Panasonic kx-tva operating instructions

Subscriber’s Manual

Voice Processing System

Model No. KX-TVA50

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 3.0 (Main Software Version 3.00 or later)

Document Version 3.0 2010/06

Introduction

About this Manual

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. This manual is divided into the following sections:

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.

2 Logging in to and Configuring Your Mailbox

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

3 Message Playback and Related Features

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

4 Sending Messages

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

5 Other Features

This section introduces the many advanced features offered by the VPS.

6 DPT Feature Programming for KX-TDE, KX-TDA, and KX-TAW Series PBXs

This section shows you how to program your telephone to use DPT Integration features that are available when your office uses a KX-TDE, KX-TDA, or KX-TAW series PBX.

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

This section shows you how to program your telephone to use APT and DPT Integration features that are available when your office uses a KX-TA or KX-TD series PBX.

8 Appendix

This section provides additional information to help you use common VPS features quickly and easily.

Index

An alphabetical listing of features and terms, as well as the page numbers of related sections.

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Table of Contents

1 Introduction to the VPS .............................................................................5

1.1 Introduction to the VPS ...................................................................................5

2 Logging in to and Configuring Your Mailbox ..........................................7

2.1 Logging in to Your Mailbox .............................................................................7

2.2 Subscriber Tutorial (Easy Mailbox Configuration) ........................................8

2.3 Changing or Deleting Your Personal Greeting Messages ..........................10

2.4 Changing Your Password ..............................................................................12

2.5 Changing or Deleting Your Subscriber Name .............................................13

2.6 Common Service Commands and Navigation Commands ........................14

3 Message Playback and Related Features ..............................................15

3.1 Playing Messages ..........................................................................................15

3.2 Replying to Messages ....................................................................................18

3.3 Transferring Messages ..................................................................................20

3.4 Remote Access ...............................................................................................21

4 Sending Messages ..................................................................................22

4.1 Sending Messages—Overview .....................................................................22

4.2 Message Delivery ...........................................................................................23

4.3 External Message Delivery ............................................................................25

4.4 Receiving External Delivery Messages ........................................................27

5 Other Features .........................................................................................28

5.1 Call Transfer ...................................................................................................28

5.2 Incomplete Call Handling ..............................................................................29

5.3 Assigning Your Covering Extension ............................................................30

5.4 Interview Mailbox ...........................................................................................31

5.5 Message Reception Mode .............................................................................32

5.6 Personal Group Distribution Lists ................................................................33

5.7 External Message Delivery Lists ...................................................................34

5.8 Message Waiting Notification .......................................................................35

5.9 E-mail Integration (Message Notification by E-mail) ...................................37

5.10 Personal Greetings for Caller ID ...................................................................38

5.11 Personal Caller Name Announcement .........................................................40

5.12 Live Call Screening (LCS) ..............................................................................41

5.13 Recording Your Conversations ....................................................................42

5.14 Voice Mail Transfer ........................................................................................43

5.15 Remote Call Forwarding ................................................................................44

5.16 Assigning and Canceling Telephone Numbers for Call Transfer to Outside

Line ..................................................................................................................46

5.17 Assigning Your Telephone Numbers for Remote Automatic Log-in and Toll

Saver ................................................................................................................47

5.18 Personal Custom Service ..............................................................................48

5.19 Timed Reminder .............................................................................................50

5.20 Bookmarks ......................................................................................................51

5.21 Recovering Deleted Messages ......................................................................52

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Table of Contents

5.22 Mailbox Capacity Warning .............................................................................53

6 DPT Feature Programming for KX-TDE, KX-TDA, and KX-TAW Series

PBXs .........................................................................................................54

6.1 Programming Your Extension for LCS .........................................................54

6.2 Programming Your Extension for Conversation Recording ......................56

6.3 Programming Your Extension for Voice Mail Transfer ...............................57

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

PBXs .........................................................................................................58

7.1 Programming Your Extension for LCS .........................................................58

7.2 Programming Your Extension for Conversation Recording ......................60

7.3 Programming Your Extension for Voice Mail Transfer ...............................61

8 Appendix ..................................................................................................62

8.1 Quick Reference .............................................................................................62

8.2 Service Access Commands ..........................................................................64

8.3 Using VM Menu ...............................................................................................65

Index..................................................................................................................69

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1.1 Introduction to the VPS

1 Introduction to the VPS

1.1 Introduction 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:

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

• Transfer messages to other subscribers and add your own comments.

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

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

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

• Screen your calls.

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

• And more…

• 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.

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.

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

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

• Your mailbox password (if set).

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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]."

Main Menu Receive Msg. Deliver Msg. Mbx. Management A.A. Status EXIT ENTER

1.1 Introduction to the VPS

"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.). This feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox.

VM Menu example:

Main Menu of Subscriber Services

displayed and prompts will be heard instead.

• This feature is only available with Panasonic KX-TDE and KX-TDA series PBXs using DPT Integration. For more information, consult your System Administrator. For more information on VM Menu, see

8.3 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 "2 Logging in to and Configuring Your Mailbox".

• Password

• Subscriber’s Name

• 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 guide you through the mailbox configuration process.

Note

• 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.

• If too many subscribers are using VM Menu at the same time, VM Menu messages will not be

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2.1 Logging in to Your Mailbox

2 Logging in to and Configuring Your Mailbox

2.1 Logging 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:

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 for your mailbox.

Manual Log-in:

You need to enter the Voice Mail Service Command [#6] followed by [ 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. Enter your password, then

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

] and your

Manual Log-in

1. Go off-hook.

2. Enter the extension number of the VPS.

4. and your mailbox number.

5. Enter your password, then #.

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

Note

• When following audible prompts only: 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.

• 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 messages, press the appropriate button.

• The VPS will announce the number of total messages, the number of new messages, or the length of new messages depending on the Class of Service (COS) settings of your mailbox.

• 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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2.2 Subscriber 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 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.

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 Voice Processing 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.

3. Go to "Setting Your Password for the First Time" or "Changing Your Password" as necessary.

Setting Your Password for the First Time

1. Set your password when prompted by

entering the desired password then pressing

• 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.

to accept.

3. Go to "Recording the Owner’s Name (Your Subscriber Name)".

Changing Your Password

to change your password.

2. Set your new password by entering the desired password then pressing #.

• To prevent unauthorized access, we

strongly recommend selecting a long and random password. Please

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2.2 Subscriber Tutorial (Easy Mailbox Configuration)

avoid using obvious number combinations for the password.

• If your password is shorter than the minimum password length assigned to the VPS, the VPS will announce "Incorrect entry", and you will need to select a longer password. For more information, consult your System Administrator.

to accept.

4. Go to "Recording the Owner’s Name (Your Subscriber Name)".

Recording the Owner’s Name (Your Subscriber Name)

1. State your name after the tone.

to end recording.

to accept.

4. Go to "Recording Your Greeting Messages".

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.

to end recording.

3. Follow the prompts as necessary.

•

to review.

•

to accept.

•

to record the message again. to add.

•

to delete and exit.

Confirming Your Settings

to confirm your settings.

2. Go on-hook.

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2.3 Changing or Deleting Your Personal Greeting Messages

Follow the prompts as necessary.

2.3 Changing or Deleting Your Personal Greeting Messages

to change the greeting. to delete the selected greeting.

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

5. Record your greeting message, after the

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.

• 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…".

• 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…".

• 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…".

• 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. Select the desired greeting.

No Answer Greeting. Busy Signal Greeting. After Hours Greeting.

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

Temporary Greeting.

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.

to end recording.

7. Follow the prompts as necessary, or go to step 8.

•

to review.

•

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

•

to add to the greeting message you just recorded.

•

to delete the greeting message and exit.

to accept.

9. Record or delete other greeting messages as necessary by following the prompts, or go to step 10.

No Answer Greeting. Busy Signal Greeting. After Hours Greeting.

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

Temporary 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

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2.3 Changing or Deleting Your Personal Greeting Messages

greeting in step 8. If you go on-hook without accepting your new greeting, it will not be saved.

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2.4 Changing 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.

3. Enter the desired password, then press .

• 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.

to accept.

5. Go on-hook.

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2.5 Changing 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.

• Enter [3] [3] [3] to delete your subscriber name, then go on-hook to finish.

3. State your name after the tone.

to end recording.

to accept.

6. Go on-hook.

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2.6 Common 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 8.2 Service Access Commands.

Activates Custom Service. You will be guided to enter a Custom Service number (1–100).

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 [ ] and your mailbox number.

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.

When Using Voice Prompts

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

Takes you back to the previous menu.

Repeats the current menu.

Takes you back to the Main Menu.

When Using VM Menu

Switches you to the Main Menu (top menu) of the prompts.

Commands for Recording Messages

After going off-hook and dialing an extension number of the VPS, you can enter the following commands to record messages.

Accesses No Answer Greeting. You can record a No Answer Greeting by entering this command.

Accesses Owner's Name. You can record an Owner's Name by entering this command.

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Listen to Message:

1 New Message 2 Old Message 3 Deleted Message

Receive New Message

Receive Old Message

Receive Deleted Message

3.1 Playing Messages

3 Message Playback and Related Features

3.1 Playing 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:

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

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

• 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

5.21 Recovering Deleted Messages). If you do not recover deleted messages, they will be permanently deleted at the end of the 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.

3. Follow the prompts as necessary.

to play new messages. to play old messages. to play deleted messages.

4. Listen to the message.

• Pressing [

] during message

playback will return you to the

previous menu. You can then select another message type to listen to.

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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3.1 Playing Messages

Key Feature

Message Type

New Old Deleted

Repeat this message

Replay the previous message

Play the next message

Pause/restart message playback (during playback only)

Play the message envelope

Set Bookmark (during playback only)

• [2] to restart message playback.

Start playback at the Bookmark

ü ü ü

ü ü

Save this message as new

• After saving the message, the next

— —

message will be played soon.

Delete this message

)

• If the confirmation message is played,

ü ü

press [1] to delete the message.

Recover this message — —

Reply to this message

Rewind (during playback only)

Fast-forward, skip envelope (during playback only)

Transfer this message

Adjust playback volume (during playback only)

Adjust playback speed (during playback only)

Play back at normal speed (during playback only)

These keys also function when using VM Menu.

These keys only available when the appropriate COS settings are assigned to your mailbox. For more information, consult your System Administrator.

Note

• VPS programming determines if the

each message, after each message, or only when you press [2] [3]. For

ü ü

ü ü ü

ü ü

ü ü ü

message envelope is played before

—

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more information, consult your

Level 1

Level 2

Level 3 (default)

Level 4

Level 5

System Administrator.

• 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 day. 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

5.20 Bookmarks). 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.

3.1 Playing Messages

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3.2 Replying 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:

• Urgent Status: The message will be heard before other messages by the recipient.

• Private Status: The recipient will not be able to forward the message, ensuring privacy.

• 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 5.21 Recovering Deleted Messages).

during or after message playback.

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.

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 5.21 Recovering Deleted Messages).

during or after message playback.

to begin recording.

4. Speak after the tone.

• You can pause and resume recording by pressing [2]. If you pause for more than 20 seconds, recording will stop automatically.

to end recording.

to accept.

message.

immediately, then go to 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] [#].

• This option may not be available if

10. Enter the day of the month for delivery, then For example:

to set the delivery time of the

2 to send the message

to accept, then go to step 15.

for AM. for PM.

the VPS is programmed to use 24-hour time.

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• 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.

to continue.

13.1 to make the message private.

to continue.

14.1 to request a receipt.

to continue.

15. Go on-hook.

Note

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

• New urgent messages are played before any other messages. However, old urgent messages are treated like regular messages: messages are played starting with the oldest.

3.2 Replying to Messages

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3.3 Transferring 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:

• Specify the recipient by entering another subscriber’s mailbox number.

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

• 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 5.21 Recovering Deleted Messages).

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.

to accept.

to transfer the message without recording your comments, then go to step 8.

to record your comments.

6. Record your comments after the tone.

to end recording.

to accept.

9. Go on-hook.

Note

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

Specifying the Recipients by Name (Dialing by Name)

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 5.21 Recovering Deleted Messages).

during or after message playback.

4. Using the dialing keys, enter the first 3

or 4 letters of the desired recipient’s name.

to select the announced name. to hear the next name. to repeat the current name.

6. Enter one of the following: to transfer the message without

recording your comments, then go to step 10.

to record your comments.

7. Record your comments after the tone.

to end recording.

to accept.

10. Go on-hook.

Note

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

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3.4 Remote Access

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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:

• Automatic Log-in: When logging in to your mailbox remotely from a preprogrammed outside telephone number (assigned as a Caller ID number), 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 5.17 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 for your mailbox.

• Manual Log-in: You need to enter the Voice Mail Service Command [#6] followed by [ mailbox number. Manual Log-in is necessary when logging in to your mailbox when Automatic Log-in 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 (assigned as a Caller ID number).

• Ask your System Administrator what

telephone number you should dial in order to access the VPS remotely.

• The number of rings you hear before

the VPS answers your call can indicate whether or not you have new messages (Toll Saver feature). For more information, consult your System Administrator.

] and your

3.4 Remote Access

Enter your password, then

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

to play back messages.

4. Follow the prompts or select one of the following as necessary.

to call an extension.

to call the operator.

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.

Remote Manual Log-in

1. Call the VPS from an outside telephone.

• Ask your System Administrator what

telephone number you should dial in order to access the VPS remotely.

3. and your mailbox number.

4. Enter your password, then

• You can skip this step if your mailbox

has no password.

to play back new messages.

6. Follow the prompts or select one of the following as necessary.

to call an extension.

to call the operator.

when finished.

8. Go on-hook.

Document Version 3.0 2010/06 Subscriber’s Manual 21

4.1 Sending Messages—Overview

4 Sending Messages

4.1 Sending 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:

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

• 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:

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

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

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

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

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