Panasonic KX-TVA200, KX-TVA50 User Manual
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/KXTVA200. 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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Subscriber’s Manual
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
5.15 Assigning and Canceling Telephone Numbers for Call Transfer to
Outside Line................................................................................. 59
5.16 Assigning 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
6.7 Delivering Messages.................................................................... 85
6.8 Changing the System Manager's Password ................................ 87
Changing the Company Greeting and Incoming Call Service Setting
.... 83
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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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
1.1 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:
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
8
guide you through the mailbox
configuration process.
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Section 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:
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.
Password
3.
• 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.
Password
5.
• 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
#
10
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
2.2 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 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
• To prevent unauthorized
2
3. to accept.
#
delete your password.
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
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.
1
2. to end recording.
2
3. 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.
1
2. 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.
14
2.3 Changing 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.
Subscriber’s Manual
1. Log in to your mailbox.
• See 2.1 Logging in to Your
Mailbox if necessary.
1
3
2.
3. Select the desired greeting.
1
No Answer Greeting.
2
Busy Signal Greeting.
3
After Hours Greeting.
Caller ID Greeting (may not
4
be available; see 5.10 Personal
Greeting for Caller ID).
Temporary Greeting.
5
4. Follow the prompts as necessary.
1
to 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.
1
6. 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
• to add to the greeting
4
message you just recorded.
• to delete the greeting
message and exit.
2
8. to accept.
9. Record or delete other greeting
messages as necessary by
following the prompts, or continue
from step 10.
1
No Answer Greeting.
2
Busy Signal Greeting.
3
After Hours Greeting.
4
Caller ID Greeting (may not
be available; see 5.10 Personal
Greeting for Caller ID).
Temporary Greeting.
5
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.
16
2.4 Changing 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.
Subscriber’s Manual
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
• It is necessary to set a
4. to accept.
#
delete your password.
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
System Administrator or
System Manager.
2
5. Go on-hook.
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Subscriber’s Manual
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.
3 3
2.
• Enter [3] [3] [3] to delete your
subscriber name, then go onhook to finish.
1
3. State your name after the tone.
1
4. to end recording.
2
5. to accept.
6. Go on-hook.
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Subscriber’s Manual
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 Appendix.
#
#
Activates Custom Service.
2
You will be guided to enter
a Custom Service number
(1–100).
Activates Voice Mail
6
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.
#
Activates Automated
8
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.
Takes you back to the
7
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
3.1 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:
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.
1
2.
3.
Follow the prompts as necessary.
1
to play new messages.
2
to play old messages.
3
to 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:
1 New Message
2 Old Message
3 Deleted Message
Receive New Message
1
Receive Old Message
2
Receive Deleted Message
3
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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Subscriber’s Manual
Key Feature
1
1 1
1
2
2
Repeat the message
Replay the previous message
Play the next message
Pause/restart message playback
(during playback only)
2 3
2
2
2
(+ )
3
3
4
4
5
6
Play the message envelope
Set Bookmark (during playback only) —
Start playback at the Bookmark —
Save this message as new — —
Delete this message —
1
Recover this message — —
Reply to this message —
Message Type
New Old Deleted
* Rewind (during playback only)
5
* Fast-forward, skip envelope
6
(during playback only)
7
8
Transfer this message —
Adjust playback volume
(during playback only)
* Adjust playback speed
9
*Play back at normal speed
0
9
(during playback only)
(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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Subscriber’s Manual
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:
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. during or after message
4
playback.
1
3. 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. during or after message
4
playback.
2
3. to begin recording.
4. Speak after the tone.
• You can pause and resume
recording by pressing [2]. If you
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Subscriber’s Manual
pause for more than 20
seconds, recording will stop
automatically.
1
5. to end recording.
2
6. to accept.
1 1
7. to set the delivery time
of the message.
2
1
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]
[#].
1
9. 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.
2
11. to accept.
#
1
13. to make the message private.
2
to continue.
1
14. to request a receipt.
2
to 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.
1
12. to make the message urgent.
2
to continue.
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Subscriber’s Manual
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:
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).
7
2. 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.
2
4. to accept.
1
5. to transfer the message
without recording your comments
(continue from step 8).
2
to record your comments.
#
6. Record your comments after the
tone.
1
7. to end recording.
2
8. 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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Subscriber’s Manual
• Only new and old messages
can be transferred. To transfer
a deleted message, recover the
message first (see 5.20
Recovering Deleted
Messages).
7
2. 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.
1
5. to select the announced
name.
2
to hear the next name.
3
to repeat the current name.
6. Enter one of the following:
1
to transfer the message
without recording your comments
(continue from step 10).
2
to record your comments.
7. Record your comments after the
tone.
1
8. to end recording.
2
9. to accept.
10. Go on-hook.
Note
• No acknowledgement will be given to
indicate the message has been
transferred.
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Subscriber’s Manual
3.4 Remote 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.
Password
2.
#
• You can skip this step if your
mailbox has no password.
1
3. to play back messages.
4. Follow the prompts or select one of
the following as necessary.
#
8
to call an extension.
#
8
to call the
0
operator.
#
5. when finished.
9
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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Subscriber’s Manual
3. and your mailbox number.
Password
4.
#
• You can skip this step if your
mailbox has no password.
1
5. to play back new messages.
6. Follow the prompts or select one of
the following as necessary.
#
8
to call an extension.
#
8
to call the
0
operator.
#
7. when finished.
9
8. Go on-hook.
28
Section 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:
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).
Subscriber’s Manual
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Subscriber’s Manual
4.2 Message 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.
1
3. to select the announced
name.
2
to hear the next name.
3
to repeat the current name.
4. Continue from "Recording Your
Message".
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