Voice Processing System Subscriber’s Manual Model KX-TVA50 KX-TVA200 Thank you for purchasing a Panasonic Voice Processing System. Please read this manual carefully before using this product and save this manual for future use. KX-TVA50/KX-TVA200: Version 1.
Subscriber’s Manual Introduction Thank you for purchasing the Panasonic Voice Processing System KX-TVA50/KXTVA200. We are confident that this product will provide you with many years of dependable service. This Subscriber's Manual is designed to help you configure your mailbox, use common voice mail features, and introduce you to the many advanced features that will improve your productivity in countless ways.
Subscriber’s Manual Table of Contents 1 1.1 2 Introduction to the VPS................................................ 7 Introduction to the VPS .................................................................. 7 Logging in to and Configuring Your Mailbox ........... 10 2.1 Logging in to Your Mailbox ........................................................... 10 2.2 Subscriber Tutorial (Easy Mailbox Configuration) ........................ 12 2.
Subscriber’s Manual 5.9 E-mail Integration (Message Notification by E-mail) .................... 50 5.10 Personal Greeting for Caller ID .................................................... 51 5.11 Personal Caller Name Announcement......................................... 53 5.12 Live Call Screening (LCS)............................................................ 55 5.13 Recording Your Conversations..................................................... 56 5.14 Remote Call Forwarding ............
Subscriber’s Manual 7.6 Recording Messages ................................................................... 97 7.7 Remote Call Forwarding Set...................................................... 100 7.8 Setting the Timed Reminder ...................................................... 102 7.9 List of Prompts for Voice Mail and AA Service........................... 103 Appendix .......................................................................... 106 A1 Quick Reference .....................
Subscriber’s Manual A3.14 A3.15 A3.16 A3.17 Live Call Screening Password Control ...................................................144 Two-way Recording into Mailbox ............................................................145 Two-way Transfer into Mailbox................................................................146 A Restriction on TWR/TWT Activation (KX-TD500 Only) .......................147 A4 Training the Subscriber ..............................................................
Subscriber’s Manual Section 1 Introduction to the VPS 1.1 Introduction to the VPS The Panasonic Voice Processing System (VPS) is a powerful tool that will help you manage your voice communications and thereby increase your productivity. As a subscriber (the owner of a VPS mailbox), you can: a) Send a message to one or more a) The extension number of the VPS that you should dial in order to access the VPS.
Subscriber’s Manual Prompts One essential characteristic of the VPS is its use of "prompts". Prompts are recorded voice guidance messages that help you set and use VPS features. Prompts also help callers when the VPS is handing their calls. Depending on how your VPS is programmed, subscribers and callers can select the language they prefer for VPS prompts. Prompt example: Main Menu of Subscriber Services "To receive the message, press [1]." "To deliver a message, press [2].
Subscriber’s Manual guide you through the mailbox configuration process.
Subscriber’s 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.
Subscriber’s Manual • messages, press the appropriate button. If the Subscriber Tutorial is enabled for your mailbox, VPS prompts will guide you through the mailbox configuration process the first time you log in to your mailbox (see 2.2 Subscriber Tutorial (Easy Mailbox Configuration)).
Subscriber’s Manual 2.2 Subscriber Tutorial (Easy Mailbox Configuration) Your VPS may be programmed to present a "Subscriber Tutorial" to you the first time you log in to your mailbox. If the Subscriber Tutorial is enabled, VPS prompts will guide you through the mailbox configuration process. Simply by following the prompts, you can configure the following items. You can configure these items later manually if necessary, as explained later in this section.
Subscriber’s Manual Starting the Subscriber Tutorial 1. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox if necessary. System Administrator or System Manager. 2. 2 to accept. 3. Continue from "Recording the Owner's Name (Your Subscriber Name)". 2. Confirm that the Subscriber Tutorial has begun. • The VPS will announce, "Welcome to the Panasonic Voice Mail System. This is the Subscriber Tutorial service.". • If the tutorial does not begin, it may be disabled for your mailbox.
Subscriber’s Manual Recording Your Greeting Messages The VPS will prompt you to record your No Answer greeting message. If you do not record a greeting message, a prerecorded greeting message will be used. Other greeting messages can be recorded manually later. For details, see 2.3 Changing or Deleting Your Personal Greeting Messages. 1. Record your greeting message, after the tone. 2. 1 to end recording. 3. Follow the prompts as necessary. • 1 to review. • 2 to accept.
Subscriber’s 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). I can't take your call right now…".
Subscriber’s Manual • to add to the greeting 4 message you just recorded. • to delete the greeting message and exit. 8. 2 to accept. 9. Record or delete other greeting messages as necessary by following the prompts, or continue from step 10. 1 No Answer Greeting. 2 Busy Signal Greeting. 3 After Hours Greeting. 4 Caller ID Greeting (may not be available; see 5.10 Personal Greeting for Caller ID). 5 Temporary Greeting. 10. Go on-hook.
Subscriber’s Manual 2.4 Changing or Deleting Your Password 1. Log in to your mailbox. • You can password protect your mailbox to prevent unauthorized access to your mailbox. If your mailbox has a password, you must enter it using the dial keys (0–9) whenever you log in to your mailbox. Your password can contain up to 16 digits. You can change your password at any time. When choosing a password, avoid using obvious number combinations.
Subscriber’s Manual 2.5 Changing or Deleting Your Subscriber Name 1. Log in to your mailbox. • You can record your name in the VPS. The VPS can then announce your name for callers to let them know that they have reached the correct mailbox. If a caller does not know your mailbox number, the caller can try to reach you by entering the first few letters of your first or last name (Dialing by Name feature).
Subscriber’s Manual 2.6 Common Service Commands and Navigation Commands # 8 Commands for Changing the Current VPS Service After going off-hook and dialing an extension number of the VPS, you can enter a service command to access certain VPS features quickly. While VPS guidance is being provided, you can also use service commands to, for example, switch to a different VPS service mode. Some of the more commonly used commands are listed below. For a complete list, see Appendix.
Subscriber’s Manual Section 3 Message Playback and Related Features 1. Log in to your mailbox. 3.1 2. 1 3. Follow the prompts as necessary. 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.
Subscriber’s Manual Message Type Key Feature New Old Deleted Repeat the message 1 1 1 Replay the previous message 1 2 Play the next message Pause/restart message playback (during playback only) 2 2 3 Play the message envelope 2 4 Set Bookmark (during playback only) — 2 5 Start playback at the Bookmark — 2 6 Save this message as new 3 (+ 1 ) Delete this message 3 Recover this message 4 Reply to this message 5 * Rewind (during playback only) 6 * Fast-forward, skip envelop
Subscriber’s Manual Note • • • • • 22 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.
Subscriber’s Manual 3.2 Replying to Messages You can reply to messages left in your mailbox by either calling back the caller or by leaving a message in the caller's mailbox. Calling back is possible when the person who left you the message is another subscriber. Calling back outside callers is possible if their Caller ID information is received by the PBX and VPS, however, this feature is not available with certain PBXs and may be disabled by the System Administrator or System Manager for your mailbox.
Subscriber’s Manual pause for more than 20 seconds, recording will stop automatically. 5. 1 to end recording. 6. 2 to accept. 7. to set the delivery time of the message. 1 1 to send the message immediately (continue from step 12). 2 1 8. Enter the desired delivery time, then # . For example: • To enter 5:00, press [5] [#]. • To enter 5:15, press [5] [1] [5] [#]. 9. 1 2 • for AM. for PM. This option may not be available if the VPS is programmed to use 24-hour time. 10.
Subscriber’s Manual 3.3 Transferring Messages You can transfer (forward) messages in your mailbox to other subscribers. However, please note that you cannot transfer receipt messages, or messages that were specified by the sender as "private". When transferring a message, you can: Specifying the Recipients by Number 1. Play back the desired message. • See 3.1 Playing Messages if necessary. Only new and old messages can be transferred. To transfer a deleted message, recover the message first (see 5.
Subscriber’s Manual • 2. Only new and old messages can be transferred. To transfer a deleted message, recover the message first (see 5.20 Recovering Deleted Messages). 7 during or after message playback. 1 3. # 4. Using the dialing keys, enter the first 3 or 4 letters of the desired recipient's name. 5. 1 to select the announced name. 2 to hear the next name. 3 to repeat the current name. 6.
Subscriber’s Manual 3.4 Remote Access Remote Automatic Log-in You can call the VPS while outside and log in to your mailbox in order to listen to your messages. There are 2 ways to log in to your mailbox remotely: a) Automatic Log-in: When logging in to your mailbox remotely from a preprogrammed outside telephone, you do not need to enter any special commands or your mailbox number. The VPS can recognize the telephone number you are calling from and therefore determine you are the caller (see 5.
Subscriber’s Manual 3. and your mailbox number. 4. Password • # You can skip this step if your mailbox has no password. 5. 1 to play back new messages. 6. Follow the prompts or select one of the following as necessary. # 8 # 8 to call an extension. 0 to call the operator. 7. # 9 when finished. 8. Go on-hook.
Subscriber’s 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 not have VPS mailboxes, i.e.
Subscriber’s Manual 4.2 Message Delivery You can send messages to other subscribers. You can specify message recipients either by number or by subscriber name. To specify the recipients by number: a) Enter the subscriber's mailbox Sending a Message 1. Log in to your mailbox. • 2. 2 3. Continue from "Specifying the Recipients by Number" or "Specifying the Recipients by Name (Dialing by Name)". number. b) Enter a Personal Group Distribution List number (see 5.
Subscriber’s Manual Recording Your Message 8. Enter the day of the month for delivery, then 1. to record your message. 1 • Press [2] to add another recipient (continue from "Specifying the Recipients by Number" or "Specifying the Recipients by Name (Dialing by Name)"). Press [3] to review the recipients. • 2. Speak after the tone. • You can pause and resume recording by pressing [2]. If you pause for more than 20 seconds, recording will stop automatically. 3. 1 to end recording. 4.
Subscriber’s 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 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.
Subscriber’s Manual • Press [#] if you do not want to set a password. 2. 1 2 6. State the recipient's name after the • tone. 7. 8. # for immediate delivery, then continue from "Recording Your Message". • To set message delivery time, continue from "Setting Message Delivery Time". 3. Enter the day of the month for delivery, then 2 2 1 ). 1. 3. Enter a 4-digit password required for listening to the message. • Press [#] if you do not want to set a password. 4. . Recording Your Message 2.
Subscriber’s Manual • • 34 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. Auto Receipt is not enabled by default. For more information, consult your System Administrator or System Manager.
Subscriber’s 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 will 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 # • .
Subscriber’s 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 to the call. You can set one of the following: Call Blocking: The call will be handled by the Incomplete Call Handling feature (see 5.
Subscriber’s Manual 1. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox if necessary. 1 2. 4 3. Select the desired Call Transfer status. 1 for Call Blocking. 2 for Call Screening. 3 for Intercom Paging. 4 for Beeper Access. 5 for Transfer to Mailbox. 6 for Transfer to Custom Service. 7 for Disable all Transfer. 4. Follow the prompts as necessary. • The prompts heard will vary depending on the feature you set in step 3. 5. Go on-hook.
Subscriber’s 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 Handling determines what happens to these calls.
Subscriber’s Manual 1. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox if necessary. 2. 4 3. 4 for no answer calls. 5 for busy calls. APT or DPT Integration. For more information, consult your System Administrator or System Manager. 4. Select the desired Incomplete Call Handling status. 1 for Leaving a Message. 2 for Transfer to Covering Extension. 3 for Intercom Paging. 4 for Beeper Access. for Transfer to Custom 5 Service. 6 for Transfer to Operator.
Subscriber’s Manual 5.3 Assigning Your Covering Extension 1. Log in to your mailbox. • 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.
Subscriber’s 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 callers to place orders or request information from your company.
Subscriber’s Manual • Enter the question number and [#], then repeat this step. 4. Enter the answer length (1–60) in seconds. 5. Continue from step 3, or go onhook if finished. Deleting Questions 1. Log in to your mailbox. • 2. 3. See 2.1 Logging in to Your Mailbox if necessary. 6 1 3 1 to delete the current question. 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.
Subscriber’s Manual 5.5 Message Reception Mode 1. Log in to your mailbox. • 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: 2. 3. 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.
Subscriber’s Manual 5.6 Personal Group Distribution Lists 1. Log in to your mailbox. • 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.). See 2.1 Logging in to Your Mailbox if necessary.
Subscriber’s Manual 4. 5. 3 to delete all members, then go on-hook to finish. 1 2 6. to delete a group member. to delete one member. 1 to delete the announced member. Note • 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. 2 to keep the member and announce the next member. • Repeat this step to delete other members.
Subscriber’s 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.
Subscriber’s Manual 11. 1 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. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox if necessary. 2. 6 3. 1 for list number 1. 2 for list number 2. 4. 5. 2 2 1 to delete all members, then continue from step 7. 2 6. 2 to delete one member. 1 to delete the announced member. 2 to keep the member and announce the next member.
Subscriber’s Manual 5.8 Message Waiting Notification The Message 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.
Subscriber’s Manual 6. Go on-hook. Changing Device Numbers feature may be disabled for your mailbox. 7. 8. 1. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox if necessary. 3 2. 5 3. Enter the desired device number (1–3). 4. 1 to change the assigned number. • To delete the assigned number, press [3] then go on-hook to finish. 2 to accept. 1 if the assigned number is a telephone number. 2 if the assigned number is a beeper number. 9. Go on-hook.
Subscriber’s Manual 5.9 E-mail Integration (Message Notification by E-mail) When you receive new messages in your mailbox, you can receive notification by email. The recorded message can also be added to the e-mail as an attachment. Consult your System Administrator for more information.
Subscriber’s Manual 5.10 Personal Greeting for Caller ID Recording a Personalized Greeting for the First Time You can record personalized greetings for specific callers. If you have assigned their telephone numbers (Caller ID numbers) to a personalized 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 personalized greetings and assign 8 callers to each greeting.
Subscriber’s Manual • See 2.1 Logging in to Your Mailbox if necessary. 1 2. 3 4 3. Enter the personalized greeting number (1–4). 4. 2 to accept. 5. Enter the Caller ID number (caller's 1 2. 3 4 3. Enter the personalized greeting number (1–4). 4. 5. telephone number, 20 digits max.) then • 6. 7. # . 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.
Subscriber’s 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 assigned callers. Assigning Caller ID Numbers and Recording Names 1. Log in to your mailbox. • 1 2. 3 5 3. Enter the Caller ID number (caller's telephone number, 20 digits max.) b) The VPS transfers a call to you from one of the assigned callers.
Subscriber’s Manual Recording Names". 3 to accept the current item as is and skip to the next item, then repeat this step. 4. Go on-hook when finished. Deleting Caller ID Numbers and Recorded Names 1. Log in to your mailbox. • 2. 3. See 2.1 Logging in to Your Mailbox if necessary. 3 3 1 to delete all numbers, then go on-hook to finish. 2 4. 5 to delete one number. 1 to delete the announced number. 2 to keep the number and announce the next number, then repeat this step. 5.
Subscriber’s 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.
Subscriber’s 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.
Subscriber’s Manual 5.14 Remote Call Forwarding Assigning Outside Telephone Numbers for Remote Call Forwarding You can program the VPS to forward your calls to another extension or to an outside telephone (if authorized). 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.
Subscriber’s Manual • you do not do this, the old telephone number will continue to be used. 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 Canceling 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. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox or 3.
Subscriber’s Manual 5.15 Assigning and Canceling 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: Assigning Telephone Numbers for Call Transfer to Outside Line 1. Log in to your mailbox. • 2. 4 • a) You have set Call Screening (see 5.1 Call Transfer). b) You have set Disable Call Transfer See 2.1 Logging in to Your Mailbox if necessary.
Subscriber’s Manual 5.16 Assigning Your Telephone Numbers for Remote Automatic Log-in and Toll Saver 1. Log in to your mailbox. • 2. 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 recognizing 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.
Subscriber’s 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). I can't take your call right now. Press [1] to leave me a message. Press [2] to speak with my assistant. Press [3] to dial another extension…".
Subscriber’s Manual Creating Your Personal Custom Service 1. Log in to your mailbox. • See 2.1 Logging in to Your Mailbox if necessary. 8 1 2. 3 3. Press the desired dialing key (0, 3– 9) that you want to assign an option to. 4. 1 (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. 1 2 to transfer to an extension, then enter the desired extension number.
Subscriber’s Manual To Confirm the Settings for Your Personal Custom Service 1. Log in to your mailbox. • 2. See 2.1 Logging in to Your Mailbox if necessary. 3 8 3. 2 to review. 4. Go on-hook. Note • • • • The System Administrator or the System Manager must enable Transfer to Outside for your mailbox before it can be used. The Transfer to Outside option can be used a maximum of 4 times in your Personal Custom Service.
Subscriber’s Manual 5.18 Timed Reminder 1. Log in to your mailbox. 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. • See 2.1 Logging in to Your Mailbox if necessary. 2. 6 3. 1 4 to change the setting. 2 to accept the current setting, then go on-hook to finish.
Subscriber’s 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] while listening to a message. To Start Playback at the Bookmark press [2] [5].
Subscriber’s Manual 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.
Subscriber’s 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.
Subscriber’s Manual Section 6 System Manager's Guide 6.1 Logging in to the System Manager's Mailbox The System Manager must log in before performing any System Manager task. To log in as the System Manager, 3 items of information must be known: the extension number of a port connected to the VPS, the System Manager's mailbox number, and the System Manager's mailbox password.
Subscriber’s Manual Manual Log-in 1. Go off-hook. 2. Enter the extension number of the VPS. 3. # 4. and your mailbox number. • 5. 6 The System Manager's mailbox number is 99, 999, 9999 or 99999. Password # Note • For more information on logging in, see 2.1 Logging in to Your Mailbox.
Subscriber’s Manual 6.2 Setting Up Mailboxes The System Manager's primary function is to create mailboxes for new subscribers and to maintain system organization by deleting unneeded passwords and mailboxes. Note • If the VPS is being programmed via KX-TVA Maintenance Console, the System Manager cannot create or edit mailboxes. The VPS will announce, "Sorry, this function is not available".
Subscriber’s Manual 1. Log in to the Main Menu. • 2. See 6.1 Logging in to the System Manager's Mailbox. 1 4 5. 2 to accept. a) Subscriber’s Spoken Name to change the current setting. 1 2. Record the subscriber’s name. 3. 2 to accept. b) Extension Number 1. to change the current setting. 1 2. Enter the subscriber’s 2. Enter the Class of Service Number (1-62). 2 to accept. c) Initial 3 or 4 Letters of the 2 to accept. f) Interview Mailbox Number 1. 1 to change the current setting. 2.
Subscriber’s Manual 3 2. for Caller Select. 4 to accept the current setting, then continue from j). • To change the current setting, continue from step 1. l) Auto Forwarding Status 1. 1 to change the current setting (enable or disable). • If set to "Disable", continue from Step 6. m) Forwarding Mailbox Number 1. to change the current setting. • If there's no mailbox number is assigned, continue from Step 2. 1 2. Enter the forwarding mailbox number. 3. 2 to accept. n) Forwarding Delay Time 1.
Subscriber’s Manual If the System Administrator has set "Default Password For New Mailbox" to "Enable", the password will be set to the default password. If set to "Disable", the mailbox will have no password.
Subscriber’s Manual 6.3 Setting Class of Service (COS) Parameters A Class of Service (COS) defines the set of VPS services available to the mailboxes assigned to it. There are 64 Classes of Service; they can be assigned to mailboxes by the System Administrator using KX-TVA Maintenance Console or by the System Manager using a telephone. COS No. 63 and No. 64 are assigned by default to the Message Manager and the System Manager respectively.
Subscriber’s Manual • • • • Announce Message Transferred Information—Enable/Disable Caller ID Number Announcement—Enable/Disable Announce Option Menu After Erasing Messages—Enable/ Disable New Message Length Announcement—Enable/Disable *1 Not available for COS No. 63 (Message Manager) and COS No. 64 (System Manager) *2 Not available for COS No. 64 (System Manager) • If the VPS is being programmed via KX-TVA Maintenance Console, the System Manager cannot set COS parameters.
Subscriber’s Manual then continue from "Message Length". 2. Enter the retention time (a maximum of 30 days or 0: Unlimited). 3. 2 to change the message length. to accept the current setting, then continue from "Mailbox Capacity Maximum Message Time". 2. Enter the message length (1-60 min or 0: Unlimited). 2 to accept. 2 to accept the current setting, then continue from "Prompt Mode". 2. 2 to accept. Prompt Mode 1. 1 2 • for Primary. for System. If set to "Primary", continue from Step 2. 2.
Subscriber’s Manual 3. 3 to accept. Delete Message Confirmation 1. 2. 1 to change the current setting (enable or disable). 2 to accept. Message Envelope Setting 1. 1 for Before. 2 for After. 3 for Require. to accept the current setting, then continue from "Caller ID Callback". 4 2. 4 Play System Prompt after Personal Greeting 1. 1 to change the current setting (enable or disable). 2. 2 to accept. Use Call Waiting on Busy 1. 1 to change the current setting (enable or disable). 2.
Subscriber’s Manual Number of Caller IDs for Personal Caller Name Announcement 1. 1 to change the current setting. to accept the current setting, then continue from "Number of New Message Announcement". Mailbox Capacity Warning 1. 2 3. 2 1 for Subscriber Service. 2 for Receiving Message. 3 for None. 3. to accept the current setting, then continue from "Total Number of Message Announcement". to accept. Total Number of Message Announcement 1. 1 for Subscriber Service.
Subscriber’s Manual Subscriber Tutorial 1. 2. 1 to change the current setting (enable or disable). 2 to accept. Notify of Transfer 1. 2. 1 to change the current setting (enable or disable). 2 First Playback Urgent Messages 1. 2. 1 to change the current setting (enable or disable). 2 to accept. Announce Message Transferred Information 1. to accept. 2. 1 to change the current setting (enable or disable). 2 to accept. Directory Listing Caller ID Number Announcement 1. 2.
Subscriber’s Manual 6.4 Setting the System Clock 1. Log in to the Main Menu. • The system clock can be set directly from the telephone. It is important to set the clock accurately because Message Waiting Notification, External Message Delivery, redialing and rescheduling of External Message Delivery, and Automatic Message Deletion are all scheduled using this setting. The System Administrator and Message Manager are also able to set the clock.
Subscriber’s Manual 6.5 Changing the Service Mode Setting • When an incoming call is received by a Service Group, the way the call is handled is determined by the Service Mode assigned to the Service Group which received the call. – If the Service Mode is set to "Automatic", the call will be handled by the Call Service assigned to the current time mode.
Subscriber’s Manual Routing > DID Call Routing > Trunk Service > Port Service (Automatic Log-in [Toll Saver] has the highest priority.) 1. Log in to the Main Menu. • In the Manual Modes (Day, Night, Lunch, or Break), services have the following order of priority: 4 2. 4 3. Enter the Service Group number Automatic Log-in (Toll Saver) > Caller ID Call Routing > DID Call Routing > Trunk Service > Port Service (Holiday Service are disregarded.) 4. 1 to change. 5. Select the desired Service Mode. (1-8).
Subscriber’s Manual 6.6 Changing the Company Greeting and Incoming Call Service Setting When the VPS answers calls, it greets the callers with a Company Greeting and then activates an Incoming Call Service. The System Manager or System Administrator can choose: – The appropriate company greeting for each time mode (Day, Night, Lunch, and Break) of each call service. The default company greeting is the System Greeting. – The desired Incoming Call Service for each time mode of each call service.
Subscriber’s Manual 9. Enter a Company Greeting number (1-32), then continue from step 12. 10. Select the desired setting entry. 1 to set Voice Mail Service, then continue from step 12. 2 to set Automated Attendant Service, then continue from step 12. 3 to set Custom Service. 4 to set Interview Service. 11. Enter the Custom Service number (1-100), or the Interview Mailbox number. 12. 2 to accept. Changing Service Group Assignment 1. Log in to the Main Menu. • 2. 3. 4. See 6.
Subscriber’s Manual 6.7 Delivering Messages The System Manager can deliver a message to multiple subscribers with one operation. Messages can be sent to all subscribers (Broadcasting Message feature) or to specified subscribers only. When delivering a message to specified subscribers, the System Manager can receive verification when the recipients listen to the message.
Subscriber’s Manual Use a Mailbox Group by specifying its number. 4. 2 to accept. 5. 1 to record a message. • Press [2] to add mailbox numbers. Press [3] to review the mailing list. Press [ ] to cancel message transfer. 6. 1 to end recording. 7. 2 to accept. 8. 1 1 to specify the delivery time. • Press [1] [2] to send the message immediately, then continue from step 14. 9. Enter the desired delivery time, then 10. 1 2 • # . for AM. for PM.
Subscriber’s Manual 6.8 Changing the System Manager's Password 1. Log in to the Main Menu. • The System Manager must enter the System Manager password in order to log in before performing any System Manager task. In order to ensure system security, we recommend selecting a long (maximum 16 digits) password that can not be easily guessed. 3. 3 1 to change the mailbox password. to accept the current setting. 2 4. Enter the desired password, then Note • 2. See 6.
Subscriber’s Manual Section 7 Message Manager's Guide 7.1 Logging in to the Message Manager's Mailbox The Message Manager must log in before performing any Message Manager task. To log in as the Message Manager, 3 items of information must be known: the extension number of a port connected to the VPS, the Message Manager's mailbox number, and the Message Manager's mailbox password.
Subscriber’s Manual Automatic Log-in 1. Go off-hook. 2. Enter the extension number of the VPS. 3. Password # Manual Log-in 1. Go off-hook. 2. Enter the extension number of the VPS. 3. # 4. and your mailbox number. • 5. 6 The System Manager's mailbox number is 98, 998, 9998 or 99998. Password # Note • For more information on logging in, see 2.1 Logging in to Your Mailbox.
Subscriber’s Manual 7.2 Managing the General Delivery Mailbox One of the Message Manager's functions is to check the General Delivery Mailbox for messages and transfer them to the appropriate mailbox or mailboxes (Mailbox Groups may be used). This can be done at any time using the telephone. Listening to Messages The Message Manager can monitor the status of the General Delivery Mailbox through his or her mailbox.
Subscriber’s Manual 5 to rewind. 6 to fast forward. 7 to transfer. 0 to listen to the entire menu. Transferring Messages Messages left in the General Delivery Mailbox should be transferred to their intended recipients on a regular basis. The Message Manager can add his or her own voice comments when necessary. When a message is transferred, the original message is not deleted from the General Delivery Mailbox; it must be deleted manually. 1. Log in to the Main Menu. • 2. See 7.
Subscriber’s Manual 7.3 Setting Up Message Waiting Notification 1. Log in to the Main Menu. • The VPS can notify the Message Manager when unplayed messages are waiting in his or her mailbox by turning on the message waiting lamp and/or calling a external device (i.e., telephone or beeper). The VPS can also send notification via email if the System Administrator has enabled this feature.
Subscriber’s Manual 4. Select the desired message type. 1 to notify all messages. 2 to notify urgent messages. 3. 3 to assign a telephone/beeper number. 4. 1 to change the first telephone number. 5. Select when the device will be used for message notification. for schedule (notification is sent each time a message is received, but only during the times programmed by the System Administrator). 2 to change the second telephone number. 1 2 for continuously.
Subscriber’s Manual 7.4 Customizing the Message Manager's Mailbox The Message Manager is able to customize the Message Manager's mailbox by specifying: (1) the password; (2) the extension numbers of Operator 1, 2, and 3; or (3) Telephone numbers 1 and 2 as the call forwarding destinations when Remote Call Forwarding is set to an outside line.
Subscriber’s Manual 2 to accept the current setting, then continue from step 13. 11. Enter the telephone number using (0-9, ). • Please make sure you begin the telephone number with an Outside Line Access number (to seize an Outside Line). • When connected to the KXTD500 or the KX-TDA series, the maximum number of characters allowed to be entered is 24; when connected to any other KX-T series PBX, 16. 12. 13. 2 to accept. 1 to change or assign the telephone number 2 setting.
Subscriber’s Manual 7.5 Setting the System Clock The VPS will announce, "Sorry, this function is not available". The system clock can be set directly from the telephone. It is important to set the clock accurately because Message Waiting Notification, External Message Delivery, redialing and rescheduling of External Message Delivery, and Automatic Message Deletion are all scheduled using this setting. The System Administrator and System Manager are also able to set the clock.
Subscriber’s Manual 7.6 Recording Messages The Message Manager is responsible for recording various system messages (menus, voice labels, system prompts, and system caller names) and is also responsible for maintaining the following: • Company Greetings—A maximum of 32 company greetings for business/ non-business and lunch/break hours as well as holidays can be selected, recorded, or deleted as necessary.
Subscriber’s Manual Recording Menus and Voice Labels e) For the Multilingual Selection Menu—Continue from step 5. f) For the On Hold 1. Log in to the Main Menu. • Announcement Menu— Continue from step 5. See 7.1 Logging in to the Message Manager's Mailbox. 2. 5 to record messages. 3. Select the desired number to 5. 1 • If a message has not yet been recorded, continue from step 7. record. 1 for Company Greetings. 2 for Company Name. 3 for Custom Service Menus.
Subscriber’s Manual b) Enter the prompt number you want to change. c) The VPS plays the prompt number and its prompt. If a prompt has not yet been recorded, the VPS plays the system prompt. If a prompt is turned off, "The prompt is now turned off" will play before the prompt. d) 1 to record. For KX-TVA50: You can restore the original system prompts included with the KX-TVA50 using the included CD-ROM.
Subscriber’s Manual 7.7 Remote Call Forwarding Set The Message Manager can program his or her extension from a remote location to forward various types of calls to the desired extension or an outside telephone. There are 6 forwarding settings available: • FWD All—Forwards all incoming calls to a specified extension number. • FWD Busy—Forwards all incoming calls to a specified extension number when the line is busy.
Subscriber’s Manual Assigning Remote Call Forwarding Set • 1. Log in to the Main Menu. • See 7.1 Logging in to the Message Manager's Mailbox. 2. 6 3. Select the desired forwarding 8. setting. 1 for FWD All. 2 for FWD Busy. 3 for FWD No Answer. 4 for FWD Busy or No Answer. 4. Enter the extension number. 5. 2 to accept the extension number, then continue from step 10. • Press [1] to change the extension number, then continue from step 4. 6. 1 for telephone number 1 (continue from step 8).
Subscriber’s Manual 7.8 Setting the Timed Reminder 1. Log in to the Main Menu. • The Message Manager can set or cancel the Timed Reminder. The telephone will ring at the set time according to the set mode (Once/Daily). 2. 7 3. 1 Note • See 7.1 Logging in to the Message Manager's Mailbox. to change the setting. 2 to accept, then go on-hook to finish. This setting is only available when the VPS is connected to a KX-TDA series PBX (MPR Version 2.0 or higher) using DPT Integration.
Subscriber’s Manual 7.9 List of Prompts for Voice Mail and AA Service There are over 1000 system prompts in the VPS. These prompts can be customized by re-recording them to change their content, or can be recorded in various languages (KX-TVA50: 3 languages; KX-TVA200: 10 languages). The maximum length of a prompt is fixed at 6 min. When recording prompts in other languages, most often it is not necessary to record all prompts contained in the VPS; recording over 1000 system prompts is a big undertaking.
Subscriber’s Manual Prompts Common to VM and AA Services Prompt No.
Subscriber’s Manual Prompt No. Modifiable Prompts 911 To make this message private, press 1 508 Otherwise, press 2 679 Thank you for calling VM Prompts Prompt No. Modifiable Prompts 542 Please enter your party's mailbox number 194 ____ of the person's first name 195 ____ of the person's first or last name 912 To make the message urgent, press 1 AA Prompts Prompt No.
Subscriber’s Manual Appendix A1 106 Quick Reference
Subscriber’s Manual To Enter a Mailbox From a Remote Location, Dial: #6 + mailbox number 1 2 Main Menu: You have new messages. Password # 1 Receive message. 2 Deliver message. Hang up. See the next page for the options from 3 to 6. 1 Receive New 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 2.
Subscriber’s Manual To Enter a Mailbox From a Remote Location, Dial: #6 + mailbox number 3 4 108 Password # Set Up Mailbox Management: 1 Record Personal Greetings 2 Set Password 3 Enter Owner's Name 4 Set Group Distribution List 5 Record Caller Name/Number 6 Set Remote Call FWD to Outside 7 Set Numbers for Automatic Log-in and Toll Saver 8 Set Personal Custom Service Set AA Status: 1 Set Call Transfer Status 2 Set Covering Extensions 3 Set Message Reception Mode 4 Set Incomplete Call Handling For No A
Subscriber’s Manual Service Access Commands Dial the following commands any time to get a different mailbox, extension, or menu. * 1 2 #1 Dialing by Name #2 Custom Service 4 5 6 #5 (#L) Log-in #6 (#M) Voice Mail * 3 * 7 8 #7 (#R) Restart (Main Menu) #8 (#T) Transfer to an Extn. #9 (#X) Exit 0 # 0 Help ## Switch to Prompts (Main Menu) Return to Previous Menu 9 ** * These commands are also available with VM Menu. ** This command is available with VM Menu only.
Subscriber’s Manual A2 KX-TDA and KX-TAW Series Feature Programming for DPT Integration The following VPS features are functional on any KX-T7xxx proprietary telephone that is connected to the PBX. Programming procedures and availability may vary by PBX model, software version, etc. Refer to the documentation included with the PBX or consult your dealer for more information. A2.1 Live Call Screening (LCS) Programming LCS notifies subscribers when messages are being recorded in their mailboxes.
Subscriber’s Manual A2.3 Live Call Screening Password Canceling To cancel the password, follow the procedure below. (It is not necessary to enter Personal Programming to activate this feature). PC programming is also available (see A2.6 Live Call Screening Assignment via PC Programming). Note • For KX-TDA and KX-TAW series PBXs, the term "Live Call Screening Password" used in this section indicates the Extension PIN (Personal Identification Number). 1. Lift the handset or press the SP-PHONE button. 2.
Subscriber’s Manual A2.5 Live Call Screening Private/Hands-Free Mode Assignment This program assigns a VPS response for when a message is being left in a mailbox. It determines whether an alarm tone is sent and whether the recorded message is played through the built-in speaker of the extension. The default mode is hands-free. (This is station level programming and should be done at each individual telephone.) PC programming is also available (see A2.6 Live Call Screening Assignment via PC Programming).
Subscriber’s Manual A2.6 Live Call Screening Assignment via PC Programming KX-TDA and KX-TAW series PBX users can program Live Call Screening features via PC programming. Follow the procedure below to assign each feature. 1. Go to "Extension-Wired Extension-Extension Settings" screen. 2. 3. 4. 5. Select "Option 4" window of the extension for which you want to program. Assign LCS Recording Mode to "Keep Record" or "Stop Record". Assign LCS Answer Mode to "Hands free" or "Private".
Subscriber’s Manual A2.7 Live Call Screening Button Assignment For the Live Call Screening feature to work at an extension, the extension must have an LCS button lit at the time of the message reception. This button must either be a DSS/BLF or CO button with a lamp. Follow the procedure below to assign an LCS button on an extension. (This is station level programming and should be done at each individual telephone.) PC programming is also available (see A2.12 Button Assignment via PC Programming). 1.
Subscriber’s Manual A2.8 Two-way Recording (TWR) Button Assignment For the Two-way Recording feature to work at an extension, the extension must have a TWR button. This button must either be a DSS/BLF or CO button with a lamp. Follow the procedure below to assign a TWR button on an extension. (This is station level programming and should be done at each individual telephone.) PC programming is also available (see A2.12 Button Assignment via PC Programming). 1.
Subscriber’s Manual A2.9 Two-way Transfer (TWT) Button Assignment For the Two-way Transfer feature to work at an extension, the extension must have a TWT button on it. This button must either be a DSS/BLF or CO button with a lamp. Follow the procedure below to assign a TWT button on an extension. (This is station level programming and should be done at each individual telephone.) PC programming is also available (see A2.12 Button Assignment via PC Programming). 1.
Subscriber’s Manual A2.10 One-touch Two-way Transfer (One-touch TWT) Button Assignment For the One-touch Two-way Transfer feature to work at an extension, the extension must have a One-touch TWT button on it. This button must either be a DSS/BLF or CO button with a lamp. Follow the procedure below to assign a One-touch TWT button on an extension. (This is station level programming and should be done at each individual telephone.) PC programming is also available (see A2.
Subscriber’s Manual A2.11 Voice Mail Transfer (VTR) Button Assignment For the Voice Mail Transfer feature to work at an extension, the extension must have the VTR button. This button must either be a DSS/BLF or CO button with a lamp. Follow the procedure below to assign a VTR button on an extension. (This is station level programming and should be done at each individual telephone.) PC programming is also available (see A2.12 Button Assignment via PC Programming). 1.
Subscriber’s Manual A2.12 Button Assignment via PC Programming KX-TDA and KX-TAW series PBX users can assign buttons for Live Call Screening (LCS), Two-way Recording (TWR), Two-way Transfer (TWT), and Voice Mail Transfer (VTR) via PC Programming. Follow the procedure below to assign each button. 1. Go to "Extension-Wired Extension-Flexible Key" screen. 2. Select "Extension Number / Name" for which you want to program. 3. Assign the desired Key Type to the Key Location you wish to program.
Subscriber’s Manual A2.13 Live Call Screening Activation To activate Live Call Screening, follow the steps below. PC programming is also available (see A2.7 Live Call Screening Button Assignment and A2.12 Button Assignment via PC Programming). 1. 2. 3. 4. Press the assigned LCS Button. Enter the assigned LCS Password. Confirm that the assigned LCS Button is red-on. Repeat these steps for each telephone.
Subscriber’s Manual A2.14 Two-way Recording (TWR) into Mailbox This feature allows extension users to record conversations into their own mailboxes by pressing the Two-way Recording (TWR) button.
Subscriber’s Manual A2.15 Two-way Transfer (TWT) into Mailbox This feature allows an extension user to record a conversation into another person's mailbox by pressing the Two-way Transfer (TWT) button and dialing the extension number. This is commonly used by a person who is taking a detailed message for someone else and wants the message recorded in the other person's mailbox at the same time.
Subscriber’s Manual A2.16 One-touch Two-way Transfer (One-touch TWT) into Mailbox This feature allows an extension user to record a conversation into another person's mailbox by pressing the One-touch Two-way Transfer (One-touch TWT) button. This is commonly used by a person who is taking a detailed message for someone else and wants the message recorded in the mailbox at the same time.
Subscriber’s Manual A2.17 Voice Mail Transfer (VTR) Programming This feature allows extension users to transfer calls directly to a mailbox. This is available with APT/DPT and Inband Integration.
Subscriber’s Manual A3 KX-TA and KX-TD Series PBX Feature Programming for APT/DPT Integration The following VPS features are functional on any KX-T7xxx proprietary telephone that is connected to the PBX. Programming procedures and availability may vary by PBX model, software version, etc. Refer to the documentation included with the PBX or consult your dealer for more information.
Subscriber’s Manual A3.1 Live Call Screening (LCS) Programming LCS notifies subscribers when messages are being recorded in their mailboxes. 2 notification methods are available: hands-free or private. Hands-free allows the user to monitor the message as it is being recorded through the speakerphone and, if desired, intercept the call by lifting the handset. Private mode notifies the user (by sounding a tone) when a message is being recorded.
Subscriber’s Manual A3.2 Live Call Screening Password Assignment To allow the Live Call Screening feature to work at an extension, the extension must have the LCS button lit. To light this button, press the LCS button, then enter the password. This password prevents others from activating the LCS feature and listening to the messages as they are being recorded. (It is not necessary to enter PITS Programming to activate this feature.
Subscriber’s Manual A3.3 Live Call Screening Password Canceling To cancel the password, follow the procedure below. (It is not necessary to enter PITS Programming to activate this feature). PC programming is also available for KX-TD500 and KX-TA824 users (see A3.6 Live Call Screening Assignment via PC Programming). 1. Lift the handset or press the SP-PHONE button. 2. Enter the feature number. KX-TD: [799] KX-TA1232: [799] KX-TA: [77 ] 3. Enter the password ([000]-[999]). KX-TA users must then enter #.
Subscriber’s Manual A3.4 Live Call Screening Recording Mode Assignment This program allows the VPS to continue recording the conversation in the mailbox after the extension intercepts the call during the Live Call Screening. PC programming is available for KX-TD500 and KX-TA824 users (see A3.6 Live Call Screening Assignment via PC Programming). 1. Enter system programming, then enter the programming number. KX-TD500: Programmable through PC Programming only.
Subscriber’s Manual A3.5 Live Call Screening Private/Hands-Free Mode Assignment This program assigns a VPS response for when a message is being left in a mailbox. It determines whether an alert tone is sent or whether the recorded message is played through the built-in speaker of the extension. The default mode is hands-free. (This item should be programmed by each extension user through Personal Programming.) PC programming is also available for KX-TD500 and KX-TA824 users (see A3.
Subscriber’s Manual A3.6 Live Call Screening Assignment via PC Programming KX-TD500 and KX-TA824 users can program Live Call Screening features via PC programming. Follow the procedure below to assign each feature. KX-TD500 1. Go to "4-2 Extension Line" screen. 2. Select the "Card No." and "Port No." which you are going to program. 3. In "LCS Settings": a) To set LCS Password, Enter a 3-digit number (using "0-9") in "LCS Password".
Subscriber’s Manual Note • To utilize the Live Call Screening features, it is necessary to first assign the LCS Password and LCS Button (see A3.12 Button Assignment via PC Programming), and then activate the LCS status. 4. Click "Apply". 5. Repeat steps 2 to 4 for each extension. KX-TA824 1. Go to "2.Extension - 2.Feature Settings". 2. Under "LCS Password": a) To set the LCS Password, enter a 3–digit number (using "0–9"). b) To cancel the LCS Password, delete the 3–digit number.
Subscriber’s Manual 6. Go to "2.Extension - 3.PT personal settings". 7. Under "LCS Mode", select "Private" or "Hands-free". 8. Click "Apply" to save the changed data.
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Subscriber’s Manual A3.7 Live Call Screening Button Assignment For the Live Call Screening feature to work at an extension, the extension must have an LCS button lit at the time of the message reception. This key must either be a DSS/ BLF or CO key with a lamp. Follow the procedure below to assign an LCS button on an extension. (This item should be programmed by each extension user through Personal Programming.) PC programming is also available for KX-TD500 and KX-TA824 users (see A3.
Subscriber’s Manual A3.8 Live Call Screening Cancel Button Assignment This button assignment allows you to assign a Flexible (CO, DSS) button as a Live Call Screening Cancel button. PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12 Button Assignment via PC Programming). 1. Enter PITS Programming: a. While on-hook, press the PROGRAM button or set the MEMORY switch to "PROGRAM". b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.
Subscriber’s Manual A3.9 Two-way Recording Button Assignment For the Two-way Recording feature to work at an extension, the extension must have a TWR button on it. This key must either be a DSS/BLF or CO key with a lamp. Follow the procedure below to assign a TWR button on an extension. (This item should be programmed by each extension user through Personal Programming.) PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12 Button Assignment via PC Programming). 1.
Subscriber’s Manual A3.10 Two-way Transfer Button Assignment For the Two-way Transfer feature to work at an extension, the extension must have a TWT button on it. This key must either be a DSS/BLF or CO key with a lamp. Follow the procedure below to assign a TWT button on an extension. (This item should be programmed by each extension user through Personal Programming.) PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12 Button Assignment via PC Programming). 1.
Subscriber’s Manual A3.11 Voice Mail Transfer Button Assignment This feature allows an extension user to transfer calls directly to a mailbox. This is available with both DPT and Inband Integration. PC programming is also available for KX-TD500 and KX-TA824 users (see A3.12 Button Assignment via PC Programming). 1. Enter PITS Programming: a. While on-hook, press the PROGRAM button or set the MEMORY switch to "PROGRAM". b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.
Subscriber’s Manual A3.12 Button Assignment via PC Programming KX-TD500 and KX-TA824 users can assign buttons via PC programming. Follow the procedure below to assign each button. KX-TD500 1. Go to "4-2 Extension Line" screen (refer to the screen image in A3.6 Live Call Screening Assignment via PC Programming). 2. Select the "Card No." and "Port No." which you are going to program. 3. Click "CO Key" in the upper right corner. "Flexible CO Key" screen (for all CO Keys) displays. 4.
Subscriber’s Manual 5. Select the desired Key Type. When 2WAY-REC, 2WAY-TRN, or VTR is selected, enter the extension number in "DN". 6. 7. 8. 9. Click "OK". "Flexible CO Key" screen (for all CO Keys) displays again. Click "OK". "4-2 Extension Line" screen displays again. Click "OK" or "Apply". Repeat these steps for each extension. KX-TA824 1. Go to "2.Extension - 4.Flexible Buttons". 2. Select the desired CO button. a) Select "Live Call Screening (LCS)" from the menu.
Subscriber’s Manual b) Click "OK" to save the button. 3. Select the desired CO button. a) Select "LCS Cancel" from the menu. b) Click "OK" to save the button. 4. Select the desired CO button. a) Select "2-way Record" from the menu. b) Enter the extension number of the VPS. c) Click "OK" to save the button. 5. Select the desired CO button. a) Select "2-way Transfer" from the menu. b) Enter the extension number of the VPS. c) Click "OK" to save the button. 6. Select the desired CO button.
Subscriber’s Manual A3.13 Live Call Screening Activation To activate the Live Call Screening status, follow the steps below. PC programming is also available for KX-TD500 users (see A3.6 Live Call Screening Assignment via PC Programming). 1. 2. 3. 4. Press the assigned LCS Button. Press the assigned LCS Password. Confirm that the assigned LCS Button is red-on. Repeat these steps for each telephone.
Subscriber’s Manual A3.14 Live Call Screening Password Control This feature allows operators and the Manager of the PBX to cancel the password for LCS at any extension. If a user forgets the preprogrammed password, Operator(s) and the Manager of the PBX can cancel the LCS password. 1. Enter PITS Programming: a. While on-hook, press the PROGRAM button or set the MEMORY switch to "PROGRAM". b. Enter [99]. (This step is not needed for KX-TA624 and KX-TA824.) The display changes to PT-PGM Mode. 2.
Subscriber’s Manual A3.15 Two-way Recording into Mailbox This feature allows extension users to record conversations into their mailboxes by pressing the Two-way Recording (TWR) button.
Subscriber’s Manual A3.16 Two-way Transfer into Mailbox This feature allows an extension user to record a conversation into another person's mailbox by pressing the Two-way Transfer (TWT) button and dialing the extension number. This is commonly used by a person who is taking a detailed message for someone else and wants the message recorded in the mailbox at the same time.
Subscriber’s Manual A3.17 A Restriction on TWR/TWT Activation (KX-TD500 Only) The KX-TD500 supports a maximum of 8 simultaneous Two-way Recording or Twoway Transfer operations. If the KX-TD50104 TSW-CONF (TSW Conference Expansion) Card is installed, the KX-TD500 supports a maximum of 64 Two-way Recording or Two-way Transfer operations.
Subscriber’s Manual A4 Training the Subscriber The System Administrator should explain the basic functions of the VPS to all subscribers. The System Administrator should explain which service (Voice Mail Service, Automated Attendant Service, Interview Service, or a Custom Service) will play during the day, and what services will play during night, lunch, and breaks. The System Administrator should explain that outside callers are called "non-subscribers" because they do not have mailboxes.
Subscriber’s Manual A5 Using VM Menu LCD (Liquid Crystal Display) Soft Buttons (S1 through S4) ENTER Navigator Key • LCD (Liquid Crystal Display): Displays menus or options. • Soft Buttons (S1 through S4): Used to select the item displayed on the bottom line on the display. • Navigator Key: – Right or left key Used to skip between messages. – Up or down key* Used to scroll up or down to view additional menus when available.
Subscriber’s Manual VM Menu Examples Follow the audible prompts to log in to your mailbox. Main Menu Receive Msg. Deliver Msg. Mbx. Management A.A. Status EXIT ENTER To play new massages, select "New Message", then press "ENTER" to accept. Receive Msg.
Subscriber’s Manual Follow the audible prompts to log in to your mailbox. Main Menu Receive Msg. Deliver Msg. Mbx. Management A.A. Status EXIT ENTER A.A. Status Call Transfer Status Covering Extn. Msg. Reception Mode Incomplete Handling EXIT ENTER Select "A.A. Status", then press "ENTER" using the soft button. Select "Call Transfer Status", then press "ENTER" to accept. Select "SEL" to accept. Disable All EXIT SEL ENTER Select "SEL" to accept.
Subscriber’s Manual Select "SEL" to accept. Call Screening EXIT SEL ENTER Select "SEL" to accept. Intercom Paging EXIT SEL ENTER Select "SEL" to accept. Beeper Access EXIT SEL ENTER A.A. Service Status will be set. To set other features, press "ENTER", then follow the steps. Transfer to Mbx. EXIT SEL ENTER A.A. Status Call Transfer Status Covering Extn. Msg.
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 Panasonic PBXs. Requires upgraded software in the PBX. When the VPS and PBX use APT Integration, voices are sent using analog technology, and data is sent digitally.
Subscriber’s 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 extensions. 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.
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 realize 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.
Subscriber’s 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 other 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.
Subscriber’s 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.
Subscriber’s Manual Interview Service Allows the VPS to "interview" a caller by playing a series of prerecorded questions 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], [ ], [#]) on a telephone.
Subscriber’s 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.
Subscriber’s Manual One-touch Two-way Transfer (One-touch TWT) Available with KX-TDA series and KX-TAW 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.
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 customize his or her extension's settings.
Subscriber’s 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 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.
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.
Subscriber’s 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.
Subscriber’s Manual Index 165
Subscriber’s Manual A A Restriction on TWR/TWT Activation (KX-TD500 Only) 147 AA Prompts 105 After Hours Greeting 15 Announce Message Transferred Information 79 Announce Option Menu After Erasing Messages 79 Appendix 106 Assigning and Canceling Telephone Numbers for Call Transfer to Outside Line 59 Assigning Caller ID Numbers and Recording Names 53 Assigning Caller ID Numbers for the First Time 51 Assigning Notification Numbers 93 Assigning Outside Telephone Numbers for Remote Call Forwarding 57 Assigning
Subscriber’s Manual Lists 44 Deleting Options from Your Personal Custom Service 62 Deleting Questions 42 Delivering Messages 85 Delivering Messages to All Mailboxes (Broadcasting Messages) 85 Delivering Messages to Specified Mailboxes 85 Device Notification 48 Directory Listing 79 E E-mail Integration (Message Notification by E-mail) 50 External Message Delivery 32 External Message Delivery Lists 46 F First Playback Urgent Messages 79 G Glossary 153 H Hands-free Mode 55 I Incomplete Call Handling 38 I
Subscriber’s Manual Message Retrieval Order 76 Message Waiting Lamp 48 Message Waiting Notification 48 N Navigation Commands 19 New Message Length Announcement 79 New Message Retention Time 75 New Messages 20 No Answer Greeting 12, 15 Notify of Transfer 79 Number of Caller IDs for Personal Caller Name Announcement 78 Number of New Message Announcement 78 O Old Messages 20 One-touch Two-way Transfer (One-touch TWT) 56 One-touch Two-way Transfer (One-touch TWT) Button Assignment 117 One-touch Two-way Trans
Subscriber’s Manual Delivery List) 33 Specifying the Recipients by Name (Dialing by Name) 25, 30 Specifying the Recipients by Number 25, 30 Starting the Subscriber Tutorial 13 Subscriber Tutorial 79 Subscriber Tutorial (Easy Mailbox Configuration) 12 Subscriber's Name 12, 18 System Manager's Guide 68 T Use Call Waiting on Busy 77 Using the VPS 7 Using VM Menu 149 V VM Menu 8, 78 VM Menu Examples 150 VM Menu—only Command 19 VM Prompts 105 Voice Mail Transfer (VTR) Button Assignment 118 Voice Mail Transf
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Subscriber’s Manual 171
Panasonic Consumer Electronics Company Division of Panasonic Corporation of North America One Panasonic Way Secaucus, NJ 07094 Panasonic Puerto Rico, lnc. Ave. 65 de Infantería, Km. 9.5 San Gabriel Industrial Park Carolina, Puerto Rico 00985 http://www.panasonic.com/csd Copyright: This material is copyrighted by Panasonic Communications Co., Ltd., and may be reproduced for internal use only.
