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KX-NS1000 V1.1

KX-NS1000 V1.1. Unified Messaging ~Built-in Voice Messaging~. General Overview. Unified Messaging is a combination of voice, data and fax. The Unified Messaging (UM) system is built into the NS1000. Full Voice mail features, Optional Fax server module, Microsoft Outlook Plug-in, etc. User.

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KX-NS1000 V1.1

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  1. KX-NS1000 V1.1 Unified Messaging ~Built-in Voice Messaging~

  2. General Overview Unified Messaging is a combination of voice, data and fax. The Unified Messaging (UM) system is built into the NS1000. Full Voice mail features, Optional Fax server module, Microsoft Outlook Plug-in, etc. User E-mail Server (IMAP4 / POP3) Customer E-mailer E-mail E-mail Voice Message FAX Message Voice Call Built-in UM Voice Message PSTN Extension FAX Message FAX Call Cellular Phone Integration

  3. Introduction In this part, we will focus on “Voice Messaging” for subscribers. A subscriber or an outside party can access the Unified Messaging system from a telephone. As the owner of a mailbox, the subscriber 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. • Be notified by the message waiting lamp on your extension when new messages have been recorded in your mailbox. • Many other useful messaging features. A subscriber can access the Unified Messaging system from a PC so that the subscriber can change his/her own extension settings, such as setting C-FWD/DND, storing personal speed dial numbers, etc.. • Microsoft, Internet Explorer, Outlook, Windows, Windows XP, Windows Vista, and Windows 7 are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. • All other trademarks identified here in are the property of their respective owners. • Microsoft product screen shots reprinted with permission from Microsoft Corporation.

  4. Table of Contents Chapter 3) How to Program? 1) Voice MessagingFeatures 3-1 Basic Setting items 3-2 Basic Settings : UM Group 3-3 Basic Settings : Creating Mailboxes 3-4 Basic Settings : Subscriber Tutorial 3-5 Simple Answering Machine Feature 3-6 Voice Mail Transfer Feature 3-7 Two-way Record / Transfer Feature 3-8 Message Waiting Notification 3-9 Mailbox Group 1-1 Mailbox Overview 1-2 Voice Recording Features 1-3 Personal Greetings 1-4 Message Notification 1-5 Playing Messages 1-6 Sending Messages 1-7 Mailbox Options 2) Configuration 2-1 Specification 2-2 Activation Keys 2-3 Installing the Storage Memory Card 2-4 Features that depend on the terminals 4) User Profiles of Web MC 4-1 User Profile Overview 4-2 Main Setting Items for Users 4-3 Creating a User Profile 4-4 Creating Multiple User Profiles

  5. Chapter 1 Voice Messaging Features

  6. Simple Voice Mail and two-way recording example 1. Two-way recording - The conversation is recorded. Conversation 1-1 Mailbox Overview Voice messages are saved in the corresponding Mailboxes. A subscriber is an extension user who has a mailbox assigned to his extension. Subscribers can play back messages saved in their mailboxes, leave messages for other subscribers, record greeting messages, and more. Subscriber KX-NS1000 Outside Caller Ext. 101 Mailbox: 101 Built-in UM 1. Personal Greeting Message 3. Can play back the left message. Mailbox 101 2. Can leave a voice message. … Mailbox 105 Ext. 105 Mailbox: 105 2. Can play back.

  7. Forwarding setting in advance. 1-2 Voice Recording Features (1) Simple Answering Machine Features for Extensions By setting the forwarding destination (Busy, No Answer, Intercept routing, etc.) to the built-in UM, a simple answering machine feature can be operated. The caller can leave a voice message for the corresponding extension. KX-NS1000 Ext. 101 Mailbox: 101 1. Incoming Call to Ext.101. Built-in UM 2. Forward to UM 3. Personal greetingof Ext.101 is sent to the caller. * Busy, No Answer, Intercept routing, etc. Mailbox 101 4. Can leave a voice message to Mailbox 101. * A subscriber should record his/her own greeting message before using his/her mailbox.

  8. 2. Press “Voice Mail Transfer” button while ringing. 1-2 Voice Recording Features (2) Voice Mail Transfer A subscriber can transfer a call to his/her mailbox if he/she does not want to answer the call. While ringing example KX-NS1000 Ext. 101 Mailbox: 101 1. Incoming Call to Ext.101. Built-in UM 3. Redirect to UM 4. Personal greetingof Ext.101 is sent to the caller. Mailbox 101 5. Can leave a voice message to Mailbox 101. * A subscriber should record his/her own greeting message before using his/her mailbox.

  9. 3b. Two-way Transfer - The conversation is saved in another subscriber’s mailbox. 3c. One-touch Two-way Transfer - The conversation is saved in another subscriber’s mailbox with anone touch operation. 3a. Two-way Record - The conversation is saved in the subscriber’s mailbox. 1. Conversation (while talking) 2. Press FF button. 1-2 Voice Recording Features (3) Two-way Record / Two-way Transfer / One-touch Two-way Transfer A subscriber can record a conversation into his/her own Mailbox or another subscriber’s Mailbox while talking on the phone. KX-NS1000 Built-in UM Mailbox 101 … Mailbox 105 Ext. 105 Mailbox: 105

  10. 1-2 Voice Recording Features (4) Differences between Two-way Transfer and One-touch Two-way Transfer

  11. 1-3 Personal Greetings The greetings for when a caller reaches a subscriber’s mailbox. A subscriber can record a personal greeting message to greet a caller. Personal greetings are used in the following priority: 1. Temporary Personal Greeting 2. Busy Signal Greeting 3. Personal Greeting for Caller ID 4. Absent Message Greeting 5. After Hours Greeting 6. No Answer Greeting KX-NS1000 Built-in UM Ext. 101 Mailbox: 101 Can record his/her own Personal Greeting. Mailbox 101 … Ext. 105 Mailbox: 105 Mailbox 105 Can record his/her own Personal Greeting.

  12. Message Waiting Lamp FF Button 1-4 Message Notification Notifies that a new message is left to the subscriber’s Mailbox. The massage waiting lamp and/or FF buttons can notify subscribers that they have new messages. KX-NS1000 Built-in UM Can notify that new messages are left. Mailbox 101 Ext. 101 Mailbox: 101 … Can notify that new messages are left. Mailbox 105 Ext. 105 Mailbox: 105

  13. 1-5 Playing Messages Playing back the voice messages A subscriber can play back the voice messages after the subscriber has logged in to his/her mailbox. KX-NS1000 Built-in UM Ext. 101 Mailbox: 101 1. Access to the subscriber’s mailbox. * Mailbox 101 * Enter the password. 2. Operation to play messages. 3. Voice messages are played back. … Mailbox 105 The subscriber can also play back the voce messages through a trunk, even if he/she is at outside the office.

  14. 1-6 Sending Messages (1) Message Delivery : Sending messages to another subscriber A subscriber can send voice messages to another subscriber’s mailbox. KX-NS1000 Built-in UM Ext. 101 Mailbox: 101 1. Access to the subscriber’s mailbox. * Mailbox 101 * Enter the password. 2. Operation to send messages. (Specify the recipient’s mailbox number.) 3. Send (record) a voice message. … Ext. 105 Mailbox: 105 Mailbox 105 A message is left to Mailbox 105.

  15. Mailbox Group : Group No. “555” 1-6 Sending Messages (2) Message Delivery : Sending messages to other subscribers Multiple mailboxes are grouped into a specified number of Mailbox groups. By using Mailbox group, subscribers and callers can send voice messages to multiple subscribers at once. Ext. 101 Mailbox: 101 KX-NS1000 Built-in UM Mailbox 101 Send (record) a voice message to Mailbox group (No. 555). Ext. 103 Mailbox: 103 Ext. 104 Mailbox: 104 103 A message is left to Mailbox 103, Mailbox 104, Mailbox 105, at once. 105 104 Ext. 105 Mailbox: 105

  16. for FAX Service Mailbox 250 Mailbox 999 for System Manager 1-7 Mailbox Options System mailboxes for FAX Service, etc. Mailboxes which are not assigned to extension users, e.g. for FAX service, can exist. Subscriber KX-NS1000 Built-in UM Ext. 101 Mailbox: 101 Mailbox 101 … Mailbox 105 Ext. 105 Mailbox: 105

  17. This Chapter is now complete.Go to Next Chapter.

  18. Chapter 2 Configuration

  19. 2-1 Specification (1) Specifications (1/2) The default configuration provides 1024 mailboxes, 2ch VM ports with 2h storage without additional Activation Key or hardware. Specifications (1/2)

  20. 2-1 Specification (2) Specifications (2/2) The default configuration provides 1024 mailboxes, 2ch VM ports with 2h storage without additional Activation Key or hardware. Specifications (2/2)

  21. 2-2 Activation Keys (1) Activation Keys related to Unified Messaging (1/3) 1) Unified Messaging System (Features) * Activation keys must be installed to the site where the Unified Messaging mailboxes are located. (Must be installed to each unit.) (Reference) Maximum Recording Time for each Storage Memory Card * No Activation key is required for installing thesememory cards. In this slide, Activation keys only related to this course are explained. When using the other UM features (Automatic two-way recording, e-mail integration, etc.), the corresponding Activation keys are required. Refer to the “Activation Key” part for details.

  22. 2-2 Activation Keys (2) Activation Keys related to Unified Messaging (2/3) 2) Unified Messaging System (Unified Messaging Ports) *1 [2 Unified Messaging ports] are preinstalled (permanent). *2 [32 Unified Messaging ports] are preinstalled (permanent). *3 Activation keys must be installed to the site where the Unified Messaging mailboxes are located. In this slide, Activation keys only related to this course are explained. When using the other UM features (Automatic two-way recording, e-mail integration, etc.), the corresponding Activation keys are required. Refer to the “Activation Key” part for details.

  23. 2-2 Activation Keys (3) Activation Keys related to Unified Messaging (3/3) 3) Unified Messaging System (Two-way Recording / Two-way Transfer User) These Activation Keys should be installed only to the master unit, even though One-Look Network System. In this slide, Activation keys only related to this course are explained. When using the other UM features (Automatic two-way recording, e-mail integration, etc.), the corresponding Activation keys are required. Refer to the “Activation Key” part for details.

  24. By installing optional Activation Key (KX-NSU001), you can increase the recording time to “15 hours” without installing optional SM card. 2-3 Installing the Storage Memory Card Optional Storage Memory Card The default configuration provides 1024 (*) mailboxes, 2ch VM ports with 2h storage without additional Activation Key or hardware. By installing optional Storage Memory Card (SM-S, SM-M, SM-L), you can increase the storage capacity (Recording Time). * 1024 Mailboxes :1022 for Users, 2 for Manager Voice Mail recording time SM-S : 200 hours SM-M : 450 hours SM-L : 1,000 hours

  25. 2-4 Features that depend on the terminals Features that depend on the terminals differ. Depending on the terminal used (KX-NT3xx series, KX-UT1xx series, etc.), the features that can be used may differ. According to the client's conditions of use, select a suitable terminal. Main Differences * Refer to the “Terminal” part for details.

  26. This Chapter is now complete.Go to Next Chapter.

  27. Chapter 3 How to Program?

  28. Activation Key Installation UM Group / Floating Extension Number Making Mailboxes Subscriber Tutorial (Subscriber’s Settings) 3-1 Basic Setting items Purchase the appropriate activation keys according to the customers’ requirements, and then install them. * Refer to the “Activation Key” part for details. The UM ports make up a group, called a UM group. This group has a floating extension number. This floating extension number is used to access the UM. * Refer to Chapter 4-2 for details. In order to use Voice Messaging features, it is necessary to make mailboxes. Detailed settings for each Voice Messaging feature are required for each mailbox. * Refer to Chapter 4-3 for details. The first time a subscriber logs in to his/her mailbox, there are certain mailbox settings the subscriber should perform before using any other Subscriber Services (Voice Messaging features). * Refer to Chapter 4-4 for details.

  29. Access to the UM (Dialling the FEN); (Playing back the messages, Forwarding destination, etc.) UM port1 Ext. 5101 UM port2 Ext. 5102 UM Group; 2 ports are available by default. Optional Activation keys will expand the ports. UM port24 Ext. 5124 Floating Extension No. 3-2 Basic Settings : UM Group UM Group / Floating Extension Number (FEN) The UM ports are used to access the Built-in UM from extensions, trunks, etc. KX-NS1000 Built-in UM Mailbox Mailbox FEN; 500 (Default) … Setup -> PBX Configuration -> 3.7.2 Unit Settings

  30. Click “Add”. 3-3 Basic Settings : Creating Mailboxes (1) Creating a mailbox for specified subscriber (UM Configuration Menu) A mailbox should be prepared in advance for each subscriber. 1 Setup -> UM Configuration -> 1. Mailbox Settings * Refer to the PC Programming manual for details.

  31. Mailbox Number Extension Number Mailbox Name Other Parameters Click “OK” to save. 3-3 Basic Settings : Creating Mailboxes (2) Creating a mailbox for specified subscriber (UM Configuration Menu) 2 Set the mailbox parameters

  32. 1. A new mailbox is added. 2. Make sure to click “OK” or “Apply”. * 3-3 Basic Settings : Creating Mailboxes (3) Creating a mailbox for specified subscriber (UM Configuration Menu) 3 * Even though a new box is added on this screen, the new box is not stored in the PBX until “OK” or “Apply” is clicked.

  33. Click “Add Range”. When this message is displayed, click “OK”. 3-3 Basic Settings : Creating Mailboxes (4) Creating multiple mailboxes at once (UM configuration Menu) You can create multiple mailboxes at once. (Up to 20 mailboxes) 1 Setup -> UM Configuration -> 1. Mailbox Settings

  34. You can edit the default settings to be used for new mailboxes. Check “Use the same number for Mailbox and Extension” to assign each mailbox to the same number extension. 3-3 Basic Settings : Creating Mailboxes (5) Creating multiple mailboxes at once (UM configuration) 2 Set the mailbox parameters Specify the range of mailboxes to add in From and To.

  35. New mailboxes are added. 2. Make sure to click “OK” or “Apply”. 3-3 Basic Settings : Creating Mailboxes (6) Creating multiple mailboxes at once (UM configuration) 3

  36. 3-4Basic Settings : Subscriber Tutorial Logging in to the subscriber’s mailbox from his/her extension The first time subscribers log in to their mailboxes, there are certain mailbox settings they should perform before using any other Subscriber Services. These settings identify them as the owner of their mailbox. By following the prompts, the following parameters can be set: • Password • Owner’s Name • Personal Greetings (No Answer Greeting/Busy Greeting/After Hours Greeting) To use mailbox services, these parameters should be set in advance. From the second Login onwards,the subscriber can perform “Playing back the voice messages”, “sending voice messages to another person’s mailbox.”, etc. * Refer to the “User Manual“ for details.

  37. Web MC setting example 2. Specify the floating extension number of the UM Group. (500 by default) 1. Select a forwardingmode. 3-5 Simple Answering Machine Feature Simple Answering Machine Features for Extensions By setting the forwarding destination (Busy, No Answer, Intercept routing, etc.) to the built-in UM, a simple answering machine feature can be operated. Setup -> PBX Configuration -> 4.1.2 FWD/DND * Each subscriber can also set the forwarding mode/destination on his/her phone. * The built-in UM can also be set as an intercept routing destination.

  38. 1. Select “Voice Mail Transfer” as Type. 2. Specify the floating extension number of UM group. 3-6 Voice Mail Transfer Feature Voice Mail Transfer button A flexible button can be customised as the VM Transfer button. Setup -> PBX Configuration -> 4.1.4 Flexible Button * Each subscriber can also customise the FF buttons on his/her phone.

  39. UM Tab Set “Enable” in the Two-way Recording column. 3-7 Two-way Record / Transfer Feature (1) Extension Setting “Two-way Recording” parameter should be “Enabled” for each extension. Setup -> PBX Configuration -> 4.1.1 Extension Settings * This setting is used for “Two-way record”, “Two-way Transfer”, and “One-touch Two-way Transfer”.

  40. Ext. No. of Mailbox Extension Number Two-way Record ; Type : Two-way Record Extension Number : FEN of UM Group Type Two-way Transfer ; Type : Two-way Transfer Extension Number : FEN of UM Group One-touch Two-way Transfer ; Type : Two-way Transfer Extension Number : FEN of UM Group Ext. No. of Mailbox : Another subscriber’s extensionnumber whose mailbox will be used to record conversations 3-7 Two-way Record / Transfer Feature (2) FF Button Setting A flexible button can be customised as the Two-way Record or the Two-way Transfer button. Setup -> PBX Configuration -> 4.1.4 Flexible Button

  41. Mailbox Tab “Two-way Recorded Message Save Mode” for each COS - Save as New - Save as Old (Default) 3-7 Two-way Record / Transfer Feature (3) Two-way Recorded Message Save mode You can select whether two-way recording sessions are saved in the mailboxes as “old” or “new” messages for each mailbox, through COS programming. Setup -> UM Configuration -> 2 Class of Service * The mailbox at which a message is saved should be set to the corresponding COS.

  42. Message Waiting Lamp for Every Message 3-8 Message Waiting Notification (1) System Parameter If “Message Waiting Lamp for Every Message” is set to “Yes”, the system will turn on the Message Waiting Lamp of the extension each time a new message is recorded in the mailbox. (Default : Yes) Setup -> UM Configuration -> 5.4 Parameters Message Waiting Notification Tab * Even if it is set to “Yes”, each subscriber can decide whether to use “Message Waiting Lamp notification”.

  43. Unified Message Tab Click “ Advanced setting”. Set “ Enable” in the Message Waiting Lamp” column. 3-8 Message Waiting Notification (2) Each Subscriber’s setting Each subscriber can set whether to enable the message waiting notification. 1 Log in to the Web MC : “User (User) “account 2 3

  44. 1. Select “Message Waiting” as Type. 2. Specify an extension number for which messages are checked. 3-8 Message Waiting Notification (3) Other subscriber’s Messages A subscriber can check whether messages are left to the other subscribers on his/her phone (FF button). For example, this button is useful when the secretary checks the message for the boss. Setup -> PBX Configuration -> 4.1.4 Flexible Button

  45. Click “Add”. Specify the Group List No. and Group Name. 3-9 Mailbox Group (1) Multiple mailboxes are grouped into a specified number of Mailbox groups. 1 Setup -> UM Configuration -> 5.1 Mailbox Group 2

  46. 2. Click “Edit” to add group members. 1. A new mailbox group is added. 2. Click “Add” to add the selected mailboxes to the right field. 1. Select the mailboxes to be added. 3-9 Mailbox Group (2) Multiple mailboxes are grouped into a specified number of Mailbox groups. 3 4

  47. 1. New mailboxesare added. 2. Click “OK”. Group List number 3-9 Mailbox Group (3) Multiple mailboxes are grouped into a specified number of Mailbox groups. 5 6 To send a message to the mailbox group, specify the Group List number.

  48. This Chapter is now complete.Go to Next Chapter.

  49. Chapter 4 User Profiles of Web MC

  50. 1. Enter the URL of Web MC. 2. Enter the username and password assigned to each subscriber. “ User (User) account” 4-1 User Profile Overview Benefits Users (Subscribers) can change their extension settings, speed dial settings, Unified Communication settings, or other personal settings, by using Web MC from their PC. Therefore, they can customise their extensions as they like with easy operation. The Web MC supports 3 different account (profile) types : Installer, User (Administrator), and User (User) User (User) is for individual users (subscribers) of the PBX system. By assigning “User (User)” profile to each subscriber, the subscribers can change their own settings. * Regarding the details of profiles, refer to the “Web Maintenance Console” part.

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