Voice Processing System Subscriber's Guide Model No. Please read befe using and save this manual f future use. KX-TVS50
Introduction Thank you f purchasing the Panasonic Model KX-TVS50 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 me people inside 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 be notified through your beeper, when there are messages sted in your mailbox. Be notified by the message-waiting lamp on your extension that there are messages sted in your mailbox. Screen your calls. Automate the handling of callers. And me... Getting Started Numbers to Know You must have the following infmation befe 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 f the first time, you must read "Section : Mailbox Setup" and perfm the key setup procedures described. You must customize your mailbox befe sending receiving messages. Identify yourself as the owner of your mailbox by setting the following: Recding Personal Greetings Recding Your Name Setting Your Passwd This symbol identifies imptant notes about the operation being described. The voice prompt will guide you in every step of programming. Panasonic Wld Wide Web Address: http://www.panasonic.com f customers in the United States Puerto Rico.
Introduction Structure of the Manual This manual consists of the following sections: Section Mailbox Setup Describes the procedures f customizing your mailbox. Section Receiving Messages Explains how to access and manage received messages. Section 3 Sending Messages Tells you how to send messages, including recding and delivery. Section 4 Special Features Describes how to set up the special features f your mailbox. Appendix Glossary 3
Table of Contents Table of Contents Mailbox Setup... 6. Logging in to Your Mailbox... 6. Recding Personal Greetings... 7.3 Setting, Changing and Clearing Your Passwd... 9.4 Recding Your Name... 9.5 Service Access Commands... 0 Receiving Messages.... Receiving Messages.... Replying to Messages....3 Message Transfer... 3.4 Accessing Your Mailbox from an Outside Telephone... 4 3 Sending Messages... 5 3. Delivering Messages to Other Subscribers... 5 3. Checking Mailbox Distribution... 7 3.3 Setting up an External Message Delivery List... 7 3.4 Sending External Delivery Messages... 8 3.5 Receiving External Delivery Messages... 0 3.6 Replying to External Delivery Messages... 3.7 Checking and Setting External Message Delivery Status... 4 Special Features... 3 4. Call Transfer Status... 3 4. Covering Extension... 3 4.3 Incomplete Call Handling Status... 4 4.4 Message Reception Mode... 5 4.5 Personal Group Distribution Lists... 6 4.6 Deleting Group Distribution Members... 7 4.7 Deleting Group Distribution List Names... 7 4.8 Message Waiting Notification... 7 4.9 Interview Mailbox... 9 4
Table of Contents 4.0 Recding Personal Greetings f Caller ID... 3 4. Assigning Caller ID Numbers f Personal Greeting f Caller ID... 3 4. Personal Caller Name Announcement... 33 4.3 Live Call Screening... 35 4.4 Recding a Two-Way Conversation... 35 4.5 Setting Telephone Numbers f Call Fwarding to CO... 36 4.6 Remote Call Fwarding Set... 37 Appendix... 40 Quick Reference... 40 Glossary... 4 5
Section Mailbox Setup. Logging in to Your Mailbox Befe you access Subscriber Services, you must first open your mailbox. Off-hook. Extn. No. of VPS Enter the extension number of the VPS. FROM YOUR EXTENSION FROM ANOTHER EXTENSION FROM YOUR EXTENSION (When the Direct Mailbox Access is enabled) IF YOU HAVE SET YOUR PASSWORD Passwd + # Enter the passwd and press #. ( 3 4 5 6 To receive a message To deliver a message To check the mailbox distribution F automated attendant status F mailbox management F other features) To end this call Follow the prompt accding to your needs. FROM ANOTHER EXTENSION IF YOU HAVE SET YOUR PASSWORD # + 6 + Mailbox no. Passwd + # Press # and 6. Press and enter your mailbox number. Enter the passwd and press #. 3 4 5 ( 6 To receive a message To deliver a message To check the mailbox distribution F automated attendant status F mailbox management F other features) To end this call Follow the prompts accding to your needs. 6
Section Mailbox Setup You will hear " 6 F other features" only when the System Administrat the System Manager assigns an Interview Mailbox an extension number f Remote Call Fwarding feature to your mailbox, authizes you the use of the Message Waiting Notification feature the External Message Delivery feature. If you do not know the VPS extension number, ask the System Manager. If you enter Subscriber Service via Custom Service, does not end your call; you will be returned to Custom Service.. Recding Personal Greetings After reaching your mailbox, callers will hear your personal greeting message(s). You can recd 3 kinds of personal greetings: No Answer Greeting, Busy Greeting, and After Hours Greeting. The VPS plays the appropriate message f each call. Personal greeting messages are always followed by a tone and a chance to leave a message. Your personal greeting should say "please leave a message at the tone"; otherwise your callers will be confused. Subscriber s Main Menu Log into your mailbox. 5 Press 5. Press. 3 No Answer Busy Signal After Hours ( 4 Caller ID ) Follow the prompts accding to your needs. TO RECORD FOR THE FIRST TIME TO CHANGE OR ERASE TO RECORD FOR THE FIRST TIME IF NEEDED Recd greeting at the tone. Press to end recding. To review 3 To erase and recd again 4 To add To erase and exit Press to accept. IF NEEDED To change the No Answer To change the Busy Signal 3 To change the After Hours Follow the prompts accding to your needs. 7
Section Mailbox Setup TO CHANGE OR ERASE To change To accept 3 To erase Follow the prompts accding to your needs. Recding a Caller ID Greeting is available only when your COS parameter is enabled. To recd a Caller ID Greeting, see 4.0 Recding Personal Greetings f Caller ID. Be sure to exit from the menu AFTER the greeting is accepted. Otherwise the greeting will not be sted. By system default, the maximum length of a personal greeting is 6 s. If you need me time, ask your System Administrat System Manager to increase the upper bound. If you change the greeting, follow the steps in "TO RECORD FOR THE FIRST TIME" to rerecd. It is recommended that you mention your name in each personal greeting, because the regular announcement of name (see.4 Recding Your Name) will be suppressed. 8
Section Mailbox Setup.3 Setting, Changing and Clearing Your Passwd The VPS provides the option of assigning a passwd to your mailbox to protect the messages sted there from unauthized access. A passwd should be no longer than 0 digits (using the keys 0-9). You can change your passwd at any time. When setting your passwd, avoid using obvious number combinations. If you fget your passwd, have your System Administrat System Manager clear it. You may then set a new one. Subscriber's Main Menu Log into your mailbox. 5 Press 5. Press. FOR THE FIRST TIME WHEN YOU CHANGE OR CLEAR YOUR PASSWORD Passwd + # New Passwd + # # Enter the passwd and press #. Press. Enter the new passwd and press #, press # to clear. Press..4 Recding Your Name The recding of your name infms callers that they have reached the crect mailbox (f 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 4 letters of the owner's name. The VPS will announce a series of recded names from which the caller may select. FOR THE FIRST TIME Subscriber's Main Menu 5 3 Log into your mailbox. Press 5. Press 3. State the name at the tone. Press. TO CHANGE TO ERASE 3 3 3 Press 3. Press. State the name at the tone. Press. Press 3. Press 3. 9
Section Mailbox Setup.5 Service Access Commands Befe routinely using the VPS, you should familiarize yourself with the Service Access Commands shown in the Appendix. The most imptant ones are the following: #6 pressing this during system prompts activates Voice Mail Service. You can recd a message after entering a mailbox number at the prompt. You can also press followed by your own mailbox number to log into your mailbox. #8 pressing this during system prompts activates Automated Attendant Service. It prompts you f an extension number and then attempts to call your party. If she cannot take the call, the VPS will take some suitable action. Note If you call the extension directly, the VPS cannot help you. 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 (f Help). 0
Section Receiving Messages. Receiving Messages The VPS plays both the new and saved messages that are in your mailbox along with the date, time, and sender infmation pertaining to each message. Subscriber s Main Menu Log into your mailbox. Press. 0 Press 0. 3 + (+ To repeat the message To replay the previous message To play the next message ) To erase the messages one by one 4 5 6 To reply to the message To rewind To fast-fward Go to. 7 To transfer Go to.3 8 To scan messages Select the appropriate message option. When all messages are scanned, you will have 3 options To replay the previous message To play the next message 3 To play the entire message Selection of option 3: "To play the entire message" can be carried out only once. If your System Administrat System Manager has not enabled the Delete Message Confirmation feature to your mailbox (see Delete Message Confirmation in Glossary), selecting option 3 a second time will erase the message. The VPS will automatically erase messages after a specified number of days. Your System Administrat System Manager controls the number of days to maintain the messages.. Replying to Messages This feature allows you to reply to messages that have been sent by other subscribers through their mailboxes. You can reply only to messages that were transferred to you, iginated as "Delivering Message to Other Subscribers".
Section Receiving Messages TO RECORD A MESSAGE Receiving Messages Subscriber s Main Menu 4 Log into your mailbox. Press. Press 4. Press to recd a message. Recd the message. Press to end recding. Press to accept the message. TO SET DELIVERY TIME AND/OR PRIVATE STATUS FOR IMMEDIATE DELIVERY TO SET DELIVERY TIME AND/OR PRIVATE STATUS Press. f AM f PM Press f AM f PM. TO SET DELIVERY TIME Press. Delivery Time Set delivery time. Day of the Month + # Enter the day of the month and press #. To make the message private To return to a previous menu Follow the prompts accding to your needs. + # Press to accept the delivery time. F example: 5:00 is entered as [5] and [#]. 5:5 is entered as [55][#]. FOR IMMEDIATE DELIVERY Press. FOR IMMEDIATE DELIVERY Press then return to a previous menu. If paused, the recding must be restarted within 0 s the VPS will stop recding automatically. You will not hear " f AM, f PM" when the System Administrat has set the time stamp of User Prompts as "4-h". Note about the Day of the Month entry: If today is February 6, and you enter 7#, the message will be delivered tomrow. If today is February 6, and you enter 5#, the message will be delivered March 5th.
Section Receiving Messages.3 Message Transfer This function allows you to transfer messages to other mailboxes. Subscriber s Main Menu Log into your mailbox. Press. 7 Press 7. OPTION : Enter the mailbox by NUMBER. OPTION : Enter the mailbox by NAME. You can also specify a Personal 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 befe they can be used (see 4.5 Personal Group Distribution Lists). To use a System Group Distribution List, check with the System Administrat to ensure that a list exists within the VPS. OPTION : Enter the mailbox by NUMBER Mailbox No. Enter the mailbox number on the keypad. Press to accept the mailbox number entered. OPTION : Enter the mailbox by NAME # + X X X Press # and to access the mailbox. Enter the first 3 4 letters of the person s last name. Press to accept the mailbox stated. TO TRANSFER TO TRANSFER WITH COMMENT Press to transfer without comment. Press to transfer with comment. Recd a comment. Press to end recding. Press to accept. 3
Section Receiving Messages No acknowledgment will be given that the message has been transferred. If the message is assigned as private, it cannot be transferred to other mailboxes..4 Accessing Your Mailbox from an Outside Telephone Follow this procedure to check your messages remotely. It may be possible f you to choose another language f Subscriber Service prompts. If you are interested in this option, please contact your System Administrat. # + 6 + Mailbox No. Call the VPS from an outside telephone. IF NEEDED Press # and 6. Press and enter your mailbox number. Passwd + # Enter your passwd and press #. Press to receive the message. Review your messages. # + 8 To access another extn. # + 8 + 0 To reach the operat # + 9 To exit the VPS Follow the prompts accding to your needs. 4
Section 3 Sending Messages 3. Delivering Messages to Other Subscribers Use this feature to send the same message to several other subscribers. Subscriber s Main Menu Log into your mailbox. Press. OPTION : Enter the mailbox by NUMBER OPTION : Enter the mailbox by NAME You can also specify a Personal 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 exist befe they can be used. (See 4.5 Personal Group Distribution Lists). To use a System Group Distribution List, check with the System Administrat to ensure that a list exists within the VPS. OPTION : Enter the mailbox by NUMBER Mailbox No. Enter the mailbox number. Press to accept the mailbox number entered. OPTION : Enter the mailbox by NAME # + X X X Press # and. Enter the first 3 4 letters of the person's last name. Press to accept the mailbox stated. 3 To recd a message. To add a new mailbox no. To review the mailing list. Follow the prompts accding to your needs. WHEN YOU PRESS Go to "TO RECORD A MESSAGE". WHEN YOU PRESS OPTION OPTION WHEN YOU PRESS 3 Review 5
Section 3 Sending Messages You can specify a maximum of 0 mailboxes as destinations f message. TO RECORD A MESSAGE Recd a message. Press to end recding. Press to accept the message. TO SET DELIVERY TIME AND/OR PRIVATE STATUS FOR IMMEDIATE DELIVERY TO SET DELIVERY TIME AND/OR PRIVATE STATUS Press. TO SET DELIVERY TIME Delivery Time + # Press. Set delivery time. F example: 5:00 is entered as [5] and [#]. 5:5 is entered as [55][#]. FOR IMMEDIATE DELIVERY f AM f PM Press f AM f PM. Day of the Month + # Enter the day of the month and press #. Press to accept the delivery time. Press. To make the message private To return to a previous menu Follow the prompts accding to your needs. FOR IMMEDIATE DELIVERY Press then return to a previous menu. 6
Sending Messages Section 3 Sending Messages If you pause during the recding, you must restart it within 0 s the VPS will stop recding automatically. You will not hear " f AM, f PM" when the System Administrat has set the time stamp of User Prompts as "4-h". See "Note about the Day of the Month entry" in Section. Replying to Messages. 3. Checking Mailbox Distribution This function allows you to check the status of messages, which you have recded in your mailbox, f delivery to other mailboxes. You can check the delivery status of up to 84 message transmissions. Subscriber s Main Menu Log into your mailbox. 3 Press 3 to check distribution status. IF THE MESSAGE HAS NOT BEEN RECEIVED 3 Press 3 to cancel the message delete verification. Press to delete distribution verification. Press to cancel 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/ extensions with a single operation. Up to lists can be maintained at the same time, and each list can contain up to 8 members. The System Administrat the System Manager must authize this feature befe it can be used. 7
Section 3 Sending Messages Subscriber s Main Menu 6 3 3 Log into your mailbox. Press 6. Press to add. TO DELETE Press. Press 3. To delete all To delete one Make your selection. Press 3. Press to delete. Press to choose the delivery list. TO AN OUTSIDE PARTY IF NEEDED Line Access Code Area Code Enter a Line Access Code to Enter the seize a CO line. Area Code. Telephone No. Enter the telephone number. To insert a pause special command, enter the partial number and wait f the options menu. Press [5] to enter a pause. Press [4] to continue entering the telephone number. TO AN EXTENSION Extension No. Enter the extension number. Press. Recd the recipient s name. Press to add. TO ADD MORE MEMBERS TO END Press to add and repeat the steps. Press to end. 3.4 Sending External Delivery Messages Use this feature to recd and send external delivery messages. The System Administrat the System Manager must authize this feature befe it can be used. Meover, External Message Delivery has various limits (retry times, message length, max. messages f mailbox, etc.). If you have a problem, please contact your System Administrat. 8
Section 3 Sending Messages Subscriber s Main Menu Log into your mailbox. 6 Press 6. 3 Press 3. Press. TO RECIPIENT TO AN OUTSIDE PARTY Press. Line Access Code Enter a Line Access Code to seize a CO line. IF NEEDED Area Code Enter the Area Code. Telephone No. Enter the telephone number. To insert a pause special command, enter the partial number and wait f the options menu. Press [5] to enter a pause. Press [4] to continue entering the telephone number. TO AN EXTENSION Extension No. Enter the extension number. Press to accept. BY EXTERNAL MESSAGE DELIVERY LIST 4-digit # 4-digit Passwd # Passwd Press. Press f desired list. Enter the 4-digit passwd press # to skip. Recd the recipient s name at the tone. Enter the 4-digit passwd press # to skip. # Press # f immediate delivery. IF DESIRED Delivery + # Time Set delivery time. F example: 5:00 is entered as [5] and [#]. 5:5 is entered as [55] [#]. f AM f PM Press f AM f PM. Day of the Month + # Enter the day of the month and press #. Press to accept. Recd a message at the tone. Press to end recding. Press to accept. 9
Section 3 Sending Messages The 4-digit passwd is not your passwd to log into your mailbox. You can decide it freely each time you send an external delivery message. Be sure to share the 4-digit passwd with the message receiver. You will not hear " f AM, f PM" when the System Administrat has set the time stamp of User Prompts as "4-h". See "Note about the Day of the Month entry" in Section. Replying to Messages. Imptant Note: When the VPS calls to an outside line via a PRI (ISDN Primary Rate Access Interface) card of a Panasonic PBX, please be sure to add "#" after the telephone number (3333 in the example here): Example: 9P3333# Please contact your System Administrat f me explanation. 3.5 Receiving External Delivery Messages Use this feature to receive External Delivery Messages.. IF NEEDED 4-digit Passwd # Pick up a call from the VPS. Press to receive the message. Enter the passwd that the sender assigned. Press #. Press to end the call. The message will not be delivered if the passwd is increctly entered 3 times; however, the receiver will hear the following infmation depending upon system programming of the VPS: () If the Callback Telephone Number has been registered, it will be played. () If the Extension of the Owner (i.e., sender) has been registered, it will be played. This infmation helps the receiver to track down the message ( sender) if the receiver cannot remember the passwd. It is possible f the receiver to be guided in a specified language (prompt). It is also possible f 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 Administrat. 0
Section 3 Sending Messages 3.6 Replying to External Delivery Messages Use this feature to reply to External Delivery Messages. IF NEEDED 4-digit Passwd # Pick up a call from the VPS. Press to receive the message. Enter the passwd that the sender assigned. Press #. Press to reply. Recd a message. Press to end recding. Press to accept. To make the message private Otherwise Press. 3.7 Checking and Setting External Message Delivery Status After recding external delivery messages, you can check the delivery schedule review the specified recipients. You can only check the delivery status (to, if you wish, cancel delivery change the delivery time and date) of messages that have not yet been delivered. Included in "undelivered" messages are messages f which the recipient could not crectly enter the passwd. After listening, you have the option of deleting messages changing schedules. The System Administrat the System Manager must authize this feature befe it can be used.
Section 3 Sending Messages Subscriber s Main Menu 6 3 Log into your mailbox. Press 6. Press 3. Press to check the status. Press to change the schedule delete the message. To cancel external message delivery To change the time and date Press.
Section 4 Special Features 4. 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, Disable All Transfer Services. Subscriber s Main Menu 4 To enable Call Blocking To enable Call Screening 3 To enable Intercom Paging 4 To enable Beeper Access 5 To disable All Transfer Services Follow the prompts accding to your needs. Log into your mailbox. Press 4. Press. The Intercom Paging 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 Glossary). 4. Covering Extension The caller goes to the covering extension in 3 ways: One way is via the Automated Attendant Service when the Incomplete Call Handling Status has enabled Covering Extension Transfer Status (see 4.3 Incomplete Call Handling Status). The second way is during a Personal Greeting announcement if the caller presses [0] while a Personal Greeting is being played, she is sent to the covering extension to an operat (if the covering extension is not specified). The third way is while recding a message if the caller presses [0] while leaving a message, she is sent to the covering extension to an operat (if the covering extension is not specified). To activate this feature, your System Administrat must assign a Covering Extension to your mailbox. 3
Section 4 Special Features Subscriber s Main Menu 4 Extension No. Log into your mailbox. Press 4. WHEN YOU REASSIGN THE COVERING EXTENSION Extension No. Press. Enter the extension number. Press to change. Enter the new extension number. Press to accept. The caller will not know to press [0] f transfer to your covering extension. Therefe, the caller must be instructed. F example, you might recd the Busy Greeting in this way: "Hi, this is Cindy. Sry, but I 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". 4.3 Incomplete Call Handling Status Calls are considered incomplete if there is no answer if the line is busy. The Incomplete Call Handling Status has six options: () recd a message from the caller; () 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 operat; (6) let the caller try another extension. Subscriber s Main Menu 4 4 Log into your mailbox. Press 4. Press 4. 3 4 5 6 To set Leaving a Message Status To set Covering Extension Transfer Status To set Intercom Paging Status To set Beeper Access Status To set Operat Transfer Status To set Returning to Top Menu Automated Attendant Service Status Follow the prompts accding to your needs. To Change To Accept Make your selection. 4
Section 4 Special Features Special Features The Intercom Paging 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 Glossary). 4.4 Message Reception Mode Use this feature to direct callers to either your regular interview mailbox. This mode is effective f: () Incomplete Call Handling Service (when the subscriber's line is busy, she cannot take the call, when she has enabled Call Blocking), and () when the transfer destination of calls is set to a Logical Extension. Subscriber s Main Menu 4 3 Log into your mailbox. Press 4. Press 3. Press to change. (Interview Mode/Message Recding Mode) Not all subscribers have an interview mailbox. The System Administrat the System Manager must assign an interview mailbox. 5
Section 4 Special Features 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 0 mailbox members. Subscriber s Main Menu 5 4 Group No. Log into your mailbox. Press 5. Press 4. Enter the group distribution number (-4). Press to recd a group name. Mailbox No. State the group name at the tone. Press to accept. Press to add. Enter the mailbox number of the first member. Press to add the member to the list. Press to add me members. Mailbox No. Enter the mailbox number of the next member. Press to add the member to the list. To add To end Make your selection. To make use of Personal Group Distribution Lists, please see 3. Delivering Messages to Other Subscribers. 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 Administrat to create a System Group Distribution List Lists. 6
Section 4 4.6 Deleting Group Distribution Members Special Features Use this feature to delete group members from a Group Distribution List. You can delete the members individually altogether. Subscriber s Main Menu 5 4 Group No. 3 Log into your mailbox. Press 5. Press 4. Enter the group distribution number (-4). Press 3 to delete a group member. To delete all members + To delete mailbox Make your selection. Press to delete all members. Press to review all members one by one in each case, you can delete a member, skip it. Just follow the prompts. 4.7 Deleting Group Distribution List Names Use this feature to delete a group distribution list name. Subscriber s Main Menu 5 4 Group No. Log into your mailbox. Press 5. Press 4. Enter the group distribution number (-4). Press to change group name. 3 Press 3 to erase the group name. 4.8 Message Waiting Notification The VPS is able to notify you when a new message has been recded in your mailbox. There are 3 ways by which the VPS notifies you: () Message Waiting Lamp on your proprietary telephone, () a call to another telephone (e.g., your mobile phone), (3) your beeper. You can assign time frames to each of these devices. 7
Section 4 Special Features The VPS is also able to notify your beeper with the callback number of the party who left the message. The telephone number sted on the VPS f your beeper must include the beeper display command. Three features can be set f message waiting notification: Message Waiting Lamp Status, Change Device Status, and Assign Telephone Number. These features can be set by the System Administrat at a subscriber telephone. You must enter a distinct phone number to each device. The System Administrat the System Manager must authize this feature befe 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 recded. Setting Device Status F each device, the notification can be continuous, disabled, enabled to a preset schedule. Only the System Administrat can set the notification to a preset schedule. Notification Number Assignment You can set up to 3 telephone beeper numbers to ring when you wish to receive notification calls. Subscriber s Main Menu Log into your mailbox. Press 6. 6 Press. To change the Message Waiting Lamp Status To change the Device Status 3 To assign a telephone beeper no. Press the desired button. WHEN YOU PRESS To Change To Accept Make your selection. WHEN YOU PRESS Device No. Enter the device number (-3). To use f scheduling To use continuously 3 To not use at all Select the status. 8
Section 4 Special Features WHEN YOU PRESS 3 3 Press, 3. TO CHANGE Press to change. FOR A CO LINE Line Access Code Enter a Line Access Code to seize a CO line. IF NEEDED Area Code Enter the Area Code. Telephone No. Enter the telephone number. To insert a pause special command, enter the partial number and wait f the options menu. Press [5] to enter a pause. Press [4] to continue entering the telephone number. FOR AN EXTENSION Extension No. Enter the extension number. TO DELETE 3 Press to accept. Press f telephone beeper notification. Press 3 to delete. If you do not know your line access code, ask your System Manager. You will hear the following guidance as the Options Menu: To change, press. To accept, press. To review, press 3. To add me digits, press 4. To insert a pause, press 5. To set dial mode, press 6. To insert a wait f dial mode, press 7. To insert a beeper display command, press 8. 4.9 Interview Mailbox An Interview Mailbox plays prerecded questions to callers and recds their answers. You can recd up to 0 questions and set the answer lengths from 4 s to 3 s. The answers are recded and sted, in der, in your mailbox. You must set the answer length and recd the questions. 9
Section 4 Special Features To activate this feature, your System Manager System Administrat must assign an Interview Mailbox to your mailbox. One way to make your Interview Mailbox easily accessible to callers is to ask the System Administrat to add your Interview Mailbox as a keypad option to a Custom Service menu. Callers can be guided to this menu in any language. Subscriber s Main Menu Log into your mailbox. Press 6. 6 Press. To recd the question To set the answer length 3 To erase the question Press the desired button. WHEN YOU PRESS IF NEEDED To review To accept 3 To erase 4 To add To erase and exit Press. Recd a question. Press to end recding. Make your selection and repeat the steps. WHEN YOU PRESS IF NEEDED F 4 s F 8 s 3 F 6 s 4 F 3 s To change the length To skip to the next question 3 To go back to the previous question 4 To go directly to a question Press. Select the answer length desired. Make your selection and repeat the steps. WHEN YOU PRESS 3 Press to erase and repeat this step f all questions to be erased. 30
Section 4 Special Features 4.0 Recding Personal Greetings f Caller ID This feature allows you to recd up to 4 personal greetings f calls from assigned Caller ID numbers. Each personal greeting suppts up to 8 Caller ID numbers. To enable this feature, first recd a greeting, then assign Caller ID numbers. To assign Caller ID numbers, see 4. Assigning Caller ID Numbers f Personal Greeting f Caller ID. This feature is available to you only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT Integration" in Glossary). If you cannot use this feature, ask your System Administrat System Manager. She might have disabled it. Subscriber s Main Menu Log into your mailbox. 5 Press 5 f Mailbox Management. Press. 4 Press 4. TO RECORD FOR THE FIRST TIME TO CHANGE OR ERASE TO RECORD FOR THE FIRST TIME Caller ID Greeting No. Enter a Caller ID Greeting number (-4). Recd a greeting at the tone. Press to end recding. Press to accept. You can go on to assign Caller ID numbers after accepting the recded greeting. TO CHANGE OR ERASE Caller ID Greeting No. Enter a Caller ID Greeting number (-4). To change 3 To erase Make your selection. 3
Section 4 Special Features When you change the greeting, follow the steps in "TO RECORD FOR THE FIRST TIME" to rerecd. 4. Assigning Caller ID Numbers f Personal Greeting f Caller ID Use this feature to assign Caller ID numbers f prerecded personal greetings. Each greeting suppts up to 8 Caller ID numbers. To assign Caller ID numbers, first recd a personal greeting (see 4.0 Recding Personal Greetings f Caller ID). Subscriber s Main Menu Log into your mailbox. Press 5. 5 Press. 4 Press 4. TO ASSIGN FOR THE FIRST TIME TO ADD OR DELETE TO ASSIGN FOR THE FIRST TIME Caller ID Greeting No. Enter a Caller ID Greeting number (-4). Press to accept. Caller ID No. Enter a Caller ID number up to 0 digits. IF NEEDED IF NEEDED Press to change. Press to accept. Press to add me numbers and repeat the steps. Press to end. F the Caller ID Number, you can use " " as a wild card. F example, if you assign "0 (area code) ", calls from area code "0" will hear the same greeting. If you enter a number which you have already assigned, the prompt notifies you. Follow the prompt and enter another number. 3
Section 4 Special Features TO ADD OR DELETE Caller ID Greeting No. Enter a Caller ID Greeting number (-4). Press to accept. To add To delete 3 To review Press the desired button. TO ADD Press to add and repeat the steps. TO DELETE Press to delete. To delete all + To delete one Make your selection. When you add a Caller ID number, follow the steps in "TO ASSIGN FOR THE FIRST TIME" to assign. 4. Personal Caller Name Announcement This feature allows you to assign up to 30 Caller ID numbers and recd a caller name f 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, () the VPS transfers the calls from assigned numbers to you (Caller ID Screening), and (3) the VPS pages you by intercom (Intercom Paging). This feature is available to you only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT Integration" in Glossary). The System Administrat the System Manager can change the maximum number of Caller IDs f the Personal Caller Name Announcement f your extension. If Caller ID Screening does not wk, consult your System Administrat 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. 33
Section 4 Special Features Subscriber s Main Menu Log into your mailbox. Press 5. 5 5 Press 5. TO ASSIGN AND RECORD FOR THE FIRST TIME TO CHANGE TO ADD OR DELETE TO ASSIGN AND RECORD FOR THE FIRST TIME Caller ID No. Press to assign. Enter a Caller ID number up to 0 digits. Press to accept. State a caller name. IF NEEDED Press. Press to add a new number and name, and repeat the steps. Press to end. TO CHANGE Press to change. TO CHANGE CALLER NAME To change Caller ID number To change Caller Name 3 To accept Make your selection. 3 TO CHANGE CALLER ID NUMBER Caller ID No. Enter a Caller ID number up to 0 digits. State a caller name. TO ADD OR DELETE Press 3 to accept and repeat the steps to change the next entry. To add 3 To delete Make your selection. TO ADD Press to add a new number and name, and repeat the above steps. TO DELETE 3 + Press 3. To delete all + To delete one Make your selection. 34
4.3 Live Call Screening Section 4 Special Features By assigning one of your telephone keys to this feature, you can monit incoming calls that have been fwarded to the Voice Mail Service. When in the Hands-Free Mode, you can monit 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 monit the incoming call through the handset after you hear the notification tone. You can speak with the caller by pressing the feature key you can stop listening to the message by replacing the handset. This feature is available to you only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT Integration" in Glossary), and if the System Administrat has provided your extension with this feature. F detailed infmation concerning this feature, please refer to the Installation Manual Programming Guide of your Panasonic KX-T series telephone system. 4.4 Recding a Two-Way Conversation By assigning one of the function keys on your telephone to this feature, you can recd the conversation that you are having. You must always notify the other party befe you begin recding. There are types of conversation recding, and hence types of function keys: () Two-Way Recding (TWR) Recd into your own mailbox. () Two-Way Transfer (TWT) Recd into another subscriber's mailbox. Nmally, conversation recding time is limited. However, there is an "Unlimited Message Length" option. Call your System Administrat f assistance. This feature is available to you only if you are using a Panasonic KX-T series telephone system with APT/DPT Integration (see "APT Integration" and "DPT Integration" in Glossary). F the instructions of how to use this feature, please refer to the User Manual of your Panasonic KX-T series telephone system. 35
Section 4 Special Features 4.5 Setting Telephone Numbers f Call Fwarding to CO This feature allows you to assign Telephone number and Telephone number as the destination to which the callers are fwarded if you set Remote Call Fwarding to a CO line (see 4.6 Remote Call Fwarding Set). This feature is available to you only if you are using a Panasonic KX-T series telephone system with DPT Integration (see "DPT Integration" in Glossary). If you cannot use this feature, ask your System Administrat System Manager. She might have disabled it. Subscriber s Main Menu Log into your mailbox. 5 Press 5. 6 Press 6. To change Telephone number To change Telephone number Make your selection. FOR THE FIRST TIME Telephone No. WHEN YOU WANT TO CHANGE THE TELEPHONE NUMBER New Telephone No. Enter the destination telephone number. Press to change. Enter the new destination telephone number. Press to accept. 36
Section 4 Special Features Depending on your telephone system, you can enter up to 6 4 digits using the keys 0-9 and f telephone numbers. Please make sure you begin the telephone number with a Line Access Code (to seize a CO line). Note about telephone number assignment and call fwarding setting: The Remote Call Fward to CO feature only allows you to assign Telephone number and/ Telephone number ; to enable call fwarding to the telephone number you have assigned above, follow the instructions in 4.6 Remote Call Fwarding Set. If you should change the telephone number after you have enabled call fwarding to a CO line, you must go back to 4.6 Remote Call Fwarding Set to reset the call fwarding setting; otherwise, you will be transferring calls to the old telephone number unknowingly. 4.6 Remote Call Fwarding Set This feature allows you to program your extension from a remote location to fward various types of calls to a desired extension an outside telephone. There are 6 fwarding settings available: Fward All Calls, Fward Busy Calls, Fward No Answer Calls, Fward Busy No Answer Calls, Fward to a CO Line, and Cancel Fwarding. This feature is available to you only if you are using a Panasonic KX-T series telephone system with DPT Integration (see "DPT Integration" in Glossary). 37
Section 4 Special Features Subscriber s Main Menu Log into your mailbox. 6 Press 6. 4 Press 4. 3 To fward all calls To fward busy calls To fward no answer calls 4 To fward busy no answer calls ( 5 To fward to a CO line) 6 To cancel fwarding Make your selection. WHEN YOU PRESS,, 3, OR 4 Extension No. Enter the destination extension number. Press to accept. 5 You will hear " To fward to a CO line" only when the System Administrat the System Manager authizes you the use of the Remote Call FWD to CO feature. If you hear "Call fwarding not accepted. Please check the destination number", the fwarding 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 Administrat. WHEN YOU PRESS 5 ( To Telephone number ) ( To Telephone number ) 3 To other number TO OTHER NUMBER Telephone No. Make your selection. Enter the destination telephone number. Press to accept. 38
Section 4 Special Features Your System Administrat System Manager must authize this feature befe it can be used. You must program Telephone number and/ Telephone number befehand in Mailbox Management (See 4.5 Setting Telephone Numbers f Call Fwarding to CO); otherwise " To telephone number " and/ " To telephone number " will not be heard. Depending on your telephone system, you can enter up to 6 4 digits using the keys 0-9 and f telephone numbers. Please make sure you begin the telephone number with a Line Access Code (to seize a CO line). WHEN YOU PRESS 6 Press to accept. Be sure to exit from the menu AFTER the fwarding setting is accepted; otherwise the fwarding setting will not be sted. 39
Appendix Quick Reference To Enter a Mailbox From a Remote Location, Dial: #6 + mailbox number Passwd # Main Menu: You have new messages. Receive message. Deliver message. 3 Check Mailbox Distribution. 4 Set Automated Attendant (AA) Status. 5 Set Up Mailbox Management. 6 Set Other Features. Hang up. 3 4 5 6 Receive Message: Repeat Message. Previous Message Next Message 3 Erase Message 4 Send Reply 5 Rewind 6 Fast Fward 7 Transfer Message 8 Scan Messages 0 Help Deliver Message: Enter Mailbox Number Recd Message Add Another Mailbox 3 Review Mailing List Check Mailbox Distribution: Play Message. Check Previous Message Check Next Message 3 Cancel Set AA Status: Set Call Transfer Status Set Covering Extensions 3 Set Message Reception Mode 4 Set Incomplete Call Handling Set Up Mailbox Management: Recd Personal Greetings Set Passwd 3 Enter Owner s Name 4 Set Group Distribution List 5 Recd Caller Name 6 Set Remote Call FWD to CO Set Other Features: Set Interview Mailbox Set Message Waiting Notification 3 Set External Delivery Message 4 Remote Call Fwarding Set 4 3 4 Set Call Transfer Status: Call Blocking Call Screening 3 Intercom Paging 4 Beeper Access 5 All Disable Incomplete Handling Status: Leaving a Message Covering Extension 3 Intercom Paging 4 Beeper Access 5 Operat 6 Return to AA Service Top Menu Recd Personal Greeting: No Answer Busy 3 After Hours 4 Caller ID Interview Mailbox Management: Recd Question Set Answer Length 3 Erase Question Message Notification: Message Waiting Lamp Device Status 3 Assign Telephone Numbers External Message Delivery: Recd message Check Delivery Status 3 Set a Mailing List Remote Call Fwarding Set: FWD All Calls FWD Busy Calls 3 FWD No Answer Calls 4 FWD Busy No Answer Calls 5 FWD to a CO Line 6 FWD Cancel Service Access Commands Dial the following commands any time during system prompts to get a different mailbox, extension, menu. 3 # Dial by Name #3 (#D) Department Dial 4 5 6 #5 (#L) Login #6 (#M) Voice Mail 7 8 9 #7 (#R) Restart (Main Menu) #8 (#T) Transfer to an Extn. #9 (#X) Exit Return to Previous Menu 0 # 0 Help Note: Commands #5 and #7 are available only when you have accessed Subscriber Service. #5: Login If you press #5 while in Subscriber Service, you will hear: "Please enter your party's mailbox number". #7: Restart If you press #7 while in Subscriber Service, you will return to the Main Menu (top menu) of Subscriber Service. 40
Glossary 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-TA64 and the VPS. Auto Configuration (Available with APT/DPT Integration only.) The VPS can automatically draw infmation from the KX-TA64, the KX-TD86, the KX-TD3, the KX-TA3 the KX-TD308. This infmation includes, among other things, extension number assignments f each VPS pt. This saves time in the initial setup. Auto Configuration can be executed by DIP Switch settings by System Administration (Quick Setup). Auto Fwarding Allows unretrieved messages to be copied 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 the line is busy, the caller is given some options, including the option to leave a message in a mailbox. This is the advantage of calling an extension indirectly through the Automated Attendant rather than calling it directly. Call Blocking Connects the caller to the Incomplete Call Handling Service without ringing the subscriber s extension. Call Screening Allows subscribers to screen calls. The VPS prompts the caller with the message "Recd your name at the tone", and recds 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 not. Call Transfer Transfers a call to the requested destination. 4
Glossary Called Party ID (Sometimes referred to as Follow-On ID) Allows the PBX to dial extra digits to bring the caller directly to a specified mailbox, rather than to the General Delivery Mailbox. Caller ID Call Routing (Available with APT/DPT Integration only.) The VPS automatically sends calls from pre-assigned Caller ID numbers to the desired extension, mailbox (including System Group Distribution List) Custom Service. Caller Name Announcement (System/Personal) (Available with APT/DPT Integration only.) The VPS announces prerecded Caller ID caller s names when: () extension users listen to messages from pre-assigned numbers left in the their mailboxes, () the VPS transfers calls from pre-assigned numbers to the users (Caller ID Screening), and (3) the VPS pages the users by intercom (Intercom Paging). If the same Caller ID number is programmed f both system and personal caller name announcements, the VPS will use the personal caller name. Covering Extension This can be a destination f Incomplete Call Handling Service. This can also be accessed by pressing [0] while a Personal Greeting is being played, 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 recded f each of the 00 menus to give verbal directions to the non-subscribers. Default Setting A parameter defined f the system at the facty which can be changed through system programming by the System Administrat the System Manager. Delayed Ringing There are kinds of delayed ringing applications: () The VPS is used as the no-answer destination f the Intercept Routing feature of your PBX. () DIL :N (CO line to several extensions) terminates on telephones and VPS pts. To give the telephone users a chance to answer calls, the VPS lines should be programmed f delayed ringing. Otherwise, the VPS will answer the calls immediately. 4
Glossary Delete Message Confirmation The VPS requests confirmation from the mailbox owner befe erasing a message left in the mailbox. Delivery Time The time specified by the subscriber f the VPS to deliver a prerecded message. You can specify delivery time in External Delivery Message when delivering a message to other subscribers (Subscriber's Guide Section 3.). Department Dialing A speed-dialing feature that permits an outside caller to dial a single digit (-9) to reach a specific extension. 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 f her passwd, if one is established. DPT Integration Digital integration between the VPS and the KX-TD86, the KX-TD3, the KX- TA3 the KX-TD308. Requires upgraded software in the PBX. Depending on the model and/ the software version of the connected PBX, you may not be able to utilize some of the features available only with DPT Integration. F me infmation, call National Parts Center at -800-833-966. DTMF (Dual Tone Multi Frequency) Commonly referred to as touchtone. External Call Fwarding (Available on the KX-TD86, the KX-TD3, the KX-TA3 and the KX-TD308.) Fwards calls to an extension that has call fwarding activated to an outside phone. External Delivery Message A message intended f automatic delivery to outside parties and/ extensions. The message can be delivered immediately at a specified time. External Message Delivery List Allows the subscriber to create lists to deliver messages to outside parties. Each list can have 8 destinations. 43
Glossary External Message Delivery Redial Allows the System Administrat to instruct the VPS when making external message deliveries how many attempts to make when the line is busy when there is no answer. Fast Fward 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 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 the mailbox number of the sender. Inband Signaling The Follow-On ID ( 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. 44