1 - Best4Systems
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1. oag Leave Covering Intercom Beeper Operator Return to Transfer Top Menu gt The Intercom Paging feature is available only if your company is using a Panasonic KX TD series telephone system Message Ext Paging Transfer A A Service status 2 Press for Automated Attendant status 3 Press to set the Incomplete Call Handling Enabling Leaving a Message Status 1 Press EB e The VPS tells you the current status E T gt n oQ os 2 Press to change or to accept enable disable Enabling Covering Extension Transfer Status 1 Press B e The VPS tells you the current status 2 Press to change or to accept enable disable Enabling Intercom Paging Status T Press E e The VPS tells you the current status 2 Press to change or to accept enable disable 5 4 2 v N x lt Q 2 Setting the Incomplete Call Handling Status Enabling Beeper Access Status 1 Press e3 e The VPS tells you the current status 2 Press to change or to accept enable disable Enabling Operator Transfer Status 1 Press E e The VPS tells you the current status 2 Press to change or to accept enable disable Returning to Top Menu Automated Attendant Service Status 1 Press ga e The VPS tells you the current status 2 Press to change or to accept enable disable 5 5 Setting the Message Reception Mode Subscriber s If you are not available t2. 1 2 x A OOWE BO Cs 1 Log in the main command menu Management Press for Mailbox Management i 7 3 Press to set the group distribution list Change Change Change Group Personal Password Owner s Distribution Enter the group number 1 4 NA On B WN Greeting Name List Settin e Press to record the group name Group No Record the name and press E Press to accept 2 3 4 a Change Add Delete Review Group Members Members List a Name x lt Q Go to Step 6 Tip Step 5 6 If a group name is already recorded press 1 to change this name then record the new one Step 7 You can erase the name by pressing 3 5 11 Deleting from Personal Group Distribution Lists Subscriber s Main Command Menu Caer ware Mailbox Management 1 2 GB Change Change Change Group Personal Password Owner s Distribution Greeting Name List Setting Group No Change Add Delete Review Group Members Members List Name Go to Step 6 Log in the main command menu Press for Mailbox Management Press to set the group distribution list Enter the group number 1 4 Press to delete members from the list Press to delete a member NIA WM B amp B Ww NH Press to delete the mailbox e T gt n oQ o Tip Step 6 You can delete all members by pressing 1 Step 7 You can keep the mailbox and play th
3. 5 4 e Message Waiting Lamp Notification Setting See page 5 13 e Setting Notification by Calling See page 5 14 Once you complete your setting find your desired operation from the titles then call the VPS Table of Contents Chapter 1 Using Your Mailbox and the VPS Opening Your Mailbox Mailbox Login ccsccssscssssssscceseeees 1 2 ACCESSING VPS SOrvieS scsescccsesscsscccssscssosccessssecssecessssescossesecesssonessascesss 1 3 Chapter 2 Receiving Messages Receiving MESSAGES owcisciscicsscccissnsicsssevcssccccesessedstesvoersossestisuecessteseeneis 2 2 Message Playback Options ccsscsssscssssssssscsscsssccsessecessessncssones 2 3 Replying t Messages sisciscscssssescssescsctesseacssatessestecscaessessoestesctesssasszzente 2 5 Message Transfer occicscisccisssestsscsssscesscicssocdssecsescesesesssacsescszescarsscsesaazesete 2 6 Erasing Messag s isccisscessstessscessscsessciestaccsesssestascciessacssecssessesscieaseesacete 2 7 Receiving Message Waiting Notification ssesssessosesocssosesosesosesossee 2 8 Live Call Screening sicsiseccccscceveccsscescececeseterecdestecesecedsaecessceseseceiszecesaceyss 2 9 Recording a Two Way Conversation e sessseessessoeesoessocesocesosesosesoses 2 10 Chapter 3 Sending Messages Delivering Messages to Other Subscribers e sessseessessoessoessosesosessoee 3 2 Checking Mailbox Distribution e sesssesoesoesoesoesoesoesossossosoesossoesossoesoe 3 3 Setting up an Exte
4. a D Other Features 1 G Interview Message External M B Waiting Message Management Notification Delivery Setting 3 Record Answer Erase Question Length Question Go to Step 5 Log in the main command menu Press for Other Features Press for Interview Mailbox Manage ment D Ww N e Press to erase the question e The VPS plays question No 1 5 Press to erase question No 1 e The VPS plays the next question 6 Repeat step 5 E T gt n oQ o Tip Step 5 You can go to the next question by pressing 2 and to the previous question by pressing 3 You can jump to the desired question by pressing 4 then the question number and 5 18 kkkkkkkk Quick Reference kkkkkkkk Entering a Mailbox Name RECORD MESSAGES Mailbox No NVA Mailbox No Password MAIN COMMAND zx O 2 lt Repeat Previous Next Erase Reply Rewind Fast Forward Transfer Scan G BReeResce E Help Menu 2 Deliver Enter the mailbox number 1 Record message 2 Add Mailbox 3 Review Mailing List Check Mailbox Distribution Status EB Play the message D CD Play previous message 2 Play next message 3 Cancel 4 Automated Attendant Status CO Set Ca
5. be notified by telephone or gt Lamp Status Status by a beeper Go to Step 5 Tip Step 8 Change the telephone number Accept Review Add more digits Insert a pause Set dial mode Insert a wait for dial tone Insert a beeper display command 5 15 Setting Answer Lengths for the Interview Mailbox Subscriber s An Interview Mailbox plays prerecorded questions to Main Command Menu callers and records their answers You can record up to ten questions and set the answer lengths from four to thirty two seconds The answers are recorded in a DOOOS we tity Other string and stored in your mailbox Features 1 Log in the main command menu 2 Press for Other Features 1 G Interview Message External gt p MB Waiting Message 3 Press for Interview Mailbox Manage Management Notification Delivery ment Setting 4 Press to set the answer length 2 e The VPS plays the question No 1 if it has Record Answer Erase E Question Length Question been recorded Gas 5 Press to set or change the length of ques Step 5 tion No 1 e The VPS plays the length if it has been set gt Every Subscriber can maintain an interview mailbox Be sure to have your System Manager assign an interview mailbox eee 7 Press for 4 seconds for 8 seconds for 16 seconds or for 32 seconds e The VPS plays the length that you have just entered o T 5 n p N Press to change the
6. command Setting Device Status For each device the notification is enabled disabled or enabled on the preset schedule If you want to enable it on the schedule contact your System Administrator as you are not allowed to set the schedule by yourself 1 3 Same as the Message Waiting Lamp Status 4 Press to set the device status 5 Enter the device number 6 Press to select the status Tip Step 6 Schedule enabled on the schedule Continuously enabled whole day Do not use disabled whole day 5 14 o F gt n oQ os Setting Notification by Calling gt You must have your System Notification Number Assignment Manager authorize the use of the Callback Number Entry You can set the telephone or beeper numbers where Mode beforehand sepia you wish to receive notification calls up to three You can use the keys 0 to 9 a tone pulse switch Subscriber s 1 3 Main Command Menu Same as the Message Waiting Lamp Status 4 Press to assign the telephone number Other 5 Press to change the first telephone Features number to change the second telephone number to change the third telephone E E number ae Message External e a Press to set the telephone number eae Notification Delivery Setting Enter the telephone number mera N y 5 oO nv Press to accept 3 P R Change Change Assign TS M W Device Tel No Select to
7. ges 3 N N N I D S D m4 2 9 Recording a Two Way Conversation By assigning one of the function keys on your tele gt This feature is available only if Phone to this feature you can record the conversation your company is using a Pana that you are having ones series telephone yoy should give your party a notice before recording ian that your conversation will be recorded gt A beep sounds every sixteen seconds during recording Q Q Q fo LA lt ra m A yn Q ig na 2 10 Chapter 3 Sending Messages This chapter tells you how to send messages including recording and delivery Contents Delivering Messages to Other Subscribers sccssccsccsccseessseees 3 2 Checking Mailbox Distribution s sesssessesoesoesoesossoesossoesosoesossoesossoesee 3 3 Setting up an External Message Delivery List scsscssscssseseees 3 4 Sending External Delivery Messages sccsscsssccsccssscssesseesseees 3 6 Checking and Setting External Message Delivery Status 3 7 na o b fas aA a z b gS T a o n Delivering Messages to Other Subscribers Subscriber s Main Command Menu NOOO M Deliver Message Mailbox No aaa Goto XXXX Step5 gt To use Personal Group Distribution Lists they must have been created beforehand To use the System Group Distribution Lists check with your Syst
8. in someone else s a selection prompt as follows mailbox you do not have to use this procedure See the following topic in ex Chapter 4 e Recording Messages for For English press 7 any caller For French press 8 e Recording Messages from a For Chinese press 9 rotary phone gt If your company is using a 2 if you hear the above prompt press the Panasonic KX TD series tele phone system you can directly access your mailbox just by number of the appropriate language dialing the number of the V M Please enter your party s mailbox number Service depending upon Sys To enter by name press and 1 tem Programming Check with If you are using a rotary telephone stay on your System Manager the line To call the operator press 0 Tip Step 1 3 Press E3 then enter your mailbox number If no ports are assigned to Voice Mail Service press Enter your password followed by after calling the VPS 4 Enter the password if you have one You are now in the main command menu 1 2 Q S z a je Oo 3 3 5 val on N Accessing VPS Services Call VPS Voice Mail Service dcia No gt KONI n gt KOTS Subscriber s Service Tip and are valid only for Subscriber Service In VPS operation the following functions are avail able whenever the system is providing voice prompts Pres
9. recording Press to accept Press to set this message to a private message Otherwise press B 4 2 Recording Messages from a rotary phone Call VPS Selection Prompt Mailbox Rotary 0 No Name Phone Operator XXXX XXXX i Go to Step 2 gt From a rotary phone once your message has been recorded you cannot re record nor erase it If you are using a rotary phone you cannot specify a mailbox because every key entry is invalid Wait a moment until the VPS guides you to the General Delivery Mailbox where you can leave your message The recorded messages will be delivered to your intended party later Callers who do not enter any thing because they are unfamiliar with the VPS can also leave messages in the same way Q 2 iS jam D 5 a 2 5 1 Call the VPS and access the Voice Mail Ser vice 2 Wait a moment 3 State your message 4 Hang up the phone Receiving External Delivery Messages VPS Calls you Selection Prompt 1 Receive Hold Message Password GB Receive Message Call Back aa Repeat Reply End Help External Delivery Messages are delivered by the VPS to telephone numbers instead of mailboxes 1 Pick up a call from the VPS If the system is equipped with multiple lan guages up to three languages you will hear a selection prompt 2 Press the number of the appropriate lan
10. the current owner s name by pressing 2 You can erase the name by pressing 3 Entry of Personal Group Distribution Lists Subscriber s Main Command Menu eeepc eer Mailbox Management 1 2 3 Change Change Change Personal Password Owner s Greeting Name Q Change Add Delete Group Members Members Name Go to Step 6 1 Group Review List Q OnNA Nn BB WN A Personal Group Distribution List is used in Mes sage Delivery and Message Transfer to send the same message to several mailboxes with a single operation Up to four lists can be maintained at the same time and each list can contain up to twenty members Log in the main command menu Press for Mailbox Management Press to set the group distribution list Enter the group number 1 4 Press to add members to the list Enter the mailbox number to be added Press to add the number Press to end adding members e T gt n oQ os Tip Step 7 You can change the number by pressing 1 You can end adding members by pressing Step 8 You can continue adding members by pressing 1 5 10 Recording the Names of Personal Group Distribution Lists Subscriber s The VPS will play the recording for you when you Main Command Menu specify a personal group distribution list Then you assure that it is the right one
11. to accept Press to set delivery time or private sta tus Press to specify the delivery time Enter the time and E3 Press for AM or for PM Enter the date the day of the month and E2 Press to accept Press to set this message to a private message Otherwise press 3 2 Checking Mailbox Distribution This function lets you check the status of messages which you have recorded in your mailbox to deliver to other mailboxes Subscriber s Main Command Menu 1 2 4 5S 6 C ore You can check the history delivery status of up to MB 84 message transmissions Distribution Goto 1 Log in the main command menu Step 3 Press to check distribution status 3 Press to cancel the message or delete verification Select to delete verification of this message or to cancel message delivery n o oN Ss N a gt Tip Sending Step 3 You can listen to the message by pressing 1 You can check the previous message by pressing 1 twice You can check the next message by pressing 2 3 3 Setting up an External Message Delivery List Subscriber s Main Command Menu ooga Other Features Interview Message External M B Waiting Message Management Notification Delivery Setting Record Check Mailing Message Delivery List Status Setting Go to Step 5 gt To use this feature you must have your Sys
12. 12 Message Waiting Lamp Notification Setting ccscccsssssseees 5 13 Setting Notification by Calling seessesssosssossoessoessoessoessocesossosssosese 5 14 Setting Answer Lengths for the Interview Mailbox 000 5 16 Recording Questions for the Interview Mailbox sscccsseees 5 17 Erasing Questions from the Interview Mailbox sscceseeees 5 18 Vi Chapter 1 Using Your Mailbox and the VPS This chapter tells you how to enter Subscriber Service and other services provided by the VPS D yn A gt Q 5 B a x fe E z gt oN S Rz D Contents Opening Your Mailbox Mailbox Log in sesseesscsssosssoesoossoossoessose 1 2 Accessing VES SOLVICES isciiscisscctecctidescesecdescedesceedccdstocesscevesneseocdsenccessces 1 3 Opening Your Mailbox Mailbox Log in To access Subscriber Services you must open your mailbox first Follow the operation below d g 2 TQ lt a 5 2 B T la 2 2 a im fo lt jaz 22 Call VPS p Mailbox No Password 1 Dial an extension number which is connected to the Voice Mail Service Good morning Good afternoon Good evening Subscriber s Welcome to the Voice Processing System Main Command Menu If the system is equipped with multiple lan gt If you just want to record a guages up to three languages you will hear message
13. 2 Press for Automated Attendant status Q Call Covering Message Incomplete 3 Press to set the call transfer status Transfer Extension Reception Handling Stat Setting Mod Status oo i ti e The VPS tells you the current status j m a cos a S 4 Press the appropriate key to receive your Call Call Intercom Calling Disable desired option Blocking Screening Paging a Beeper all transfer services Call Blocking gt The Intercom Paging feature is Blocks all incoming calls to your exten available only if your company sion is using a Panasonic KX TD S series telephone system T 2 g Call Screening Tells you the caller s name before you answer the call Then you can decide whether or not to answer it Intercom Paging Pages you over the Intercom Paging System Calling a Beeper Calls your beeper and displays the call er s callback number on the LCD Disable all transfer services Rings your extension directly 5 2 Setting up a Covering Extension Subscriber s Setting up a Covering Extension lets you have incom Main Command Menu ing calls and messages transferred to a designated 4 extension OOo8OHe Automated This extension also performs as a personal operator aera When the caller presses 0 while receiving the personal greeting the call is transferred to this extension 2 1 Log in the main command menu Call Covering Message Incomplete T
14. Busy Main Menu Transfer Exit After Hours x 0 1 Interview Mailbox Management Backup ED Record Question 2 Set Answer Length Erase Question gt D Message Notification n Schedule Message Waiting Lamp Continuously Device Status 3 Do not use Assign Telephone Numbers 3 External Message Delivery Record message 2 Check delivery status Set a mailing list Memo Memo Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan Printed in Japan PSQX1102ZA KKO596CKO To expand the sub menu left click the mouse on the symbol located to the left of the selected text gt for version 3 Adobe Reader for version 4 Adobe Reader
15. Voice Processing System Panasonic N uescrieeRs UIDE Please read before using MODEL KX TVS100E Introduction The Panasonic Voice Processing System VPS provides you with powerful conve nient ways to manage your voice communications and increase your productivity through your voice mailbox As the owner of a VPS mailbox or Subscriber you can e send a message to one or many people inside or outside of your office e transfer messages with your annotation to another VPS Subscriber e take messages when you are on the phone or unavailable e receive your messages from any touch tone telephone ebe notified by extension message waiting lamp telephone or beeper radio pager of messages waiting e screen your calls e automate the handling of callers e and more This guide is your reference to using and optimizing your VPS mailbox NOTE e This Subscriber s Guide does not show complete model numbers that indicate the country where your models should be used The model number of your unit is found on the label affixed to the unit MODEL NO label f APPROVED for connection to C telecommunication systems speci 73 23 EEC fied in the instructions for use 89 336 EEC subject to the conditions set out in 92 31 EEC them 93 68 EEC 3 606168 J E How to Use this Manual This Subscriber s Guide explains the Voi
16. an review the mailing list by pressing 4 You can cancel message transfer by pressing Step 7 You can press 2 to pause restart recording Step 8 You can press 3 to change your comment You can press 1 to review your comment 2 6 Erasing Messages Subscriber s Main Command Menu You can erase messages during playback Erased mes sages cannot be recovered l P COENICRIGNCIC 1 Log in the main command menu Receive Message wW Q 4 D 0 Erase gt The VPS will automatically erase messages after a certain number of days Check with your System Manager to find out how many days you can keep messages in your mailbox ges is n na o oN L Receivin e The VPS tells you the number of messages 2 Press to use the Receiving Messages menu e The VPS tells you the number of messages and the message information Then it plays the message 3 Press to erase the messages Tip Step 3 Messages are erased one at a time After a message is erased you will hear the following prompt and repeat step 3 for the next message The message is erased If all messages have been erased you will hear All mes sages are erased Receiving Message Waiting Notification The Message Waiting Notification is a feature to VPS Calls you notify you that unplayed messages are waiting in your mailbox Notifica
17. at this message Play the previous message Play the next message Erase this message Reply Rewind Fast forward Transfer Message scan a 2 2 Message Playback Options Subscriber s While receiving messages several message playback Main Command Menu options are available for efficient receiving Teer ache DIOMA 1 2 Same as Receiving Messages Receive Message 3 Press the appropriate key to receive your desired option If you choose go to the Bee cgeaea0gaHe next step Repeat Next Erase Reply Rewind Fast Transfer Scan orward a Goo Repeating Messages Step 4 If you press EB you can listen to the current message again Replaying the Previous Message If you press while receiving a mes sage you can listen to the previous message ges Playing the Next Message If you press while receiving a message you can listen to the next message 3 N N tet I D S D a4 Rewinding Messages If you press while receiving a message you can listen to it again Fast Forwarding Messages If you press while receiving a message you can fast forward it to the end Scanning Messages If you press you can listen to the first four seconds of each message 2 3 Message Playback Options 4 Messages are scanned one at a time If you press B you will hear the previous message If you press you will hear the next mes sage Note If
18. ccssssssssessees 5 4 Setting the Message Reception Mode csscccsssssssscssssscssesseeees 5 6 Recording Personal Greetings ccsssscsssscssssssssssssccsssssssccessceees 5 7 Changing Your Password iivssiscsissecssscsisssccsesesssacssosessctecesecsseassesscssesesesss 5 8 Recording Your Name isciscsiscsicccisssisescsessesstesstsstessovcstenstestivsvcsesdonstestees 5 9 Entry of Personal Group Distribution Lists csscssosceseconeees 5 10 Recording the Names of Personal Group Distribution Lists 5 11 Deleting from Personal Group Distribution Lists scsseeees 5 12 Message Waiting Lamp Notification Setting ssccssccssssssseeees 5 13 Setting Notification by Calling e seessecssoesoessoessocssocesosesosesessosscessose 5 14 Setting Answer Lengths for the Interview Mailbox scsseeees 5 16 Recording Questions for the Interview Mailbox cscccscsesees 5 17 Erasing Questions from the Interview Mailbox csscccssseessee 5 18 Setting the Call Transfer Status Call Block Call Screening Intercom Paging Beeper Access Subscriber s You can specify how the VPS should handle a call Main Command Menu when a caller specifies your extension number in the Automated Attendant Service You can set one of the Om ob a D four functions or you can set none of them Automated tendant 1 Log in the main command menu
19. ce Processing System s VPS operations by touch tone telephone for Subscribers Each operation consists of a description a diagram tips and some notes During operations the VPS plays voice prompts telling you what to do at each step though they do not appear in this guide except for Voice Mail Service Entry Description Describes the operation with the telephone keys to be pressed step by step Subscriber s Diagram Main Command Menu A diagram is provided for each function on the lefthand of the text It will help you understand how QOOOO B the operation goes on in the tree structured VPS Receive menu You will know other options you can choose in noe a certain step It will also help you to perform your desired operation faster if you press the outlined keys 1 3 C inarow along the bold line Repeat Next Erase Reply Transfer Help B Tip Tip Step 3 Tips framed in a square are used to make you aware of You can call the message alternate options available at a particular step sender by pressing 1 gt Note This symbol describes additional information or use ful advice about each feature Once you become familiar with operating the VPS use the Quick Reference Section which appears at the end of this guide ii E Terms to Know The following words are used in this guide Subscriber System Manager Caller iii The owner of a VPS mailbox The System Manager can creat
20. cording Messages for amy Caller ssccsssscssscsssccsssccssscsesecees 4 2 Recording Messages from a rotary Phone ccsceccsesssscsessseeeee 4 3 Receiving External Delivery Messages sscssccssscsscssccsssesseeneees 4 4 Replying to External Delivery Messages scsscccssscsssssescsssceees 4 5 Recording Messages for any caller Mailbox Rotary No Call VPS Selection Prompt Name Thone Operator XXXX XXXX L Go to Step 4 Tip Step 3 6 When the beeper callback no entry mode is not disabled the VPS will ask you a callback number according to the intended mailbox set ting before recording a message after recording a message or after selecting an urgent message Please enter your callback number You can enter up to dig its 1 Enter the number 2 Press to accept Step 6 Review Accept Record a new one Add Erase and exit Anyone who reaches the Voice Mail Service can record messages in the mailboxes 1 NANANA Call the VPS and access the Voice Mail Ser vice If the system supports multiple service up to three languages you will hear a selection menu If you hear the above prompt press the number of the appropriate language Enter the mailbox number of the intended recipient To enter by name press and first 3 or 4 letters of the recipient last name State your message at the tone Press to end
21. ding 3 5 Sending External Delivery Messages Subscriber s Main Command Menu a D Dod a Other Features 3 External Interview Message M B Waiting Message Management Notification Delivery Setting Record Check Mailing Message Delivery List Status Setting Go to Step 5 gt To use this feature you must have your System Manager authorize it beforehand Tip Step 5 You can press 2 to send your message by mailing list 1 or 2 Step 7 Change the telephone number Accept Review Add more digits Insert a pause Set dial mode Insert a wait for dial tone Step 10 You can press 0 for Help menu It will guide you how to enter the time WN mAnANNA UI 10 11 12 13 14 Log in the main command menu Press EB for Other Features Press for External Message Delivery Press to record an external delivery mes sage Press to send to a recipient Enter the telephone number Press to accept the number Enter the password Record the recipient s name and press EB Enter the time and press EB Press for AM or for PM Enter the date and press EB Review your setting and press to accept the setting Record your message See Recording Messages n oO 5 z ga is nan Nn S gg oO n 3 6 Checking and Setting External Message Delivery Status Subscriber s After recording your external delivery m
22. e a mailbox for you The System Manager is the person who manages and maintains the VPS to make it work efficiently He controls mailbox creat ing and authorizes some of the features A caller is any person who is connected to a VPS service besides the Subscriber or the System Manager E Getting Started Required Numbers Get the following information before you begin the operation 1 Telephone Number Directly Connected to Voice Mail Service If your VPS does not have one call any extension number connected to the VPS and press 6 Service Access Command 2 Your Mailbox Number Usually the same number as your extension number Check with your System Manager to be sure 3 The System Manager s Phone Number In case you need their help or need to change certain mailbox settings Basic Steps You need to know your mailbox number to use this guide If you are going into your mailbox for the first time read Chapter 5 Mailbox Setup first You need to customize it before sending or receiving messages Especially it is important to identify yourself as the owner of the mailbox by setting the following e Recording Personal Greetings See page 5 7 e Recording Your Name See page 5 9 e Changing Your Password See page 5 8 Then customize it as it suits you by setting the additional features as appropriate e Setting the Call Transfer Status See page 5 2 e Setting the Incomplete Call Handling Status See page
23. e next mailbox by pressing 2 5 12 Message Waiting Lamp Notification Setting Subscriber s Main Command Menu a D Oo a D Other Features D Interview Message External M B Waiting Message Management Notification Delivery Setting 1 Message Change Assign Waiting Device Tel No Lamp Status Status Go to Step 5 5 D nN x Q 2 3 The VPS illuminates the message waiting lamp of your extension when a new message is recorded in your mailbox 1 Log in the main command menu Press W for Other Features 3 Press to set Message Waiting Notifica tion Press to change the Message Waiting Lamp Notification Status 5 Press to change the Message Waiting Lamp Notification Status or to accept it 5 13 Setting Notification by Calling Subscriber s Main Command Menu 2 D WG Ck Other Features D ea Message External Waiting Message Mi Notification Delivery Setting 2 Change Change Assign M W Device Tel No Lamp Status Status Device No 1 Schedule Continuously Do not use The VPS calls the preset telephone or beeper when a new message is recorded in your mailbox Set the fol lowing three parameters as appropriate The VPS can notify your beeper with the callback number of the party who left the message For this feature to work the telephone number stored on the VPS for your beeper must include the beeper display
24. e no longer than eight digits and the valid keys are from 0 to 9 You can change it at any time 1 Log in the main command menu Press for Mailbox Management Press to change the password Press to set the mailbox password na A U N Enter the password and EB e The VPS tells you the password N Press to accept e T gt n oQ os 5 8 Recording Your Name Subscriber s Main Command Menu GQ bbe 6 G Mailbox Management a a This recording is played for callers who have reached your mailbox This assures them that they are in the right mailbox In addition when a caller is specifying the mailbox by entering first three or four letters of the owner s last name the VPS will announce a series of the recorded names among which they can select 1 Log in the main command menu Change Change Change Group 5 1 Personal Password Owner s Distribution 2 Press for Mailbox Management Greeting Name List Setting 3 Press to record the owner s name Go to Step 4 4 Press to record a new one gt Record the name by which most people know you gt If a name has been already recorded the VPS plays the recording for you You can then make a new recording 2 B v N Q 2 nn Record your name and press B e The VPS tells you the owner s name N Press to accept Tip Step 4 You can accept
25. em Manager to see if there is any list in your VPS Tip Step 3 You can enter by name if you press 1 first Also you can specify a Per sonal Group Distribution List or a Sys tem Group Distribution List by enter ing the number followed by Step 4 You can review the mailing list by pressing 3 Step 6 You can press 2 to pause recording while you are in the message record ing process Restart the recording within 20 seconds or the VPS will stop it automatically Step 9 You can deliver the message immedi ately and return to the main command menu by pressing 2 Step 10 You can deliver your message imme diately after recording by pressing 2 Then you will skip to step 14 Step 11 You can press 0 for Help menu It will guide you how to enter the time 1 an Aa WN SeArAIN 10 11 12 13 14 15 If you are sending an identical message to several Subscribers follow the steps below You can send it with a single operation Log in the main command menu e The VPS tells you the number of messages Press for Message Delivery Enter the mailbox number of the intended recipient Press to accept the mailbox number if it is correct Press to record a message You can add mailbox numbers by pressing E Then repeat step 3 and step 4 You can specify a maximum of 20 mailboxes as the destination State your message at the tone Press to end recording Press
26. essages you Main Command Menu may want to check the delivery schedules or the recip ients You can listen to the report from the VPS unless the messages have been delivered yet After listening Other you have the option of deleting unnecessary ones or Features changing the schedules 1 Log in the main command menu Interview Message External 2 Press E3 for Other Features M B Waiting Message Management Notification Delivery Setting 3 Press for External Message Delivery A 4 Press to check External Message Deliv Record Check Mailing ery status Message Delivery List Statys Setting e The VPS tells you when the message is es 04 being sent Step 5 5 Press to reschedule the setting gt To use this feature you must 6 Press to cancel the external message have your System Manager authorize it beforehand delivery To change the time and date press BW See Sending External Delivery Messages steps 10 to 13 Tip Step 3 You can skip the Help menu Step 5 You can play the next schedule by pressing 2 repeat this schedule by pressing 3 or play the previous schedule by pressing 4 Step 6 If you press twice you will return to the External Mes sage Delivery menu n o oN Ss N na Sending Chapter 4 Caller Handling This chapter describes how callers can be handled by the Subscriber s mailbox A D g x a gt gq Contents Re
27. g by pressing 2 Step 9 You can make your reply immediate by pressing 2 You will skip to step 15 Step 11 If you press 0 for help here For example to enter 5 o clock press 5 and or 5 15 press 5 1 5 and Message Transfer Subscriber s Main Command Menu Receive Message Dodoo Repeat Next Erase Replay Transfer Help Mailbox No XXXX 2 Change Accept Repeat Cancel M B Info Transfer 5 O wW amp Transfer Transfer Add Review Cancel W Comment M B Mailing Tansfer List Go to Step 7 gt If the message has been assigned as private you cannot transfer it to other mailboxes This function allows you to transfer messages to other mailboxes 1 2 same as Receiving Messages 3 Press to use the Message Transfer menu 4 Enter the mailbox number of the intended recipient Press to accept N Press to record a comment 7 State your comment and press to end recording 8 Press if the comment is acceptable Q Q Q fo LA lt i Q Q A yn 2 Q na Tip Step 4 You can enter by name by pressing 1 first Also you can specify a Personal Group Distribution List or a System Group Distribution List by entering the number followed by Step 6 You can transfer the message without comment by press ing 1 You can add the mailbox number by pressing 3 You c
28. guage 3 Press to receive the message 4 Enter the password and GB e Then the VPS plays the external message 5 Press to end the call Tip Step 4 If a password is not assigned you can listen directly to the message If you enter the incorrect password three times the VPS will play the following prompt and you cannot receive the external message any more This message is from SENDER of Company Name Please call TELEPHONE NUMBER Extension number To repeat press 1 To end this call press When you press 1 the VPS will repeat this prompt 4 4 Replying to External Delivery Messages 1 4 same as Receiving External Delivery Mes VPS Calls you sages 5 5 p ly to th F Sn ress WS to reply to the message T Prompt T 6 Record the message and press to con i tinue E 1 G Receive Hold Call 5 ae Pak 7 Press to accept Password B 8 Press to set this message to a private message Otherwise press B Receive Message 4 5 Chapter 5 Mailbox Setup This chapter describes the setup procedures using a touch tone subscribers Contents Oo E Setting the Call Transfer Status Call Block Call Screening Intercom Paging Beeper Access 5 2 Setting up a Covering Extension sesssesssosssessoessoessoessosssosssoessossoessse 5 3 Setting the Incomplete Call Handling Status
29. iving Messages scsssssessssssssssssssscsssensssenesenserenssssnsssnensssosesenseons 2 2 Message Playback Options c ssccsssccsssscssssscsscsssccsescccsssesssscsones 2 3 Replying t Messages sascsscscessscsccessescsssecesssenscesssssecesssonscesssssscesssesssesss 2 5 Message Transfer viscccccsstesscssccesssoasesesesesessdensscssssscesaseseseacesstesscesesostesss 2 6 Erasing MOSSAG6S ssissscccestesscsiccesssassesesesaced scons scecssscesasececeacesssesesesesonseses 2 7 Receiving Message Waiting Notification sccsscccssscscsesseeeees 2 8 Live Call Screening ssccisscsssscisssccetsstssescsdccssesnsiasessseccesesnstenessegccysecetieses 2 9 Recording a Two Way Conversation ccssccscsccssssssssscsscsesceeees 2 10 Receiving Messages Subscriber s Main Command Menu Taeao Receive Message Go to Step 3 The VPS plays new messages and saved messages in your mailbox with the information of the message sender and the recorded date respectively 1 Log in the main command menu e The VPS tells you the number of messages 2 Press to use the Receive Message menu e The VPS tells you the number of messages Then it plays the messages 3 Press J to listen to the whole menu for Help e You can end your call by pressing Q Q OQ io lt o i gq nA an amp sas Tip Step 3 You do not have to listen to the whole menu if you do not wish to Repe
30. lbox Management Ww WN Greeting Name List Setting Press to record a personal greeting Go to Step 4 Press to change the greeting e The VPS tells you the current personal greeting if it exists Note ii helpful toincindes Press to record a greeting statement of your answering telephone number with the exchange name or normal code in the greeting message A greeting message begins within 3 seconds of answer ing of paytone ceasing or of answering ceasing as appro priate Record your greeting and press 2 v N e 2 Press to accept G N A A Confirm your setting and press to accept Tip Step 4 No answer greeting Busy greeting After hours greeting Step 7 Review Accept Record a new one Add Erase and exit Step 8 You can erase the greeting by pressing 3 Changing Your Password Subscriber s Main Command Menu ooo Bobb 6 CK Mailbox Management Change Change Change Group Personal Password Owner s Distribution Greeting i Name List Setting Go to Step 4 gt For your password avoid setting it to obvious combinations of numbers gt If you forget your password have your System Manager delete it then you can assign a new one You have the option of assigning a password to your mailbox to prevent someone else accessing it to receive Subscriber s Service A password should b
31. length 8 Accept the length by pressing e Then the VPS plays the next question if it has been recorded 9 Repeat steps 5 8 Tip Step 5 You can go to the next question by pressing 2 and to the previous question by pressing 3 You can jump to the desired question by pressing 4 then the question number and 5 16 Recording Questions for the Interview Mailbox Subscriber s Main Command Menu a D DOO a Gs Other Features 1 G Interview Message External M B Waiting Message Management Notification Delivery Setting 1 Record Answer Erase Question Length Question Go to Step 5 2 oO Nn x lt Q 2 Log in the main command menu Press EB for Other Features Press for Interview Mailbox Manage ment Ww N e Press to record questions e The VPS plays the question Nn Press to record question No 1 HN Record the question and press to end recording 7 Press to accept the question e The VPS plays the next question 8 Repeat steps 6 8 Tip Step 5 You can go to the next question by pressing 2 and to the previous question by pressing 3 You can jump to the desired question by pressing 4 then the question number and Step 7 Review Accept Record a new one Add Erase and exit 5 17 Erasing Questions from the Interview Mailbox Subscriber s Main Command Menu a D Dod
32. ll Transfer Status 2 Set Covering Extension 3 Set Message Reception Mode 4 Set Incomplete Call Handling Status Receive message Deliver message Check mailbox distribution For Automated Attendant Status For Mailbox Management Other features End this call 5 Mailbox Management D Record Personal Greetings 2 Set Password 3 Enter Owner s Name 4 Set Group Distribution Lists 6 Other Features 1 Set Interview Mailbox 2 Set Message Waiting Notifica tion 3 Set External Delivery Message en ee ae gt a Call Transfer Status Note Press at any time to exit the menu Call Blockin e Press to have the Help menu 1 g p 2 Call Screening e If you have to hang up before the prompt is Intercom Paging finished press E39 Then hang up the Beeper Access phone All disable Service Access Commands Commands ABC DEF 4 Incomplete Call Handling Status 1 2 3 Leaving a Message mul D Covering Extension Dialing by Department Intercom Paging Name Dialing Beeper Access GHI JKL MNO 5 Operator 4 5 6 6 Return to A A Service Top Menu L M Login Voice Mail gt 1 Personal Greetings cs a ice No Answer R Restart T X
33. o answer calls those calls are Main Command Menu treated according to the Incomplete Call Handling 4 Status setting When callers decide to leave messages d d in your mailbox you can specify whether callers are ODBOeOow T7 a sere o Aatamaisd directed to your regular mailbox or your interview Attendant mailbox Status r 1 Log in the main command menu Call Covering Message Incomplete 2 Press for Automated Attendant status Transfer Extension Reception Handling Status Setting Mode Status 3 Press to set the message reception mode Goto Step 4 4 Press to change the current setting to the other interview mode message recording gt To use an interview mailbox mode you must have the System Manager assign an interview mailbox number beforehand e T gt n oQ os Tip Step 4 You can press 2 to accept the current setting 5 6 Recording Personal Greetings Subscriber s After reaching your mailbox callers will hear your Main Command Menu personal greeting messages first You will record three kinds of the personal greetings 1 No Answer Greet OOO OIE ing 2 Busy Greeting and 3 After Hours Greeting Mailbox The VPS plays one of them as appropriate by each Management call Log in the main command menu 1 4 Change Change Change Group Personal Password Owner s Distribution Press for Mai
34. ransfer Extension Reception Handling Status Setting Mode Status Press for Automated Attendant status z T Press to set up a covering extension ep gt The owner of this extension Press to set the extension should be someone whom you can rely on as he will be han dling your calls when you are j t ayailable The VPS tells you the number you have just entered na A WwW N Enter the extension number gt This feature does not work un less Covering Extension Transfer 6 is enabled see page 5 4 Press to accept D nN x Q a Tip Step 4 You can accept the current status by pressing 2 You can delete the current extension by pressing 3 if you don t need it 5 3 Setting the Incomplete Call Handling Status Subscriber s Main Command Menu TLITI Incomplete calls are calls which are unanswered or for which the line is busy The Incomplete Call Handling status can be set to record a message from the caller transfer the caller to a covering extension page the mailbox s owner by intercom notify the mailbox s Automated ea owner via beeper transfer the caller to the operator or let the caller try another extension You may enable as many features as you may need among the six U 2 G Call Covering Message Incomplete 1 5 Transfer Extension Reception Handling Log in the main command menu Status Setting Mode Status
35. rnal Message Delivery List scssscsssseeses 3 4 Sending External Delivery Messages scsscsscsssccsescssccseesseees 3 6 Checking and Setting External Message Delivery Status 3 7 Chapter 4 Caller Handling Recording Messages for amy Caller ssccsssccscsccsssccssscsssscsssceees 4 2 Recording Messages from a rotary Phone cssccccsssecsssesesceees 4 3 Receiving External Delivery Messages scssscssscsssssscsssescsoseees 4 4 Replying to External Delivery Messages scssccsssscsssssescssseeees 4 5 Chapter 5 Mailbox Setup Setting the Call Transfer Status Call Block Call Screening Intercom Paging Beeper Access 5 2 Setting up a Covering Extension ccsscccscsscscscsssccsssesssscsssceees 5 3 Setting the Incomplete Call Handling Status ccsccsssessseeees 5 4 Setting the Message Reception Mode scssccssssssssscsssssscsesceees 5 6 Recording Personal Greetings ssssssssseossoossosssosasossssssessosssossoossssssssse 5 7 Changing Your Password scssscsssccssssssssssscscecsssssssscccssscsssseees 5 8 Recording Your Name secisidicsssecdsccsisiccessceesscnsiscssnsesestesstensisnstessteestentie 5 9 Entry of Personal Group Distribution Lists cssccsosssoseees 5 10 Recording the Names of Personal Group Distribution Lists 5 11 Deleting from Personal Group Distribution Lists 000 5
36. s the appropriate key to receive your desired option Service Access Commands Dialing by Name If you press EB you can call the desired extension or mailbox by entering first 3 or 4 letters of the person s last name Department Dialing If you press EB you can call the intended extension and mailbox by pressing one digit n 0 according to the Department Dialing Menu Voice Mail Service If you press E3 you can access the Voice Mail Service Call Transfer If you press E3 you can access the Automated Attendant Service and call your desired extension Exit the Menu If you press you can exit the VPS Back up If you press you can retry to enter a mailbox number a password and also an extension number while you are in the call transfer status In addition you can move back to a previous menu in the main com mand menu 1 3 Accessing VPS Services g G B TQ lt e c a x A 5 Qa ct im fo lt jaz n Log in If you press E you can reselect a mail box while you are in the main command menu Restart If you press EB you can be back in the initial main command menu 1 4 Chapter 2 Receiving Messages This chapter tells you how to access and manage received messages Replying immediately transferring messages with or without an additional comment and replaying messages 10 n o b ise na n z td gt m o Q aw Contents Rece
37. tem Manager authorize it beforehand Tip Step 8 Change the telephone number Accept Review Add more digits Insert a pause Set dial mode Insert a wait for dial tone Setting up an External Message Delivery List lets you send the same message to several people outside of the system with a single operation Up to two lists can be maintained at the same time and each list can con tain up to eight members 1 Log in the main command menu Press for Other Features Press for External Message Delivery Press to set up the mailing list na A WwW N Press or to choose the delivery list Up to two delivery lists can be established To add members 6 Press to add members to the list You can have up to 8 members on the list Enter the telephone number Press to accept the number N Record the name and press ED 10 Press to accept 11 Press to continue adding members or to end If you press B you will repeat steps 7 11 n oO 5 z ga is Nn n 2 gg oO n 3 4 Setting up an External Message Delivery List To delete members Go to the Delivery List Menu See steps 1 5 in Setting up an External Message Delivery List 6 Press to delete members from the list 7 Press to delete all members from the list Otherwise press B 8 Press to delete the number or to keep the number and play the next telephone number n o oN Ss a a Sen
38. tion Calls are sent to you via speci fied device after the message is recorded 2 Recei Hold f Message 1 Pick up a call from the VPS Password If the system is equipped with multiple lan guages up to three languages you will hear Subscriber s a selection menu Main Command Menu 2 Press to receive the message OOOI 3 Enter the password and EB Receive Message Now you are in the main command menu 4 Follow steps 2 3 of Receiving Messages Q e OQ io lt o i gq nA an amp gq Q a Tip Step 3 If a password is not assigned skip this step 2 8 Live Call Screening By assigning one of your telephone keys to this fea ture you can monitor incoming calls that have been forwarded to the Voice Mail Service In Hands Free Mode you can monitor the incoming call through built in speaker of the telephone Also you can speak with the caller by picking up the hand set In Private Mode you can monitor the incoming call gt This feature is available only if by going off hook after you hear the notification tone your company is using a Pana You can speak with the caller by pressing the feature sonic KX TD series telephone key Or you can stop listening to the message by going system on hook Note For detailed information please refer to the Installation Manual of Panasonic KX TD series telephone systems PBXs KXTD816 KXTD1232
39. you press you will hear the entire mes Option is available only sage once Second time will erase the message Tip Step 3 You can receive the whole menu by pressing 0 for Help Q e So lt o gq nA an amp gg Q a 2 4 Replying to Messages Subscriber s 1 2 same as Receiving Messages Main Command Menu n l DOVO amp Receive Message Press to reply to the message Press to record a message Record your message at the tone Press to end recording DEORE W 0 Repeat Next Erase Reply Transfer Help Press to accept Go to Step 4 Press to set delivery time SANA MN BW NW Press to specify the delivery time or the gt This feature is available only private status when the message has been delivered from a Subscriber using his mailbox i e Message Transfer and Message Delivery Otherwise you will hear this prompt Sorry you cannot re ply The message sender is un known n Press to specify the delivery time pom mn Enter the time and E3 Press for AM or for PM ges n N la n N o oN n Ge Enter the date the day of the month and E3 Press to accept Receivin n A n ui Press to set this message to a private message Otherwise press B Tip Step 4 You can call the message sender by pressing 1 Step 6 You can pause restart recordin
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