Panasonic KX-TVS120, KX-TVS220, KX-TVS320 User Manual

Please read this manual before installing, customizing, or operating the Voice Processing System.

Voice Processing System

Subscriber's Guide

Thank you for purchasing a Panasonic Voice Processing System, Model KX-TVS120/KX-TVS220/KX-TVS320.

Panasonic

KX-TVS120
KX-TVS220
KX-TVS320

www.voicesonic.com

Phone: [phone]

3DQDVRQLF7HOHSKRQH6\VWHPV

Panasonic KX-TVS120, KXTVS120, TVS120, KX-TVS220, KXTVS220, TVS220, KX-TVS320, KXTVS320, TVS320

Introduction

2 Subscriber's Guide

Introduction

The Panasonic Voice Processing System (VPS) is a powerful tool used to manage your voice
communications and increase your productivity through the use of your voice mailbox. As a
subscriber (the owner of a VPS mailbox), you can:

• Send a message to one or more people inside or outside of your office.

• Transfer messages (with your annotation) to other VPS subscribers.

• Receive messages from any touchtone telephone.

• Be called at an outside telephone or be notified through your beeper, when there are
messages stored in your mailbox.

• Be notified by the message-waiting lamp on your extension that there are messages
stored in your mailbox.

• Screen your calls.

• Automate the handling of callers.

• And more...

Getting Started

Numbers to Know

You must have the following information before you begin:

• The extension number(s) of the VPS.

• Your mailbox and extension number.

• The System Manager’s phone number.

Basic Steps

When using your mailbox for the first time, you must read "Section 1:Mailbox Setup" and
perform the key setup procedures described. You must customize your mailbox before sending
or receiving messages.
Identify yourself as the owner of your mailbox by setting the following:

• Recording Personal Greetings

• Recording Your Name

• Setting Your Password

Panasonic World Wide Web Address: http://www.panasonic.com
for customers in the United States or Puerto Rico.

• This symbol identifies important notes about the operation being described.

• The voice prompt will guide you in every step of programming.

Thank you for purchasing the Panasonic Model

Voice Processing System.

Introduction

Subscriber's Guide 3

Structure of the Manual

This manual consists of the following sections:

Section 1 Mailbox Setup

Describes the procedures for customizing your mailbox.

Section 2 Receiving Messages

Explains how to access and manage received messages.

Section 3 Sending Messages

Tells you how to send messages, including recording and delivery.

Section 4 Special Features

Describes how to set up the special features for your mailbox.

Appendix

Glossary

Table of Contents

4 Subscriber's Guide

Table of Contents

1 Mailbox Setup

1.1 Logging in to Your Mailbox ......................................................................................8

1.2 Recording Personal Greetings ................................................................................ 9

1.3 Setting, Changing and Clearing Your Password.................................................. 11

1.4 Recording Your Name............................................................................................. 12

1.5 Service Access Commands ................................................................................... 13

2 Receiving Messages

2.1 Receiving Messages ............................................................................................... 16

2.2 Replying to Messages ............................................................................................17

2.3 Message Transfer .................................................................................................... 18

2.4 Accessing Your Mailbox from an Outside Telephone.......................................... 19

3 Sending Messages

3.1 Delivering Messages to Other Subscribers .......................................................... 22

3.2 Checking Mailbox Distribution .............................................................................. 24

3.3 Setting up an External Message Delivery List...................................................... 25

3.4 Sending External Delivery Messages....................................................................26

3.5 Receiving External Delivery Messages................................................................. 28

3.6 Replying to External Delivery Messages ..............................................................29

3.7 Checking and Setting External Message Delivery Status ................................... 30

4 Special Features

4.1 Call Transfer Status.................................................................................................32

4.2 Covering Extension ................................................................................................ 33

4.3 Incomplete Call Handling Status ........................................................................... 34

4.4 Message Reception Mode ...................................................................................... 35

4.5 Personal Group Distribution Lists.........................................................................36

4.6 Deleting Group Distribution Members .................................................................. 37

4.7 Deleting Group Distribution List Names ...............................................................38

4.8 Message Waiting Notification ................................................................................39

Table of Contents

Subscriber's Guide 5

4.9 Interview Mailbox.....................................................................................................41

4.10 Recording Personal Greetings for Caller ID........................................................42

4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID ....................43

4.12 Personal Caller Name Announcement.................................................................45

4.13 Live Call Screening................................................................................................47

4.14 Recording a Two-Way Conversation....................................................................48

4.15 Setting Telephone Numbers for Call Forwarding to CO ....................................49

4.16 Remote Call Forwarding Set.................................................................................50

Appendix

Quick Reference...............................................................................................................54

Glossary.......................................................................................................................55

Table of Contents

6 Subscriber's Guide

Mailbox Setup

Subscriber's Guide 7

Section 1

Mailbox Setup

Mailbox Setup

8 Subscriber's Guide

1.1 Logging in to Your Mailbox

Before you access Subscriber Services, you must first open your mailbox.

FROM ANOTHER EXTENSION

• You will hear " For other features" only when the System Administrator or the System
Manager assigns an Interview Mailbox or an extension number for Remote Call
Forwarding feature to your mailbox, or authorizes you the use of the Message Waiting
Notification feature or the External Message Delivery feature.

• If you do not know the VPS extension number, ask the System Manager.

• If you enter Subscriber Service via Custom Service, does not end your call; you will
be returned to Custom Service.

Off-hook

.

Extn. No. of VPS

Enter the extension
number of the VPS.

FROM YOUR EXTENSION

or

FROM ANOTHER EXTENSION

FROM Y OUR EXTENSION
(When the Direct Mailbox Access is enabled)

IF YOU HAVE SET YOUR PASSWORD

Password

Enter the password and press #.

#

+

1

3
4
5
6

2

To receive a message
To deliver a message
To check the mailbox distribution
For automated attendant status
For mailbox management

For other features)
To end this call

Follow the prompt according to your needs.

(

.

#

6

+

Press # and 6. Press and enter

your mailbox number.

+

Mailbox no.

IF YOU HAVE SET YOUR PASSWORD

Password

Enter the password
and press #.

#

+

1

3
4
5
6

2

To receive a message
To deliver a message
To check the mailbox distribution
For automated attendant status
For mailbox management

For other features)
To end this call

Follow the prompts according to your needs.

(

6

Mailbox Setup

Subscriber's Guide 9

1.2 Recording Personal Greetings

After reaching your mailbox, callers will hear your personal greeting message(s). You can
record 3 kinds of personal greetings: No Answer Greeting, Busy Greeting, and After Hours
Greeting.
The VPS plays the appropriate message for each call.

Personal greeting messages are always followed by a tone and a chance to leave a message.
Your personal greeting should say "please leave a message at the tone"; otherwise your callers
will be confused.

TO CHANGE OR ERASE

Log into your
mailbox.

Press 5.

Subscriber’s
Main Menu

5

Press 1.

1

No Answer
Busy Signal
After Hours

Follow the prompts
according to your needs.

1
2
3

TO RECORD FOR
THE FIRST TIME

or

TO CHANGE OR
ERASE

( )

Caller ID

4

On-hook.

Record greeting
at the tone.

Press 2
to accept.

Follow the prompts
according to your needs.

Press 1 to
end recording.

1

1

To review

3

To erase and
record again

4

To add
To erase and exit

IF NEEDED

1

To change the No Answer

2

To change the Busy Signal

3

To change the After Hours

IF NEEDED

2

TO RECORD FOR THE FIRST TIME

To change
To accept
To erase

Follow the prompts
according to your needs.

1
2
3

On-hook.

Mailbox Setup

10 Subscriber's Guide

• Recording a Caller ID Greeting is available only when your COS parameter is enabled. To
record a Caller ID Greeting, see 4.10 Recording Personal Greetings for Caller ID.

• Be sure to exit from the menu AFTER the greeting is accepted. Otherwise the greeting will
not be stored.

• By system default, the maximum length of a personal greeting is 16 s. If you need more
time, ask your System Administrator or System Manager to increase the upper bound.

• If you change the greeting, follow the steps in "TO RECORD FOR THE FIRST TIME" to
rerecord.

• It is recommended that you mention your name in each personal greeting, because the
regular announcement of name (see 1.4 Recording Your Name) will be suppressed.

Mailbox Setup

Subscriber's Guide 11

1.3 Setting, Changing and Clearing Your
Password

The VPS provides the option of assigning a password to your mailbox to protect the messages
stored there from unauthorized access. A password should be no longer than 10 digits (using
the keys 0-9). You can change your password at any time. When setting your password, avoid
using obvious number combinations. If you forget your password, have your System
Administrator or System Manager clear it. You may then set a new one.

Log into your mailbox.

Subscriber's
Main Menu

5

Press 2.

2

Press 2.

2

FOR THE FIRST TIME

Password

Enter the password
and press #.

#

+

Press 1.

1

WHEN YOU CHANGE OR CLEAR YOUR PASSWORD

New Password

Enter the new password and press #,
or press # to clear.

#or

or

On-hook.

#

+

Press 5.

Mailbox Setup

12 Subscriber's Guide

1.4 Recording Your Name

The recording of your name informs callers that they have reached the correct mailbox (for
example, when transferring a message to a subscriber, they will hear the subscriber’s name).
In addition, if a caller does not know the mailbox number, she may specify the mailbox by
entering the first 3 or 4 letters of the owner's name. The VPS will announce a series of recorded
names from which the caller may select.

Log into your
mailbox.

Subscriber's
Main Menu

5

Press 3.3State the name

at the tone.

State the name
at the tone.

Press 2.

2

Press 3.

3

TO CHANGE

Press 1.

1

or

3

TO ERASE

On-hook.

or

FOR THE FIRST TIME

Press 5.

Press 3.

3

Press 3.

2

Press 2.

Mailbox Setup

Subscriber's Guide 13

1.5 Service Access Commands

Before routinely using the VPS, you should familiarize yourself with the Service Access
Commands shown in the Appendix.

The most important ones are the following:

#6 — pressing this during system prompts activates Voice Mail Service. You can

record a message after entering a mailbox number at the prompt. You can
also press followed by your own mailbox number to log into your mailbox.

#8 — pressing this during system prompts activates Automated Attendant Service.

It prompts you for an extension number and then attempts to call your party.
If she cannot take the call, the VPS will take some suitable action.

Note

If you call the extension directly, the VPS cannot help you.

— pressing this during system prompts takes you to the previous VPS menu. If

you have lost bearings within Subscriber Service, use this command to get
you out.

0 — pressing this lets you listen to the whole menu (for Help).

Mailbox Setup

14 Subscriber's Guide

Receiving Messages

Subscriber's Guide 15

Section 2

Receiving Messages

Receiving Messages

16 Subscriber's Guide

2.1 Receiving Messages

The VPS plays both the new and saved messages that are in your mailbox along with the date,
time, and sender information pertaining to each message.

• When all messages are scanned, you will have 3 options

To replay the previous message

To play the next message

To play the entire message
Selection of option 3 : "To play the entire message" can be carried out only once.
If your System Administrator or System Manager has not enabled the Delete Message
Confirmation feature to your mailbox (see Delete Message Confirmation in Glossary),
selecting option 3 a second time will erase the message.

• The VPS will automatically erase messages after a specified number of days. Your
System Administrator or System Manager controls the number of days to maintain the
messages.

Log into your
mailbox.

Press 1.

Subscriber’s
Main Menu

1

Press 0.

0

1

3
4
5
6

2

To repeat the message
To replay the previous message
To play the next message
To erase the messages one by one
To reply to the message
To rewind
To fast-forward

7

To transfer

8

To scan messages

Select the appropriate message option.

+

1 1

Go to 2.2

Go to 2.3

(+ )

1

1

2

3

Receiving Messages

Subscriber's Guide 17

2.2 Replying to Messages

This feature allows you to reply to messages that have been sent by other subscribers through
their mailboxes.

TO RECORD A MESSAGE

FOR IMMEDIATE DELIVERY

• You can reply only to messages that were transferred to you, or originated as
"Delivering Message to Other Subscribers".

• If paused, the recording must be restarted within 20 s or the VPS will stop recording
automatically.

• You will not hear " for AM, for PM" when the System Administrator has set
the time stamp of User Prompts as "24-h".

• Note about the Day of the Month entry:
If today is February 16, and you enter 17#, the message will be delivered tomorrow.
If today is February 16, and you enter 5#, the message will be delivered March 5th.

Log into your
mailbox.

Press 1.

Subscriber’s
Main Menu

1

Record the
message.

1

Press 4.4Press 2 to record

a message.

2

Press 1 to
end recording.

2

Press 2 to accept
the message.

TO SET DELIVERY TIME
AND/OR PRIVATE STATUS

or

FOR IMMEDIATE DELIVERY

To make the message private

1

To return to a previous menu

Follow the prompts according to your needs.

2

Press 2 to
accept the
delivery time.

2

Enter the day of the month
and press #.

+

Day of the Month

#

On-hook.

TO SET DELIVERY TIME

Press 1.

1

Set delivery time.

+

Delivery Time

for AM

1

for PM

Press 1 for AM
or 2 for PM.

2

For example:
5:00 is entered as [5] and [#].
5:15 is entered as [515][#].

#

or

FOR IMMEDIATE
DELIVERY

2

Press 1.

1

Press 2.

TO SET DELIVERY TIME AND/OR PRIVATE STATUS

Press 2 then return to a previous menu.

2

On-hook.

1 2

Receiving Messages

18 Subscriber's Guide

2.3 Message Transfer

This function allows you to transfer messages to other mailboxes.

OPTION 1: Enter the mailbox by NUMBER

OPTION 2: Enter the mailbox by NAME

• If the message is assigned as private, it cannot be transferred to other mailboxes.

• You can also specify a Personal or a System Group Distribution List
instead of an individual mailbox by entering the number of the list.
If you use a Personal Group Distribution List, press [#] after the list
number. Personal Group Distribution Lists must be created before
they can be used (see 4.5 Personal Group Distribution Lists). To
use a System Group Distribution List, check with the System
Administrator to ensure that a list exists within the VPS.

• No acknowledgment will be given that the message has been transferred.

Log into your mailbox. Press 1.

Subscriber's
Main Menu

1

OPTION 1: Enter the mailbox

by NUMBER.

OPTION 2: Enter the mailbox

by NAME.

or

Press 7.

7

Enter the mailbox
number on the keypad.

Press 2 to accept the
mailbox number entered.

2

Mailbox No.

Press # and 1 to
access the mailbox.

+

Enter the first 3 or 4 letters
of the person

's last name.

Press 1 to accept
the mailbox stated.

# 1 X X X 1

Press 2 to
transfer with
comment.

Press 1
to end
recording.

Press 2 to
accept .

2 1 2

Record a
comment.

On-hook.

TO TRANSFER WITH COMMENT

or

Press 1 to
transfer without
comment.

1

TO TRANSFER

Receiving Messages

Subscriber's Guide 19

2.4 Accessing Your Mailbox from an Outside
Telephone

Follow this procedure to check your messages remotely.

• It may be possible for you to choose another language for Subscriber Service prompts.
If you are interested in this option, please contact your System Administrator.

Mailbox No.

Password

1

Enter your password
and press #.

+

#

+ To access another extn.

To reach the operator

Follow the prompts according to
your needs.

# 8

+ To exit the VPS

# 9

0

+

Call the VPS from
an outside telephone.

Press 1 to receive
the message.

Review your
messages.

On-hook.

Press and Enter your
mailbox number.

IF NEEDED

+

# 6

Press # and 6.

+

# 8

+

Receiving Messages

20 Subscriber's Guide

Sending Messages

Subscriber's Guide 21

Section 3

Sending Messages