panasonic kx-tva50 kx-tva200 voice processing system ......the panasonic voice processing system...

Document Version 3.0 2010/06

Subscriber’s ManualVoice Processing System

Model No. KX-TVA50KX-TVA200

Thank you for purchasing a Panasonic Voice Processing System.Please read this manual carefully before using this product and save this manual for future use.

KX-TVA50/KX-TVA200: Version 3.0 (Main Software Version 3.00 or later)

IntroductionAbout this Manual

This Subscriber’s Manual is designed to help you configure your mailbox, use commonvoice mail features, and introduce you to the many advanced features that will improveyour productivity in countless ways.This manual is divided into the following sections:

1 Introduction to the VPSThis section provides you with a brief overview of what the VPS is and what it can helpyou do.

2 Logging in to and Configuring Your MailboxThis section shows you how to log in to your VPS mailbox and customize your mailboxto suit your needs.

3 Message Playback and Related FeaturesThis section shows you how to play back messages left in your mailbox and use otherfeatures related to message playback.

4 Sending MessagesThis section shows you how to send messages to other people in your office and tooutside parties.

5 Other FeaturesThis section introduces the many advanced features offered by the VPS.

6 DPT Feature Programming for KX-TDE, KX-TDA, and KX-TAW SeriesPBXsThis section shows you how to program your telephone to use DPT Integration featuresthat are available when your office uses a KX-TDE, KX-TDA, or KX-TAW series PBX.

7 APT/DPT Feature Programming for KX-TA and KX-TD Series PBXsThis section shows you how to program your telephone to use APT and DPT Integrationfeatures that are available when your office uses a KX-TA or KX-TD series PBX.

8 AppendixThis section provides additional information to help you use common VPS featuresquickly and easily.

IndexAn alphabetical listing of features and terms, as well as the page numbers of relatedsections.

2 Subscriber’s Manual Document Version 3.0 2010/06

Introduction

Table of Contents1 Introduction to the VPS .............................................................................51.1 Introduction to the VPS ...................................................................................52 Logging in to and Configuring Your Mailbox ..........................................72.1 Logging in to Your Mailbox .............................................................................72.2 Subscriber Tutorial (Easy Mailbox Configuration) ........................................82.3 Changing or Deleting Your Personal Greeting Messages ..........................102.4 Changing Your Password ..............................................................................122.5 Changing or Deleting Your Subscriber Name .............................................132.6 Common Service Commands and Navigation Commands ........................143 Message Playback and Related Features ..............................................153.1 Playing Messages ..........................................................................................153.2 Replying to Messages ....................................................................................183.3 Transferring Messages ..................................................................................203.4 Remote Access ...............................................................................................214 Sending Messages ..................................................................................224.1 Sending Messages—Overview .....................................................................224.2 Message Delivery ...........................................................................................234.3 External Message Delivery ............................................................................254.4 Receiving External Delivery Messages ........................................................275 Other Features .........................................................................................285.1 Call Transfer ...................................................................................................285.2 Incomplete Call Handling ..............................................................................295.3 Assigning Your Covering Extension ............................................................305.4 Interview Mailbox ...........................................................................................315.5 Message Reception Mode .............................................................................325.6 Personal Group Distribution Lists ................................................................335.7 External Message Delivery Lists ...................................................................345.8 Message Waiting Notification .......................................................................355.9 E-mail Integration (Message Notification by E-mail) ...................................375.10 Personal Greetings for Caller ID ...................................................................385.11 Personal Caller Name Announcement .........................................................405.12 Live Call Screening (LCS) ..............................................................................415.13 Recording Your Conversations ....................................................................425.14 Voice Mail Transfer ........................................................................................435.15 Remote Call Forwarding ................................................................................445.16 Assigning and Canceling Telephone Numbers for Call Transfer to Outside

Line ..................................................................................................................465.17 Assigning Your Telephone Numbers for Remote Automatic Log-in and Toll

Saver ................................................................................................................475.18 Personal Custom Service ..............................................................................485.19 Timed Reminder .............................................................................................505.20 Bookmarks ......................................................................................................515.21 Recovering Deleted Messages ......................................................................52

Document Version 3.0 2010/06 Subscriber’s Manual 3

Table of Contents

5.22 Mailbox Capacity Warning .............................................................................536 DPT Feature Programming for KX-TDE, KX-TDA, and KX-TAW Series

PBXs .........................................................................................................546.1 Programming Your Extension for LCS .........................................................546.2 Programming Your Extension for Conversation Recording ......................566.3 Programming Your Extension for Voice Mail Transfer ...............................577 APT/DPT Feature Programming for KX-TA and KX-TD Series

PBXs .........................................................................................................587.1 Programming Your Extension for LCS .........................................................587.2 Programming Your Extension for Conversation Recording ......................607.3 Programming Your Extension for Voice Mail Transfer ...............................618 Appendix ..................................................................................................628.1 Quick Reference .............................................................................................628.2 Service Access Commands ..........................................................................648.3 Using VM Menu ...............................................................................................65

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


Table of Contents

1 Introduction to theVPS

1.1 Introduction to theVPSThe Panasonic Voice Processing System(VPS) is a powerful tool that will help youmanage your voice communications andthereby increase your productivity. As asubscriber (the owner of a VPS mailbox),you can:• Send a message to one or more people

inside or outside your office.• Transfer messages to other subscribers

and add your own comments.• Access your mailbox and listen to your

messages, even when out of the office.• Have the VPS call, beep, or e-mail you

when someone leaves you a message.• Be notified by the message waiting lamp

on your extension when new messageshave been recorded in your mailbox.

• Screen your calls.• Create a set of options and functions

exclusive to your mailbox (PersonalCustom Service) that can be selected byyour callers.

• And more…

Before You Begin

In order to use the VPS as a subscriber, youneed to know the following information. TheVPS System Manager can help you if youdo not know this information.• The extension number of the VPS that

you should dial in order to access theVPS.

• Your mailbox number and extensionnumber (In many cases these are thesame number, but it is possible they arenot).

• Your mailbox password (if set).

• The System Manager’s telephonenumber. The System Manager is theperson you should refer to when youhave any problems with the VPS.

Once you know this information, you areready to use the VPS.

Using the VPS

There are two ways to use the VPS; you canbe either a subscriber, or a caller.A subscriber is a VPS user who has his orher own mailbox. Subscribers can play backtheir own messages, leave messages forother subscribers, record a message that isthen sent to multiple parties (includingoutside parties), record greeting messages,etc. In order to use the VPS as a subscriber,you must first "log in" to your mailbox. Thisusually involves dialing your mailboxnumber and entering your password. Onceyou have logged in, you can use"Subscriber Services"; Subscriber Servicesare all the features and functions you canaccess or perform as a subscriber.A caller can generally be thought of as anoutside party. Callers can leave messagesfor VPS subscribers or use the VPS to beconnected to specific extensions, but theydo not log in to the VPS before using thesefeatures, and the number of features theycan use is limited.

Prompts

One essential characteristic of the VPS is itsuse of "prompts". Prompts are recordedvoice guidance messages that help you setand use VPS features. Prompts also helpcallers when the VPS is handing their calls.Depending on how your VPS isprogrammed, subscribers and callers canselect the language they prefer for VPSprompts.Prompt example:Main Menu of Subscriber Services"To receive the message, press [1].""To deliver a message, press [2]."


1.1 Introduction to the VPS

"For mailbox management, press [3].""For Automated Attendant status, press[4].""To set up Message Waiting Notification,press [5].""For other features, press [6].""To end this call, press [*]."

VM Menu

Certain PBXs (telephone systems) andtelephones are compatible with "VMMenu"; this feature displays VPS promptson the display of your telephone, promptingyou visually instead of audibly. To select aVPS operation displayed on the display,press the soft button next to the desiredprompt. Use the Navigator Key to scroll upor down to view additional prompts whenavailable (When the Navigator Key is notused to scroll up or down through options, itcan be used to adjust volume.).This feature is not available with certainPBXs and may be disabled by the SystemAdministrator or System Manager for yourmailbox.VM Menu example:Main Menu of Subscriber Services

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

Note• Operations shown in this manual are

for when operating the VPS byfollowing audible prompts.

• Operations necessary to operate theVPS using VM Menu will vary slightlyfrom these instructions.

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

displayed and prompts will be heardinstead.

• This feature is only available withPanasonic KX-TDE and KX-TDAseries PBXs using DPT Integration.For more information, consult yourSystem Administrator. For moreinformation on VM Menu, see8.3 Using VM Menu.

Logging in to Your Mailbox for theFirst Time

The first time you log in to your mailbox,there are certain mailbox settings youshould perform before using any otherSubscriber Services. These settings identifyyou as the owner of your mailbox, and aredescribed in "2 Logging in to andConfiguring Your Mailbox".• Password• Subscriber’s Name• No Answer GreetingYour VPS may be programmed to initiate a"Subscriber Tutorial" the first time you log into your mailbox. If the Subscriber Tutorial isenabled, VPS prompts will guide youthrough the mailbox configuration process.


1.1 Introduction to the VPS

2 Logging in to andConfiguring YourMailbox

2.1 Logging in to YourMailboxIn order to access Subscriber Services (toplay messages, change mailbox settings,etc.), you must first log in to your mailbox.There are 2 ways to log in to your mailbox:

Automatic Log-in:When logging in to your mailbox from yourown extension, you do not need to enter anyspecial commands or your mailbox number.This feature is not available with certainPBXs and may be disabled by the SystemAdministrator for your mailbox.

Manual Log-in:You need to enter the Voice Mail ServiceCommand [#6] followed by [ ] and yourmailbox number. Manual Log-in isnecessary when logging in to your mailboxusing someone else’s extension, whenAutomatic Log-in is not available with yourPBX, or when Automatic Log-in is notenabled for your mailbox.

You will know that you have logged insuccessfully because the VPS willannounce either the Main Menu ofSubscriber Services or the number of newmessages you have, or the VM Menu will bedisplayed.

Automatic Log-in

1. Go off-hook.2. Enter the extension number of the VPS.3. Enter your password, then # .

• You can skip this step if your mailboxhas no password.

Manual Log-in

1. Go off-hook.2. Enter the extension number of the VPS.3. # 6

4. and your mailbox number.5. Enter your password, then # .


Note• When following audible prompts

only: if Autoplay New Messages isenabled for your mailbox, newmessages will be played backautomatically each time you log in toyour mailbox. New messages will beplayed back one after the otherautomatically (i.e., you do not needto press a button to play the nextmessage). For more information,consult your System Administrator.

• If Message Waiting Lamp is enabledfor your mailbox, the message lampon your telephone will light when youreceive a new message. You can login to your mailbox and play back anew message automatically simplyby going off-hook and pressing themessage button on your telephone.The VPS will play back the first newmessage only. To play back othermessages, press the appropriatebutton.

• The VPS will announce the numberof total messages, the number ofnew messages, or the length of newmessages depending on the Classof Service (COS) settings of yourmailbox.

• If the Subscriber Tutorial is enabledfor your mailbox, VPS prompts willguide you through the mailboxconfiguration process the first timeyou log in to your mailbox (see2.2 Subscriber Tutorial (EasyMailbox Configuration)).


2.1 Logging in to Your Mailbox

2.2 Subscriber Tutorial(Easy MailboxConfiguration)Your VPS may be programmed to presenta "Subscriber Tutorial" to you the first timeyou log in to your mailbox. If the SubscriberTutorial is enabled, VPS prompts will guideyou through the mailbox configurationprocess. Simply by following the prompts,you can configure the following items. Youcan configure these items later manually ifnecessary, as explained later in this section.This feature may be disabled by the SystemAdministrator or System Manager for yourmailbox.Password: If your mailbox has a password,you must enter it using the dial keys (0–9)whenever you log in to your mailbox. Yourpassword can contain up to 16 digits.Subscriber’s Name: This is a recording ofyour name. Other subscribers will hear yourname when they listen to messages you leftfor them. It may also be heard by callerswhen they use the Dialing by Name feature.No Answer Greeting: Callers directed toyour mailbox when you do not answer theircall will hear your No Answer greetingmessage. A common example might be,"This is (name). I can’t take your call rightnow…". After the greeting is played, a tonewill sound, and the caller can leave amessage.Other greeting messages can be recordedmanually later. For details, see2.3 Changing or Deleting Your PersonalGreeting Messages.

Note• You may be asked to enter your

password after logging in to yourmailbox. If you do not know thispassword, ask your SystemAdministrator.

Starting the Subscriber Tutorial

1. Log in to your mailbox.• See 2.1 Logging in to Your Mailbox

if necessary.2. Confirm that the Subscriber Tutorial has

begun.• The VPS will announce, "Welcome

to the Voice Processing System.This is the Subscriber Tutorialservice.".

• If the tutorial does not begin, it maybe disabled for your mailbox. Formore information, consult yourSystem Administrator.

3. Go to "Setting Your Password for theFirst Time" or "Changing YourPassword" as necessary.

Setting Your Password for the FirstTime

1. Set your password when prompted byentering the desired password thenpressing # .• To prevent unauthorized access, we

strongly recommend selecting along and random password. Pleaseavoid using obvious numbercombinations for the password.

• It is necessary to set a passwordequal to or longer than the specifiednumber of digits by default. For moreinformation, consult your SystemAdministrator.

2. 2 to accept.3. Go to "Recording the Owner’s Name

(Your Subscriber Name)".

Changing Your Password

1. 1 to change your password.2. Set your new password by entering the

desired password then pressing # .• To prevent unauthorized access, we

strongly recommend selecting along and random password. Please


2.2 Subscriber Tutorial (Easy Mailbox Configuration)

avoid using obvious numbercombinations for the password.

• If your password is shorter than theminimum password length assignedto the VPS, the VPS will announce"Incorrect entry", and you will needto select a longer password. Formore information, consult yourSystem Administrator.

3. 2 to accept.4. Go to "Recording the Owner’s Name

(Your Subscriber Name)".

Recording the Owner’s Name (YourSubscriber Name)

1. State your name after the tone.2. 1 to end recording.3. 2 to accept.4. Go to "Recording Your Greeting

Messages".

Recording Your Greeting Messages

The VPS will prompt you to record your NoAnswer greeting message. If you do notrecord a greeting message, a prerecordedgreeting message will be used.Other greeting messages can be recordedmanually later. For details, see2.3 Changing or Deleting Your PersonalGreeting 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.• 3 to record the message again.• 4 to add.• to delete and exit.

Confirming Your Settings

1. 1 to confirm your settings.2. Go on-hook.


2.2 Subscriber Tutorial (Easy Mailbox Configuration)

2.3 Changing or DeletingYour Personal GreetingMessagesAfter callers reach your mailbox, they willhear your personal greeting message. Youcan record 4 kinds of Personal Greetings;the appropriate greeting will be played forcallers. If you delete or do not record agreeting message, a prerecorded greetingmessage will be used.• No Answer Greeting:

Heard by callers when you do notanswer their calls. A common examplemight be, "This is (name). I can’t takeyour call right now…".

• Busy Signal Greeting:Heard by callers when you are onanother call. A common example mightbe, "This is (name). I’m on another callright now…".

• After Hours Greeting:Heard by callers when the VPS is innight mode. A common example mightbe, "This is (name). I’ve gone home forthe day…".

• Temporary Greeting:A special greeting that, if recorded, isheard by callers instead of the othergreetings. A common example might be,"This is (name). I’m out of the office thisweek…".

Follow the steps below to record or deleteyour Personal Greeting Messages.1. Log in to your mailbox.

• See 2.1 Logging in to Your Mailboxif necessary.

2. 3 1

3. Select the desired greeting.1 No Answer Greeting.2 Busy Signal Greeting.3 After Hours Greeting.4 Caller ID Greeting (may not be

available; see 5.10 Personal Greetingsfor Caller ID).5 Temporary Greeting.

4. Follow the prompts as necessary.1 to change the greeting.3 to delete the selected greeting.

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

5. Record your greeting message, after thetone.• We recommend stating your name in

your greeting messages, so thatcallers will know they have reachedthe correct mailbox.

• The maximum length of eachgreeting message is 1 minute bydefault.

6. 1 to end recording.7. Follow the prompts as necessary, or go

to step 8.• 1 to review.• 3 to rerecord the greeting

message (repeat the steps above asnecessary).

• 4 to add to the greeting messageyou just recorded.

• to delete the greeting messageand exit.

8. 2 to accept.9. Record or delete other greeting

messages as necessary by following theprompts, or go to 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 Greetingsfor Caller ID).5 Temporary Greeting.

10. Go on-hook.

Note• A Temporary Personal Greeting is

played instead of all your othergreetings until it is deleted. Eachtime you log in to your mailbox, theVPS will ask you if you want to turnoff (delete) your TemporaryPersonal Greeting.

• Make sure you go on-hook only afteryou have accepted your new


2.3 Changing or Deleting Your Personal Greeting Messages

greeting in step 8. If you go on-hookwithout accepting your new greeting,it will not be saved.


2.3 Changing or Deleting Your Personal Greeting Messages

2.4 Changing YourPasswordYou can password protect your mailbox toprevent unauthorized access to yourmailbox. If your mailbox has a password,you must enter it using the dial keys (0–9)whenever you log in to your mailbox. Yourpassword can contain up to 16 digits.You can change your password at any time.When choosing a password, avoid usingobvious number combinations. If you forgetyour password, have your SystemAdministrator or System Manager clearyour password. You may then set a newone.1. Log in to your mailbox.


2. 3 2 1

3. Enter the desired password, then press# .

• It is necessary to set a passwordequal to or longer than the specifiednumber of digits by default. For moreinformation, consult your SystemAdministrator.

4. 2 to accept.5. Go on-hook.


2.4 Changing Your Password

2.5 Changing or DeletingYour Subscriber NameYou can record your name in the VPS. TheVPS can then announce your name forcallers to let them know that they havereached the correct mailbox. If a caller doesnot know your mailbox number, the callercan try to reach you by entering the first fewletters of your first or last name (Dialing byName feature). After entering the first fewletters of your name, the VPS will announcethe names of VPS subscribers whosenames share those same letters, and thecaller can select your name.1. Log in to your mailbox.


2. 3 3 1

• Enter [3] [3] [3] to delete yoursubscriber name, then go on-hook tofinish.

3. State your name after the tone.4. 1 to end recording.5. 2 to accept.6. Go on-hook.


2.5 Changing or Deleting Your Subscriber Name

2.6 Common ServiceCommands andNavigation CommandsCommands for Changing the CurrentVPS Service

After going off-hook and dialing anextension number of the VPS, you can entera service command to access certain VPSfeatures quickly. While VPS guidance isbeing provided, you can also use servicecommands to, for example, switch to adifferent VPS service mode. Some of themore commonly used commands are listedbelow. For a complete list, see 8.2 ServiceAccess Commands.

# 2 Activates Custom Service. Youwill be guided to enter a CustomService number (1–100).

# 6 Activates Voice Mail Service.You can record a message foranother subscriber by enteringhis or her mailbox number whenguided. You can also log in toyour mailbox by entering thiscommand followed by [ ] andyour mailbox number.

# 8 Activates Automated AttendantService. You can call anextension by dialing the desiredextension number when guided.If the called party does notanswer, the VPS can offer youother options, such as leaving amessage, calling the operator,etc. Note that these options areavailable only when calling theextension via AutomatedAttendant Service, i.e. after youhave entered this servicecommand.

When Using Voice Prompts

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

Takes you back to the previousmenu.

0 Repeats the current menu.

# 7 Takes you back to the MainMenu.

When Using VM Menu

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

Commands for Recording Messages

After going off-hook and dialing anextension number of the VPS, you can enterthe following commands to recordmessages.

# 9 1 Accesses No AnswerGreeting. You can record aNo Answer Greeting byentering this command.

# 9 2 Accesses Owner's Name.You can record an Owner'sName by entering thiscommand.


2.6 Common Service Commands and Navigation Commands

3 Message Playbackand Related Features

3.1 Playing MessagesCallers and other subscribers can leavemessages for you, and you can play themback later after you have logged in to yourmailbox.Messages in your mailbox are divided into3 types:• New Messages:

Messages in your mailbox which youhave not played back yet.

• Old Messages:Messages in your mailbox which youhave played back but have not yetdeleted.

• Deleted Messages:Messages in your mailbox which youhave deleted. You can "recover" yourdeleted messages, after which they willbe treated as old messages (see5.21 Recovering Deleted Messages). Ifyou do not recover deleted messages,they will be permanently deleted at theend of the day.

When playing back a message, the VPScan also announce the message’s"envelope"—the date and time of themessage, and the message sender’sinformation.1. Log in to your mailbox.


2. 1

3. Follow the prompts as necessary.1 to play new messages.2 to play old messages.3 to play deleted messages.

4. Listen to the message.• Pressing [ ] during message

playback will return you to the

previous menu. You can then selectanother message type to listen to.

1

Listen to Message:1 New Message2 Old Message3 Deleted Message

Receive New Message

Receive Old Message

Receive Deleted Message

2

3

Note• Additional features are available

during and/or after messageplayback. Refer to the table belowand press the appropriate dialingkey. Note that certain features arenot available depending on themessage type (new, old, deleted).


3.1 Playing Messages

Key FeatureMessage Type

New Old Deleted

1 Repeat this message ü ü ü

1 1 Replay the previous message ü ü ü

1 2 Play the next message ü ü ü

2Pause/restart message playback(during playback only) ü ü ü

2 3*2 Play the message envelope ü ü ü

2 4Set Bookmark (during playback only)• [2] to restart message playback. ü ü —

2 5 Start playback at the Bookmark ü ü —

2 6

Save this message as new• After saving the message, the next

message will be played soon.ü — —

3 (+ 1*2)

Delete this message• If the confirmation message is played,

press [1] to delete the message.ü ü —

3 Recover this message — — ü

4 Reply to this message ü ü —

5*1 Rewind (during playback only) ü ü ü

6*1 Fast-forward, skip envelope

(during playback only) ü ü ü

7 Transfer this message ü ü —

8Adjust playback volume(during playback only) ü ü ü

9*1 Adjust playback speed


9 0*1 Play back at normal speed


*1 These keys also function when using VM Menu.*2 These keys only available when the appropriate COS settings are assigned to your mailbox. For more information,

consult your System Administrator.

Note• VPS programming determines if the

message envelope is played before

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



more information, consult yourSystem Administrator.

• The VPS will automatically deleteboth new and old messages after aspecified number of days havepassed. Your System Administratoror System Manager controls howmany days messages are retainedfor. Each time you play a new or oldmessage, the message retentioncounter resets.

• When messages are deleted, theywill be retained until the end of theday. Deleted messages can berecovered before then by pressing[3] during or after playback.

• A Bookmark allows you to set a pointin a message that you can jump toquickly during playback (see5.20 Bookmarks). You can set oneBookmark for each message in yourmailbox. If you set a secondBookmark in the same message, theprevious one is deleted.

• During playback, you can adjustplayback volume and speed bypressing [8] and [9] respectively.Press the desired key repeatedly toadjust the volume and speed asnecessary. If volume or speed are atthe highest setting, pressing thedialing key will select the lowestsetting, as shown below.

Level 1

Level 2

Level 3 (default)

Level 4

Level 5



3.2 Replying to MessagesYou can reply to messages left in yourmailbox by either calling back the caller orby leaving a message in the caller’smailbox.Calling back is possible when the personwho left you the message is anothersubscriber. Calling back outside callers ispossible if their Caller ID information isreceived by the PBX and VPS, however,this feature is not available with certainPBXs and may be disabled by the SystemAdministrator or System Manager for yourmailbox.Replying by leaving a message in thecaller’s mailbox is possible only if the calleris another subscriber (i.e., the person musthave his or her own mailbox). Whenreplying by leaving a message in thecaller’s mailbox, you can set any of thefollowing:• Urgent Status:

The message will be heard before othermessages by the recipient.

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

• Auto Receipt:You will receive notification (receiptmessage) once the recipient has playedback the message.

Finally, you can send your replyimmediately or set a message delivery time.However, please note that you cannot replyto receipt messages.

Calling Back the Message Sender

1. Play back the desired message.• See 3.1 Playing Messages if

necessary.• Only new and old messages can be

replied to. To reply to a deletedmessage, recover the message first(see 5.21 Recovering DeletedMessages).

2. 4 during or after message playback.3. 1 to call the sender.

Note• Calling back outside callers (Caller

ID Callback) is only available withPanasonic KX-T series PBXs usingAPT or DPT Integration. For moreinformation, consult your SystemAdministrator.

Leaving a Message for the Sender



replied to. To reply to a deletedmessage, recover the message first(see 5.21 Recovering DeletedMessages).

2. 4 during or after message playback.3. 2 to begin recording.4. Speak after the tone.

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

5. 1 to end recording.6. 2 to accept.7. 1 1 to set the delivery time of the

message.1 2 to send the message

immediately, then go to step 12.2 to accept, then go to step 15.

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 for AM.2 for PM.

• This option may not be available ifthe VPS is programmed to use24-hour time.

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


3.2 Replying to Messages

• If today is February 16 and you enter[1] [7] [#], the message will bedelivered tomorrow.

• If today is February 16 and you enter[5] [#], the message will be deliveredon March 5.

11. 2 to accept.12. 1 to make the message urgent.

2 to continue.13. 1 to make the message private.

2 to continue.14. 1 to request a receipt.

2 to continue.15. Go on-hook.

Note• Auto Receipt is not enabled by

default. For more information,consult your System Administrator.

• New urgent messages are playedbefore any other messages.However, old urgent messages aretreated like regular messages:messages are played starting withthe oldest.


3.2 Replying to Messages

3.3 TransferringMessagesYou can transfer (forward) messages inyour mailbox to other subscribers. However,please note that you cannot transfer receiptmessages, or messages that were specifiedby the sender as "private".When transferring a message, you can:• Specify the recipient by entering another

subscriber’s mailbox number.• Specify several recipients by entering a

Personal Group Distribution List number(see 5.6 Personal Group DistributionLists) or a Mailbox Group number.

• Record your own comments and sendthem along with the transferredmessage.

Specifying the Recipients by Number



transferred. To transfer a deletedmessage, recover the message first(see 5.21 Recovering DeletedMessages).

2. 7 during or after message playback.3. Enter one of the following:

A mailbox number.A Personal Group Distribution Listnumber, then # .A Mailbox Group number.

4. 2 to accept.5. 1 to transfer the message without

recording your comments, then go tostep 8.2 to record your comments.

6. Record your comments after the tone.7. 1 to end recording.8. 2 to accept.9. Go on-hook.

Note• No acknowledgement will be given

to indicate the message has beentransferred.

Specifying the Recipients by Name(Dialing by Name)



transferred. To transfer a deletedmessage, recover the message first(see 5.21 Recovering DeletedMessages).

2. 7 during or after message playback.3. # 1

4. Using the dialing keys, enter the first 3or 4 letters of the desired recipient’sname.

5. 1 to select the announced name.2 to hear the next name.3 to repeat the current name.

6. Enter one of the following:1 to transfer the message without

recording your comments, then go tostep 10.2 to record your comments.

7. Record your comments after the tone.8. 1 to end recording.9. 2 to accept.10. Go on-hook.

Note• No acknowledgement will be given

to indicate the message has beentransferred.


3.3 Transferring Messages

3.4 Remote AccessYou can call the VPS while outside and login to your mailbox in order to listen to yourmessages. There are 2 ways to log in toyour mailbox remotely:• Automatic Log-in:

When logging in to your mailboxremotely from a preprogrammed outsidetelephone number (assigned as a CallerID number), you do not need to enterany special commands or your mailboxnumber. The VPS can recognize thetelephone number you are calling fromand therefore determine you are thecaller (see 5.17 Assigning YourTelephone Numbers for RemoteAutomatic Log-in and Toll Saver). Thisfeature is not available with certainPBXs and may be disabled by theSystem Administrator for your mailbox.

• Manual Log-in:You need to enter the Voice Mail ServiceCommand [#6] followed by [ ] and yourmailbox number. Manual Log-in isnecessary when logging in to yourmailbox when Automatic Log-in is notavailable with your PBX, when yourmailbox is not programmed forAutomatic Log-in, or when you arecalling from a telephone number notprogrammed for Automatic Log-in.

Remote Automatic Log-in

1. Call the VPS from the preprogrammedoutside telephone number (assigned asa Caller ID number).• Ask your System Administrator what

telephone number you should dial inorder to access the VPS remotely.

• The number of rings you hear beforethe VPS answers your call canindicate whether or not you havenew messages (Toll Saver feature).For more information, consult yourSystem Administrator.

2. Enter your password, then # .• You can skip this step if your mailbox

has no password.3. 1 to play back messages.4. Follow the prompts or select one of the

following as necessary.# 8 to call an extension.# 8 0 to call the operator.

5. # 9 when finished.6. Go on-hook.

Note• This feature is only available with

Panasonic KX-T series PBXs usingAPT or DPT Integration. For moreinformation, consult your SystemAdministrator.

Remote Manual Log-in

1. Call the VPS from an outside telephone.• Ask your System Administrator what

telephone number you should dial inorder to access the VPS remotely.

2. # 6

3. and your mailbox number.4. Enter your password, then # .


5. 1 to play back new messages.6. Follow the prompts or select one of the

following as necessary.# 8 to call an extension.# 8 0 to call the operator.

7. # 9 when finished.8. Go on-hook.


3.4 Remote Access

4 Sending Messages

4.1 Sending Messages—OverviewYou can record messages and send themto other subscribers, to PBX extensionusers who do not have VPS mailboxes, andeven to outside parties. Messages can besent using one of the following features:• Message Delivery:

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

• External Message Delivery:Sending a message to parties that donot have VPS mailboxes, i.e., PBXextension users and outside parties(see 4.3 External Message Delivery).

There are several ways to determine therecipients of your messages. You canspecify recipients by:• Mailbox number or subscriber name

(specifies an individual recipient forMessage Delivery).

• Personal Group Distribution List numberor Mailbox Group number (specifies agroup of recipients for MessageDelivery).

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

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


4.1 Sending Messages—Overview

4.2 Message DeliveryYou can send messages to othersubscribers. You can specify messagerecipients either by number or by subscribername.To specify the recipients by number:• Enter the subscriber’s mailbox number.• Enter a Personal Group Distribution List

number (see 5.6 Personal GroupDistribution Lists for creating your ownPersonal Group Distribution Lists).

• Enter a Mailbox Group number (thesemust be created by the SystemAdministrator; For more information,consult your System Administrator).

To specify the recipients by name:• Enter the first few letters of the

subscriber’s name (Dialing by Namefeature).

Once you have specified the recipients, youcan record a message. Before sending yourmessage, you can set any of the following:• Urgent Status:

The message will be heard before othermessages by the recipient.

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

• Auto Receipt:You will receive notification once therecipient has played back the message.

Finally, you can send your messageimmediately or set a message delivery time.

Sending a Message


if necessary.2. 2

3. Go to "Specifying the Recipients byNumber" or "Specifying the Recipientsby Name (Dialing by Name)".

Specifying the Recipients by Number

1. Enter one of the following:A mailbox number.A Personal Group Distribution Listnumber, then # .A Mailbox Group number.

2. 2 to accept.3. Go to "Recording Your Message".

Specifying the Recipients by Name(Dialing by Name)

1. # 1

2. Using the dialing keys, enter the first 3or 4 letters of the desired recipient’sname.

3. 1 to select the announced name.2 to hear the next name.3 to repeat the current name.

4. Go to "Recording Your Message".

Recording Your Message

1. 1 to record your message.• Press [2] to add another recipient,

then go to"Specifying the Recipients byNumber" or "Specifying theRecipients by Name (Dialing byName)". A maximum of 100recipients can be specified.

• Press [3] to review the recipients.2. Speak after the tone.


3. 1 to end recording.4. 2 to accept.5. 1 1 to set the delivery time of the

message.1 2 to send the message

immediately, then go to step 10.2 to accept, then go to step 13.


For example:


4.2 Message Delivery

• To enter 5:00, press [5] [#].• To enter 5:15, press [5] [1] [5] [#].



8. Enter the day of the month for delivery,then # .For example:• If today is February 16 and you enter

[1] [7] [#], the message will bedelivered tomorrow.


9. 2 to accept.10. 1 to make the message urgent.


2 to continue.12. 1 to request a receipt.


Note• Auto Receipt is not enabled by

default. For more information,consult your System Administrator.

• New urgent messages are playedbefore any other messages.However, old urgent messages areplayed with other messages, in theoriginal order.


4.2 Message Delivery

4.3 External MessageDeliveryYou can send messages to outside partiesand to PBX extension users who do nothave their own VPS mailboxes. After yourecord your message, the VPS will dial theappropriate telephone numbers and/orextension numbers, and once the party onthe other end answers the call, the VPS canplay back your recorded message. You canspecify message recipients by:• Extension number• Outside telephone number• External Message Delivery List number

(see 5.7 External Message DeliveryLists)

Unlike recipients who have their own VPSmailboxes, you have no way of knowingwho may answer the call when the VPSsends an External Delivery Message. Toprotect the privacy of your messages, youmay assign a password that must beentered by the other party before yourmessage is played back.You can set Auto Receipt so that you willreceive notification once the recipient hasplayed back your message. You can alsosend your message immediately or set amessage delivery time. Finally, recipients ofan External Delivery Message can reply toyour message, and can even set urgent andprivate message status.

Note• This feature must be enabled for

your mailbox by the SystemAdministrator or System Manager.

• If you have any difficulties using thisfeature, consult your SystemAdministrator.

Sending an External DeliveryMessage


if necessary.2. 6 2 1

3. Go to "Specifying a Single Recipient" or"Specifying Multiple Recipients(External Message Delivery List)".

Specifying a Single Recipient

1. 1

2. Enter the outside line access numberneeded for making outside calls.• To specify a PBX extension instead

of an outside telephone number,enter the extension number, then goto step 4.

3. Enter the outside party’s telephonenumber (including area code if needed).• To insert a pause or special

command in the middle of thetelephone number, pausemomentarily while entering thetelephone number. The VPS willannounce a list of available options,for example, "To add more digits,press [4]. To insert a pause, press[5].".

4. 2 to accept.5. Enter a 4-digit password required for

listening to the message.• Press [#] if you do not want to set a

password.6. State the recipient’s name after the tone.7. 1 to end recording.8. # for immediate delivery, then go to

"Recording Your Message".• To set message delivery time, go to

"Setting Message Delivery Time".

Specifying Multiple Recipients(External Message Delivery List)

1. 2


4.3 External Message Delivery

2. Enter the desired list number ( 1 or2 ).

3. Enter a 4-digit password required forlistening to the message.• Press [#] if you do not want to set a

password.4. # for immediate delivery, then go to

"Recording Your Message".• To set message delivery time, go to

"Setting Message Delivery Time".

Setting Message Delivery Time





3. Enter the day of the month for delivery,then # .For example:• If today is February 16 and you enter

[1] [7] [#], the message will bedelivered tomorrow.


4. Go to "Recording Your Message".

Recording Your Message

1. 1 to request a receipt.2 to continue.

2. 2 to accept.3. Record your message after the tone.


4. 1 to end recording.5. 2 to accept.6. Go on-hook.

Note• If you set a password required for

listening to the message, make sureyou notify each recipient what thepassword is.

• If your PBX uses PRI lines, you mayneed to enter [#] at the end of outsidetelephone numbers. For moreinformation, consult your SystemAdministrator.

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


4.3 External Message Delivery

4.4 Receiving ExternalDelivery MessagesWhen you send an External DeliveryMessage, the VPS will call each of thespecified recipients. When a recipientanswers the call, the VPS will guide him orher through the following procedure. After arecipient has listened to an ExternalDelivery Message, he or she can send youa reply to your message, and even seturgent or private message status.1. 1 to receive the message.2. Enter the 4-digit password, then # .

• If you did not set a password, thisstep will be skipped.

3. The message is played back.4. 2 to reply.

• To end the call, press [ ], then goon-hook to finish.

5. Record a reply.6. 1 to end recording.7. 2 to accept.8. 1 to make the message urgent.



Note• If the recipient enters an incorrect

password 3 times, the VPS willannounce the following information ifit has been programmed. Thisinformation can help the recipienttrack down the message or messagesender (you).– Company name– Callback telephone number– Your subscriber name

• The VPS may be able to guiderecipients using a differentlanguage. For more information,consult your System Administrator.


4.4 Receiving External Delivery Messages

5 Other Features

5.1 Call TransferWhen a call reaches your extension via theAutomated Attendant service, normally yourextension will ring and you can answer thecall. If you use the Call Transfer feature,however, the VPS can handle the call in anumber of ways. The status you set for CallTransfer determines what happens to thecall. You can set one of the following:Call Blocking: The call will be handled bythe Incomplete Call Handling feature (see5.2 Incomplete Call Handling), which allowsyou to have your calls ring at anotherextension, transferred to your mailbox,transferred to the operator, etc. The call willnot ring at your extension. The call will behandled according to the settings you havemade for Incomplete Call Handling for NoAnswer.Call Screening: The VPS will prompt thecaller to record his or her name. If you areavailable to answer calls, the VPS will ringyour extension and play back the name ofthe caller. You can then answer the call ifyou choose. If you do not or cannot answerthe call, the call will be handled according tothe settings you have made for IncompleteCall Handling for No Answer.Intercom Paging: The VPS will page youusing the Intercom Paging feature of thePBX. The call will not ring at your extension.Your name will be announced to alert you tothe call. This feature is available with certainPBXs only. If you do not or cannot answerthe call, the call will be handled according tothe settings you have made for IncompleteCall Handling for No Answer.Beeper Access: The VPS will prompt thecaller to enter his or her telephone number,then will send the caller’s telephone numberto your beeper so you can return the call.• To use this feature, Notification

Schedule setting for your mailbox is

required. For more information, consultyour System Administrator.

Transfer to Mailbox: The VPS will transferthe caller to your mailbox where he or shecan leave a message for you. The call willnot ring at your extension.Transfer to Custom Service: The VPS willtransfer the caller to the Custom Serviceyou specify here. The call will not ring atyour extension.Disable Call Transfer: Turns the CallTransfer feature off. The call will ring at yourextension.1. Log in to your mailbox.


2. 4 1

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 instep 3.

5. Go on-hook.

Note• If Call Screening or Disable is

selected, calls will be transferred toan outside telephone if a telephonenumber has been programmed forCall Transfer to Outside Line (see5.16 Assigning and CancelingTelephone Numbers for CallTransfer to Outside Line).

• Intercom Paging is only availablewith Panasonic KX-T series PBXsusing APT or DPT Integration. Formore information, consult yourSystem Administrator.


5.1 Call Transfer

5.2 Incomplete CallHandlingWhen a call is directed to your extension viathe Automated Attendant service,Incomplete Call Handling will handle thecalls if:• You do not answer the call (These calls

are considered "no answer" calls).• You are on another call (These calls are

considered "busy" calls).• You have set Call Blocking (see 5.1 Call

Transfer).The status you set for Incomplete CallHandling determines what happens to thesecalls. You can set one or more of thefollowing for no answer calls and for busycalls separately. If you select more than oneoption, the caller will be prompted to selecthis or her desired option.Leaving a Message: The VPS will transferthe caller to your mailbox where he or shecan leave a message for you.Transfer to Covering Extension: The VPSwill transfer the caller to your CoveringExtension (see 5.3 Assigning YourCovering Extension). If you have notassigned your Covering Extension, thisoption is not available.Intercom Paging: The VPS will page youusing the Intercom Paging feature of thePBX. Your name will be announced to alertyou to the call. This feature is available withcertain PBXs only.Beeper Access: The VPS will prompt thecaller to enter his or her telephone number,then will send the caller’s telephone numberto your beeper so you can return the call.• To use this feature, Notification

Schedule setting for your mailbox isrequired. For more information, consultyour System Administrator.

Transfer to Custom Service: The VPS willtransfer the caller to the Custom Serviceyou specify here.Transfer to Operator: The VPS willtransfer the caller to the operator.

Return to Top Menu: The caller is returnedto the top menu of the Automated Attendantservice and can then choose to call adifferent extension.1. Log in to your mailbox.


2. 4

3. 4 for no answer calls.5 for busy calls.

4. Select the desired Incomplete CallHandling status.1 for Leaving a Message.2 for Transfer to Covering Extension.3 for Intercom Paging.4 for Beeper Access.5 for Transfer to Custom Service.6 for Transfer to Operator.7 for Return to Top Menu.

5. Follow the prompts as necessary.• The prompts heard will vary

depending on the feature you set instep 4.

6. 1 to change.2 to accept.

7. Go to step 4 to select additional options,or go on-hook if finished.

8. Go on-hook.

Note• When Call Blocking is enabled,

blocked calls are treated byIncomplete Call Handling for noanswer calls.



5.2 Incomplete Call Handling

5.3 Assigning YourCovering ExtensionA Covering Extension is an extension thatreceives your calls instead of you. Your callscan be transferred to your CoveringExtension in 2 ways:• By the Incomplete Call Handling

Feature:When the Incomplete Call Handlingfeature handles the call (i.e., if you donot answer, if you are on another call, orif you have set Call Blocking), it will betransferred to your Covering Extensionif you have set Incomplete Call Handlingto "Transfer to Covering Extension" (see5.2 Incomplete Call Handling).

• By pressing the specified dialing key(0, 3-9):If the caller presses the key assigned for"Transfer to the Specified Extension"during your greeting message or whilerecording a message for you, the call willbe transferred to your CoveringExtension.

Note• You can change the dialing key that

transfers your callers to yourCovering Extension. If you assignthe "Transfer to Operator" option inyour Personal Custom Service to adialing key, callers who press thatdialing key will be transferred to yourCovering Extension (see5.18 Personal Custom Service).

• If you do not assign your CoveringExtension, callers will be transferredto the operator instead.


if necessary.2. 4 2

3. Enter the desired extension number.• If you have already assigned your

Covering Extension and want toassign a different extension, press

[1] before entering the desiredextension number.


Note• Once you assign a Covering

Extension, remember to tell callersin your greeting message that theycan press the button you haveassigned for transferring to yourCovering Extension. For example,"To speak with my assistant, press0".


5.3 Assigning Your Covering Extension

5.4 Interview MailboxAn interview mailbox is a mailbox designedto ask questions to callers and record theiranswers. If you have an interview mailbox(not all subscribers do), you can record upto 10 questions and set the answerrecording time individually for each questionfrom 1 to 60 seconds.Your interview mailbox can be used, forexample, to allow callers to place orders orrequest information from your company.You can ask them to record their names,address, and order or request information,and then you can note their information laterwhile playing back their messages.

Note• If you would like to use this feature,

you must first be assigned anInterview Mailbox. For moreinformation, consult your SystemAdministrator.

Recording Questions



3. 1 to change (record or re-record) thisquestion, then go to step 4.2 to skip to the next question, then

repeat this step.3 to skip to the previous question, then

repeat this step.4 to select a specific question.

• Enter the question number and [#],then repeat this step.

4. Record the question.5. 1 to end recording.6. 2 to accept.7. Go to step 3, or go on-hook if finished.

Changing Answer Lengths



3. 1 to change the answer length, thengo to step 4.2 to skip to the next question, then




4. Enter the answer length (1–60) inseconds.

5. Go to step 3, or go on-hook if finished.

Deleting Questions



3. 1 to delete the current question.2 to skip to the next question, then




4. Go on-hook if finished.


5.4 Interview Mailbox

5.5 Message ReceptionModeIf you have an interview mailbox (see5.4 Interview Mailbox) in additional to yourregular mailbox, Message Reception Modedetermines which mailbox is used when:• Calls are directed to your mailbox by the

"Leaving a Message" setting of theIncomplete Call Handling feature (see5.2 Incomplete Call Handling).

• Your extension is a Logical Extension(i.e., your mailbox receives your callsautomatically, perhaps because you donot have your own telephone for regularuse).


if necessary.2. 4 3

3. 1 to toggle between Interview Mode(interview mailbox) and MessageRecording Mode (regular mailbox).

4. Go on-hook.

Note• Not all subscribers have interview

mailboxes. For more information,consult your System Administrator.


5.5 Message Reception Mode

5.6 Personal GroupDistribution ListsPersonal Group Distribution Lists allow youto send messages to several subscribers atonce (see 4.2 Message Delivery). You cancreate and edit 4 Personal GroupDistribution Lists, and these lists can only beused by you. You can assign 40 groupmembers (subscribers) to each list andrecord a name for each group (for example,"Sales Team", "Department Heads", etc.).1. Log in to your mailbox.


2. 3 4

3. Enter the desired Personal GroupDistribution List number (1–4).

4. 1 to record a name for the group.5. State the list name after the tone.6. 1 to end recording.7. 2 to accept.8. 2 to add group members.9. Enter the mailbox number of the

subscriber you wish to add to the list.10. 2 to add the subscriber to the list.11. 1 to add more subscribers to the list,

then go to step 9.2 to end.

12. Go on-hook.

Deleting Members from PersonalGroup Distribution Lists

You can delete members of your PersonalGroup Distribution Lists one by one or all atonce.1. Log in to your mailbox.


2. 3 4


4. 3 to delete a group member.

5. 1 to delete all members, then goon-hook to finish.2 to delete one member.

6. 1 to delete the announced member.2 to keep the member and announce

the next member.• Repeat this step to delete other

members.7. Go on-hook.

Changing Personal GroupDistribution List Names

You can change or delete Personal GroupDistribution List names.1. Log in to your mailbox.


2. 3 4


4. 1 to change the list name.5. 1 to change (record) the list name.

3 to delete the list name, then goon-hook to finish.

6. State the list name after the tone.7. 1 to end recording.8. 2 to accept.9. Go on-hook.

Note• The System Administrator can

create "Mailbox Groups", which aresimilar to Personal GroupDistribution Lists except they can beused by other subscribers. For moreinformation, consult your SystemAdministrator.


5.6 Personal Group Distribution Lists

5.7 External MessageDelivery ListsYour External Message Delivery Lists allowyou to send messages to several outsideparties and PBX extension users who do nothave their own VPS mailboxes at once (see4.3 External Message Delivery). You cancreate and edit 2 External MessageDelivery Lists, and these lists can only beused by you. You can assign up to 8members to each list and record a name foreach member.


your mailbox by the SystemAdministrator.

• If you have any difficulties using thisfeature, consult your SystemAdministrator.

Creating or Adding to an ExternalMessage Delivery List



3. 1 for list number 1.2 for list number 2.

4. 1

5. Enter the outside line access numberneeded for making outside calls.• To store an extension number,

simply enter the extension numberthen go to step 7.

6. Enter the outside telephone number(including area code if needed).• To insert a pause or special

command in the middle of thetelephone number, pausemomentarily while entering thetelephone number. The VPS willannounce a list of available options,for example, "To add more digits,

press [4]. To insert a pause, press[5].".

7. 2 to accept.8. State the member’s name after the tone.9. 1 to end recording.10. 2 to add the member.11. 1 to add another member, then go to

step 5.2 to end.

12. Go on-hook.

Deleting Members from an ExternalMessage Delivery List



3. 1 for list number 1.2 for list number 2.

4. 2

5. 1 to delete all members, then go tostep 7.2 to delete one member.

6. 1 to delete the announced member.2 to keep the member and announce

the next member.• Repeat this step to delete other

members.7. Go on-hook.


5.7 External Message Delivery Lists

5.8 Message WaitingNotificationThe Message Waiting Notification featurelets you know you have received newmessages in your mailbox by:Message Waiting Lamp: The messagelamp on your telephone (if it has one) willlight when you receive a new message. Ifyou have a compatible PBX and Panasonictelephone with a 6-line display, you can alsosee the number of new messages you haveon your display.Device Notification: Notifying you via a"device", i.e., an outside telephone, anotherPBX extension, your mobile phone, beeper,etc. You can assign three different devices.For each device, you have the option ofreceiving notification for urgent messagesonly, or for all messages. You can alsochoose to receive notification during certainhours only (called "scheduling"), useful ifyou do not want to be disturbed at night, forexample. For more information onscheduling, consult your SystemAdministrator.If you turn device notification on for morethan one device, the lowest numbereddevice (1, 2, or 3) will be used first. Ifnotification is not possible (for example, ifyour outside telephone is busy), the nextdevice will be used.Message notification by e-mail may also beavailable for your mailbox (see 5.9 E-mailIntegration (Message Notification byE-mail)).

Turning Message Waiting LampNotification On/Off


if necessary.2. 5 1

3. 1 to enable/disable lamp notification.4. Go on-hook.

Note• Displaying the number of new

messages is only available withPanasonic KX-TDE and KX-TDAseries PBXs using DPT Integration.For more information, consult yourSystem Administrator.

Turning Device Notification On/Off

To use Device Notification feature, thetelephone number for each device shouldfirst be assigned.1. Log in to your mailbox.


2. 5 2

3. Enter the desired device number (1–3).4. 1 to send notification for all messages.

2 to send notification for urgentmessages only.

5. 1 to use a preprogrammed schedule.2 to receive notification always

(continuously).3 to not receive notification at all (i.e.

turn off).6. Go on-hook.

Changing Device Numbers


if necessary.2. 5 3

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.

5. Enter the outside line access numberneeded for making outside calls.• To store an extension number,

simply enter the extension numberthen go to step 7.

6. Enter the outside telephone number(including area code if needed).• To insert a pause or special

command in the middle of the


5.8 Message Waiting Notification

telephone number, pausemomentarily while entering thetelephone number. The VPS willannounce a list of available options,for example, "To add more digits,press [4]. To insert a pause, press[5].".

• If you insert a beeper displaycommand here, the VPS will promptcallers to enter their telephonenumbers. Caller telephone numberscan then be sent to your beeper. Thisfeature may be disabled for yourmailbox.

7. 2 to accept.8. 1 if the assigned number is a

telephone number.2 if the assigned number is a beeper

number.9. Go on-hook.

Note• If your PBX uses PRI lines, you may

need to enter [#] at the end of outsidetelephone numbers. Consult yourSystem Administrator for moreinformation.


5.8 Message Waiting Notification

5.9 E-mail Integration(Message Notification byE-mail)When you receive new messages in yourmailbox, you can receive notification bye-mail. The recorded message can also beadded to the e-mail as an attachment.Consult your System Administrator for moreinformation.


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

5.10 Personal Greetingsfor Caller IDYou can record personalized greetings forspecific callers. If you have assigned theirtelephone numbers (Caller ID numbers) toa personalized greeting, they will hear theappropriate greeting when they call you,instead of your other greeting messagesnormally played for callers.You can record 4 personalized greetingsand assign 8 callers to each greeting.Record your personalized greetings beforeassigning Caller ID numbers.This feature is not available with certainPBXs and may be disabled by the SystemAdministrator or System Manager for yourmailbox.

Recording a Personalized Greetingfor the First Time



3. Enter the personalized greeting number(1–4).

4. Record your greeting message after thetone.

5. 1 to end recording.6. 2 to accept.7. Go on-hook, or go to step 5 in "Assigning

Caller ID Numbers for the First Time" toassign Caller ID Numbers to thepersonalized greetings.

Changing a Personalized Greeting




4. 1 to change the greeting, then go tostep 4, "Recording a PersonalizedGreeting for the First Time".3 to delete the greeting.

5. Go on-hook.

Assigning Caller ID Numbers for theFirst Time




4. 2 to accept.5. Enter the Caller ID number (caller’s

telephone number, 20 digits max.) then# .

• While entering a Caller ID number,you can press [ ] to enter a "wildcard". This allows several telephonenumbers to match the Caller IDnumber that you assigned. Forexample, if you store the Caller IDnumber as "012[ ]…[ ]" (enter thenumber of [ ]s as required fortelephone numbers in your area),any telephone number that beginswith "012" (for example, all callersfrom the "012" area code) will hearyour personalized greeting.

6. 2 to accept.7. 1 to add more Caller ID numbers, then

go to step 5.2 to end.

8. Go on-hook.

Adding, Deleting, or Reviewing CallerID Numbers Later




4. 2 to accept.


5.10 Personal Greetings for Caller ID

5. 1 to add a Caller ID number, then goto step 5, "Assigning Caller ID Numbersfor the First Time".2 to delete a Caller ID number.3 to review all assigned Caller ID

numbers, then go on-hook whenfinished.

6. 1 to delete all numbers, then goon-hook to finish.2 to delete one number.

7. 1 to delete the announced number.2 to keep the number and announce

the next number, then repeat this step.8. Go on-hook when finished.

Note• In order for this feature to function

properly, your PBX must be able toreceive Caller ID information. Formore information, consult yourSystem Administrator.

• This feature is only available withPanasonic KX-T series PBXs usingAPT or DPT Integration. For moreinformation, consult your SystemAdministrator.


5.10 Personal Greetings for Caller ID

5.11 Personal CallerName AnnouncementBy storing caller telephone numbers andrecording caller names, you can have theVPS announce the caller name to youwhen:• You play back a message from one of

the assigned callers.• The VPS transfers a call to you from one

of the assigned callers.• The VPS pages you to inform you that

you have a call from one of the assignedcallers.

This feature utilizes Caller ID; telephonenumbers assigned for this feature arereferred to as "Caller ID numbers". Thisfeature is not available with certain PBXsand may be disabled by the SystemAdministrator or System Manager for yourmailbox.

Assigning Caller ID Numbers andRecording Names



3. Enter the Caller ID number (caller’stelephone number, 20 digits max.) then# .

4. 2 to accept.5. State the caller’s name after the tone.6. 1 to end recording.7. 2 to accept.8. 1 to add more Caller ID numbers, then

go to step 4.2 to end.

9. Go on-hook.

Changing Caller ID Numbers andRecorded Names



3. 1 to change the Caller ID number,then go to step 4, "Assigning Caller IDNumbers and Recording Names".2 to change the caller’s name, then go

to step 6, "Assigning Caller ID Numbersand Recording Names".3 to accept the current item as is and

skip to the next item, then repeat thisstep.

4. Go on-hook when finished.

Deleting Caller ID Numbers andRecorded Names



3. 1 to delete all numbers, then goon-hook to finish.2 to delete one number.

4. 1 to delete the announced number.2 to keep the number and announce

the next number, then repeat this step.5. Go on-hook when finished.

Note• The number of callers you can

assign for this feature is controlledby the System Administrator.

• In order for this feature to functionproperly, your PBX must be able toreceive Caller ID information. Formore information, consult yourSystem Administrator.

• This feature is only available withPanasonic KX-T series PBXs usingAPT or DPT Integration. For moreinformation, consult your SystemAdministrator.


5.11 Personal Caller Name Announcement

5.12 Live Call Screening(LCS)If you have a Panasonic telephone that iscompatible with this feature, you can screenyour calls. When you receive a call, you canlisten to the caller as he or she leaves amessage in your mailbox, then answer thecall if you choose.This feature is not available with certainPBXs and may be disabled by the SystemAdministrator for your mailbox.There are 2 modes for LCS:Hands-free Mode: When a caller is leavingyou a message, you will hear the caller’svoice through your telephone’s speaker.You can speak to the caller by goingoff-hook.Private Mode: When a caller is leaving youa message, you will hear a notification tone.You can hear the caller’s voice by lifting yourtelephone’s handset. You can speak to thecaller by pressing a customized button onyour telephone.


Panasonic KX-T series PBXs usingAPT or DPT Integration. For moreinformation, consult your SystemAdministrator.

• This feature is only available withPanasonic proprietary telephonesand portable stations. To useHands-free Mode, your telephonemust have a speaker.

• For more information about thisfeature, refer to the User Manual ofyour PBX.

Activating LCS

You must program your extension beforeyou can activate LCS. For KX-TDE,KX-TDA, and KX-TAW series PBXs, see6.1 Programming Your Extension for LCS.

For KX-TA and KX-TD series PBXs, see7.1 Programming Your Extension for LCS.1. Press the assigned LCS Button.2. Enter the assigned LCS Password.3. Confirm that the assigned LCS Button is

red-on.


5.12 Live Call Screening (LCS)

5.13 Recording YourConversationsIf you have a Panasonic telephone that iscompatible with these features, you canrecord your telephone conversations.These features are not available withcertain PBXs.There are 3 features that allow you to recordyour conversations:Two-way Record (TWR): By pressing thebutton on your telephone that is assigned asthe TWR button, you can record the currentconversation into your own mailbox. Theconversation is saved as either an old ornew message (default: old). If you would liketo change this setting, consult your SystemAdministrator.Two-way Transfer (TWT): By pressing thebutton on your telephone that is assigned asthe TWT button and then entering asubscriber’s extension number, you canrecord the current conversation into thatsubscriber’s mailbox. The conversation issaved as a new message.One-touch Two-way Transfer(One-touch TWT): By pressing a button onyour telephone previously assigned as aOne-touch TWT button, you can record thecurrent conversation into a specificsubscriber’s mailbox. The conversation issaved as a new message.Because you assign the extension numberwhen you create the button on yourtelephone, you do not need to enter theextension number when using this feature.

Note• Many states have imposed

regulations on the manner in whichtwo-way telephone conversationsmay be recorded, so you shouldinform the other party that theconversation is being recorded.Consult your local telephonecompany for further information.

• Recording time when using thesefeatures may be limited. For moreinformation, consult your SystemAdministrator.

• Two-way Record (TWR) andTwo-way Transfer (TWT) are onlyavailable with Panasonic KX-Tseries PBXs using APT or DPTIntegration. For more information,consult your System Administrator.

• One-touch Two-way Transfer(One-touch TWT) is only availablewith Panasonic KX-TDE, KX-TDA,and KX-TAW series PBXs usingDPT Integration. For moreinformation, consult your SystemAdministrator.

• These features are only availablewith Panasonic proprietarytelephones and portable stations.

• For more information about thesefeatures, refer to the User Manual ofyour PBX.

• If all VPS ports are busy when youtry to use one of these features, youwill hear a warning tone, dial tone, orbusy tone, depending on the featureyou are trying to use.

Programming Your Extension forConversation Recording

You must program your extension beforeyou can use these features. For KX-TDE,KX-TDA, and KX-TAW series PBXs, see6.2 Programming Your Extension forConversation Recording. For KX-TA andKX-TD series PBXs, see 7.2 ProgrammingYour Extension for ConversationRecording.


5.13 Recording Your Conversations

5.14 Voice Mail TransferIf you have a Panasonic telephone that iscompatible with this feature, you cantransfer a call to someone’s mailbox whileyou are on the call.This feature is not available with certainPBXs.


Panasonic proprietary telephonesand portable stations.

Transferring a Call to a Mailbox

You must program your extension beforeyou can use this feature. For KX-TDE,KX-TDA, and KX-TAW series PBXs, see6.3 Programming Your Extension for VoiceMail Transfer. For KX-TA and KX-TD seriesPBXs, see 7.3 Programming YourExtension for Voice Mail Transfer. If usingInband Integration, refer to thedocumentation of the connected PBX.1. While on a call, press the Voice Mail

Transfer button you assigned on yourextension.

2. Enter the desired mailbox number.3. Go on-hook.


5.14 Voice Mail Transfer

5.15 Remote CallForwardingYou can program the VPS to forward yourcalls to another extension or to an outsidetelephone (if authorized). You can do thiseven when you are away from the office.This feature is not available with certainPBXs and may be disabled by the SystemAdministrator or System Manager for yourmailbox.There are 6 forwarding settings available:FWD All: Forwards all incoming calls to aspecified extension number.FWD Busy: Forwards all incoming calls toa specified extension number when you arealready on another call.FWD No Answer: Forwards all incomingcalls to a specified extension number whenyou do not answer your telephone.FWD Busy and No Answer: Forwards allincoming calls to a specified extensionnumber when you are on another call or donot answer your telephone.FWD to Outside: Forwards all incomingcalls to the specified outside telephonenumber if you are authorized to use thisfeature.FWD Cancel: Cancels the forwardingsetting.

Assigning Outside TelephoneNumbers for Remote Call Forwarding

Before you can forward your calls to anoutside telephone, you should first store thetelephone numbers you plan on using withthis feature. You can store 2 telephonenumbers for use with Remote CallForwarding.1. Log in to your mailbox.

• See 2.1 Logging in to Your Mailboxor 3.4 Remote Access, if necessary.

2. 3 6

3. 1 to change telephone number 1.2 to change telephone number 2.

• If you have already set a telephonenumber and wish to change it, press[1] after selecting telephone number1 or 2.

4. Enter the outside line access numberneeded for making outside calls.

5. Enter the outside party’s telephonenumber (including area code if needed).


Note• If you change one of the outside

telephone numbers for Remote CallForwarding, you will need to setRemote Call Forwarding to "FWD toOutside" once again before the newoutside telephone number will beused as the forward destination. Ifyou do not do this, the old telephonenumber will continue to be used.

• The number of digits that can bestored for outside telephonenumbers depends on the PBX beingused. For more information, consultyour System Administrator.

Setting and Canceling Remote CallForwarding

You can set and cancel Remote CallForwarding even when you are away fromthe office (see 3.4 Remote Access).1. Log in to your mailbox.

• See 2.1 Logging in to Your Mailboxor 3.4 Remote Access, if necessary.

2. 6 3

3. 1 for FWD All.2 for FWD Busy.3 for FWD No Answer.4 for FWD Busy or No Answer.5 for FWD to Outside, then go to step

5.• This option is announced only if you

are authorized to use it. For moreinformation, consult your SystemAdministrator.


5.15 Remote Call Forwarding

6 to cancel call forwarding, then go tostep 8.

4. Enter the extension number of thetransfer destination, then go to step 8.

5. 1 to set telephone number 1, then goto step 8.2 to set telephone number 2, then go

to step 8.3 to set another telephone number.


7. Enter the outside party’s telephonenumber (including area code if needed).



Panasonic KX-T series PBXs usingDPT Integration. For moreinformation, consult your SystemAdministrator.

• The number of digits that can bestored for outside telephonenumbers depends on the PBX beingused. When connected to theKX-TD500 or a KX-TDE or KX-TDAseries PBX, the maximum number ofcharacters allowed to be entered is24; when connected to any otherKX-T series PBX, 16. For moreinformation, consult your SystemAdministrator.


5.15 Remote Call Forwarding

5.16 Assigning andCanceling TelephoneNumbers for Call Transferto Outside LineWhen you assign a telephone number forCall Transfer to Outside Line, your calls willbe transferred to the assigned telephonenumber when:• You have set Call Screening (see

5.1 Call Transfer).• You have set Disable Call Transfer (see

5.1 Call Transfer).

Assigning Telephone Numbers forCall Transfer to Outside Line


if necessary.2. 4 6

• If you have already stored atelephone number and wish tochange it, press [1] beforecontinuing.


4. Enter the outside party’s telephonenumber (32 digits max.) including areacode if needed.


Canceling Telephone Numbers forCall Transfer to Outside Line



3. Go on-hook.


your mailbox by the SystemAdministrator.

• If your PBX uses PRI lines, you mayneed to enter [#] at the end of outsidetelephone numbers. Consult yourSystem Administrator for moreinformation.


5.16 Assigning and Canceling Telephone Numbers for Call Transfer to Outside Line

5.17 Assigning YourTelephone Numbers forRemote Automatic Log-inand Toll SaverWhen logging in to your mailbox remotely(i.e., from an outside telephone) to listen toyour messages, the Remote AutomaticLog-in (see 3.4 Remote Access) and TollSaver features identify you by recognizingyour telephone number. In order to usethese features, you must first store thetelephone numbers that you will use toaccess your mailbox remotely.Automatic Log-in and Toll Saver are notavailable with certain PBXs and may bedisabled by the System Administrator foryour mailbox.1. Log in to your mailbox.


2. 3 7

3. 1 to change telephone number 1.2 to change telephone number 2.

• If you have already set a telephonenumber and wish to change it, press[1] after selecting telephone number1 or 2.

4. Enter your outside telephone number(20 digits max.) including area code ifneeded.


Note• In order for Remote Automatic

Log-in and Toll Saver to functionproperly, your PBX must be able toreceive Caller ID information. Formore information, consult yourSystem Administrator.

• Remote Automatic Log-in and TollSaver are only available withPanasonic KX-T series PBXs usingAPT or DPT Integration. For more

information, consult your SystemAdministrator.

• The System Administrator mustenable Automatic Log-in and TollSaver for your mailbox before it canbe used.


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

5.18 Personal CustomServiceA Personal Custom Service is a set ofoptions you can present to your callers,allowing them to press buttons on theirtelephones in order to access certainfeatures. You should explain the optionsavailable to your callers in each of yourpersonal greeting messages, for example,"This is (name). I can’t take your call rightnow. Press [3] to leave me a message.Press [4] to speak with my assistant. Press[5] to dial another extension…". For detailson recording your greeting messages, see2.3 Changing or Deleting Your PersonalGreeting Messages or 5.10 PersonalGreetings for Caller ID.You can create your own personal customservice and allow your callers to access thefollowing features:Transfer to Mailbox: The VPS will transferthe caller to your mailbox (or anothermailbox you specify here) where he or shecan leave a message.Transfer to Extension: The VPS willtransfer the caller to the extension youspecify when creating the custom service.Transfer to Outside: The VPS will transferthe caller to the outside telephone numberyou specify when creating the customservice. This feature must be enabled foryour mailbox by the System Administratoror System Manager.Transfer to Custom Service: The VPS willtransfer the caller to the Custom Serviceyou specify here.Voice Mail Service: The VPS will promptthe caller to enter a mailbox number andleave a message.Automated Attendant Service: The VPSwill prompt the caller to dial an extensionnumber in order to speak with someoneelse.Intercom Paging: The VPS will page youusing the Intercom Paging feature of thePBX. Your name will be announced to alert

you to the call. This feature is available withcertain PBXs only.Repeat Greeting: The caller can play yourgreeting message back from the beginningin order to listen to your Personal CustomService options once again.Transfer to Operator: The VPS willtransfer the caller to the operator, or to yourCovering Extension if you have assignedone (see 5.3 Assigning Your CoveringExtension).You can also select what happens when acaller makes no selection (No DTMF InputOperation) while listening to your greeting,perhaps because the caller is using a rotary/pulse telephone. The caller can either betransferred to your mailbox or bedisconnected.

Note• The following dialing keys are

assigned to the following features bydefault, and cannot be changed.

1 End recording

2 Begin recording whilelistening to personal greetingmessage

Exit

Creating Your Personal CustomService



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 creatingyour Personal Custom Service for thefirst time.)

5. 1 to transfer to a mailbox, then enterthe desired mailbox number.2 to transfer to an extension, then

enter the desired extension number.


5.18 Personal Custom Service

3 to transfer to an outside telephone(may not be available).• Next enter the outside line access

number and the desired outsidetelephone number (including areacode if needed).

4 to transfer to a Custom Service, thenenter the desired Custom Servicenumber.5 to activate Voice Mail Service.6 to activate Automated Attendant

Service (Call Transfer Service).7 to activate paging.8 to repeat the greeting.9 to transfer to the operator.


Deleting Options from Your PersonalCustom Service



3. Press the desired dialing key (0, 3–9)that you want to delete an option from.

4. 3

5. Go on-hook.

To Select the No DTMF InputOperation



3. 1 to select the No DTMF InputOperation.

4. 1

5. 1 for message recording.2 to disconnect the caller.3 for disconnect the caller after hours

(message recording for all other times).6. 2 to accept.7. Go on-hook.

To Confirm the Settings for YourPersonal Custom Service


if necessary.2. 3 8

3. 2 to review.4. Go on-hook.

Note• The System Administrator or the

System Manager must enableTransfer to Outside for your mailboxbefore it can be used.

• The Transfer to Outside option canbe used a maximum of 4 times inyour Personal Custom Service.


• If your PBX uses PRI lines, you mayneed to enter [#] at the end of outsidetelephone numbers. For moreinformation, consult your SystemAdministrator.


5.18 Personal Custom Service

5.19 Timed ReminderTimed Reminder is a PBX feature that issimilar to an alarm clock; you can set yourtelephone to ring at a set time once or daily.When you go off-hook to answer a TimedReminder, a special dial tone or aprerecorded message in the PanasonicPBX will be heard.This feature is not available with certainPanasonic PBXs.1. Log in to your mailbox.


2. 6 4

3. 1 to change the setting.2 to accept the current setting, then go

on-hook to finish.3 to cancel (turn off) the Timed

Reminder, then go on-hook to finish.4. Enter the desired time, then # .




6. 1 to set once.2 to set daily.



Panasonic KX-TDE and KX-TDAseries PBXs using DPT Integration.For more information, consult yourSystem Administrator.


5.19 Timed Reminder

5.20 BookmarksWhile listening to a message in yourmailbox (see 3.1 Playing Messages), youcan set a bookmark. A bookmark lets youeasily resume playback from a specific pointin a specific message later. You can set onebookmark for each message in yourmailbox; if you set a new bookmark, the oldone is deleted.To Set the Bookmarkpress [2] [4] while listening to a message.To Start Playback at the Bookmarkpress [2] [5].Note that you cannot set or use bookmarksfor deleted messages.


5.20 Bookmarks

5.21 Recovering DeletedMessagesYou can delete messages in your mailbox(see 3.1 Playing Messages). Once amessage has been deleted, it is retaineduntil the end of the day, then it will bepermanently deleted. Deleted messagescan be "recovered", after which they will betreated as old messages.To Recover a Deleted Messagepress [3] while listening to the message.


5.21 Recovering Deleted Messages

5.22 Mailbox CapacityWarningWhen your mailbox is almost full, you willreceive a Mailbox Capacity Warning shortlyafter logging in to your mailbox. When youhear a Mailbox Capacity Warning, youshould delete unnecessary messages tomake more recording time in your mailboxavailable.The amount of recording time that remainswhen you hear the Mailbox CapacityWarning depends on how your mailbox isconfigured.This feature may be disabled by the SystemAdministrator or System Manager for yourmailbox.For more information, consult your SystemAdministrator or System Manager.


5.22 Mailbox Capacity Warning

6 DPT FeatureProgramming forKX-TDE, KX-TDA, andKX-TAW Series PBXsThe following VPS features are functionalon any KX-T7xxx proprietary telephone thatis connected to the PBX.Programming procedures andavailability may vary by PBX model,software version, etc. Refer to thedocumentation included with the PBX orconsult your dealer for moreinformation.

6.1 Programming YourExtension for LCSLive Call Screening ButtonAssignment

Follow the procedure below to assign anLCS button on your extension.1. Enter Personal Programming:

While on-hook, press the PROGRAMbutton.(Display changes to PT-PGM Mode.)

2. Press the Flexible (CO or DSS/BLF)button you want to assign as the LCSbutton.

3. Enter [92].Screen output: LCS

4. Press the STORE button.5. Press the PROGRAM button or lift the

handset to exit the PersonalProgramming mode.

Live Call Screening PasswordAssignment

To allow the Live Call Screening feature towork at an extension, the extension musthave the LCS button lit. To light this button,press the LCS button, then enter the

password. This password prevents othersfrom activating the LCS feature andlistening to your messages as they arebeing left.

Note• For KX-TDE, KX-TDA, and KX-TAW

series PBXs, the term "Live CallScreening Password" used in thissection indicates the Extension PIN(Personal Identification Number).

1. Lift the handset or press theSP-PHONE button.

2. Enter [ 799].3. Enter [1].

Screen output: Enter PIN4. Enter a password (max. 10 digits), then

press [#].Screen output: Enter PIN Again

5. Re-enter the password, then press [#].You will hear a confirmation tone, then adial tone.Screen output: PIN set

6. Hang up or press the SP-PHONEbutton.

Live Call Screening PasswordCanceling

To cancel the LCS password, follow theprocedure below.

Note• For KX-TDE, KX-TDA, and KX-TAW

series PBXs, the term "Live CallScreening Password" used in thissection indicates the Extension PIN(Personal Identification Number).

1. Lift the handset or press theSP-PHONE button.

2. Enter [ 799].3. Enter [0].

Screen output: Enter PIN4. Enter the extension’s password.

You will hear a confirmation tone, then adial tone.Screen output: PIN cleared


6.1 Programming Your Extension for LCS


Live Call Screening Recording ModeAssignment

This program allows the VPS to continuerecording the conversation in the mailboxafter the extension intercepts the call duringthe Live Call Screening.1. Enter Personal Programming:


2. Enter [26].Screen output: Rec. after LCS

3. Press the ENTER button.4. Press the SELECT button (AUTO ANS)

until the desired selection is displayed.Screen output: Stop Record or KeepRecord



Live Call Screening Private/Hands-Free Mode Assignment

This program assigns a VPS response forwhen a message is being left in a mailbox.It determines whether an alarm tone is sentand whether the recorded message isplayed through the built-in speaker of theextension. The default mode is hands-free.1. Enter Personal Programming:


2. Enter [25].Screen output: LCS Private

3. Press the ENTER button.4. Press the SELECT button (AUTO ANS)

until the desired selection is displayed.Screen output: Hands-Free orPrivate

5. Press the STORE button.

6. Press the PROGRAM button or lift thehandset to exit the PersonalProgramming mode.

A single line telephone that is connected tothe same extension as a proprietarytelephone can also be used to monitor anincoming message. Be sure that Live CallScreening on the connected proprietarytelephone has been activated. This featureis useful when you are using a cordlesstelephone. The handset sounds an alarmtone to let you know that a message is beingrecorded. To intercept the call, hang up andgo off-hook.



6.2 Programming YourExtension forConversation RecordingTwo-way Recording (TWR) ButtonAssignment

Follow the procedure below to assign aTWR button on your extension.1. Enter Personal Programming:


2. Press the Flexible (CO or DSS/BLF)button that you want to assign as theTWR button.

3. Press [90].Screen output: 2WAY-REC-

4. Enter a Voice Mail extension number.Screen output: 2WAY-REC- _ _ _(_ _ _ = The Voice Mail extensionnumber you entered).



Two-way Transfer (TWT) ButtonAssignment

Follow the procedure below to assign aTWT button on your extension.1. Enter Personal Programming:


2. Press the Flexible (CO or DSS/BLF)button that you want to assign as theTWT button.

3. Press [91].Screen output: 2WAY-Xfr-

4. Enter a Voice Mail extension number.Screen output: 2WAY-Xfr- _ _ _(_ _ _ = The Voice Mail extensionnumber you entered).


6. Press the PROGRAM button or lift thehandset to exit the PersonalProgramming mode.

One-touch Two-way Transfer(One-touch TWT) Button Assignment

Follow the procedure below to assign aOne-touch TWT button on your extension.1. Enter Personal Programming:


2. Press the Flexible (CO or DSS/BLF)button you want to assign as theOne-Touch TWT button.

3. Press [91].Screen output: 2WAY-Xfr-

4. Enter a Voice Mail extension number.Screen output: 2WAY-Xfr- _ _ _(_ _ _ = The Voice Mail extensionnumber you entered).

5. Press [#].6. Enter a transferred extension number.

Screen output: 2WAY-Xfr-_ _ _#_ __(#_ _ _ = The Transferred extensionnumber you entered).




6.2 Programming Your Extension for Conversation Recording

6.3 Programming YourExtension for Voice MailTransferVoice Mail Transfer (VTR) ButtonAssignment

Follow the procedure below to assign a VTRbutton on your extension.1. Enter Personal Programming:


2. Press the Flexible (CO or DSS/BLF)button that you want to assign as theVTR button.

3. Press [94].Screen output: VTR-

4. Enter a Voice Mail extension number.Screen output: VTR- _ _ _(_ _ _ = The Voice Mail extensionnumber you entered).




6.3 Programming Your Extension for Voice Mail Transfer

7 APT/DPT FeatureProgramming forKX-TA and KX-TDSeries PBXsThe following VPS features are functionalon any KX-T7xxx proprietary telephone thatis connected to the PBX.Programming procedures andavailability may vary by PBX model,software version, etc. Refer to thedocumentation included with the PBX orconsult your dealer for moreinformation.

7.1 Programming YourExtension for LCSLive Call Screening ButtonAssignment

Follow the procedure below to assign anLCS button on your extension.1. Enter PITS Programming:

a. While on-hook, press thePROGRAM button or set theMEMORY switch to "PROGRAM".

b. Enter [99]. (This step is not neededfor KX-TA624 and KX-TA824.) Thedisplay changes to PT-PGM Mode.

2. Press the Flexible (CO or DSS/BLF)button you want to assign as the LCSbutton.

3. Enter: [92].Screen output: LCS

4. Press the STORE button.5. To exit the Personal Programming

mode, press the PROGRAM button orset the MEMORY switch to "SET".

Live Call Screening Cancel ButtonAssignment

This program allows you to assign a Flexible(CO, DSS) button as a Live Call ScreeningCancel button. This button is optional; LiveCall Screening can also be canceled bypressing the FLASH button.1. Enter PITS Programming:



2. Press the Flexible (CO or DSS/BLF)button that you wish to assign as a LiveCall Screening Cancel button.

3. Enter: [93].Screen output: LCS Cancel

4. Press the STORE button. The STOREindicator lights.The display shows the initialprogramming mode.

5. To exit the Personal Programmingmode, press the PROGRAM button orset the MEMORY switch to "SET".

Live Call Screening PasswordAssignment

To allow the Live Call Screening feature towork at an extension, the extension musthave the LCS button lit. To light this button,press the LCS button, then enter thepassword. This password prevents othersfrom activating the LCS feature andlistening to your messages as they arebeing recorded.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 a 3-digit password ([000]-[999]) 2times. KX-TA users must then enter [#].



You will hear a confirmation tone, then adial tone.Screen output: The 3-digit passwordyou entered is displayed.


Live Call Screening PasswordCanceling

To cancel the LCS password, follow theprocedure below.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 [#].You will hear a confirmation tone, then adial tone.Screen output: Password Cancel



This program allows the VPS to continuerecording the conversation in the mailboxafter the extension intercepts the call duringthe Live Call Screening.1. Enter system programming, then enter

the programming number.KX-TD500: Programmable through PCProgramming only.KX-TD: [610]KX-TA1232: [610]KX-TA: [620]

2. Press the NEXT button (SP-PHONE).Screen output: Jack No.? ®

3. Enter the jack number.Screen output: # _ _ :Stop Rec(_ _ = the jack number you entered)

4. Press the SELECT button (AUTO ANS)until the desired selection is displayed.


6. Press the NEXT button (SP-PHONE).7. Repeat the steps 4 to 6 until all jacks are

programmed.

Live Call Screening Private/Hands-Free Mode Assignment

This program assigns a VPS response forwhen a message is being left in a mailbox.It determines whether an alert tone is sentor whether the recorded message is playedthrough the built-in speaker of theextension. The default mode is hands-free.1. Enter Personal Programming:



2. Enter the code that corresponds to thedesired mode.For Hands-free mode:KX-TD: [71]KX-TA1232: [71]KX-TA: [#11]

For Private mode:KX-TD: [72]KX-TA1232: [72]KX-TA: [#12]Screen output: Hands-Free orPrivate



A single line telephone that is connected tothe same extension as a proprietarytelephone can also be used to monitor anincoming message (not available forKX-TA). Be sure that Live Call Screening onthe connected proprietary telephone hasbeen activated. This feature is useful whenyou are using a cordless telephone. A tonesounds to alert the subscriber that amessage is being recorded. To intercept thecall, flash the hook.



7.2 Programming YourExtension forConversation RecordingTwo-way Recording (TWR) ButtonAssignment

Follow the procedure below to assign aTWR button on your extension.1. Enter PITS Programming:



2. Press the Flexible (CO or DSS/BLF)button that you want to assign as theTWR button.

3. Enter: [90].Screen output: 2Way-Rec:

4. Dial the Voice Mail extension number.Screen output: 2Way-Rec: _ _ _(_ _ _ = The extension number youentered).




Follow the procedure below to assign aTWT button on your extension.1. Enter PITS Programming:



2. Press the Flexible (CO or DSS/BLF)button that you want to assign as theTWT button.

3. Enter: [91].

Screen output: 2Way-Trans:4. Dial the Voice Mail extension number.

Screen output: 2Way-Trans: _ _ _(_ _ _ = The extension number youentered).




7.2 Programming Your Extension for Conversation Recording

7.3 Programming YourExtension for Voice MailTransferVoice Mail Transfer (VTR) ButtonAssignment

Follow the procedure below to assign a VTRbutton on your extension.1. Enter PITS Programming:



2. Press the Flexible (CO or DSS/BLF)button that you wish to assign as theVTR button.

3. Enter the programming number.KX-TD: [8]KX-TA1232: [8]KX-TA: [94]Screen output: VTR

4. Dial the Voice Mail extension number.Screen output: VTR- _ _ _(_ _ _ = The extension number youentered).




7.3 Programming Your Extension for Voice Mail Transfer

8 Appendix

8.1 Quick ReferenceTo Enter a Mailbox From a Remote Location, Dial: #6 + mailbox number

Password #

Main Menu: You have new messages.

2

1

2

3

1

See the next pagefor the options from 3 to 6.

1 Receive message.2 Deliver message. Hang up.

Receive New Message (While listening and after listened):1 Repeat Message1.1 Previous Message1.2 Next Message2 Pause/Restart (While listening only)2.3 Message Envelope 2.4 Set Bookmark (While listening only)2.5 Resume Bookmark2.6 Save This Message as New3 Erase Message4 Send Reply5 Rewind (While listening only)6 Fast Forward (While listening only)7 Transfer Message8 Volume Up (While listening only)9 Speed Up (While listening only)9.0 Default Speed (While listening only)0 Help

Receive Deleted Message (While listening and after listened):1 Repeat Message1.1 Previous Message1.2 Next Message2 Pause/Restart (While listening only)2.3 Message Envelope 3 Recover Message5 Rewind (While listening only)6 Fast Forward (While listening only)8 Volume Up (While listening only)9 Speed Up (While listening only)9.0 Default Speed (While listening only)0 Help

Receive Old Message (While listening and after listened):1 Repeat Message1.1 Previous Message1.2 Next Message2 Pause/Restart (While listening only)2.3 Message Envelope 2.4 Set Bookmark (While listening only)2.5 Resume Bookmark3 Erase Message4 Send Reply5 Rewind (While listening only)6 Fast Forward (While listening only)7 Transfer Message8 Volume Up (While listening only)9 Speed Up (While listening only)9.0 Default Speed (While listening only)0 Help

Listen to Message:1 New Message2 Old Message3 Deleted Message

Deliver Message:Enter Mailbox Number1 Record Message2 Add Another Mailbox3 Review Mailing List


8.1 Quick Reference

To Enter a Mailbox From a Remote Location, Dial: #6 + mailbox number

Password #

3

4

6

5

1

5

1

1

2

3

4

Main Menu: You have new messages.

3 Set up Mailbox Management.

4 Set Automated Attendant (AA) Status.

5 Message Notification.6 Set Other Features. Hang up.

Set Up Mailbox Management:1 Record Personal Greetings2 Set Password3 Enter Owner's Name4 Set Group Distribution List5 Record Caller Name/Number6 Set Remote Call FWD to

Outside7 Set Numbers for Automatic

Log-in and Toll Saver8 Set Personal Custom Service

Record Personal Greeting:1 No Answer2 Busy Signal3 After Hours4 Caller ID5 Temporary

Set Call Transfer Status:1 Call Blocking2 Call Screening3 Intercom Paging4 Beeper Access5 Transfer to Mailbox6 Transferring to Specified Custom Service7 All Disable

Incomplete Handling Status: For No Answer1 Leaving a Message2 Covering Extension3 Intercom Paging4 Beeper Access5 Set Transferring to Custom Service6 Operator7 Return to AA Service Top Menu

Incomplete Handling Status: For Busy1 Leaving a Message2 Covering Extension3 Intercom Paging4 Beeper Access5 Set Transferring to Custom Service6 Operator7 Return to AA Service Top Menu

Interview Mailbox Management:1 Record Question2 Set Answer Length3 Erase Question

External Message Delivery:1 Record Message2 Set a Mailing List

Remote Call Forwarding Set:1 FWD—All Calls2 FWD—Busy 3 FWD—No Answer 4 FWD—Busy/No Answer 5 FWD to an Outside Line6 FWD Cancel

Set Other Features:1 Set Interview Mailbox2 Set External Delivery Message3 Remote Call Forwarding Set4 Set Timed Reminder

Message Notification:1 Message Waiting Lamp2 Device Status3 Assign Telephone Numbers

Set AA Status:1 Set Call Transfer Status2 Set Covering Extensions3 Set Message Reception Mode4 Set Incomplete Call Handling

For No Answer5 Set Incomplete Call Handing

For Busy6 Set Telephone Number for

Transfer


8.1 Quick Reference

8.2 Service Access CommandsDial the following commands any time to get a different mailbox, extension, or menu.

#1 Dialing by Name

#2 Custom Service*1

#5 (#L) Log in*2

#6 (#M) Voice Mail*1

#7 (#R) Restart (Return to Main Menu)*3

#8 (#T) Transfer to an Extension*1

#9 (#X) Exit

#91 No Answer Greeting*5

#92 Owner's Greeting*5

* Return to Previous Menu

0 Help

## Switch to Prompts (Main Menu)*4

*1 Also available with VM Menu.*2 If pressed while in Subscriber Service, you will be prompted to enter the desired mailbox number.*3 If pressed while in Subscriber Service, you will return to the Subscriber Service Main Menu.*4 Available with VM Menu only.*5 Available only for the Subscriber Service.

Note• Commands [#5] and [#7] are available only after you have accessed Subscriber

Service.


8.2 Service Access Commands

8.3 Using VM Menu

Soft Buttons

(S1 through S4)

ENTER

Navigator Key

LCD (Liquid Crystal Display)

• 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:

– Left and right: Used to repeat and skip messages.– Up and down: Used to scroll through menus or adjust the volume.


8.3 Using VM Menu

VM Menu Examples

Playing MessagesFollow the audible prompts to log in to your mailbox.1. Select Receive Msg., then press ENTER using the soft button.

Main MenuReceive Msg.Deliver Msg.Mbx. ManagementA.A. Status

EXIT ENTER

2. To play new massages, select New Message, then press ENTER to accept.

Receive Msg.New MessageOld MessageDeleted Message

EXIT ENTER

3. Select the desired message to play, then press ENTER to accept.

3 messagesROBINE S AUG24 03:47PM!MBX 203 AUG24 11:04AM!3275307 AUG24 09:23AM!

EXIT ALL ENTER

• Press EXIT to go back to the previous menu or ALL to play all messages.4. The message will start playing.

ROBIN SCHNEIDER

MBX 120

AUG24 03:47PM

NEW 00:03:12

**--------

SHIFT EXIT CLBK ERASE

• Press EXIT to go back to the previous menu, CLBK to call the message sender,or ERASE to erase the message.


8.3 Using VM Menu

• Press SHIFT to toggle the three menus. The items displayed on the bottom linewill change as shown below.

SHIFT EXIT CLBK ERASE

SHIFT RPEAT TRNSF PAUSE

SHIFT RBOOK SNEW RPLY

Setting Automated Attendant StatusExample: Setting Call Transfer Status to "Transfer to Mailbox".Follow the audible prompts to log in to your mailbox.1. Select A.A. Status, then press ENTER using the soft button.

Main MenuReceive Msg.Deliver Msg.Mbx. ManagementA.A. Status

EXIT ENTER

2. Select Call Transfer Status, then press ENTER to accept.

A.A. StatusCall Transfer StatusCovering Extn.Msg. Reception ModeIncomplete Handling

EXIT ENTER

3. Press SEL to display the next option.

Disable All

EXIT SEL ENTER


Call Blocking

EXIT SEL ENTER


8.3 Using VM Menu


Call Screening

EXIT SEL ENTER


Intercom Paging

EXIT SEL ENTER


Beeper Access

EXIT SEL ENTER

8. When "Transfer to Mailbox" is displayed, press ENTER to accept.

Transfer to Mbx.

EXIT SEL ENTER

9. Select other items for programming, or press EXIT to finish.

A.A. StatusCall Transfer StatusCovering Extn.Msg. Reception ModeIncomplete Handling

EXIT


8.3 Using VM Menu

IndexAActivating LCS 41Adding, Deleting, or Reviewing Caller IDNumbers Later 38APT/DPT Feature Programming for KX-TAand KX-TD Series PBXs 58Assigning and Canceling TelephoneNumbers for Call Transfer to OutsideLine 46Assigning Caller ID Numbers and RecordingNames 40Assigning Caller ID Numbers for the FirstTime 38Assigning Outside Telephone Numbers forRemote Call Forwarding 44Assigning Telephone Numbers for CallTransfer to Outside Line 46Assigning Your Covering Extension 30Assigning Your Telephone Numbers forRemote Automatic Log-in and TollSaver 47Automatic Log-in 7

BBefore You Begin 5Bookmarks 51

CCall Transfer 28Calling Back the Message Sender 18Canceling Telephone Numbers for CallTransfer to Outside Line 46Changing a Personalized Greeting 38Changing Answer Lengths 31Changing Caller ID Numbers and RecordedNames 40Changing Device Numbers 35Changing or Deleting Your Password 8Changing or Deleting Your PersonalGreeting Messages 10Changing or Deleting Your SubscriberName 13Changing Personal Group Distribution ListNames 33

Changing Your Password 12Commands

Changing the Current VPS Service 14Recording Messages 14When Using VM Menu 14When Using Voice Prompts 14

Common Service Commands andNavigation Commands 14Confirming Your Settings 9Creating or Adding to an External MessageDelivery List 34Creating Your Personal CustomService 48

DDeleting Caller ID Numbers and RecordedNames 40Deleting Members from an ExternalMessage Delivery List 34Deleting Members from Personal GroupDistribution Lists 33Deleting Options from Your PersonalCustom Service 49Deleting Questions 31DPT Feature Programming for KX-TDE,KX-TDA, and KX-TAW Series PBXs 54

EE-mail Integration (Message Notification byE-mail) 37External Message Delivery 25External Message Delivery Lists 34

IIncomplete Call Handling 29Interview Mailbox 31Introduction to the VPS 5

LLeaving a Message for the Sender 18Live Call Screening (LCS) 41Live Call Screening Button Assignment

KX-TA and KX-TD Series 58KX-TDE, KX-TDA, and KX-TAWSeries 54


Index

Live Call Screening Cancel ButtonAssignment

KX-TA and KX-TD Series 58Live Call Screening Password Assignment


Live Call Screening Password Canceling KX-TA and KX-TD Series 59KX-TDE, KX-TDA, and KX-TAWSeries 54

Live Call Screening Private/Hands-FreeMode Assignment




Logging in to Your Mailbox 7Logging in to Your Mailbox for the FirstTime 6

MMailbox Capacity Warning 53Manual Log-in 7Message Delivery 23Message Reception Mode 32Message Waiting Notification 35

OOne-touch Two-way Transfer (One-touchTWT) Button Assignment

KX-TDE, KX-TDA, and KX-TAWSeries 56

PPersonal Caller Name Announcement 40Personal Custom Service 48Personal Greetings for Caller ID 38Personal Group Distribution Lists 33Playing Messages 15Programming Your Extension forConversation Recording


Programming Your Extension for LCS KX-TA and KX-TD Series 58KX-TDE, KX-TDA, and KX-TAWSeries 54

Programming Your Extension for Voice MailTransfer


Prompts 5

QQuick Reference 62

RReceiving External DeliveryMessages 27Recording a Personalized Greeting for theFirst Time 38Recording Questions 31Recording the Owner’s Name (YourSubscriber Name) 9Recording Your Conversations 42Recording Your Greeting Messages 9Recording Your Message 23, 26Recovering Deleted Messages 52Remote Access 21Remote Automatic Log-in 21Remote Call Forwarding 44Remote Manual Log-in 21Replying to Messages 18

SSending a Message 23Sending an External DeliveryMessage 25Sending Messages—Overview 22Service Access Commands 64Setting and Canceling Remote CallForwarding 44Setting Message Delivery Time 26Setting Your Password for the FirstTime 8


Index

Specifying a Single Recipient 25Specifying Multiple Recipients (ExternalMessage Delivery List) 25Specifying the Recipients by Name (Dialingby Name) 20, 23Specifying the Recipients byNumber 20, 23Starting the Subscriber Tutorial 8Subscriber Tutorial (Easy MailboxConfiguration) 8

TTimed Reminder 50To Confirm the Settings for Your PersonalCustom Service 49To Select the No DTMF InputOperation 49Transferring a Call to a Mailbox 43Transferring Messages 20Turning Device Notification On/Off 35Turning Message Waiting Lamp NotificationOn/Off 35Two-way Recording (TWR) ButtonAssignment




UUsing the VPS 5

VVM Menu 6, 65VM Menu Examples 66Voice Mail Transfer 43Voice Mail Transfer (VTR) ButtonAssignment



Index

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http://www.panasonic.com/csd

Copyright:This material is copyrighted by Panasonic System Networks Co., Ltd., and may bereproduced for internal use only. All other reproduction, in whole or in part, is prohibitedwithout the written consent of Panasonic System Networks Co., Ltd.

© Panasonic System Networks Co., Ltd. 2010

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