Panasonic KX-TVA200, KX-TVA50 User Manual

4 (1)

Voice Processing System

Subscriber’s Manual

KX-TVA50

Model KX-TVA200

Thank you for purchasing a Panasonic Voice Processing System.

Please read this manual carefully before using this product and save this manual for future use.

KX-TVA50/KX-TVA200: Version 1.0

Subscriber’s Manual

Introduction

Thank you for purchasing the Panasonic Voice Processing System KX-TVA50/KX- TVA200. We are confident that this product will provide you with many years of dependable service.

This Subscriber's Manual is designed to help you configure your mailbox, use common voice mail features, and introduce you to the many advanced features that will improve your productivity in countless ways.

The Structure of This Manual

This manual contains the following sections:

Section 1 Introduction to the VPS

This section provides you with a brief overview of what the VPS is and what it can help you do.

Section 2 Logging in to and Configuring Your Mailbox

This section will show you how to log in to your VPS mailbox and customize your mailbox to suit your needs.

Section 3 Message Playback and Related Features

This section will help you play back messages left in your mailbox and use other features related to message playback.

Section 4 Sending Messages

This section will show you how to send messages to other people in your office and to outside parties.

Section 5

Other Features

This section will introduce you to the many advanced features offered by the VPS.

Panasonic World Wide Web Address: http://www.panasonic.com for customers in the United States or Puerto Rico.

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Table of Contents

 

1 Introduction to the VPS................................................

7

1.1

Introduction to the VPS ..................................................................

7

2 Logging in to and Configuring Your Mailbox ...........

10

2.1

Logging in to Your Mailbox...........................................................

10

2.2

Subscriber Tutorial (Easy Mailbox Configuration) ........................

12

2.3

Changing or Deleting Your Personal Greeting Messages............

15

2.4

Changing or Deleting Your Password...........................................

17

2.5

Changing or Deleting Your Subscriber Name ..............................

18

2.6

Common Service Commands and Navigation Commands..........

19

3 Message Playback and Related Features.................

20

3.1

Playing Messages........................................................................

20

3.2

Replying to Messages..................................................................

23

3.3

Transferring Messages.................................................................

25

3.4

Remote Access............................................................................

27

4

Sending Messages .....................................................

29

4.1

Sending Messages—Overview....................................................

29

4.2

Message Delivery ........................................................................

30

4.3

External Message Delivery ..........................................................

32

4.4

Receiving External Delivery Messages .......................................

35

5

Other Features ............................................................

36

5.1

Call Transfer.................................................................................

36

5.2

Incomplete Call Handling .............................................................

38

5.3

Assigning Your Covering Extension .............................................

40

5.4

Interview Mailbox .........................................................................

41

5.5

Message Reception Mode ...........................................................

43

5.6

Personal Group Distribution Lists.................................................

44

5.7

External Message Delivery Lists..................................................

46

5.8

Message Waiting Notification.......................................................

48

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5.9

E-mail Integration (Message Notification by E-mail) ....................

50

5.10

Personal Greeting for Caller ID ....................................................

51

5.11

Personal Caller Name Announcement.........................................

53

5.12

Live Call Screening (LCS)............................................................

55

5.13

Recording Your Conversations.....................................................

56

5.14

Remote Call Forwarding ..............................................................

57

5.15Assigning and Canceling Telephone Numbers for Call Transfer to

Outside Line.................................................................................

59

5.16Assigning Your Telephone Numbers for Remote Automatic Log-in

 

and Toll Saver ..............................................................................

60

5.17

Personal Custom Service ............................................................

61

5.18

Timed Reminder ..........................................................................

64

5.19

Bookmark.....................................................................................

65

5.20

Recovering Deleted Messages ....................................................

66

5.21

Mailbox Capacity Warning ...........................................................

67

6

System Manager's Guide ...........................................

68

6.1

Logging in to the System Manager's Mailbox ..............................

68

6.2

Setting Up Mailboxes ...................................................................

70

6.3

Setting Class of Service (COS) Parameters ................................

74

6.4

Setting the System Clock.............................................................

80

6.5

Changing the Service Mode Setting ............................................

81

6.6

Changing the Company Greeting and Incoming Call Service Setting ....

83

6.7

Delivering Messages....................................................................

85

6.8

Changing the System Manager's Password ................................

87

7

Message Manager's Guide.........................................

88

7.1

Logging in to the Message Manager's Mailbox............................

88

7.2

Managing the General Delivery Mailbox ......................................

90

7.3

Setting Up Message Waiting Notification.....................................

92

7.4

Customizing the Message Manager's Mailbox.............................

94

7.5

Setting the System Clock.............................................................

96

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Subscriber’s Manual

7.6

Recording Messages ...................................................................

97

7.7

Remote Call Forwarding Set......................................................

100

7.8

Setting the Timed Reminder ......................................................

102

7.9

List of Prompts for Voice Mail and AA Service...........................

103

Appendix ..........................................................................

106

A1

Quick Reference ........................................................................

106

A2

KX-TDA and KX-TAW Series Feature Programming for DPT

 

 

Integration ..................................................................................

110

A2.1

Live Call Screening (LCS) Programming................................................

110

A2.2

Live Call Screening Password Assignment ............................................

110

A2.3

Live Call Screening Password Canceling ...............................................

111

A2.4

Live Call Screening Recording Mode Assignment .................................

111

A2.5

Live Call Screening Private/Hands-Free Mode Assignment...................

112

A2.6

Live Call Screening Assignment via PC Programming...........................

113

A2.7

Live Call Screening Button Assignment .................................................

114

A2.8

Two-way Recording (TWR) Button Assignment......................................

115

A2.9

Two-way Transfer (TWT) Button Assignment..........................................

116

A2.10

One-touch Two-way Transfer (One-touch TWT) Button Assignment ......

117

A2.11

Voice Mail Transfer (VTR) Button Assignment........................................

118

A2.12

Button Assignment via PC Programming ...............................................

119

A2.13

Live Call Screening Activation ................................................................

120

A2.14

Two-way Recording (TWR) into Mailbox.................................................

121

A2.15

Two-way Transfer (TWT) into Mailbox.....................................................

122

A2.16

One-touch Two-way Transfer (One-touch TWT) into Mailbox .................

123

A2.17

Voice Mail Transfer (VTR) Programming ................................................

124

A3

KX-TA and KX-TD Series PBX Feature Programming for APT/DPT

 

Integration ..................................................................................

125

A3.1

Live Call Screening (LCS) Programming................................................

126

A3.2

Live Call Screening Password Assignment ............................................

127

A3.3

Live Call Screening Password Canceling ...............................................

128

A3.4

Live Call Screening Recording Mode Assignment .................................

129

A3.5

Live Call Screening Private/Hands-Free Mode Assignment...................

130

A3.6

Live Call Screening Assignment via PC Programming...........................

131

A3.7

Live Call Screening Button Assignment .................................................

135

A3.8

Live Call Screening Cancel Button Assignment .....................................

136

A3.9

Two-way Recording Button Assignment .................................................

137

A3.10

Two-way Transfer Button Assignment.....................................................

138

A3.11

Voice Mail Transfer Button Assignment ..................................................

139

A3.12

Button Assignment via PC Programming ...............................................

140

A3.13

Live Call Screening Activation ................................................................

143

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A3.14

Live Call Screening Password Control ...................................................

144

A3.15

Two-way Recording into Mailbox ............................................................

145

A3.16

Two-way Transfer into Mailbox................................................................

146

A3.17

A Restriction on TWR/TWT Activation (KX-TD500 Only) .......................

147

A4

Training the Subscriber ..............................................................

148

A5

Using VM Menu .........................................................................

149

Glossary ...........................................................................

153

Index

.................................................................................

165

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Subscriber’s Manual

Section 1 Introduction to the VPS

1.1Introduction to the VPS

The Panasonic Voice Processing System (VPS) is a powerful tool that will help you manage your voice communications and thereby increase your productivity. As a subscriber (the owner of a VPS mailbox), you can:

a)Send a message to one or more people inside or outside your office.

b)Transfer messages to other subscribers and add your own comments.

c)Access your mailbox and listen to your messages, even when out of the office.

d)Have the VPS call, beep, or e-mail you when someone leaves you a message.

e)Be notified by the message waiting lamp on your extension when new messages have been recorded in your mailbox.

f)Screen your calls.

g)Create a set of options and functions exclusive to your mailbox (Personal Custom Service) that can be selected by your callers.

h)And more…

Before You Begin

In order to use the VPS as a subscriber, you need to know the following information. The VPS System Manager can help you if you do not know this information.

a)The extension number of the VPS that you should dial in order to access the VPS.

b)Your mailbox number and extension number (In many cases these are the same number, but it is possible they are not).

c)Your mailbox password (if set).

d)The System Manager's telephone number. The System Manager is the person you should refer to when you have any problems with the VPS.

Once you know this information, you are ready to use the VPS.

Using the VPS

There are two ways to use the VPS; you can be either a subscriber, or a caller.

A subscriber is a VPS user who has his or her own mailbox. Subscribers can play back their own messages, leave messages for other subscribers, record a message that is then sent to multiple parties (including outside parties), record greeting messages, etc. In order to use the VPS as a subscriber, you must first "log in" to your mailbox. This usually involves dialing your mailbox number and entering your password. Once you have logged in, you can use "Subscriber Services"; Subscriber Services are all the features and functions you can access or perform as a subscriber.

A caller can generally be thought of as an outside party. Callers can leave messages for VPS subscribers or use the VPS to be connected to specific extensions, but they do not log in to the VPS before using these features, and the number of features they can use is limited.

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Subscriber’s Manual

Prompts

One essential characteristic of the VPS is its use of "prompts". Prompts are recorded voice guidance messages that help you set and use VPS features. Prompts also help callers when the VPS is handing their calls. Depending on how your VPS is programmed, subscribers and callers can select the language they prefer for VPS prompts.

Prompt example:

Main Menu of Subscriber Services

"To receive the message, press [1]." "To deliver a message, press [2]." "For mailbox management, press [3]." "For Automated Attendant status, press [4]."

"To set up Message Waiting Notification, press [5]."

"For other features, press [6]."

"To end this call, press []."

VM Menu

Certain PBXs (telephone systems) and telephones are compatible with "VM Menu"; this feature displays VPS prompts on the display of your telephone, prompting you visually instead of audibly. To select a VPS operation displayed on the display, press the soft button next to the desired prompt. Use the Navigator Key to scroll up or down to view additional prompts when available (When the Navigator Key is not used to scroll up or down through options, it can be used to adjust volume.).

Operations shown in this manual are for when operating the VPS by following audible prompts.

Operations necessary to operate the VPS using VM Menu will vary slightly from these instructions.

VM Menu example:

Main Menu of Subscriber Services This feature is not available with certain

PBXs and may be disabled by the System Administrator or System Manager for your mailbox.

Note

If too many subscribers are using VM Menu at the same time, VM Menu messages will not be displayed and prompts will be heard instead.

This feature is only available with Panasonic KX-TDA series PBXs using DPT Integration. For more information, consult your System Administrator or System Manager.

For more information on VM Menu, see Appendix "A5 Using VM Menu".

Logging in to Your Mailbox for the First Time

The first time you log in to your mailbox, there are certain mailbox settings you should perform before using any other Subscriber Services. These settings identify you as the owner of your mailbox, and are described in "Section 2 Logging in to and Configuring Your Mailbox".

a)Password

b)Subscriber's Name

c)No Answer Greeting

Your VPS may be programmed to initiate a "Subscriber Tutorial" the first time you log in to your mailbox. If the Subscriber Tutorial is enabled, VPS prompts will

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guide you through the mailbox configuration process.

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Subscriber’s Manual

Section 2

Logging in to and

Configuring Your

Mailbox

2.1Logging in to Your Mailbox

In order to access Subscriber Services (to play messages, change mailbox settings, etc.), you must first log in to your mailbox. There are 2 ways to log in to your mailbox:

a)Automatic Log-in:

When logging in to your mailbox from your own extension, you do not need to enter any special commands or your mailbox number. This feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox.

b)Manual Log-in:

You need to enter the Voice Mail Service Command [#6] followed by

[] and your mailbox number. Manual Log-in is necessary when logging in to your mailbox using someone else's extension, when Automatic Log-in is not available with your PBX, or when Automatic Log-in is not enabled for your mailbox.

You will know that you have logged in successfully because the VPS will announce either the Main Menu of Subscriber Services or the number of new messages you have, or the VM Menu will be displayed.

Automatic Log-in

1.Go off-hook.

2.Enter the extension number of the VPS.

3. Password #

You can skip this step if your mailbox has no password.

Manual Log-in

1.Go off-hook.

2.Enter the extension number of the VPS.

3. # 6

4. and your mailbox number.

5. Password #

You can skip this step if your mailbox has no password.

Note

If Autoplay New Messages is enabled for your mailbox, new messages will be played back automatically each time you log in to your mailbox. New messages will be played back one after the other automatically (i.e., you do not need to press a button to play the next message). For more information, consult your System Administrator or System Manager.

If Message Waiting Lamp is enabled for your mailbox, the message lamp on your telephone will light when you receive a new message. You can log in to your mailbox and play back a new message automatically simply by going off-hook and pressing the message button on your telephone. The VPS will play back the first new message only. To play back other

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Subscriber’s Manual

messages, press the appropriate button.

If the Subscriber Tutorial is enabled for your mailbox, VPS prompts will guide you through the mailbox configuration process the first time you log in to your mailbox (see 2.2 Subscriber Tutorial (Easy Mailbox Configuration)).

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Subscriber’s Manual

2.2Subscriber Tutorial (Easy Mailbox Configuration)

Your VPS may be programmed to present a "Subscriber Tutorial" to you the first time you log in to your mailbox. If the Subscriber Tutorial is enabled, VPS prompts will guide you through the mailbox configuration process. Simply by following the prompts, you can configure the following items. You can configure these items later manually if necessary, as explained later in this section.

This feature may be disabled by the System Administrator or System Manager for your mailbox. Password: If your mailbox has a

password, you must enter it using the dial keys (0–9) whenever you log in to your mailbox. Your password can contain up to 16 digits.

Subscriber's Name: This is a recording of your name. Other subscribers will hear your name when they listen to messages you left for them. It may also be heard by callers when they use the Dialing by Name feature.

No Answer Greeting: Callers are directed to your mailbox when you do not answer their call will hear your No Answer greeting message. A common example might be, "This is (name). I can't take your call right now…". After the greeting is played, a tone will sound, and the caller can leave a message.

Other greeting messages can be recorded manually later. For details, see 2.3 Changing or Deleting Your Personal Greeting Messages.

Note

You may be asked to enter your password after logging in to your mailbox. If you do not know this

password, ask your System Administrator.

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Subscriber’s Manual

Starting the Subscriber Tutorial

1.Log in to your mailbox.

See 2.1 Logging in to Your Mailbox if necessary.

2.Confirm that the Subscriber Tutorial has begun.

The VPS will announce, "Welcome to the Panasonic Voice Mail System. This is the Subscriber Tutorial service.".

If the tutorial does not begin, it may be disabled for your mailbox. For more information, consult your System Administrator or System Manager.

3.Continue from "Setting Your Password for the First Time" or "Changing or Deleting Your Password" as necessary.

Setting Your Password for the First Time

1.Set your password when prompted by entering the desired password

then pressing # .

Press only [#] if you do not want to set a password.

To prevent unauthorized access, we strongly recommend selecting a long and random password. Please avoid using obvious number combinations for the password.

It is necessary to set a password equal to or longer than the specified number of digits by default. For more information, consult your

System Administrator or

System Manager.

2.

2 to accept.

3.Continue from "Recording the Owner's Name (Your Subscriber Name)".

Changing or Deleting Your Password

1.

1 to change your password.

2.

Set your new password by entering

 

the desired password then

pressing # .

Press only [#] if you want to delete your password.

To prevent unauthorized access, we strongly recommend selecting a long and random password. Please avoid using obvious number combinations for the password.

3.2 to accept.

4.Continue from "Recording the

Owner's Name (Your Subscriber

Name)".

Recording the Owner's Name

(Your Subscriber Name)

1.State your name after the tone.

2.1 to end recording.

3.2 to accept.

4.Continue from "Recording Your Greeting Messages".

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Subscriber’s Manual

Recording Your Greeting

Messages

The VPS will prompt you to record your No Answer greeting message. If you do not record a greeting message, a prerecorded greeting message will be used.

Other greeting messages can be recorded manually later. For details, see 2.3 Changing or Deleting Your Personal Greeting Messages.

1.Record your greeting message, after the tone.

2.1 to end recording.

3.Follow the prompts as necessary.

1 to review.

2 to accept.

3 to record the message

again.

4 to add.

to delete and exit.

Confirming Your Settings

1. 1 to confirm your settings.

2. Go on-hook.

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Subscriber’s Manual

2.3Changing or Deleting Your Personal Greeting Messages

After callers reach your mailbox, they will hear your personal greeting message. You can record 4 kinds of Personal Greetings; the appropriate greeting will be played for callers. If you delete or do not record a greeting message, a prerecorded greeting message will be used.

a)No Answer Greeting:

Heard by callers when you do not answer their calls. A common example might be, "This is (name). I can't take your call right now…".

b)Busy Signal Greeting:

Heard by callers when you are on another call. A common example might be, "This is (name). I'm on another call right now…".

c)After Hours Greeting:

Heard by callers when the VPS is in night mode. A common example might be, "This is (name). I've gone home for the day…".

d)Temporary Greeting:

A special greeting that, if recorded, is heard by callers instead of the other greetings. A common example might be, " This is (name). I'm out of the office this week…".

Follow the steps below to record or delete your Personal Greeting Messages.

1.Log in to your mailbox.

See 2.1 Logging in to Your Mailbox if necessary.

3 1

Select the desired greeting.

1No Answer Greeting.

2Busy Signal Greeting.

3After Hours Greeting.

4Caller ID Greeting (may not be available; see 5.10 Personal Greeting for Caller ID).

5Temporary Greeting.

4.Follow the prompts as necessary.

1to change the greeting.

3 to delete the selected greeting.

The greeting will be deleted; go on-hook to finish.

5.Record your greeting message, after the tone.

We recommend stating your name in your greeting messages, so that callers will know they have reached the correct mailbox.

The maximum length of each greeting message is 1 minute by default.

6.1 to end recording.

7.Follow the prompts as necessary, or continue from step 8.

1 to review.

3 to rerecord the greeting message (repeat the steps above as necessary).

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Subscriber’s Manual

4 to add to the greeting

message you just recorded.

to delete the greeting message and exit.

8.2 to accept.

9.Record or delete other greeting

messages as necessary by following the prompts, or continue from step 10.

1No Answer Greeting.

2Busy Signal Greeting.

3After Hours Greeting.

4Caller ID Greeting (may not be available; see 5.10 Personal Greeting for Caller ID).

5Temporary Greeting.

10.Go on-hook.

Note

A Temporary Personal Greeting is played instead of all your other greetings until it is deleted. Each time you log in to your mailbox, the VPS will ask you if you want to turn off (delete) your Temporary Personal Greeting.

Make sure you go on-hook only after you have accepted your new greeting in step 8. If you go on-hook without accepting your new greeting, it will not be saved.

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Subscriber’s Manual

2.4Changing or Deleting Your Password

You can password protect your mailbox to prevent unauthorized access to your mailbox. If your mailbox has a password, you must enter it using the dial keys (0–9) whenever you log in to your mailbox. Your password can contain up to 16 digits.

You can change your password at any time. When choosing a password, avoid using obvious number combinations. If you forget your password, have your System Administrator or System Manager clear your password. You may then set a new one.

1.Log in to your mailbox.

See 2.1 Logging in to Your Mailbox if necessary.

2.

3

2

1

3.

Enter the desired password, then

press # .

Press only [#] if you want to delete your password.

It is necessary to set a password equal to or longer than the specified number of digits by default. For more information, consult your System Administrator or System Manager.

4.2 to accept.

5.Go on-hook.

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Subscriber’s Manual

2.5Changing or Deleting Your Subscriber Name

You can record your name in the VPS. The VPS can then announce your name for callers to let them know that they have reached the correct mailbox. If a caller does not know your mailbox number, the caller can try to reach you by entering the first few letters of your first or last name (Dialing by Name feature). After entering the first few letters of your name, the VPS will announce the names of VPS subscribers whose names share those same letters, and the caller can select your name.

1.Log in to your mailbox.

See 2.1 Logging in to Your Mailbox if necessary.

2. 3 3 1

Enter [3] [3] [3] to delete your subscriber name, then go onhook to finish.

3.State your name after the tone.

4.1 to end recording.

5.2 to accept.

6.Go on-hook.

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Subscriber’s Manual

2.6Common Service Commands and Navigation Commands

Commands for Changing the Current VPS Service

After going off-hook and dialing an extension number of the VPS, you can enter a service command to access certain VPS features quickly. While VPS guidance is being provided, you can also use service commands to, for example, switch to a different VPS service mode. Some of the more commonly used commands are listed below. For a complete list, see Appendix.

#

2

Activates Custom Service.

You will be guided to enter

 

 

 

 

a Custom Service number

 

 

(1–100).

 

 

 

#

6

Activates Voice Mail

Service. You can record a

 

 

 

 

message for another

 

 

subscriber by entering his

 

 

or her mailbox number

 

 

when guided. You can also

 

 

log in to your mailbox by

 

 

entering this command

 

 

followed by your mailbox

 

 

number.

 

 

 

#

8

Activates Automated

Attendant Service. You

 

 

 

 

can call an extension by

 

 

dialing the desired

 

 

extension number when

 

 

guided. If the called party

 

 

does not answer, the VPS

 

 

can offer you other

 

 

options, such as leaving a

 

 

message, calling the

 

 

operator, etc. Note that

 

 

these options are available

 

 

only when calling the

 

 

extension via Automated

 

 

Attendant Service, i.e.

 

 

after you have entered this

 

 

service command.

 

 

 

Prompts—only Commands

The following commands can be used to help you navigate through VPS menus.

 

 

Takes you back to the

 

 

previous menu.

0

 

Repeats the current menu.

 

 

#

7

Takes you back to the

Main Menu.

 

 

VM Menu—only Command

#

#

Switches you to the Main

Menu (top menu) of the

 

 

 

 

prompts.

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Subscriber’s Manual

Section 3

Message Playback and

Related Features

3.1Playing Messages

Callers and other subscribers can leave messages for you, and you can play them back later after you have logged in to your mailbox.

Messages in your mailbox are divided into 3 types:

a)New Messages:

Messages in your mailbox which you have not played back yet.

b)Old Messages:

Messages in your mailbox which you have played back but have not yet deleted.

c)Deleted Messages:

Messages in your mailbox which you have deleted. You can "recover" your deleted messages, after which they will be treated as old messages (see 5.20 Recovering Deleted Messages). If you do not recover deleted messages, they will be permanently deleted at the end of the next day.

When playing back a message, the VPS can also announce the message's "envelope"—the date and time of the message, and the message sender's information.

1.Log in to your mailbox.

See 2.1 Logging in to Your Mailbox if necessary.

2.1

3.Follow the prompts as necessary.

1to play new messages.

2to play old messages.

3to play deleted messages.

4.Listen to the message.

Pressing the [] during message playback will return you to the previous menu. You can then select another message type to listen to.

Listen to Message:

1New Message

2Old Message

3Deleted Message

1 Receive New Message

2 Receive Old Message

3 Receive Deleted Message

Note

Additional features are available during and/or after message playback. Refer to the table below and press the appropriate dialing key. Note that certain features are not available depending on the message type (new, old, deleted).

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Panasonic KX-TVA200, KX-TVA50 User Manual

Subscriber’s Manual

 

Key

Feature

 

Message Type

 

New

Old

Deleted

 

 

 

1

 

Repeat the message

 

 

 

1

1

Replay the previous message

 

 

 

1

2

Play the next message

 

 

 

2

 

Pause/restart message playback

 

 

 

 

 

(during playback only)

 

 

 

2

3

Play the message envelope

 

 

 

2

4

Set Bookmark (during playback only)

 

 

2

5

Start playback at the Bookmark

 

 

2

6

Save this message as new

 

3

(+

1 ) Delete this message

 

 

3

 

Recover this message

 

4

 

Reply to this message

 

 

5

*

Rewind (during playback only)

 

 

 

6

*

Fast-forward, skip envelope

 

 

 

 

 

(during playback only)

 

 

 

7

 

Transfer this message

 

 

8

 

Adjust playback volume

 

 

 

 

 

(during playback only)

 

 

 

9

*

Adjust playback speed

 

 

 

 

(during playback only)

 

 

 

 

 

 

 

 

9

0

* Play back at normal speed

 

 

 

(during playback only)

 

 

 

 

 

 

 

 

* These keys also function when using VM Menu.

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Note

VPS programming determines if the message envelope is played before each message, after each message, or only when you press [2] [3]. For more information, consult your System Administrator or System Manager.

The VPS will automatically delete both new and old messages after a specified number of days have passed. Your System Administrator or System Manager controls how many days messages are retained for. Each time you play a new or old message, the message retention counter resets.

When messages are deleted, they will be retained until the end of the next day. For example, if you delete a message Monday morning, it will be permanently deleted at the end of the day on Tuesday. Deleted messages can be recovered before then by pressing [3] during or after playback.

A Bookmark allows you to set a point in a message that you can jump to quickly during playback (see 5.19 Bookmark). You can set one Bookmark for each message in your mailbox. If you set a second Bookmark in the same message, the previous one is deleted.

During playback, you can adjust playback volume and speed by pressing [8] and [9] respectively. Press the desired key repeatedly to adjust the volume and speed as necessary. If volume or speed are at the highest setting, pressing the dialing key will select the lowest setting, as shown below.

Level 1

Level 2

Level 3 (default)

Level 4

Level 5

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3.2Replying to Messages

You can reply to messages left in your mailbox by either calling back the caller or by leaving a message in the caller's mailbox.

Calling back is possible when the person who left you the message is another subscriber. Calling back outside callers is possible if their Caller ID information is received by the PBX and VPS, however, this feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox.

Replying by leaving a message in the caller's mailbox is possible only if the caller is another subscriber (i.e., the person must have his or her own mailbox). When replying by leaving a message in the caller's mailbox, you can set any of the following:

a)Urgent Status:

The message will be heard before other messages by the recipient.

b)Private Status:

The recipient will not be able to forward the message, ensuring privacy.

c)Auto Receipt:

You will receive notification (receipt message) once the recipient has played back the message.

Finally, you can send your reply immediately or set a message delivery time. However, please note that you cannot reply to receipt messages.

Calling Back the Message Sender

1.Play back the desired message.

See 3.1 Playing Messages if necessary.

Only new and old messages can be replied to. To reply to a deleted message, recover the message first (see 5.20 Recovering Deleted Messages).

2.4 during or after message playback.

3.1 to call the sender.

Note

Calling back outside callers (Caller ID Callback) is only available with Panasonic KX-T series PBXs using APT or DPT Integration. For more information, consult your System Administrator or System Manager.

Leaving a Message for the Sender

1.Play back the desired message.

See 3.1 Playing Messages if necessary.

Only new and old messages can be replied to. To reply to a deleted message, recover the message first (see 5.20 Recovering Deleted Messages).

2.4 during or after message playback.

3.2 to begin recording.

4.Speak after the tone.

You can pause and resume recording by pressing [2]. If you

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pause for more than 20

 

 

seconds, recording will stop

 

 

automatically.

5.

1

to end recording.

6.

2

to accept.

7.

1

1 to set the delivery time

 

of the message.

 

1

2 to send the message

immediately (continue from step 12).

8.Enter the desired delivery time, then # .

For example:

To enter 5:00, press [5] [#].

To enter 5:15, press [5] [1] [5] [#].

9.1 for AM.

2 for PM.

This option may not be available if the VPS is programmed to use 24-hour time.

10.Enter the day of the month for delivery, then # .

For example:

If today is February 16 and you enter [1] [7] [#], the message will be delivered tomorrow.

If today is February 16 and you enter [5] [#], the message will be delivered on March 5.

11.2 to accept.

12.1 to make the message urgent.

2 to continue.

13. 1 to make the message private.

2to continue.

14.1 to request a receipt.

2to continue.

15.Go on-hook.

Note

Auto Receipt is not enabled by default. For more information, consult your System Administrator or System Manager.

New urgent messages are played before any other messages. However, old urgent messages are played with other messages, in the original order.

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3.3Transferring Messages

You can transfer (forward) messages in your mailbox to other subscribers. However, please note that you cannot transfer receipt messages, or messages that were specified by the sender as "private".

When transferring a message, you can:

a)Specify the recipient by entering another subscriber's mailbox number.

b)Specify several recipients by entering a Personal Group Distribution List number (see 5.6 Personal Group Distribution Lists) or a Mailbox Group number.

c)Record your own comments and send them along with the transferred message.

Specifying the Recipients by Number

1.Play back the desired message.

See 3.1 Playing Messages if necessary.

Only new and old messages can be transferred. To transfer a deleted message, recover the message first (see 5.20 Recovering Deleted Messages).

2.7 during or after message playback.

3.Enter one of the following: A mailbox number.

A Personal Group Distribution List

 

number, then # .

 

A Mailbox Group number.

4.

2 to accept.

5.

1 to transfer the message

without recording your comments (continue from step 8).

2to record your comments.

6.Record your comments after the tone.

7.1 to end recording.

8.2 to accept.

9.Go on-hook.

Specifying the Recipients by Name (Dialing by Name)

1.Play back the desired message.

See 3.1 Playing Messages if necessary.

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Only new and old messages can be transferred. To transfer a deleted message, recover the message first (see 5.20 Recovering Deleted Messages).

2.7 during or after message

playback.

3. # 1

4.Using the dialing keys, enter the first 3 or 4 letters of the desired recipient's name.

5.1 to select the announced name.

2 to hear the next name.

3to repeat the current name.

6.Enter one of the following:

1to transfer the message without recording your comments (continue from step 10).

2to record your comments.

7.Record your comments after the tone.

8.1 to end recording.

9.2 to accept.

10.Go on-hook.

Note

No acknowledgement will be given to indicate the message has been transferred.

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3.4Remote Access

You can call the VPS while outside and log in to your mailbox in order to listen to your messages. There are 2 ways to log in to your mailbox remotely:

a)Automatic Log-in:

When logging in to your mailbox remotely from a preprogrammed outside telephone, you do not need to enter any special commands or your mailbox number. The VPS can recognize the telephone number you are calling from and therefore determine you are the caller (see 5.16 Assigning Your Telephone Numbers for Remote Automatic Log-in and Toll Saver). This feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox.

b)Manual Log-in:

You need to enter the Voice Mail Service Command [#6] followed by

[] and your mailbox number. Manual Log-in is necessary when logging in to your mailbox when Automatic Login is not available with your PBX, when your mailbox is not programmed for Automatic Log-in, or when you are calling from a telephone number not programmed for Automatic Log-in.

Remote Automatic Log-in

1.Call the VPS from the preprogrammed outside telephone number.

Ask your System Administrator or System Manager what telephone number you should dial in order to access the VPS remotely.

2. Password #

You can skip this step if your mailbox has no password.

3.1 to play back messages.

4.Follow the prompts or select one of

the following as necessary.

#8 to call an extension.

 

#

8

0 to call the

 

operator.

 

5.

#

9

when finished.

6.

Go on-hook.

Note

This feature is only available with Panasonic KX-T series PBXs using APT or DPT Integration. For more information, consult your System Administrator or System Manager.

Remote Manual Log-in

1.Call the VPS from an outside telephone.

Ask your System Administrator or System Manager what telephone number you should dial in order to access the VPS remotely.

2.# 6

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3. and your mailbox number.

4.Password #

You can skip this step if your mailbox has no password.

5.1 to play back new messages.

6.Follow the prompts or select one of

the following as necessary.

#8 to call an extension.

 

#

8

0 to call the

 

operator.

 

7.

#

9

when finished.

8.

Go on-hook.

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Section 4

Sending Messages

4.1Sending Messages— Overview

You can record messages and send them to other subscribers, to PBX extension users who do not have VPS mailboxes, and even to outside parties. Messages can be sent using one of the following features:

a)Message Delivery:

Sending a message to other subscribers (see 4.2 Message Delivery).

b)External Message Delivery:

Sending a message to parties that do not have VPS mailboxes, i.e., PBX extension users and outside parties (see 4.3 External Message Delivery).

There are several ways to determine the recipients of your messages. You can specify recipients by:

a)Mailbox number or subscriber name (specifies an individual recipient for Message Delivery).

b)Personal Group Distribution List number or Mailbox Group number (specifies a group of recipients for Message Delivery).

c)Extension number or telephone number (specifies an individual recipient for External Message Delivery).

d)External Message Delivery List number (specifies a group of recipients for External Message Delivery).

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4.2Message Delivery

You can send messages to other subscribers. You can specify message recipients either by number or by subscriber name.

To specify the recipients by number:

a)Enter the subscriber's mailbox number.

b)Enter a Personal Group Distribution List number (see 5.6 Personal Group Distribution Lists for creating your own Personal Group Distribution Lists).

c)Enter a Mailbox Group number (these must be created by the System Administrator or System Manager; For more information, consult your System Administrator or System Manager).

To specify the recipients by name:

a)Enter the first few letters of the subscriber's name (Dialing by Name feature).

Once you have specified the recipients, you can record a message. Before sending your message, you can set any of the following:

a)Urgent Status:

The message will be heard before other messages by the recipient.

b)Private Status:

The recipient will not be able to forward the message, ensuring privacy.

c)Auto Receipt:

You will receive notification once the recipient has played back the message.

Finally, you can send your message immediately or set a message delivery time.

Sending a Message

1.Log in to your mailbox.

See 2.1 Logging in to Your Mailbox if necessary.

2.2

3.Continue from "Specifying the Recipients by Number" or "Specifying the Recipients by Name (Dialing by Name)".

Specifying the Recipients by Number

1.Enter one of the following: A mailbox number.

A Personal Group Distribution List

number, then # .

A Mailbox Group number.

2. 2 to accept.

3.Continue from "Recording Your Message".

Specifying the Recipients by Name (Dialing by Name)

1. # 1

2.Using the dialing keys, enter the first 3 or 4 letters of the desired recipient's name.

3.1 to select the announced name.

2 to hear the next name.

3to repeat the current name.

4.Continue from "Recording Your Message".

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