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Outside Caller Handling
The VPS helps the callers access his desired party. The VPS plays voice prompts
to instruct him what to do next. The caller has only to press the suitable key on the
phone following the voice prompts.
Even rotary telephone callers can make use of the VPS. The system can be set to
send callers to the operator or the General Delivery Mailbox (G.D.M.). When they
leave messages in the G.D.M., the Message Manager will transfer the message to
other mailboxes. See Rotary Telephone Service in Chapter 3.
With the VPS, you can also communicate with people all over the world. To ex-
pand your business field, the VPS has been designed to support up to three lan-
guages. Callers can choose the language of the instructions of the VPS. The first
language, English, is recorded at the factory.
The second and the third languages
are recorded by the Message Manager according to your business needs. See
Multi-Lingual Service and Voice Prompts in Chapter 3.
When the callers accesses the VPS, he is greeted by one of 32 company greetings.
The Message Manager records the greetings so that they greet the callers properly
also on holidays or in after-hours. See Company Greetings in Chapter 3.
The VPS connects the caller who needs a human help with the operators.
He can .
reach a live operator by pressing [0] at any time. Up to three operators can be as-
signed in case the first operator answer the call. See Operator Service in Chapter
Callers can access the desired extension by dialing a one-digit number (l-9) when
they are in the Department Dialing menu. For callers to access the Department Di-
aling service, the Service Access Command [#] [3] is available. See Department
Dialing in Chapter 3.
Some callers who do not know the number of their desired extensions or mailboxes
may be unable to enter the correct number when asked by the VPS. However, they
can also reach the desired party by dialing the first three or four letters of the per-
sons’ last name. For callers to access this feature, the Service Access Command
[#] [l] is available. See Dialing by Name in Chapter 3.
Because written communication is also essential to enhance the efficiency of your
business capability, you may want to have fax calls received frequently. To avoid
being interrupted by fax signals, the VPS identifies a fax call and transfers it to a
fax extension for you. Up to two fax extensions can be specified as the destination,
so that one serves as a backup for the other. The system notifies a specified person
whether the fax call was successfully completed. See Fax Management in Chap-
ter 3.
Overview l-9