Panasonic Kx Tva50 Subscribers Manual

							3.4  Remote Access
You can call the VPS while outside and log
in to your mailbox in order to listen to your
messages. There are 2 ways to log in to
your mailbox remotely:
• Automatic Log-in:
When logging in to your mailbox
remotely from a preprogrammed outside
telephone number (assigned as a Caller
ID number), you do not need to enter
any special commands or your mailbox
number. The VPS can recognize the
telephone number you are calling from
and therefore determine you are the
caller (see 5.17  Assigning Your
Telephone Numbers for Remote
Automatic Log-in and Toll Saver). This
feature is not available with certain
PBXs and may be disabled by the
System Administrator for your mailbox.
• Manual Log-in:
You need to enter the Voice Mail Service
Command [#6] followed by [
] and your
mailbox number. Manual Log-in is
necessary when logging in to your
mailbox when Automatic Log-in is not
available with your PBX, when your
mailbox is not programmed for
Automatic Log-in, or when you are
calling from a telephone number not
programmed for Automatic Log-in.
Remote Automatic Log-in
1. Call the VPS from the preprogrammed
outside telephone number (assigned as
a Caller ID number).
• Ask your System Administrator what
telephone number you should dial in
order to access the VPS remotely.
• The number of rings you hear before
the VPS answers your call can
indicate whether or not you have
new messages (Toll Saver feature).
For more information, consult your
System Administrator.
2. Enter your password, then .
• You can skip this step if your mailbox
has no password.
3.
 to play back messages.
4. Follow the prompts or select one of the
following as necessary.
  to call an extension.
   to call the operator.
5.
  when finished.
6. Go on-hook.
Note
• This feature is only available withPanasonic KX-T series PBXs using
APT or DPT Integration. For more
information, consult your System
Administrator.
Remote Manual Log-in
1. Call the VPS from an outside telephone.
• Ask your System Administrator what
telephone number you should dial in
order to access the VPS remotely.
2.
 
3. and your mailbox number.
4. Enter your password, then 
.
• You can skip this step if your mailbox
has no password.
5.
 to play back new messages.
6. Follow the prompts or select one of the
following as necessary.
  to call an extension.
   to call the operator.
7.
  when finished.
8. Go on-hook.
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							4   Sending Messages
4.1  Sending Messages—
Overview
You can record messages and send them
to other subscribers, to PBX extension
users who do not have VPS mailboxes, and
even to outside parties. Messages can be
sent using one of the following features:
• Message Delivery:
Sending a message to other subscribers
(see 4.2  Message Delivery).
• External Message Delivery:
Sending a message to parties that do
not have VPS mailboxes, i.e., PBX
extension users and outside parties
(see 4.3  External Message Delivery).
There are several ways to determine the
recipients of your messages. You can
specify recipients by:
• Mailbox number or subscriber name
(specifies an individual recipient for
Message Delivery).
• Personal Group Distribution List number
or Mailbox Group number (specifies a
group of recipients for Message
Delivery).
• Extension number or telephone number
(specifies an individual recipient for
External Message Delivery).
• External Message Delivery List number (specifies a group of recipients for
External Message Delivery).
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							4.2  Message Delivery
You can send messages to other
subscribers. You can specify message
recipients either by number or by subscriber
name.
To specify the recipients by number:
• Enter the subscriber’s mailbox number.
• Enter a Personal Group Distribution List
number (see 5.6  Personal Group
Distribution Lists for creating your own
Personal Group Distribution Lists).
• Enter a Mailbox Group number (these must be created by the System
Administrator; 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 Name
feature).
Once you have specified the recipients, you
can record a message. Before sending your
message, you can set any of the following:
• Urgent Status:
The message will be heard before other
messages by the recipient.
• Private Status:
The recipient will not be able to forward
the message, ensuring privacy.
• Auto Receipt:
You will receive notification once the
recipient has played back the message.
Finally, you can send your message
immediately or set a message delivery time.
Sending a Message
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2.
3. Go to "Specifying the Recipients by
Number" or "Specifying the Recipients
by Name (Dialing by Name)".
Specifying the Recipients by Number
1. Enter one of the following:
A mailbox number.
A Personal Group Distribution List
number, then 
.
A Mailbox Group number.
2.
 to accept.
3. Go to "Recording Your Message".
Specifying the Recipients by Name
(Dialing by Name)
1. 
2. Using the dialing keys, enter the first 3
or 4 letters of the desired recipient’s
name.
3.
 to select the announced name.
 to hear the next name.
 to repeat the current name.
4. Go to "Recording Your Message".
Recording Your Message
1. to record your message.
• Press [2] to add another recipient, then go to
"Specifying the Recipients by
Number" or "Specifying the
Recipients by Name (Dialing by
Name)". A maximum of 100
recipients can be specified.
• Press [3] to review the recipients.
2. Speak after the tone.
• You can pause and resume recording by pressing [2]. If you
pause for more than 20 seconds,
recording will stop automatically.
3.
 to end recording.
4.
 to accept.
5.
  to set the delivery time of the
message.
  to send the message
immediately, then go to step 10.
 to accept, then go to step 13.
6. Enter the desired delivery time, then
.
For example:
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							• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5] [#].
7.
 for AM.
 for PM.
• This option may not be available if the VPS is programmed to use
24-hour time.
8. Enter the day of the month for delivery,
then 
.
For example:
• If today is February 16 and you enter
[1] [7] [#], the message will be
delivered tomorrow.
• If today is February 16 and you enter
[5] [#], the message will be delivered
on March 5.
9.
 to accept.
10.
 to make the message urgent.
 to continue.
11.
 to make the message private.
 to continue.
12.
 to request a receipt.
 to continue.
13. Go on-hook.
Note
• Auto Receipt is not enabled bydefault. For more information,
consult your System Administrator.
• New urgent messages are played before any other messages.
However, old urgent messages are
played with other messages, in the
original order.
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							4.3  External Message
Delivery
You can send messages to outside parties
and to PBX extension users who do not
have their own VPS mailboxes. After you
record your message, the VPS will dial the
appropriate telephone numbers and/or
extension numbers, and once the party on
the other end answers the call, the VPS can
play back your recorded message. You can
specify message recipients by:
• Extension number
• Outside telephone number
• External Message Delivery List number (see 5.7  External Message Delivery
Lists)
Unlike recipients who have their own VPS
mailboxes, you have no way of knowing
who may answer the call when the VPS
sends an External Delivery Message. To
protect the privacy of your messages, you
may assign a password that must be
entered by the other party before your
message is played back.
You can set Auto Receipt so that you will
receive notification once the recipient has
played back your message. You can also
send your message immediately or set a
message delivery time. Finally, recipients of
an External Delivery Message can reply to
your message, and can even set urgent and
private message status.
Note
• This feature must be enabled foryour mailbox by the System
Administrator or System Manager.
• If you have any difficulties using this
feature, consult your System
Administrator.
Sending an External Delivery
Message
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2.
  
3. Go to  "Specifying a Single Recipient " or
"Specifying Multiple Recipients
(External Message Delivery List)".
Specifying a Single Recipient
1.
2. Enter the outside line access number
needed for making outside calls.
• To specify a PBX extension instead of an outside telephone number,
enter the extension number, then go
to step 4.
3. Enter the outside party’s telephone
number (including area code if needed).
• To insert a pause or special command in the middle of the
telephone number, pause
momentarily while entering the
telephone number. The VPS will
announce a list of available options,
for example, "To add more digits,
press [4]. To insert a pause, press
[5].".
4.
 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.
 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.
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							2.Enter the desired list number ( or
).
3. Enter a 4-digit password required for
listening 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
1. Enter the desired delivery time, then
.
For example:
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5] [#].
2.
 for AM.
 for PM.
• This option may not be available if the VPS is programmed to use
24-hour time.
3. Enter the day of the month for delivery,
then 
.
For example:
• If today is February 16 and you enter
[1] [7] [#], the message will be
delivered tomorrow.
• If today is February 16 and you enter
[5] [#], the message will be delivered
on March 5.
4. Go to "Recording Your Message".
Recording Your Message
1. to request a receipt.
 to continue.
2.
 to accept.
3. Record your message after the tone.
• You can pause and resume recording by pressing [2]. If you
pause for more than 20 seconds,
recording will stop automatically.
4.
 to end recording.
5.
 to accept.
6. Go on-hook.
Note
• If you set a password required forlistening to the message, make sure
you notify each recipient what the
password is.
• If your PBX uses PRI lines, you may
need to enter [#] at the end of outside
telephone numbers. For more
information, consult your System
Administrator.
• Auto Receipt is not enabled by default. For more information,
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							4.4  Receiving External
Delivery Messages
When you send an External Delivery
Message, the VPS will call each of the
specified recipients. When a recipient
answers the call, the VPS will guide him or
her through the following procedure. After a
recipient has listened to an External
Delivery Message, he or she can send you
a reply to your message, and even set
urgent or private message status.
1.
 to receive the message.
2. Enter the 4-digit password, then 
.
• If you did not set a password, this step will be skipped.
3. The message is played back.
4.
 to reply.
• To end the call, press [
], then go
on-hook to finish.
5. Record a reply.
6.
 to end recording.
7.
 to accept.
8.
 to make the message urgent.
 to continue.
9.
 to make the message private.
 to continue.
10. Go on-hook.
Note
• If the recipient enters an incorrectpassword 3 times, the VPS will
announce the following information if
it has been programmed. This
information can help the recipient
track down the message or message
sender (you).
– Company name
– Callback telephone number
– Your subscriber name
• The VPS may be able to guide recipients using a different
language. For more information,
consult your System Administrator.
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							5   Other Features
5.1  Call Transfer
When a call reaches your extension via the
Automated Attendant service, normally your
extension will ring and you can answer the
call. If you use the Call Transfer feature,
however, the VPS can handle the call in a
number of ways. The status you set for Call
Transfer determines what happens to the
call. You can set one of the following:
Call Blocking:  The call will be handled by
the Incomplete Call Handling feature (see
5.2  Incomplete Call Handling), which allows
you to have your calls ring at another
extension, transferred to your mailbox,
transferred to the operator, etc. The call will
not ring at your extension. The call will be
handled according to the settings you have
made for Incomplete Call Handling for No
Answer.
Call Screening:  The VPS will prompt the
caller to record his or her name. If you are
available to answer calls, the VPS will ring
your extension and play back the name of
the caller. You can then answer the call if
you choose. If you do not or cannot answer
the call, the call will be handled according to
the settings you have made for Incomplete
Call Handling for No Answer.
Intercom Paging:  The VPS will page you
using the Intercom Paging feature of the
PBX. The call will not ring at your extension.
Your name will be announced to alert you to
the call. This feature is available with certain
PBXs only. If you do not or cannot answer
the call, the call will be handled according to
the settings you have made for Incomplete
Call Handling for No Answer.
Beeper Access:  The VPS will prompt the
caller to enter his or her telephone number,
then will send the caller ’s telephone number
to your beeper so you can return the call.
• To use this feature, Notification Schedule setting for your mailbox is
required. For more information, consult
your System Administrator.
Transfer to Mailbox:  The VPS will transfer
the caller to your mailbox where he or she
can leave a message for you. The call will
not ring at your extension.
Transfer to Custom Service:  The VPS will
transfer the caller to the Custom Service
you specify here. The call will not ring at
your extension.
Disable Call Transfer:  Turns the Call
Transfer feature off. The call will ring at your
extension.
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2.
 
3. Select the desired Call Transfer status.
 for Call Blocking.
 for Call Screening.
 for Intercom Paging.
 for Beeper Access.
 for Transfer to Mailbox.
 for Transfer to Custom Service.
 for Disable all Transfer.
4. Follow the prompts as necessary.
• The prompts heard will vary depending on the feature you set in
step 3.
5. Go on-hook.
Note
• If Call Screening or Disable isselected, calls will be transferred to
an outside telephone if a telephone
number has been programmed for
Call Transfer to Outside Line (see
5.16  Assigning and Canceling
Telephone Numbers for Call
Transfer to Outside Line).
• Intercom Paging is only available with Panasonic KX-T series PBXs
using APT or DPT Integration. For
more information, consult your
System Administrator.
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							5.2  Incomplete Call
Handling
When a call is directed to your extension via
the Automated Attendant service,
Incomplete Call Handling will handle the
calls if:
• 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 Call
Handling determines what happens to these
calls. You can set one or more of the
following for no answer calls and for busy
calls separately. If you select more than one
option, the caller will be prompted to select
his or her desired option.
Leaving a Message:  The VPS will transfer
the caller to your mailbox where he or she
can leave a message for you.
Transfer to Covering Extension:  The VPS
will transfer the caller to your Covering
Extension (see 5.3  Assigning Your
Covering Extension). If you have not
assigned your Covering Extension, this
option is not available.
Intercom Paging:  The VPS will page you
using the Intercom Paging feature of the
PBX. Your name will be announced to alert
you to the call. This feature is available with
certain PBXs only.
Beeper Access:  The VPS will prompt the
caller to enter his or her telephone number,
then will send the caller ’s telephone number
to your beeper so you can return the call.
• To use this feature, Notification Schedule setting for your mailbox is
required. For more information, consult
your System Administrator.
Transfer to Custom Service:  The VPS will
transfer the caller to the Custom Service
you specify here.
Transfer to Operator:  The VPS will
transfer the caller to the operator.
Return to Top Menu:  The caller is returned
to the top menu of the Automated Attendant
service and can then choose to call a
different extension.
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2.
3. for no answer calls.
 for busy calls.
4. Select the desired Incomplete Call
Handling status.
 for Leaving a Message.
 for Transfer to Covering Extension.
 for Intercom Paging.
 for Beeper Access.
 for Transfer to Custom Service.
 for Transfer to Operator.
 for Return to Top Menu.
5. Follow the prompts as necessary.
• The prompts heard will vary depending on the feature you set in
step 4.
6.
 to change.
 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 by
Incomplete Call Handling for no
answer calls.
• Intercom Paging is only available with Panasonic KX-T series PBXs
using APT or DPT Integration. For
more information, consult your
System Administrator.
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							5.3  Assigning Your
Covering Extension
A Covering Extension is an extension that
receives your calls instead of you. Your calls
can be transferred to your Covering
Extension in 2 ways:
• By the Incomplete Call Handling
Feature:
When the Incomplete Call Handling
feature handles the call (i.e., if you do
not answer, if you are on another call, or
if you have set Call Blocking), it will be
transferred to your Covering Extension
if you have set Incomplete Call Handling
to  "Transfer to Covering Extension " (see
5.2  Incomplete Call Handling).
• By pressing 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 while
recording a message for you, the call will
be transferred to your Covering
Extension.
Note
• You can change the dialing key thattransfers your callers to your
Covering Extension. If you assign
the "Transfer to Operator" option in
your Personal Custom Service to a
dialing key, callers who press that
dialing key will be transferred to your
Covering Extension (see
5.18  Personal Custom Service).
• If you do not assign your Covering Extension, callers will be transferred
to the operator instead.
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2.
 
3. Enter the desired extension number.
• If you have already assigned your Covering Extension and want to
assign a different extension, press
[1] before entering the desired
extension number.
4.
 to accept.
5. Go on-hook.
Note
• Once you assign a CoveringExtension, remember to tell callers
in your greeting message that they
can press the button you have
assigned for transferring to your
Covering Extension. For example,
"To speak with my assistant, press
0".
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