e g Panasonic KX TVS95 KX TVS125 KX TVS225 KX TVS325 Subscriber s Guide 61 62 Subscriber s Guide Subscriber s Guide 63 Panasonic Consumer Electronics Company Division of Matsushita Electric Corporation of America One Panasonic Way Secaucus NJ 07094 Panasonic Sales
56. take the call the VPS will take some suitable action Note If you call the extension directly the VPS cannot help you x pressing this during system prompts takes you to the previous VPS menu If you have lost bearings within Subscriber Service use this command to get you out 0 pressing this lets you listen to the whole menu for Help Subscriber s Guide 2 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 Km To repeat the message Orme Log into your Press 1 Press 0 2 To play the next message O 09 To replay the previous message C To erase the messages one by one To reply to the message gt Go to 2 2 To rewind To fast forward To transfer gt Go to 2 3 To scan messages To save this message as new cosggag Select the appropriate message option When receiving your messages you can skip the date time and sender information attached to each message by pressing s It is possible 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 QJ To replay the previous message 2 To play the next mes
57. tem Administrator to ensure that a list exists within the VPS OPTION 1 Enter the mailbox by NUMBER Coe gt Enter the mailbox number Press 2 to accept the mailbox number entered OPTION 2 Enter the mailbox by NAME G p OW p wW Press and 1 Enter the first Press 1 to 3 or 4 letters of the accept the mailbox person s last name stated C To record a message WHEN YOU WHEN YOU WHEN YOU 2 To add a new mailbox no gt PRESS 1 PRESS 2 PRESS 3 RECORD A MESSAGE G To review the mailing list Go to TO OPTION 1 LJ Follow the prompts OPTION 2 according to your needs Review Subscriber s Guide You can specify a maximum of 20 mailboxes as destinations for 1 i message an TO RECORD A MESSAGE d TO SET DELIVERY TIME h 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 5 15 is entered as 515 A For example G gt G gt Delivery Time 5 00 is entered as 5 and X Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY D AM Day ofthe month E gt 2 f 2 for 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 G To make the message private gt GSO 2 To return to a previous menu
58. 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 extra digits to bring the caller directly to a specified mailbox rather than to the General Delivery Mailbox Caller ID Callback Enables a subscriber to call back a message sender with the Caller ID number attached to the message Subscriber s Guide Caller ID Call Routing Available with APT 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 APT DPT Integration only The VPS announces prerecorded Caller ID caller s names when 1 extension users listen to messages from pre assigned numbers left in the their mailboxes 2 the VPS transfers calls from pre assigned numbers to the users Caller ID Sc
59. the line is busy or when there is no answer Fast Forward Puts the user 4 s ahead in the current message Follow On ID See Called Party ID General Delivery Mailbox When the caller does not dial anything either because she does not want to or she is using a rotary telephone the VPS sends her to the General Delivery Mailbox Periodically daily is best the Message Manager should transfer the contents of the General Delivery Mailbox to the appropriate destinations Hash Sign Same as Pound Sign HELP One of the utility commands that is used to list all utility commands with a brief description of each Immediate Reply Allows the message receiver to reply to a message without specifying the extension number or the mailbox number of the sender Inband Signaling The Follow On ID or Called Party ID that integrates the VPS and the PBX Uses intercom paths to light message wait light Does not give high end features such as Intercom Paging Direct Mailbox Access Live Call Screening etc 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 53 54
60. x a message message TO SET DELIVERY TIME CG gt 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 J TO SET DELIVERY TIME r For example G gt G gt Delivery Time 5 00 is entered as 5 and 5 15 is entered as 515 2 Press 1 Press 1 Set delivery time FOR IMMEDIATE DELIVERY 1 for AM p gt Day of the Month C gt 2 af 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 gt G7 2 To return to a previous menu y Follow the prompts according to your needs On hook 16 Subscriber s Guide FOR IMMEDIATE DELIVERY E F gt Press 2 then return to a previous menu On hook Ji e f paused the recording must be restarted within 20 s or the VPS will stop recording automatically You will not hear C for AM 2 for PM when the System Administrator has set the time stamp of User Prompts as 24 h e 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 gt o gt Oe Log into your Press 1 Press 4 Press 1 to call the Talk mailbox message sender

Panasonic KX-TVS225 Digital Answering Machine

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