Panasonic Voice Processing System Kx Tva50 Subscribers Manual

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Recording Your Message
1. to record your message.
 Press [2] to add another 
recipient (continue from 
Specifying the Recipients by 
Number or Specifying the 
Recipients by Name (Dialing by 
Name)).
 Press [3] to review the 
recipients.
2.Speak after the tone.
 You can pause and resume 
recording by pressing [2]. If you 
pause for more than 20 
seconds, recording will stop 
automatically.
3. to end recording.
4. to accept.
5.   to set the delivery time 
of the message.
   to send the message 
immediately (continue from step 
10).
6.Enter the desired delivery time, 
then .
For example:
 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 by default. 
For more information, consult your 
System Administrator or System 
Manager.
 New urgent messages are played 
before any other messages. However, 
old urgent messages are played with 
other messages, in the original order.
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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:
a)Extension number
b)Outside telephone number
c)External Message Delivery List 
number (see 5.7 External Message 
Delivery Lists)
Unlike recipients who have their own VPS 
mailboxes, you have no way of knowing 
who may answer the call when the VPS 
sends an External Delivery Message. To 
protect the privacy of your messages, you 
may assign a password that must be 
entered by the other party before your 
message is played back.
You can set Auto Receipt so that you will 
receive notification once the recipient has 
played back your message. You can also 
send your message immediately or set a 
message delivery time. Finally, recipients 
of an External Delivery Message can 
reply to your message, and can even set 
urgent and private message status.
Note
 This feature must be enabled for your 
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.Continue from 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 continue from 
step 4.
3.Enter the outside partys 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 insert 
a pause, press [5]. Press [4] to 
continue entering the 
telephone number..
4. to accept.
5.Enter a 4-digit password required 
for listening to the message.
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 Press [#] if you do not want to 
set a password.
6.State the recipients name after the 
tone.
7. to end recording.
8. for immediate delivery, then 
continue from Recording Your 
Message.
 To set message delivery time, 
continue from Setting 
Message Delivery Time.
Specifying Multiple Recipients 
(External Message Delivery List)
1.
2.
Enter the desired list number (  
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 
continue from Recording Your 
Message.
 To set message delivery time, 
continue from 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.
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 for 
listening to the message, make sure 
you notify each recipient what the 
password is.
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 If your PBX uses PRI lines, you may 
need to enter [#] at the end of outside 
telephone numbers. For more 
information, consult your System 
Administrator.
 Auto Receipt is not enabled by default. 
For more information, consult your 
System Administrator or System 
Manager. 
						

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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 incorrect 
password 3 times, the VPS will 
announce the following information if it 
has been programmed. This 
information can help the recipient track 
down the message or message 
sender (you).
– Company name
– Callback telephone number
– Your subscriber name
 The VPS may be able to guide 
recipients using a different 
language. For more information, 
consult your System 
Administrator.
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Section 5
Other Features
5.1 Call Transfer
When a call reaches your extension via 
the Automated Attendant service, 
normally your extension will ring and you 
can answer the call. If you use the Call 
Transfer feature, however, the VPS can 
handle the call in a number of ways. The 
status you set for Call Transfer 
determines what happens to the call. You 
can set one of the following:
Call Blocking: The call will be handled 
by the Incomplete Call Handling feature 
(see 5.2 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 callers 
telephone number to your beeper so you 
can return the call.
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. 
						

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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
 Intercom Paging is only available with 
Panasonic KX-T series PBXs using 
APT or DPT Integration. For more 
information, consult your System 
Administrator or System Manager.
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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:
a)You do not answer the call (These 
calls are considered no answer 
calls).
b)You are on another call (These calls 
are considered busy calls).
c)You have set Call Blocking (see 5.1 
Call Transfer).
The status you set for Incomplete Call 
Handling determines what happens to 
these calls. 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 callers 
telephone number to your beeper so you 
can return the call.Transfer to Custom Service: The VPS 
will transfer the caller to the Custom 
Service you specify here.
Transfer to Operator: The VPS will 
transfer the caller to the operator.
Return to Top Menu: The caller is 
returned to the top menu of the 
Automated Attendant service and can 
then choose to call a different extension. 
						

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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.Continue from 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 or System Manager.
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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:
a) By the Incomplete Call Handling 
Feature:
When the Incomplete Call Handling 
feature handles the call (i.e., if you do 
not answer, if you are on another call, 
or if you have set Call Blocking), it will 
transferred to your Covering 
Extension if you have set Incomplete 
Call Handling to Transfer to Covering 
Extension (see 5.2 Incomplete Call 
Handling).
b) By Pressing [0]: 
If the caller presses [0] 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 that 
transfers your callers to your Covering 
Extension. If you assign the Transfer 
to Operator option in your Personal 
Custom Service to a dialing key other 
than [0], callers who press that dialing 
key will be transferred to your Covering 
Extension (see 5.17 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 Covering 
Extension, remember to tell callers in 
your greeting message that they can 
press [0] to be transferred to (name of 
your Covering Extension).
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