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TVM Voice Mail User Guide - BCT Communication Systems Inc.

1. Assigning Telephone Numbers for Call Transfer to Outside Line 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 4 amp e If you have already stored a telephone number and wish to change it press 1 before continuing 3 Enter the outside line access number needed for making outside calls 4 Enter the outside party s telephone number 32 digits max including area code if needed 5 2 to accept 6 Go on hook Cancelling Telephone Numbers for Call Transfer to Outside Line 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w OB Go on hook z O wr se wt e This feature must be enabled for your mailbox by the System Administrator or System Manager e If your PBX uses PRI lines you may need to enter at the end of outside telephone numbers Consult your System Administrator for more information Subscriber s Manual 5 16 Assigning Your Telephone Numbers for Remote Automatic Log in and Toll Saver When logging in to your mailbox remotely i e from an outside telephone to listen to your messages the Remote Automatic Log in see 3 4 Remote Access and Toll Saver see Glossary features identify you by recognising your telephone number In order to use these features you must first store the telephone numbers that you will use to access your mailbox remotely Automatic Log in and Toll Saver are not available wit
2. Message Transfer Allows a subscriber to reroute a message to another mailbox and add his or her comments to the message if necessary Receipt messages and messages originally marked as private cannot be transferred Message Waiting Lamp The lamp on a PT that lights when there are messages in the extension user s mailbox Message Waiting Notification Notifies subscribers and the Message Manager when they have received messages by lighting the Message Waiting Lamp on their PTs by calling a preprogrammed telephone number or by paging a beeper pager Multilingual Selection Menu Allows callers to select the language they would like to hear for voice guidance system prompts 3 languages can be selected for the Multilingual Selection Menu of the KX TVM50 5 languages for the KX TVM200 Non Subscriber A caller to the VPS who does not own a mailbox Notification Method see Message Waiting Notification On Hold Announcement Menu Allows callers in a queue to listen to the prerecorded announcement or music while they are on hold 75 76 Subscribers Manual One touch Two way Transfer One touch TWT Available with KX TDA series PBXs using DPT Integration only Allows a subscriber to record his or her telephone conversations into another subscriber s mailbox with a one touch operation Operator 3 different extensions can be assigned as operators for each time mode Callers can be directed to an operator when they dial
3. Rewind during playback only Vv Vv Vv 6 Fast forward skip envelope Vv Vv Vv during playback only Transfer this message Vv Vv Adjust playback volume Vv Vv Vv during playback only Adjust playback speed Vv Vv Vv during playback only o Play back at normal speed Vv Vv Vv during playback only ee These keys also function when using VM Menu 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 play
4. Subscribers Manual 5 18 Timed Reminder Timed Reminder is a PBX feature that is similar to an alarm clock you can set your telephone to ring at a set time once or daily When you go off hook to answer a Timed Reminder a special dial tone or prerecorded message will be heard This feature is not available with certain PBXs Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary C to change the setting 2 to accept the current setting then go on hook to finish 3 to cancel turn off the Timed Reminder then go on hook to finish Enter the desired time then For example e To enter 5 00 press 5 e To enter 5 15 press 5 1 5 C for AM 2 for PM e This option may not be available if the VPS is programmed to use 24 hour time C to set once 2 to set daily 2 to accept Go on hook This feature is only available with Panasonic KX TDA series PBXs using DPT Integration For more information consult your System Administrator or System Manager 61 62 Subscribers Manual 5 19 Bookmark While listening to a message in your mailbox see 3 1 Playing Messages you can set a Bookmark A Bookmark lets you easily resume playback from a specific point in a specific message later You can set one Bookmark for each message in your mailbox if you set a new Bookmark the old one is deleted To Set the Bookmark press 2 4
5. e You can skip this step if your mailbox has no password 3 4 to play back messages 4 Follow the prompts or select one of the following as necessary ED to call an extension ED 0 to call the operator G when finished Go on hook z San gz Ps 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 e Ask your System Administrator or System Manager what telephone number you should dial in order to access the VPS remotely 2 W and your mailbox number Password CF e You can skip this step if your mailbox has no password to play back new messages Follow the prompts or select one of the following as necessary ED to call an extension G9 to call the operator C 2 when finished Go on hook Subscribers Manual 25 26 Subscribers Manual 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
6. for AM 2 for PM e This option may not be available if the VPS is programmed to use 24 hour time Enter the day of the month for delivery then For example e If today is February 16 and you enter 1 7 the message will be delivered tomorrow e If today is February 16 and you enter 5 the message will be delivered on March 5 2 to accept to make the message urgent 2 to continue to make the message private 2 to continue Subscriber s Manual 14 C 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 21 22 Subscribers 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 transfer
7. 0 when they have rotary or pulse telephones and thus cannot dial while listening to VPS prompts or when certain VPS features are programmed to direct callers to an operator Owner s Name Each mailbox has an owner s name subscriber name and there are 2 ways that these names are stored in the VPS First subscribers can record their own names the VPS can announces this recorded name during transfers Intercom Paging and when callers use the Dialling by Name feature Second the System Administrator can assign a text name for each subscriber This allows callers to dial subscribers extension s by name Dialling by Name rather than by number For example a caller can dial S M I T Smith rather than Smith s mailbox number which can be hard to remember Password A combination of numbers that protects a subscriber s mailbox from unauthorised access If forgotten the System Administrator or the System Manager can clear it so that the subscriber can select a new password Personal Custom Service Similar to a Custom Service allows callers to perform specific functions by pressing dial buttons on their telephones while listening to the subscriber s Personal Greeting Message A subscriber s Personal Custom Service can allow callers to connect themselves to another extension mailbox outside telephone such as the subscriber s mobile phone etc without the assistance of an operator Each subscriber can create his or her own Personal Cus
8. Enter the outside line access number needed for making outside calls e To specify a PBX extension instead of an outside telephone number enter the extension number then continue from step 4 3 Enter the outside party s telephone number including area code if needed e To insert a pause or special command in the middle of the telephone number pause momentarily while entering the telephone number The VPS will announce a list of available options for example To insert a pause press 5 Press 4 to continue entering the telephone number 4 2 to accept 5 Enter a 4 digit password required for listening to the message 29 Subscribers Manual e Press if you do not want to set a password 6 State the recipient s name after the tone to end recording 8 4 for immediate delivery then continue from Recording Your Message e To set message delivery time continue from Setting Message Delivery Time Specifying Multiple Recipients External Message Delivery List 1 2 Enter the desired list number 1_ or 2 3 Enter a 4 digit password required for listening to the message e Press if you do not want to set a password 4 for immediate delivery then continue from Recording Your Message e To set message delivery time continue from Setting Message Delivery Time Setting Message Delivery Time 1 Enter the desired delivery time then Fo
9. Follow the steps below to record or delete your Personal Greeting Messages Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w Select the desired greeting C 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 6 Temporary Greeting Follow the prompts as necessary C to change the greeting 3 to delete the selected greeting e The greeting will be deleted go on hook to finish Record your greeting message after the tone e We recommend stating your name in your greeting messages so that callers will know they have reached the correct mailbox e The maximum length of each greeting message is 1 minute by default C to end recording Follow the prompts as necessary or continue from step 8 e 4 to review e 3 to rerecord the greeting message repeat the steps above as necessary 8 9 10 Note e 4 to add to the greeting message you just recorded e to delete the greeting message and exit 2 to accept Record or delete other greeting messages as necessary by following the prompts or continue from step 10 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 C Temporary Greeting Go on hook A Temporary Pe
10. Note e Displaying the number of new messages is only available with Panasonic KX TDA series PBXs using DPT Integration For more information consult your System Administrator or System Manager Turning Device Notification On Off 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 0 3 Enter the desired device number 1 3 4 1 to send notification for all messages N 2 to send notification for urgent messages only 5 4 to use a preprogrammed schedule 2 to receive notification always continuously 3 to not receive notification at all i e turn off 45 46 Subscribers Manual 6 Go on hook Changing Device Numbers 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 W 3 Enter the desired device number 1 3 4 to change the assigned number e Todelete the assigned number press 3 then go on hook to finish 5 Enter the outside line access number needed for making outside calls e To store an extension number simply enter the extension number then continue from step 7 6 Enter the outside telephone number including area code if needed e To insert a pause or special command in the middle of the telephone number pause momentarily while entering the telephone number The VPS will announce a list of available options for example To insert a pause press 5 Press 4 to continue ente
11. R Receiving External Delivery Messages 32 Recording a Personalised Greeting for the First Time 48 Recording Questions 38 Recording the Owner s Name Your Subscriber Name 10 Recording Your Conversations 53 Recording Your Greeting Messages 11 Recording Your Message 28 30 Recovering Deleted Messages 63 Remote Access 24 Remote Automatic Log in 24 Remote Call Forwarding 54 Remote Manual Log in 24 Replying to Messages 20 S Sending a Message 27 Sending an External Delivery Message 29 Sending Messages 26 Sending Messages Overview 26 Service Commands 16 Setting and Cancelling Remote Call Forwarding 55 Setting Message Delivery Time 30 Setting Your Password for the First Time 10 Specifying a Single Recipient 29 Specifying Multiple Recipients External Message Delivery List 30 Specifying the Recipients by Name Dialling by Name 22 27 Specifying the Recipients by Number 22 27 Starting the Subscriber Tutorial 10 Subscriber Tutorial Easy Mailbox Configuration 9 Subscriber s Name 9 15 T Temporary Greeting 12 Timed Reminder 61 83 84 Subscriber s Manual To Add Delete or Review Caller ID Numbers Later 49 To Confirm the Settings for Your Personal Custom Service 60 To Select the No DTMF Input Operation 59 Transferring Messages 22 Turning Device Notification On Off 45 Turning Message Waiting Lamp Notification On Off 45 Two way Record TWR 53 Two way Transfer TWT 53 U Urgent S
12. avoid telephone charges 79 80 Subscribers Manual Two way Record Available with APT DPT Integration only Allows a subscriber to record his or her telephone conversations into his or her mailbox Two way Transfer Available with APT DPT Integration only Allows a subscriber to record his or her telephone conversations into another subscriber s mailbox The subscriber must specify the desired extension number when using this feature Unlimited Message Length Allows a subscriber to record telephone conversations of an unlimited length of time when using Two way Record and Two way Transfer The maximum recording time for other messages will be automatically set to 60 minutes Urgent Message A message designated by the sender as urgent Urgent messages are played back before other messages when the recipient listen to his or her messages VM Menu Available with KX TDA series PBXs using DPT Integration only Displays VPS text prompts on the display of a compatible PT allowing the subscriber to operate the VPS by following text prompts and pressing soft buttons and the Navigator Key Voice prompts are not used Voice Mail A general term used for messages recorded by the VPS and stored in subscriber mailboxes VPS A Voice Processing System such as the Panasonic KX TVM50 and KX TVM200 Subscribers Manual Index 81 82 Subscribers Manual A After Hours Greeting 9 12 Appendix 65 Assigning and Cancelling
13. consult your System Administrator or System Manager Subscriber s Manual 5 6 Personal Group Distribution Lists Personal Group Distribution Lists allow you to send messages to several subscribers at once see 4 2 Message Delivery You can create and edit 4 Personal Group Distribution Lists and these lists can only be used by you You can assign 40 group members subscribers to each list and record a name for each group for example Sales Team Department Heads etc 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 4 3 Enter the desired Personal Group Distribution List number 1 4 4 1 to record a name for the group State the list name after the tone C to end recording 2 to accept 2 to add Enter the mailbox number of the subscriber you wish to add to the list 10 2 to add the subscriber to the list 11 1 to add more subscribers to the list then continue from step 8 2 to end 12 Go on hook Coe Ngo Deleting Members from Personal Group Distribution Lists You can delete members of your Personal Group Distribution Lists one by one or all at once 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 68 w 3 Enter the desired Personal Group Distribution List number 1 4 41 42 Subscribers Manual 4 B to delete a group member 5 to delete all members then go on ho
14. 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 invo
15. 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 Subscribers 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 Dialling by Name feature Once you have specified the recipients you can record a message Before sending your messa
16. 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 e Press only if you do not want to set a password e To prevent unauthorised access we strongly recommend selecting a long and random password Please avoid using obvious number combinations for the password e Itis 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 4 to change your password 2 Set your new password by entering the desired password then pressing e Press only if you want to delete your password e To prevent unauthorised access we strongly recommend selecting a long and random password Please avoid using obvious number combinations for the password 2 to accept 4 Continue from Recording the Owner s Name Your Subscriber Name ad Recording the Owner s Name Your Subscriber Name State your name after the tone C to end recording 2 to accept Continue from Recording Your Greeting Messages RO MN Recording Your Greeting Messages The VPS will prompt you to record your No Answer Busy Signal and After Hou
17. Transfer Status Call Blocking Call Screening Intercom Paging Beeper Pager Access Transfer to Mailbox Transferring to Specified Custom Service All Disable NOOR WOM Incomplete Handling Status For No Answer Leaving a Message Covering Extension Intercom Paging Beeper Pager Access Set Transferring to Custom Service Operator Return to AA Service Top Menu NOOR WONM Incomplete Handling Status For Busy Leaving a Message Covering Extension Intercom Paging Beeper Pager Access Set Transferring to Custom Service Operator Return to AA Service Top Menu NOOR WNDM Interview Mailbox Management 1 Record Question 2 Set Answer Length 3 Erase Question External Message Delivery 1 Record Message 2 Seta Mailing List Remote Call Forwarding Set FWD AIl Calls FWD Busy FWD No Answer FWD Busy No Answer FWD to an Outside Line FWD Cancel ORUN 67 68 Subscribers Manual Service Access Commands Dial the following commands any time to get a different mailbox extension or menu 1 2 Dialling by Custom Name Service 6 5 L 6 M Log in Voice Mail 9 7 R 8 7 9 X Restart Transfer to Exit Main Menu an Extn Co 0 HH Return to Help Switch to Prompts Previous Main Menu Menu These commands are also available with VM Menu This command is available with VM Menu only Note e Commands 5 an
18. You can pause and resume recording by pressing 2 If you pause for more than 20 seconds recording will stop automatically to end recording 2 to accept 1 to set the delivery time of the message 2 to send the message immediately continue from step 10 Enter the desired delivery time then For example e To enter 5 00 press 5 e To enter 5 15 press 5 1 5 for AM 2 for PM e This option may not be available if the VPS is programmed to use 24 hour time 8 Enter the day of the month for delivery then For example e If today is February 16 and you enter 1 7 the message will be delivered tomorrow e If today is February 16 and you enter 5 the message will be delivered on March 5 2 to accept C to make the message urgent 2 to continue 1 to make the message private 2 to continue 1 to request a receipt 2 to continue Go on hook 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 Subscribers Manual 4 3 External Message Delivery You can send messages to outside parties and to PBX extension users who do not have their own VPS mailboxes After you record your message the VPS
19. any subscriber to deliver a message to several recipients in one operation Up to 20 Mailbox Groups can be created Mailbox Number Normally the same number as the corresponding subscriber s extension number Message Envelope Setting Specifies when message envelopes message date and time name of the person who recorded or transferred the message telephone number of the caller are announced Envelopes can be played back before or after messages automatically or only when the subscriber presses 2 3 during or after message playback Subscribers Manual Message Manager Mailbox 998 The person who takes care of message related maintenance such as General Delivery Mailbox maintenance and recording and deleting messages System Prompts Company Greetings Custom Service Menus System Caller Names etc Message Recovery Allows a subscriber to change the status of a message from deleted to old preventing the message from being permanently deleted Message Retention Time Determines the number of days before a message is automatically deleted New Message Retention Time Determines when new unplayed messages are deleted Saved Message Retention Time Determines when old played messages are deleted Message Reirieval Order When a subscriber has several messages in his or her mailbox determines whether messages are played back from newest to oldest Last In First Out LIFO or from oldest to newest First In First Out FIFO
20. enabled a default password is automatically assigned when mailboxes are created Temporary Personal Greeting A special greeting that if recorded by a subscriber is heard by callers instead of the subscribers other Personal Greetings Often used to inform callers of a temporary absence A common example might be This is name I m out of the office this week Time Synchronisation Available with DPT Integration only When the date and time is set for the PBX or when DPT Integration is established date and time data is sent from the PBX to the VPS Timed Reminder Setting Available with DPT Integration only Allows a subscriber to set a Timed Reminder by following system prompts provided by the VPS Timed Reminder is a PBX feature that is similar to an alarm clock the telephone will ring at the set time once or daily as set by the subscriber or Message Manager Toll Saver Allows a subscriber to check his or her mailbox for new messages by calling the VPS from a preprogrammed Caller ID number by dialling a preprogrammed DID number or by dialling a telephone number that connects the call to a preprogrammed outside line of the PBX Toll Saver is a cost saving feature that lets the subscriber know if he or she has new messages by the number of rings heard before the VPS answers the outside call from the subscriber If the VPS does not answer the call within a preprogrammed number of rings the subscriber can disconnect the call and thus
21. her mailbox number when guided You can also log in to your mailbox by entering this command followed by your mailbox number Activates Automated Attendant Service You can call an extension by dialling 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 Repeats the current menu Takes you back to the 7 Ez Main Menu VM Menu only Command Switches you to the Main Menu top menu of the prompts 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
22. in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 oo 7 8 9 1 2 for list number 1 2 for list number 2 Enter the outside line access number needed for making outside calls e To store an extension number simply enter the extension number then continue from step 7 Enter the outside telephone number including area code if needed e To insert a pause or special command in the middle of the telephone number pause momentarily while entering the telephone number The VPS will announce a list of available options for example To insert a pause press 5 Press 4 to continue entering the telephone number 2 to accept State the member s name after the tone CD to end recording 0 2 to add the member 43 Subscribers Manual 11 to add another member then continue from step 5 2 to end 12 Go on hook Deleting Members from an External Message Delivery List 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 for list number 1 2 for list number 2 2 5 to delete all members then continue from step 7 oo 2 to delete one member 6 to delete the announced member 2 to keep the member and announce the next member e Repeat this step to delete other members 7 Go on hook 44 Subscribers Manual 5 8 Message Waiting Notification The Mess
23. log in to your mailbox If the Subscriber Tutorial is enabled VPS prompts will Subscribers Manual I nn cc cc guide you through the mailbox configuration process Subscribers Manual 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 3 Feseword Z e You can skip this step if your mailbox has no password Manual Log in 1
24. port or PBX outside line Service Mode Determines if incoming calls are handled by the VPS according to settings made for day mode night mode lunch mode or break mode The current mode can be changed automatically either by the VPS or by the time mode settings of the PBX or can be changed manually by the System Administrator and System Manager Each Service Group is assigned a Service Mode Subscriber A person who has an assigned mailbox Subscriber Tutorial Guides subscribers through the mailbox configuration process the first time they access their mailboxes The subscriber s password owner s name and Personal Greetings can be configured using the Subscriber Tutorial System Administration Includes system programming diagnosis system prompt administration etc They are performed by the System Administrator using a PC running the KX TVM Maintenance Console software System Administration can be performed locally on site by connecting to the VPS via USB or LAN or remotely off site by connecting to the VPS via the optional modem card System Administrator Is the person responsible for programming the most essential VPS settings Unlike the Message Manager and the System Manager who use a telephone to perform their duties the System Administrator uses a PC running the KX TVM Maintenance Console software to program the VPS The System Administrator s handbook is the Programming Manual Only one programming session is possible
25. 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 e See 3 1 Playing Messages if necessary e Only new and old messages can be replied to To reply toa deleted message recover the message first see 5 20 Recovering Deleted Messages 2 4 after message playback 3 2 to call the sender Note e 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 e See 3 1 Playing Messages if necessary e Only new and old messages can be replied to To reply toa 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 e You can pause and resume recording by pressing 2 If you pause for more than 20 oi 10 11 12 13 seconds recording will stop automatically to end recording 2 to accept 1 to set the delivery time of the message 2 to send the message immediately continue from step 12 Enter the desired delivery time then For example e To enter 5 00 press 5 e To enter 5 15 press 5 1 5
26. the beginning in order to listen to your Personal Custom Service options once again Transfer to Operator The VPS will transfer the caller to the operator or to your Covering Extension if you have assigned one see 5 3 Assigning Your Covering Extension You can also select what happens when a caller makes no selection No DTMF Input Operation while listening to your greeting perhaps because the caller is using a rotary pulse telephone The caller can either be transferred to your mailbox or be disconnected Subscriber s Manual Creating Your Personal Custom Service 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox if necessary OO 3 Press the desired dialling key 0 3 9 that you want to assign an option to 4 skip this step if you are creating your Personal Custom Service for the first time 5 to transfer to a mailbox then enter the desired mailbox number N 2 to transfer to an extension then enter the desired extension number 3B to transfer to an outside telephone may not be available e Next enter the outside line access number and the desired outside telephone number including area code if needed 4 to transfer to a Custom Service then enter the desired Custom Service number to activate Voice Mail Service 6 to activate Automated Attendant Service Call Transfer Service to activate paging to repeat the greeting C2 to transfer to
27. they enter their assigned PIN Playback Volume Speed Control Allows subscribers to control playback volume and speed while listening to messages Port The point of connection between the PBX and the VPS Pound Sign The key on the telephone keypad Also known as the hash sign Private Message A message designated by the sender as private Private messages cannot be forwarded by the recipient Remote Call Forwarding Set Available with DPT Integration only Allows subscribers and the Message Manager to program their extensions from a remote location to forward various types of calls all calls no answer busy etc to a desired extension or to an outside telephone Remote Call Forward to Outside Remote Call Forward to Outside Available with DPT Integration only Allows subscribers and the Message Manager to program their extensions from a remote location to forward their calls to an outside telephone if authorised Rewind Allows a subscriber to replay the last 4 seconds of a message Rotary Telephone A telephone that is not capable of emitting DTMF touchtone signals Callers using rotary telephones will be automatically forwarded to an operator or the General Delivery Mailbox because they cannot dial numbers as directed by the VPS prompts 77 78 Subscribers Manual Service Group A group of settings which determine how incoming calls are handled by the VPS One of 8 call service groups is assigned to each VPS
28. while listening to a message To Start Playback at the Bookmark press 2 5 Note that you cannot set or use Bookmarks for deleted messages 5 20 Recovering Deleted Messages You can delete messages in your mailbox see 3 1 Playing Messages Once a message has been deleted it is retained until the end of the next day then it will be permanently deleted Deleted messages can be recovered after which they will be treated as old messages To Recover a Deleted Message press 3 while listening to the message Subscribers Manual 63 64 Subscribers Manual 5 21 Mailbox Capacity Warning When your mailbox is almost full you will receive a Mailbox Capacity Warning shortly after logging in to your mailbox When you hear a Mailbox Capacity Warning you should delete unnecessary messages to make more recording time in your mailbox available The amount of recording time that remains when you hear the Mailbox Capacity Warning depends on how your mailbox is configured This feature may be disabled by the System Administrator or System Manager for your mailbox For more information consult your System Administrator or System Manager Appendix Quick Reference Subscribers Manual 65 Subscribers Manual Ee To Enter a Mailbox Main Menu 1 Receive message From a Remote L Password You have x 2 Deliver message Location Dial new messages Hang up 6 X mailbox num
29. will dial the appropriate telephone numbers and or extension numbers and once the party on the other end answers the call the VPS can play back your recorded message You can specify message recipients by a Extension number b Outside telephone number c External Message Delivery List number see 5 7 External Message Delivery Lists Unlike recipients who have their own VPS mailboxes you have no way of knowing who may answer the call when the VPS sends an External Delivery Message To protect the privacy of your messages you may assign a password that must be entered by the other party before your message is played back You can set Auto Receipt so that you will receive notification once the recipient has played back your message You can also send your message immediately or set a message delivery time Finally recipients of an External Delivery Message can reply to your message and can even set urgent and private message status Note e This feature must be enabled for your mailbox by the System Administrator or System Manager e Ifyou have any difficulties using this feature consult your System Administrator Sending an External Delivery Message 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 3 Continue from Specifying a Single Recipient or Specifying Multiple Recipients External Message Delivery List Specifying a Single Recipient 1 2
30. 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 e See 2 1 Logging in to Your Mailbox if necessary 2 G 3 Follow the prompts as necessary C to play new messages 2 to play old messages 3 to play deleted messages 4 Listen to the message Additional features are available during and or after message playback Refer to the table below and press the appropriate dialling key Note that certain features are not available depending on the message type new old deleted 17 18 Subscribers Manual Message Type Key Feature New Old Deleted Repeat the message Vv Vv Vv Replay the previous message Vv Vv Vv Play the next message Vv Vv Vv 2 Pause restart message playback Vv Vv Vv during playback only G Play the message envelope Vv Vv Vv Set Bookmark during playback only Vv Vv Start playback at the Bookmark Vv Vv 2 amp Save this message as new Vv G G Delete this message Vv Vv G Recover this message Vv Reply to this message Vv Vv G
31. Go off hook 2 Enter the extension number of the VPS 3 and your mailbox number _ Password CF e You can skip this step if your mailbox has no password ol e If Autoplay New Messages is enabled for your mailbox new messages will be played back automatically each time you log in to your mailbox For more information consult your System Administrator or System Manager e Ifthe 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 Subscribers 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
32. Message 5 Rewind While listening only 6 Fast Forward While listening only 8 Volume Up While listening only 9 Speed Up While listening only 9 0 Default Speed While listening only 0 Help To Enter a Mailbox From a Remote Location Dial 6 X mailbox number Password Subscribers Manual Main Menu You have new messages 3 Set up Mailbox Management 4 Set Automated Attendant AA Status 5 Message Notification 6 Set Other Features Hang up 3 Set Up Mailbox Management Record Personal Greetings Set Password Enter Owner s Name Set Group Distribution List Record Caller Name Number Set Remote Call FWD to Outside Set Numbers for Automatic Log in and Toll Saver 8 Set Personal Custom Service OuahWon N 7 4 Set AA Status 1 Set Call Transfer Status 2 Set Covering Extensions 3 Set Message Reception Mode 4 Set Incomplete Call Handling For No Answer Set Incomplete Call Handing For Busy 6 Set Telephone Number for Transfer a Message Notification 1 Message Waiting Lamp 2 Device Status 3 Assign Telephone Numbers _ Set Other Features 1 Set Interview Mailbox 2 Set External Delivery Message 3 Remote Call Forwarding Set 4 Set Timed Reminder Record Personal Greeting 1 No Answer 2 Busy Signal 3 After Hours 4 Caller ID 5 Temporary Set Call
33. Panasonic Voice Processing System Subscriber s Manual KX TVM50 Model KX IT VM200 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 TVM50 KX TVM200 Version 1 0 Subscribers Manual Introduction Thank you for purchasing the Panasonic Voice Processing System KX TVM50 KX TVM200 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 customise 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 t
34. Telephone Numbers for Call Transfer to Outside Line 56 Assigning Caller ID Numbers and Recording Names 50 Assigning Caller ID Numbers for the First Time 48 Assigning Outside Telephone Numbers for Remote Call Forwarding 54 Assigning Telephone Numbers for Call Transfer to Outside Line 56 Assigning Your Covering Extension 37 Assigning Your Telephone Numbers for Remote Automatic Log in and Toll Saver 57 Auto Receipt 20 27 Automatic Log in 8 24 Beeper Pager Access 33 35 Before You Begin 5 Bookmark 62 Busy Signal Greeting 9 12 Cc Call Blocking 33 Call Screening 33 Call Transfer 33 Caller ID Greeting gt Personal Greeting for Caller ID 48 Calling Back the Message Sender 20 Cancelling Telephone Numbers for Call Transfer to Outside Line 56 Changing a Personalised Greeting 48 Changing Answer Lengths 38 Changing Caller ID Numbers and Recorded Names 50 Changing Device Numbers 46 Changing or Deleting Your Password 10 Changing or Deleting Your Personal Greeting Mes sages 12 Changing or Deleting Your Subscriber Name 15 Changing Personal Group Distribution List Names 42 Commands for Changing the Current VPS Service 16 Common Service Commands and Navigation Com mands 16 Confirming Your Settings 11 Covering Extension 37 Creating or Adding to an External Message Delivery List 43 Creating Your Personal Custom Service 59 D Deleted Messages 17 Deleting Caller ID Numbers and Recorded Names 51 Dele
35. Telephone Numbers for Call Transfer to Outside LINC eceeeceeceeeeeeeneeeeeeeeeeeeeeeeeeeseaeeeseaaeeseaeeseeeeeneneees 56 5 16 Assigning Your Telephone Numbers for Remote Automatic Log in and Toll Saven veveseceteececeas veveerecd deeeetnoee donb eee naeee iai aapi 57 5 17 Personal Custom Service c ccccceeeeeeeeeeeeeeeeeeeeeeneeeseeeeseaeeen 58 5 18 Timed Reminder o cacsssarccerninsnn enr 61 B19 BOOKMANK 3 aicccceetsshrceesgedagevtaceiaecteeeeis inte seeneieits eebeieeneeneiahavecedietdl 62 5 20 Recovering Deleted Messages cceeeeseeeeeeeeeneeeeeeteneeeeeeeneaes 63 5 21 Mailbox Capacity Warning ccecceeseeeeeneeeeeeeeeeeeeeeeeneeeeeeeeeees 64 PDD ONIN sisirain esanian naain 65 Quick ReferenNCe vssicicccccssicsczetcassccktevabscacetu cry setanibeosecuandedsccuesseessecagiebeseneaee 65 GIOSSENY ochccicctsnss snincacestnsais ixaeiniacineviwssnsianssniandnatancaednduaxeeeans 69 Subscribers 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
36. a code will hear your personalised greeting 6 2 to accept 7 to add more Caller ID numbers then continue from step 5 2 to end 8 Go on hook N To Add Delete or Review Caller ID Numbers Later 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 3 w w w Enter the personalised greeting number 1 4 2 to accept 1 to add a Caller ID number then continue from step 5 Assigning Caller ID Numbers for the First Time 2 to delete a Caller ID number 3 to review all assigned Caller ID numbers then go on hook when finished 4 to delete all numbers then go on hook to finish 2 to delete one number 1 to delete the announced number 2 to keep the number and announce the next number then repeat this step Go on hook when finished In order for this feature to function properly your PBX must be able to receive Caller ID information For more information consult your System Administrator or System Manager 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 49 50 Subscribers Manual 5 11 Personal Caller Name Announcement By storing caller telephone numbers and recording caller names you can have the VPS announce the caller name to you when a You play back a message from one of the assi
37. age Waiting Notification feature lets you know you have received new messages in your mailbox by Message Waiting Lamp The message lamp on your telephone if it has one will light when you receive a new message If you have a compatible PBX and Panasonic telephone with a 6 line display you can also see the number of new messages you have on your display Device Notification Notifying you via a device i e an outside telephone another PBX extension your mobile phone beeper pager etc You can assign three different devices For each device you have the option of receiving notification for urgent messages only or for all messages You can also choose to receive notification during certain hours only called scheduling useful if you do not want to be disturbed at night for example For more information on scheduling consult your System Administrator If you turn device notification on for more than one device the lowest numbered device 1 2 or 3 will be used first If notification is not possible for example if your outside telephone is busy the next device will be used Message notification by e mail may also be available for your mailbox see 5 9 E mail Integration Message Notification by E mail Turning Message Waiting Lamp Notification On Off 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 Q 3 4 to enable disable lamp notification 4 Go on hook
38. ages OVerview cccccceceeeeeeeseeeseneeeseeeeseteeetans 26 Message Delivery ccccceceesccceeeeeeeeceeeeeseeeeeeeseaeeeeeeesieeeeeeneaees 27 External Message Delivery ceeseceeeeeeseeeeeeeeeneeeeeteeneeeeeeeneaes 29 Receiving External Delivery Messages senere 32 Other Features aiaiiuta soncinaiiinteelaanieacewanuiaycalatiacaambbeileian 33 Gall Transfet srasni oea NESEN 33 Incomplete Call Handling sesseessesssesesieesireernesrrnsrnrssnrsssrserense 35 Assigning Your Covering Extension esseeeeseeseeesereerrresrreeree 37 Interview Mailbox sassssssessssinesesrrnensnrnnensernnensnrnnenrennnnernnnnnnnnnnnnnt 38 Message Reception Mode ssssssssssrrressrrnnsrernnnernrrnnarerrnnesennne 40 Personal Group Distribution Lists 00 cccccseeeeeseeeeeeeeeeeteeeeees 41 External Message Delivery Lists 43 Message Waiting Notification 45 Subscribers Manual 5 9 E mail Integration Message Notification by E mail 47 5 10 Personal Greeting for Caller ID 0 ccececeeeeeeseeeeeeeeeeneeeeeeeeeee 48 5 11 Personal Caller Name Announcement ccccceeeceeeeeeeeeteneeees 50 5 12 Live Call Screening LCS cccceceeeeeeeeeeeeeeeeeeeeseneeeeeneeeeeeeeeee 52 5 13 Recording Your Conversations ccccccceeseeeeeeeeeeeeeeeeeneeeeeeeee 53 5 14 Remote Call Forwarding 0 cccccecceseeeeeeeeseneeeseeeeeeeneeeeseaeee 54 5 15 Assigning and Cancelling
39. ailbox e See 2 1 Logging in to Your Mailbox or 3 4 Remote Access if necessary 2 C to change telephone number 1 2 to change telephone number 2 e If you have already set a telephone number and wish to change it press 1 after selecting telephone number 1 or 2 4 Enter the outside line access number needed for making outside calls 5 Enter the outside party s telephone number including area code if needed 24 digits max 2 to accept Go on hook NO zZ iO pA D If you change one of the outside telephone numbers for Remote Call Forwarding you will need to set Remote Call Forwarding to Forward to an outside line once again before the new outside telephone number will be used as the forward destination If you do not do this the old telephone number will continue to be used e The number of digits that can be stored for outside telephone numbers depends on the PBX being used For more information consult your System Administrator or System Manager Setting and Cancelling Remote Call Forwarding You can set and cancel Remote Call Forwarding even when you are away from the office see 3 4 Remote Access 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox or 3 4 Remote Access if necessary 6 3 to forward all calls 2 to forward busy calls only 3 to forward no answer calls only 4 to forward busy and no answer calls only C to forwa
40. all Screening LCS etc are not available with Inband Integration Incomplete Call Handling Service Calls are considered incomplete when is the called extension does not answer is busy or has set Call Blocking Incomplete Call Handling can handle calls in 7 different ways Each subscriber can specify the options available to callers when their calls are incomplete 1 leave a message in the subscriber s mailbox 2 transfer to the subscriber s Covering Extension 3 Intercom Paging notify the subscriber by paging the subscriber 4 Beeper Pager Access notify the subscriber by paging the subscribers beeper pager 5 transfer to Custom Service 6 transfer to operator 7 return the caller to the top menu allowing the caller to call another extension Intercept Routing No Answer A PBX feature that transfers an unanswered call to another extension or to the VPS Intercom Paging Available with APT DPT Integration only If a subscriber has set Intercom Paging the VPS will page the subscriber and announce that he or she is receiving a call The VPS can announce prerecorded caller names using the Caller Name Announcement feature or prompt the caller to record his or her name and announce the recorded name Pages can be heard through PT speakers or through external speakers connected to the PBX 73 74 Subscribers Manual Interview Service Allows the VPS to interview a caller by playing a series of prerecorded questions
41. and recording the caller s responses Subscribers are able to record questions directly into their interview mailboxes After a caller records his or her answers the Message Waiting Lamp turns on at the subscriber s telephone This feature is very useful for claims departments order desks job applications etc Keypad The dial keys 0 9 X on a telephone LCD Liquid crystal display Live Call Screening LCS Available with APT DPT Integration only Allows the subscriber to use his or her PT to monitor incoming calls as messages are being recorded The subscriber has the option of answering calls while monitoring or allowing the message to be recorded without interruption Logical Extension All Calls Transfer to Mailbox An extension that always receives calls directly into its mailbox This feature is used by subscribers who are often unavailable or who do not have a telephone Mailbox Capacity recording time The total length of time for all messages that can be recorded in a subscriber s mailbox The System Administrator or System Manager can set each subscriber s maximum mailbox capacity Each subscriber s mailbox capacity is determined by Cos Mailbox Capacity Warning Allows the VPS to alert subscribers when recording time for their mailboxes are running low The warning announcement will be heard at the beginning of Subscriber s Service Mailbox Group A preprogrammed list of subscriber mailboxes that can be used by
42. at a time System External Message Delivery Duration Time Specifies the maximum telephone connection time allowed for External Message Delivery Prevents excessive telephone charges System Manager Mailbox 999 The person who can perform a subset of the items that can be programmed by the System Administrator The System Manager using a telephone connected to the VPS can create delete mailboxes clear subscriber passwords when they are forgotten set Class of Service parameters set the System Clock etc Subscriber s Manual System Prompt Recorded voice guidance messages that help subscribers and callers use VPS features Over 1000 prompts are prerecorded in the VPS The System Administrator and Message Manager can rerecord prompts as necessary The System Administrator and the Message Manager can turn system prompts on and off as needed Each system prompt has a unique number System Report The System Administrator or the System Manager can generate various System Reports to monitor the status of the VPS System Security By default the System Manager and Message Manager cannot access the VPS from their telephones until the System Administrator sets their passwords and allows them to access the VPS via their telephones The System Manager and Message Manager must always enter their passwords in order to access the VPS The System Administrator can also choose to set a default password for subscriber s mailboxes If this setting is
43. back 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 dialling key will select the lowest setting as shown below Subscriber s Manual Level 1 y Level 2 4 Level 3 default Level 4 y Level 5 19 20 Subscribers 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
44. ber See the next page for the options from 3 to 6 Receive New Message While listening and after listened 1 Repeat Message z 1 1 Previous Message 1 are ee 1 2 Next Message g l 2 Pause Restart While listening only 2 Old Message 3 Deleted Message 2 3 Message Envelope 2 4 Set Bookmark While listening only 2 5 Resume Bookmark 2 6 Save This Message as New Erase Message Send Reply Rewind While listening only Fast Forward While listening only Transfer Message Volume Up While listening only Speed Up While listening only 9 0 Default Speed While listening only 0 Help OMDNODOAW i Receive Old Message While listening and after listened 1 Repeat Message 1 1 Previous Message 1 2 Next Message 2 Pause Restart While listening only 2 3 Message Envelope 2 4 Set Bookmark While listening only 2 5 Resume Bookmark 3 Erase Message 4 Send Reply 5 Rewind While listening only L 7 7 6 Fast Forward While listening only a een irre 7 Transfer Message 1 Record Message 8 Volume Up While listening only Ade Raper nes 9 Speed Up While listening only on z 9 0 Default Speed While listening only 3 Review Mailing List 0 Help Receive Deleted Message While listening and after listened 1 Repeat Message 1 1 Previous Message 1 2 Next Message 2 Pause Restart While listening only 2 3 Message Envelope 3 Recover
45. conversation into a specific subscriber s mailbox Because you assign the extension number when you create the button on your telephone you do not need to enter the extension number when using this feature Note e Before using these features inform the other party you will be recording the conversation e Recording time when using these features may be limited For more information consult your System Administrator e Two way Record TWR and Two way Transfer TWT are only available with Panasonic KX T series PBXs using APT or DPT Integration One touch Two way Transfer One touch TWT is only available with Panasonic KX TDA series PBXs using DPT Integration For more information consult your System Administrator or System Manager These features is only available with Panasonic proprietary telephones and portable stations For more information about these features refer to the User Manual of your PBX If all VPS ports are busy when you try to use one of these features you will hear a warning tone dial tone or busy tone depending on the feature you are trying to use For Users in New Zealand Only All persons using this device for recording telephone conversations shall comply with New Zealand law This requires that at least one party to the conversation is to be aware that it is being recorded In addition the Principles enumerated in the Privacy Act 1993 shall be complied with in respect to the nature of
46. d 7 are available only when you have accessed Subscriber Service 5 Log in If you press 5 while in Subscriber Service you will hear Please enter your party s mailbox number 7 Restart If you press 7 while in Subscriber Service you will return to the Main Menu top menu of Subscriber Service Subscriber s Manual Glossary Alternate Extension Group The extensions assigned to an Alternate Extension Group receive transferred calls via the sequence specified as the group s Alternate Extension Transfer Sequence APT Integration Digital integration between the VPS and certain KX T series PBXs Requires upgraded software in the PBX When the VPS and PBX use APT Integration voices are sent using analogue technology and data is sent digitally Depending on the model and or the software version of the connected PBX you may not be able to utilise certain features available only with APT Integration For more information consult your dealer Auto Configuration Available with APT DPT Integration only Simplifies initial system setup by reading information from the PBX and automatically creating mailboxes in the VPS to correspond to the extensions connected to the PBX Auto Configuration can be initiated with the appropriate Mode Switch setting or by System Administration Quick Setup Auto Forwarding Allows unplayed messages to be copied or moved to another mailbox Auto Receipt Allows a subscriber or th
47. e you will hear a notification tone You can hear the caller s voice by lifting your telephone s handset You can speak to the caller by pressing a customised button on your telephone Note e 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 e This feature is only available with Panasonic proprietary telephones and portable stations To use Hands free Mode your telephone must have a speaker e For more information about this feature refer to the User Manual of your PBX Subscribers Manual 5 13 Recording Your Conversations If you have a Panasonic telephone that is compatible with these features you can record your telephone conversations This feature is not available with certain PBXs There are 3 features that allow you to record your conversations Two way Record TWR By pressing the button on your telephone that is assigned as the TWR button you can record the current conversation into your own mailbox Two way Transfer TWT By pressing the button on your telephone that is assigned as the TWT button and then entering a subscriber s extension number you can record the current conversation into that subscriber s mailbox One touch Two way Transfer One touch TWT By pressing a button on your telephone previously assigned as a One touch TWT button you can record the current
48. e System Manager to receive a message to confirm the reception of sent messages to other subscribers Automated Attendant The Automated Attendant feature of the VPS requests the caller to enter an extension number and then the VPS dials the number If there is no answer or the line is busy the caller is given certain options including the option to leave a message in a mailbox This is the advantage of calling an extension indirectly through the Automated Attendant rather than calling it directly Automatic Log in Available with APT DPT Integration only Allows subscribers to access their mailboxes directly without entering their mailbox numbers Subscribers can access their mailboxes directly from their extensions or from outside phones by dialling a preprogrammed telephone number either a DID number or a telephone number that reaches the PBX via a preprogrammed outside line or by calling the VPS from a preprogrammed telephone number Caller ID number Autoplay New Message The VPS plays new messages automatically when a subscriber the System Manager or the Message Manager logs in to his or her mailbox 69 70 Subscribers Manual Bookmark Enables a subscriber the System Manager or the Message Manager to set a specific point Bookmark in a message and easily resume playback later from that point Call Blocking Allows subscribers to have their calls handled by the Incomplete Call Handling Service without ringing at their ext
49. ensions Call Screening Allows subscribers to screen calls The VPS prompts the caller with the message Record your name at the tone and records the caller s name The caller is put on hold while the VPS calls the subscriber and plays back the caller s name The subscriber can then decide whether to take the call or not Called Party ID Sometimes referred to as Follow On ID Allows the PBX to dial extra digits to bring the caller directly to a specified mailbox rather than to the General Delivery Mailbox Caller ID Callback Available with APT DPT Integration only Enables a subscriber to use the Caller ID number information included with a message to call back the message sender without dialling the caller s telephone number Caller ID Call Routing Available with APT DPT Integration only The VPS automatically sends calls from preprogrammed Caller ID numbers to a specified extension mailbox including Mailbox Group or Custom Service Caller Name Announcement System Personal Available with APT DPT Integration only The VPS announces prerecorded Caller ID caller names when 1 subscribers listen to messages received from preprogrammed telephone numbers left in their mailboxes 2 the VPS transfers calls from preprogrammed telephone numbers to subscribers Caller ID Screening 3 the VPS pages subscribers by intercom Intercom Paging Caller names can be recorded and played for all subscribers system or can be recorded by ind
50. ge 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 e See 2 1 Logging in to Your Mailbox if necessary Continue from Specifying the Recipients by Number or Specifying the Recipients by Name Dialling by Name Specifying the Recipients by Number Enter one of the following A mailbox number A Personal Group Distribution List number then A Mailbox Group number 2 to accept Continue from Recording Your Message Specifying the Recipients by Name Dialling by Name Using the dialling keys enter the first 3 or 4 letters of the desired recipient s name 1 to select the announced name 2 to hear the next name 3 to repeat the current name Continue from Recording Your Message 27 28 Subscribers Manual Recording Your Message 1 to record your message e Press 2 to add another recipient continue from Specifying the Recipients by Number or Specifying the Recipients by Name Dialling by Name e Press 8 to review the recipients Speak after the tone e
51. gned callers b The VPS transfers a call to you from one of the assigned callers C The VPS pages you to inform you that you have a call from one of the assigned callers This feature utilises Caller ID telephone numbers assigned for this feature are referred to as Caller ID numbers This feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox Assigning Caller ID Numbers and Recording Names 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 0 QQ 3 Enterthe Caller ID number caller s telephone number 20 digits max then 4 2 to accept 5 State the caller s name after the tone 6 2 to end recording 2 to accept 8 4 to add more Caller ID numbers then continue from step 4 2 to end 9 Go on hook Changing Caller ID Numbers and Recorded Names 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary G w C to change the Caller ID number then continue from step 4 Assigning Caller ID Numbers and Recording Names 2 to change the caller s name then continue from step 6 Assigning Caller ID Numbers and 4 Recording Names 3B to accept the current item as is and skip to the next item then repeat this step Go on hook when finished Deleting Caller ID Numbers and Recorded Names 1 Note Log in to your ma
52. h certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox zZz D g oe D Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 1 to change telephone number 1 2 to change telephone number 2 e If you have already set a telephone number and wish to change it press 1 after selecting telephone number 1 or 2 Enter your outside telephone number 20 digits max including area code if needed 2 to accept Go on hook In order for Remote Automatic Log in and Toll Saver to function properly your PBX must be able to receive Caller ID information For more information consult your System Administrator or System Manager Remote Automatic Log in and Toll Saver are only available with Panasonic KX T series PBXs using APT or DPT Integration For more information consult your System Administrator or System Manager The System Administrator or the System Manager must enable Automatic Log in and Toll Saver for your mailbox before it can be used 57 Subscribers Manual 5 17 Personal Custom Service A Personal Custom Service is a set of options you can present to your callers allowing them to press buttons on their telephones in order to access certain features You should explain the options available to your callers in each of your personal greeting messages for example This is name can t take your call righ
53. he many advanced features offered by the VPS Note e This manual may refer to products not available in your country area e Model number suffixes are omitted throughout this manual Subscribers Manual Table of Contents 1 1 1 2 2 1 2 2 2 3 2 4 2 5 2 6 3 3 1 3 2 3 3 3 4 4 4 1 4 2 4 3 4 4 5 5 1 5 2 5 3 5 4 5 5 5 6 5 7 5 8 Introduction to the VPS cccccccsseeeeeeeeeeeeeeeeeeeeeeeeeeeees 5 Introduction to the VPS ssseseeeseeesieseiiessresrirtsrresinrsrinsrnnsrinesrrnns 5 Logging in to and Configuring Your Mailbox 8 Logging in to Your MailbOX eee eeeeeeeeeeeneeeeeeeeeeeeeeseneeeeeeeeeaeees 8 Subscriber Tutorial Easy Mailbox Configuration 0e 9 Changing or Deleting Your Personal Greeting Messages 12 Changing or Deleting Your PaSSWOIK c cccceeeeeteeeeeteeeteneees 14 Changing or Deleting Your Subscriber Name cccseeseeees 15 Common Service Commands and Navigation Commands 16 Message Playback and Related Features 17 Playing M SSaQeS cccceeesencceeeeeeeneeeteseaeeeeseneeaeeeeeeneaeeeeeeneees 17 Replying to MCSSAGES eeeeeeceeeeeeeeeeeeeeeeneeeeeeeeeneeeeeteeeeeeeeneaaes 20 Transferring MCSSAQES cccceeeeeeeeeeeeeeeeeeeeeteeeaeeeeseeeeeeeesenaeeeees 22 Romolo ACCESS eenias aE edith acne 24 Sending Messages ccccsssseeeeeeeeeeeeseeeeeeeeeeesees 26 Sending Mess
54. her subscribers or when sending a message via External Message Delivery DID Call Routing Available with DPT Integration only The VPS automatically sends calls from preprogrammed DID numbers to a specified extension mailbox including Mailbox Group or Custom Service DPT Integration Digital integration between the VPS and certain KX T series PBXs Requires upgraded software in the PBX When the VPS and PBX use DPT Integration voices and data are sent digitally Depending on the model and or the software version of the connected PBX you may not be able to utilise certain features available only with DPT Integration For more information consult your dealer DTMF Dual Tone Multi Frequency Commonly referred to as touchtone E mail Integration Allows subscribers and the Message Manager to receive notification by e mail when they receive new messages Subscribers can also have the voice message attached to the e mail notification if the System Administrator has enabled this feature for their mailboxes External Delivery Message A message recorded by a subscriber and then delivered to outside parties and or extensions The VPS dials the outside telephone number or extension number and plays the message for the recipient The message can be delivered immediately or at a specified time External Message Delivery List A preprogrammed list of outside parties and extensions that can be used to deliver an External Delivery Message to several
55. hile recording a message for you the call will be transferred to your Covering Extension b Note e You can change the dialling key that transfers your callers to your Covering Extension If you assign the Transfer to Operator option in your Personal Custom Service to a dialling key other than 0 callers who press that dialling key will be transferred to your Covering Extension see 5 17 Personal Custom Service e If you do not assign your Covering Extension callers will be transferred to the operator instead zZ o gt ie D Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary Enter the desired extension number e If you have already assigned your Covering Extension and want to assign a different extension press 1 before entering the desired extension number 2 to accept Go on hook Once you assign a Covering Extension remember to tell callers in your greeting message that they can press 0 to be transferred to name of your Covering Extension 37 38 Subscribers Manual 5 4 Interview Mailbox An interview mailbox is a mailbox designed to ask questions to callers and record their answers If you have an interview mailbox not all subscribers do you can record up to 10 questions and set the answer recording time individually for each question from 1 to 60 seconds Your interview mailbox can be used for example to allow calle
56. ilbox e See 2 1 Logging in to Your Mailbox if necessary w to delete all numbers then go on hook to finish 2 to delete one number to delete the announced number 2 to keep the number and announce the next number then repeat this step Go on hook when finished The number of callers you can assign for this feature is controlled by the System Administrator or System Manager In order for this feature to function properly your PBX must be able to receive Caller ID information For more information consult your System Administrator or System Manager 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 Subscribers Manual 51 Subscribers Manual 5 12 Live Call Screening LCS If you have a Panasonic telephone that is compatible with this feature you can screen your calls When you receive a call you can listen to the caller as he or she leaves a message in your mailbox then answer the call if you choose This feature is not available with certain PBXs and may be disabled by the System Administrator for your mailbox There are 2 modes for LCS Hands free Mode When a caller is leaving you a message you will hear the caller s voice through your telephone s speaker You can speak to the caller by going off hook Private Mode When a caller is leaving you a messag
57. ill guide him or her through the following procedure After a recipient has listened to an External Delivery Message he or she can send you a reply to your message and even set urgent or private message status 1 1 to receive the message 2 Enter the 4 digit password then GJ e f you did not set a password this step will be skipped 3 The message is played back 2 to reply e To end the call press then go on hook to finish Record a reply C to end recording 2 to accept C to make the message urgent 2 to continue gt o N Q 9 1 to make the message private 2 to continue 10 Go on hook Note e Ifthe recipient enters an incorrect password 3 times the VPS will announce the following information if it has been programmed This information can help the recipient track down the message or message sender you Company name Callback telephone number Your subscriber name e The VPS may be able to guide recipients using a different language For more information consult your System Administrator Subscribers Manual Section 5 Other Features 5 1 Call Transfer When a call reaches your extension via the Automated Attendant service normally your extension will ring and you can answer the call If you use the Call Transfer feature however the VPS can handle the call in a number of ways The status you set for Call Transfer determines what happens t
58. isabled by the System Administrator or System Manager for your mailbox Recording a Personalised Greeting for the First Time 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2004 3 Enter the personalised greeting number 1 4 4 Record your greeting message after the tone 5 4 toend recording 2 to accept 7 Go on hook Changing a Personalised Greeting 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2G Q 3 Enter the personalised greeting number 1 4 4 11 to change the greeting then continue from step 4 Recording a Personalised Greeting for the First Time 3 to delete the greeting 5 Go on hook Assigning Caller ID Numbers for the First Time 1 Log in to your mailbox Subscribers Manual e See 2 1 Logging in to Your Mailbox if necessary OW 3 Enter the personalised greeting number 1 4 4 2 to accept 5 Enter the Caller ID number caller s telephone number 20 digits max then e While entering a Caller ID number you can press to enter a wild card This allows several telephone numbers to match the Caller ID number that you assigned For example if you store the Caller ID number as 012 X enter the number of X s as required for telephone numbers in your area country any telephone number that begins with 012 for example all callers from the 012 are
59. ividual subscribers and played for their own calls only personal If the same Caller ID number is programmed for both System and Personal Caller Name Announcements the VPS will use the caller name recorded by the subscriber Company Greeting A maximum of 32 Company Greetings can be recorded to greet callers One or System Greeting or none can be selected for each Day Night Lunch Break and Holiday service based on a port and outside line Subscriber s Manual Company Name This is played by the VPS to the intended receiver of an External Delivery Message when he or she is unable to enter correctly the password if a password is required to listen to the message This helps him or her to realise where the call came from and contact the message sender if necessary Covering Extension Allows subscribers to set another extension as the destination for their calls Callers can be directed to the covering extension either by the Incomplete Call Handling feature or by pressing 0 while listening to a subscriber s personal greeting message or while leaving a message Custom Service Builder Allows the System Administrator to create Custom Services visually using KX TVM Maintenance Console Each Custom Service and its functions can be edited and arranged using a familiar drag and drop interface Custom Service Allows callers to perform specific functions by pressing dial buttons on their telephones while listening to voice guidance Cu
60. ling determines what happens to these calls You can set one or more of the following for no answer calls and for busy calls separately If you select more than one option the caller will be prompted to select his or her desired option Leaving a Message The VPS will transfer the caller to your mailbox where he or she can leave a message for you Transfer to Covering Extension The VPS will transfer the caller to your Covering Extension see 5 3 Assigning Your Covering Extension If you have not assigned your Covering Extension this option is not available Intercom Paging The VPS will page you using the Intercom Paging feature of the PBX Your name will be announced to alert you to the call This feature is available with certain PBXs only Beeper Pager Access The VPS will prompt the caller to enter his or her telephone number then will send the caller s telephone number to your beeper pager so you can return the call Transfer to Custom Service The VPS will transfer the caller to the Custom Service you specify here Transfer to Operator The VPS will transfer the caller to the operator Return to Top Menu The caller is returned to the top menu of the Automated Attendant service and can then choose to call a different extension 35 36 Subscribers Manual 1 2 3 Note Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 4 for no answer calls C for busy call
61. lves dialling 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 Subscribers 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
62. n hook Note No acknowledgement will be given to indicate the message has been transferred Subscribers Manual 23 24 Subscribers 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 recognise 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 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 e Ask your System Administrator or System Manager what telephone number you should dial in order to access the VPS remotely 2 Password CF
63. 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 Main Menu Receive Msg Deliver Msg Mbx Management A A Status e 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 e This feature is only available with Panasonic KX TDA series PBXs using DPT Integration For more information consult your System Administrator or System Manager 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 Personal Greeting Messages Your VPS may be programmed to initiate a Subscriber Tutorial the first time you
64. o on hook if finished Deleting Questions 1 2 3 4 Note Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 6 G GB to delete the current question 2 to skip to the next question then repeat this step 83 to skip to the previous question then repeat this step 4 to select a specific question e Enter the question number and then repeat this step Go on hook if finished If you would like to use this feature you must first be assigned an Interview Mailbox For more information consult your System Administrator Subscribers Manual 39 40 Subscribers Manual 5 5 Message Reception Mode If you have an interview mailbox see 5 4 Interview Mailbox in additional to your regular mailbox Message Reception Mode determines which mailbox is used when a Calls are directed to your mailbox by the Leaving a Message setting of the Incomplete Call Handling feature see 5 2 Incomplete Call Handling b Your extension is a Logical Extension i e your mailbox receives your calls automatically perhaps because you do not have your own telephone for regular use Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w C to toggle between Interview Mode interview mailbox and Message Recording Mode regular mailbox Go on hook Not all subscribers have interview mailboxes For more information
65. o the call You can set one of the following Call Blocking The call will be handled by the Incomplete Call Handling feature see 5 2 Incomplete Call Handling which allows you to have your calls ring at another extension transferred to your mailbox transferred to the operator etc The call will not ring at your extension The call will be handled according to the settings you have made for Incomplete Call Handling for No Answer Call Screening The VPS will prompt the caller to record his or her name If you are available to answer calls the VPS will ring your extension and play back the name of the caller You can then answer the call if you choose If you do not or cannot answer the call the call will be handled according to the settings you have made for Incomplete Call Handling for No Answer Intercom Paging The VPS will page you using the Intercom Paging feature of the PBX The call will not ring at your extension Your name will be announced to alert you to the call This feature is available with certain PBXs only If you do not or cannot answer the call the call will be handled according to the settings you have made for Incomplete Call Handling for No Answer Beeper Pager Access The VPS will prompt the caller to enter his or her telephone number then will send the caller s telephone number to your beeper pager so you can return the call Transfer to Mailbox The VPS will transfer the caller to your mailb
66. ok to finish 2 to delete one member 6 to delete the announced member 2 to keep the member and announce the next member e Repeat this step to delete other members 7 Go on hook Changing Personal Group Distribution List Names You can change or delete Personal Group Distribution List names 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 3 Enter the desired Personal Group Distribution List number 1 4 to change the list name to change record the list name 3B to delete the list name then go on hook to finish N State the list name after the tone to end recording 2 to accept Go on hook ODN The System Administrator can create Mailbox Groups which are similar to Personal Group Distribution Lists except they can be used by other subscribers For more information consult your System Administrator or System Manager Subscribers Manual 5 7 External Message Delivery Lists Your External Message Delivery Lists allow you to send messages to several outside parties and PBX extension users who do not have their own VPS mailboxes at once see 4 3 External Message Delivery You can create and edit 2 External Message Delivery Lists and these lists can only be used by you You can assign up to 8 members to each list and record a name for each member Creating or Adding to an External Message Delivery List 1 Log
67. ox where he or she can leave a message for you The call will not ring at your extension Transfer to Custom Service The VPS will transfer the caller to the Custom Service you specify here The call will not ring at your extension Disable Call Transfer Turns the Call Transfer feature off The call will ring at your extension 33 Subscriber s Manual 1 Note Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w w Select the desired Call Transfer status for Call Blocking 2 for Call Screening GB for Intercom Paging 4 for Beeper Pager Access C for Transfer to Mailbox 6 for Transfer to Custom Service for Disable all Transfer Follow the prompts as necessary e The prompts heard will vary depending on the feature you set in step 3 Go on hook Intercom Paging is only available with Panasonic KX T series PBXs using APT or DPT Integration For more information consult your System Administrator or System Manager Subscribers Manual 5 2 Incomplete Call Handling When a call is directed to your extension via the Automated Attendant service Incomplete Call Handling will handle the calls if a You do not answer the call These calls are considered no answer calls b You are on another call These calls are considered busy calls C You have set Call Blocking see 5 1 Call Transfer The status you set for Incomplete Call Hand
68. r example e To enter 5 00 press 5 e To enter 5 15 press 5 1 5 30 2 2 for AM 2 for PM e This option may not be available if the VPS is programmed to use 24 hour time 3 Enter the day of the month for delivery then C For example e If today is February 16 and you enter 1 7 the message will be delivered tomorrow e If today is February 16 and you enter 5 the message will be delivered on March 5 Recording Your Message 1 C to request a receipt 2 to continue 2 2 to accept 3 Record your message after the tone e You can pause and resume recording by pressing 2 If you pause for more than 20 seconds recording will stop automatically 4 1 to end recording 5 2 to accept 6 Go on hook Note e If you set a password required for listening to the message make sure you notify each recipient what the password is Subscriber s Manual LLL e If your PBX uses PRI lines you may need to enter at the end of outside telephone numbers For more information consult your System Administrator e Auto Receipt is not enabled by default For more information consult your System Administrator or System Manager 31 32 Subscribers Manual 4 4 Receiving External Delivery Messages When you send an External Delivery Message the VPS will call each of the specified recipients When a recipient answers the call the VPS w
69. rd all to an outside line then continue from step 5 e This option is announced only if you are authorised to use it For more information consult your System Administrator or System Manager 6 to cancel call forwarding then continue from step 8 4 Enter the extension number of the transfer destination then continue from step 8 5 to set telephone number 1 then continue from step 8 Subscriber s Manual 2 to set telephone number 2 then continue from step 8 3 to set another telephone number Enter the outside line access number needed for making outside calls Enter the outside party s telephone number including area code if needed 24 digits max 2 to accept Go on hook This feature is only available with Panasonic KX T series PBXs using DPT Integration For more information consult your System Administrator or System Manager The number of digits that can be stored for outside telephone numbers depends on the PBX being used For more information consult your System Administrator or System Manager 55 56 Subscribers Manual 5 15 Assigning and Cancelling Telephone Numbers for Call Transfer to Outside Line When you assign a telephone number for Call Transfer to Outside Line your calls will be transferred to the assigned telephone number when a You have set Call Screening see 5 1 Call Transfer b You have set Disable Call Transfer see 5 1 Call Transfer
70. recipients in one operation Each subscriber can create 2 External Message Delivery Lists Each list can have 8 destinations External Message Delivery Retry Determines how many times the VPS will attempt to deliver an External Delivery Message when the called line recipient is busy or does not answer Fast Forward Allows a subscriber to fast forward through a message in 4 second intervals Follow On ID see Called Party ID Subscribers Manual General Delivery Mailbox A special mailbox that is maintained by the Message Manager If a caller does not have a DTMF compatible telephone the caller cannot dial numbers in order to connect himself or herself to an extension or mailbox Callers who do not dial any numbers can be directed to the General Delivery Mailbox Periodically daily is best the Message Manager should transfer messages in the General Delivery Mailbox to the appropriate subscriber mailboxes Hash Sign The key on the telephone keypad Also known as the pound sign Immediate Reply Allows the message recipient to reply to a message without specifying the extension number or the mailbox number of the sender Inband Integration When the VPS and PBX use Inband Integration voices are sent using analogue technology and data is sent using analogue DTMF tones The PBX informs the VPS of the status of extensions by sending DTMF tones and Call Progress tones to the VPS Many features such as Intercom Paging Live C
71. red message Specifying the Recipients by Number 1 Play back the desired message e See 3 1 Playing Messages if necessary e Only new and old messages can be transferred To transfer adeleted message recover the message first see 5 20 Recovering Deleted Messages 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 4 2 to accept 5 2 to transfer the message without recording your comments continue from step 8 2 to record your comments 6 Record your comments after the tone 7 C to end recording 8 2 to accept 9 Go on hook Specifying the Recipients by Name Dialling by Name 1 Play back the desired message e See 3 1 Playing Messages if necessary T 8 e Only new and old messages can be transferred To transfer a deleted message recover the message first see 5 20 Recovering Deleted Messages during or after message playback amp Using the dialling keys enter the first 3 or 4 letters of the desired recipient s name to select the announced name 2 to hear the next name B to repeat the current name Enter one of the following to transfer the message without recording your comments continue from step 10 2 to record your comments Record your comments after the tone to end recording 9 2 to accept 10 Go o
72. ring the telephone number e Ifyou insert a beeper pager display command here the VPS will prompt callers to enter their telephone numbers Caller telephone numbers can then be sent to your beeper pager This feature may be disabled for your mailbox 7 2 to accept 8 2 if the assigned number is a telephone number 2 if the assigned number is a beeper pager number 9 Go on hook Note e If your PBX uses PRI lines you may need to enter at the end of outside telephone numbers Consult your System Administrator for more information 5 9 E mail Integration Message Notification by E mail When you receive new messages in your mailbox you can receive notification by e mail The recorded message can also be added to the e mail as an attachment Consult your System Administrator for more information Subscribers Manual 47 48 Subscribers Manual 5 10 Personal Greeting for Caller ID You can record personalised greetings for specific callers If you have assigned their telephone numbers Caller ID numbers to a personalised greeting they will hear the appropriate greeting when they call you instead of your other greeting messages normally played for callers You can record 4 personalised greetings and assign 8 callers to each greeting Record your personalised greetings before assigning Caller ID numbers This feature is not available with certain PBXs and may be d
73. rs greeting messages If you do not record a greeting message a prerecorded greeting message will be used 1 Record your greeting message after the tone 2 to end recording 3 Follow the prompts as necessary e 1 to review e 2 to accept e GB to record the message again to add to delete and exit Confirming Your Settings 1 to confirm your settings 2 Go on hook Subscribers Manual 11 12 Subscribers Manual 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 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
74. rs to place orders or request information from your company You can ask them to record their names address and order or request information and then you can note their information later while playing back their messages You can even ask your System Administrator to create a Custom Service for example to record customer information for callers who call after business hours when your staff have already gone home for the day Recording Questions 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w o C to change record or re record this question then continue from step 4 2 to skip to the next question then repeat this step 3 to skip to the previous question then repeat this step 4 to select a specific question e Enter the question number and then repeat this step Record the question CD to end recording 2 to accept Continue from step 3 or go on hook if finished NO MM e Changing Answer Lengths 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 w 0 3 4 to change the answer length then continue from step 4 2 to skip to the next question then repeat this step 3 to skip to the previous question then repeat this step 4 to select a specific question e Enter the question number and then repeat this step Enter the answer length 1 60 in seconds Continue from step 3 or g
75. rsonal 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 Subscribers Manual 13 14 Subscribers Manual 2 4 Changing or Deleting Your Password You can password protect your mailbox to prevent unauthorised 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 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary o w Enter the desired password then press e Press only if you want to delete your password e Itis necessary to seta password equal to or longer than the specified number of digits by default For more information consult your System Administrator or System Manager 2 to accept Go on hook Subscriber s Manual 2 5 Changing or Deleting Your Subscriber Name You can record
76. s Select the desired Incomplete Call Handling status for Leaving a Message 2 for Transfer to Covering Extension 3 for Intercom Paging 4 for Beeper Pager Access G for Transfer to Custom Service 6 for Transfer to Operator for Return to Top Menu Follow the prompts as necessary e The prompts heard will vary depending on the feature you set in step 4 to change 2 to accept Continue from step 4 to select additional options or go on hook if finished Go on hook When Call Blocking is enabled blocked calls are treated by Incomplete Call Handling for no answer calls Intercom Paging is only available with Panasonic KX T series PBXs using APT or DPT Integration For more information consult your System Administrator or System Manager Subscriber s Manual 5 3 Assigning Your Covering Extension A Covering Extension is an extension that receives your calls instead of you Your calls can be transferred to your Covering Extension in 2 ways a By the Incomplete Call Handling Feature When the Incomplete Call Handling feature handles the call i e if you do not answer if you are on another call or if you have set Call Blocking it will transferred to your Covering Extension if you have set Incomplete Call Handling to Transfer to Covering Extension see 5 2 Incomplete Call Handling By Pressing 0 If the caller presses 0 during your greeting message or w
77. stom Service Menus Custom Services allow callers to connect themselves to an extension mailbox Mailbox Group operator fax machine etc without the assistance of an operator The System Administrator can create a maximum of 100 Custom Services Default Mailbox Template Is used as a template when the System Administrator creates consecutive mailboxes It enables the System Administrator to apply basic settings Mailbox Parameters Message Waiting Notification External Message Delivery Auto Forwarding to multiple mailboxes simultaneously Default Setting A parameter defined for the VPS at the factory which can be changed through system programming by the System Administrator or the System Manager Delayed Ringing There are 2 kinds of delayed ringing applications 1 The VPS is used as the no answer destination for the Intercept Routing feature of your PBX 2 DIL 1 N outside line to several extensions terminates on telephones and VPS ports To give the telephone users a chance to answer calls the VPS lines should be programmed for delayed ringing Otherwise the VPS will answer the calls immediately Delete Message Confirmation The VPS requests confirmation from the subscriber before erasing a message left in his or her mailbox 71 72 Subscribers Manual Delivery Time The time specified by the subscriber for the VPS to deliver a prerecorded message Subscribers can specify the delivery time when leaving messages for ot
78. t now Press 1 to leave me a message Press 2 to speak with my assistant Press 3 to dial another extension For details on recording your greeting messages see 2 3 Changing or Deleting Your Personal Greeting Messages or 5 10 Personal Greeting for Caller ID You can create your own personal custom service and allow your callers to access the following features Transfer to Mailbox The VPS will transfer the caller to your mailbox or another mailbox you specify here where he or she can leave a message Transfer to Extension The VPS will transfer the caller to the extension you specify when creating the custom service Transfer to Outside The VPS will transfer the caller to the outside telephone number you specify when creating the custom service This feature must be enabled for your mailbox by the System Administrator or System Manager Transfer to Custom Service The VPS will transfer the caller to the Custom Service you specify here Voice Mail Service The VPS will prompt the caller to enter a mailbox number and leave a message Automated Attendant Service The VPS will prompt the caller to dial an extension number in order to speak with someone else Intercom Paging The VPS will page you using the Intercom Paging feature of the PBX Your name will be announced to alert you to the call This feature is available with certain PBXs only Repeat Greeting The caller can play your greeting message back from
79. tatus 20 27 Using the VPS 5 V VM Menu 6 VM Menu only Command 16 Subscriber s Manual 85 86 Subscriber s Manual Ee Subscriber s Manual 87 Panasonic Communications Co Ltd 1 62 4 chome Minoshima Hakata ku Fukuoka 812 8531 Japan Copyright This material is copyrighted by Panasonic Communications Co Ltd and may be reproduced for internal use only All other reproduction in whole or in part is prohibited without the written consent of Panasonic Communications Co Ltd 2005 Panasonic Communications Co Ltd All Rights Reserved PSQX3217WA KK0105MA3065
80. the operator 6 2 to accept 7 Go on hook Deleting Options from Your Personal Custom Service 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 0w an 3 Press the desired dialling key 0 3 9 that you want to delete an option from 4 5 Go on hook To Select the No DTMF Input Operation 1 Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w w W C to select the No DTMF Input Operation C for message recording 2 to disconnect the caller 3 for disconnect the caller after hours message recording for all other times 6 2 to accept 7 Go on hook 59 60 Subscribers Manual To Confirm the Settings for Your Personal Custom Service 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 3 2 to review 4 Go on hook Note e The System Administrator or the System Manager must enable Transfer to Outside for your mailbox before it can be used e The Transfer to Outside option can be used a maximum of 4 times in your Personal Custom Service e Intercom Paging is only available with Panasonic KX T series PBXs using APT or DPT Integration For more information consult your System Administrator or System Manager e If your PBX uses PRI lines you may need to enter at the end of outside telephone numbers For more information consult your System Administrator
81. the personal information collected the purpose for its collection how it is used and what is disclosed to any other party 53 54 Subscribers Manual 5 14 Remote Call Forwarding You can program the VPS to forward your calls to another extension or to an outside telephone if authorised You can do this even when you are away from the office This feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox When activating Remote Call Forwarding you can select one of the following options Forward All Calls All your calls will be forwarded to a specified extension Forward Busy Calls Your calls are forwarded to a specified extension if you are already on another call Forward No Answer Calls Your calls are forwarded to a specified extension if you do not answer your telephone Forward Busy and No Answer Calls Your Calls are forwarded to a specified extension if you are busy or do not answer your telephone Forward to an Outside Line All your calls are forwarded to the specified outside telephone number if you are authorised to use this feature Assigning Outside Telephone Numbers for Remote Call Forwarding Before you can forward your calls to an outside telephone you should first store the telephone numbers you plan on using with this feature You can store 2 telephone numbers for use with Remote Call Forwarding 1 Log in to your m
82. they listen to messages you left for them It may also be heard by callers when they use the Dialling by Name feature Personal Greetings When callers are directed to your mailbox they will hear one of 3 Personal Greeting Messages After the greeting is played a tone will sound and the caller can leave a message a No Answer Greeting Heard by callers when you do not answer their calls A common example might be This is name 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 Note e 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 10 Subscribers Manual Starting the Subscriber Tutorial 1 Login to your mailbox e See 2 1 Logging in to Your Mailbox if necessary 2 Confirm that the Subscriber Tutorial has begun e The VPS will announce Welcome to the Panasonic Voice Mail System This is the Subscriber Tutorial service e 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
83. ting Members from an External Message Deliv ery List 44 Deleting Members from Personal Group Distribution Lists 41 Deleting Options from Your Personal Custom Ser vice 59 Deleting Questions 39 Device Notification 45 E E mail Integration Message Notification by E mail 47 External Message Delivery 29 External Message Delivery Lists 43 G Glossary 69 H Hands free Mode 52 Incomplete Call Handling 35 Intercom Paging 33 35 58 Interview Mailbox 38 Introduction to the VPS 5 Subscribers Manual L LCS gt Live Call Screening 52 Leaving a Message for the Sender 20 Live Call Screening LCS 52 Logging in to and Configuring Your Mailbox 8 Logging in to Your Mailbox 8 Logging in to Your Mailbox for the First Time 6 M Mailbox Capacity Warning 64 Manual Log in 8 24 Message Delivery 27 Message Notification by E mail 47 Message Playback and Related Features 17 Message Reception Mode 40 Message Waiting Lamp 45 Message Waiting Notification 45 N Navigation Commands 16 New Messages 17 No Answer Greeting 9 12 O Old Messages 17 One touch Two way Transfer One touch TWT 53 Other Features 33 P Password 9 14 Personal Caller Name Announcement 50 Personal Custom Service 58 Personal Greeting for Caller ID 48 Personal Greetings 9 Personal Group Distribution Lists 41 Playing Messages 17 Private Mode 52 Private Status 20 27 Prompts 6 Prompts only Commands 16 Q Quick Reference 65
84. tom Service Personal Greetings Subscribers can record 3 greeting messages that greet callers who are directed to their mailboxes The Personal Greeting heard by callers depends on the status of the subscriber or VPS No Answer Greeting Heard by callers when the subscriber does not answer Busy Signal Greeting Heard by callers when the subscriber is busy After Hours Greeting Heard by callers when the VPS is in night mode Personal Greeting for Caller ID Available with APT DPT Integration only A subscriber can record a maximum of 4 Personal Greeting messages that are played for callers whose telephone numbers Caller ID numbers have been assigned to a Personal Greeting for Caller ID A maximum of 8 Caller ID numbers can be assigned to each greeting Subscriber s Manual Personal Group Distribution List A preprogrammed list of subscriber mailboxes that can be used by the subscriber who created the list to deliver a message to several recipients in one operation Each subscriber can create 4 Personal Group Distribution Lists Each list can have 40 members Personal Programming Also known as Station Programming PBX programming that is performed by an extension user to customise his or her extension s settings In order to user certain VPS features such as Live Call Screening LCS personal programming may be required PIN Call Routing Allows preferred callers to be directed to a specific extension mailbox or Custom Service when
85. 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 Dialling 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 on a Log in to your mailbox e See 2 1 Logging in to Your Mailbox if necessary w W e Enter 3 3 8 to delete your subscriber name then go on hook to finish State your name after the tone 4 to end recording 2 to accept Go on hook 15 16 Subscribers Manual 2 6 Common Service Commands and Navigation Commands Commands for Changing the Current VPS Service After going off hook and dialling 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 o You will be guided to enter a Custom Service number 1 100 ED 6 Activates Voice Mail Service You can record a message for another subscriber by entering his or

TVM Voice Mail User Guide - BCT Communication Systems Inc.

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