Voice Processing System Instructions

Our Voice Processing System has two main functions:

(1) Automated Attendant: to enable a caller from the outside to a reach specific person inside, when no one is available to answer and transfer the incoming call.

(2) Voicemail: to enable a caller from the outside or inside, to leave a voice message for someone who does not answer a call. 

Most people in (company name) have Voicemail mailboxes; your mailbox number is probably the same as your intercom or "extension" number.

To set-up or change your own mailbox, follow this sequence:
(a) press INTERCOM at your phone
(b) dial 165 (or other designated number such as 195, 107 or 115)
(c) wait for the Voice Processing System to answer
(d) press 5 ("Mailbox Management") for access to recordings.

You will have the opportunity to record "owner's name" (your name), and three different greetings for "no answer" (when you are out), "busy signal" (when you are on the phone), and "after hours" (after normal working hours). You can also set a password.

You can record the same simple greeting three times, such as "This John Adams. Please leave me a message after the tone and I will call you back."

You can change a greeting at any time you want, such as to tell callers that you are away for an extended period, or to give another phone number where you can be reached.

If you answer a call for someone who is not in, or is busy on his phone, ask the caller if he wants to leave a message in Voicemail. If the caller agrees, follow this sequence if your phone does not have a pre-programmed VOICEMAIL TRANSFER button.
(a) press TRANSFER
(b) dial 165 or other designated number
(c) wait for the Voice Processing System to answer
(d) press # 6
(e) dial the mailbox number for the person who should receive the message
(f) hang-up IMMEDIATELY

If you answer a call for someone who is not in, or is busy on his phone, ask the caller if he wants to leave a message in voicemail. If the caller agrees, follow this sequence if your phone does have a pre-programmed VOICEMAIL TRANSFER button.
(a) press VOICEMAIL TRANSFER
(b) dial the mail box number.
(c) hang-up.

To leave a Voicemail message for someone, follow this sequence:
(a) press INTERCOM
(b) dial 165 or other designated number
(c) wait for the Voice Processing System to answer
(d) press # 6
(e) dial the mailbox number for the person who should receive the message
(f) follow the recorded instructions.
(g) you can press 2 to stop the announcement, and start recording immediately.


If your MESSAGE light is turned on, there probably are messages waiting for you.
Follow this sequence:

(a) press INTERCOM
(b) press the MESSAGE button.
(c) wait for the Voice Processing System to answer, and follow the recorded instructions.
(d) As you play back your messages, you will have several choices, including:
press 1 to repeat the current message
press 11 to go back to the previous message
press 2 to skip ahead to the next message
press 3 to erase the present message

You can also check your messages from the outside. Call the main phone number.

• If you get answered by a human being, ask to be transferred to the Voice Processing System. When the system answers you, press * plus your mailbox number, and follow the recorded instructions.
• If you get answered by a robot, press #6, then * plus your mailbox number, and follow the recorded instructions.

You can program your phone so un-answered calls go to your mailbox.

With digital systems, and KX-TA1232, press INTERCOM, then FWD/DND, then 5, then the extension number for the first port of the VPS, then STORE, then hang up.

With KX-TA624, press speakerphone button, then FWD/DND, then 2, then extension number for first port of the VPS, then #, then hang up.

You can program a button to instantly transfer a call to a mailbox.

(a) On digital systems: Press PROGRAM. Dial 99. Press the button that you want to use for voicemail transfer. Dial 8. Dial 165 (or other designated number. Press AUTO DIAL/STORE. Press PROGRAM to exit programming mode.

(b) On the KX-TA1232: Press PROGRAM (or PAUSE, if your phone doesn't have a PROGRAM button). Dial 99. Press the button that you want to use for voicemail transfer. Dial 8. Dial 165 (or other designated number. Press AUTO DIAL/STORE. Press PROGRAM to exit programming mode.

(c) On the KX-TA624: Press PROGRAM (or move the rear MEMORY switch to "program" if your phone doesn't have a PROGRAM button). Press the button that you want to use for voicemail transfer. Dial 94. Dial the extension number for the voicemail system. Press STORE. Press PROGRAM (or move the MEMORY switch to "set."