Panasonic KX-TVS225, KX-TVS95, KX-TVS125, KX-TVS325 User Manual
Voice Processing System
Subscriber's Guide
KX-TVS95/KX-TVS125
Model
KX-TVS225/KX-TVS325
Thank you for purchasing the Panasonic Model KX-TVS95/KX-TVS125/
KX-TVS225/KX-TVS325 Voice Processing System.
Please read this manual carefully before using this product and save this manual
for future use.
Subscriber’s Guide
Introduction
Thank you for purchasing the Panasonic Model KX-TVS95/KX-TVS125/
KX-TVS225/KX-TVS325 Voice Processing System.
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.
• Create a "Personal Custom Service" for your callers.
• And more...
List of Enhancements
Compared to the KX-TVS90/KX-TVS120/KX-TVS220/KX-TVS320 Voice
Processing System, these models are enhanced by the following new features:
• Personal Custom Service
Allows a subscriber to set the following Custom Services in her personal
greeting (Personal Custom Service):
• Transfer to Mailbox
• Transfer to Extension
• Transfer to Outside
•Custom Service
• VM Service (Voice Mail Service)
• AA Service (Call Transfer Service)
A caller can select a desired service from those above while listening to
the personal greeting or recording a message. (See 4.19 Setting
Personal Custom Service.)
• Subscriber Tutorial
When a subscriber accesses her mailbox for the first time, the VPS
guides her to set up the mailbox with some Help messages. Simply by
following the messages, she can set up these items:
•Password
2
• Owner’s Name
• Personal Greetings (No Answer Greeting/Busy Greeting/After Hours
Greeting)
(See 1.2 Subscriber Tutorial.)
• Toll Saver
Allows a subscriber to check her mailbox from a pre-assigned DID/
Caller ID number without necessarily making the VPS answer the call.
Without Toll Saver, the VPS will always answer the call and therefore
she will incur toll charges. With Toll Saver, the VPS can let her know that
there are no new messages without answering her call. (See 4.18
Setting Telephone Numbers for Toll Saver.)
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
Subscriber’s Guide
• This symbol identifies important notes about the operation being
described.
• The voice prompt will guide you in every step of programming.
• Some features described in this manual are available with APT/
DPT Integration only. APT Integration is only available for the KXTVS95.
Panasonic World Wide Web Address: http://www.panasonic.com
for customers in the United States or Puerto Rico.
3
Subscriber’s Guide
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
4
Subscriber’s Guide
Table of Contents
1 Mailbox Setup ............................................................... 7
1.1 Logging in to Your Mailbox ............................................................ 7
1.2 Subscriber Tutorial......................................................................... 8
1.3 Changing and Erasing Personal Greetings.................................. 11
1.4 Changing and Clearing Your Password....................................... 13
1.5 Changing and Erasing Your Name .............................................. 13
1.6 Service Access Commands......................................................... 14
2 Receiving Messages .................................................. 15
2.1 Receiving Messages.................................................................... 15
2.2 Replying to Messages.................................................................. 16
2.3 Message Transfer ........................................................................ 17
2.4 Accessing Your Mailbox from an Outside Telephone.................. 19
3 Sending Messages ..................................................... 20
3.1 Delivering Messages to Other Subscribers.................................. 20
3.2 Checking Mailbox Distribution...................................................... 22
3.3 Setting up an External Message Delivery List ............................. 22
3.4 Sending External Delivery Messages .......................................... 23
3.5 Receiving External Delivery Messages........................................ 25
3.6 Replying to External Delivery Messages ..................................... 26
3.7 Checking and Setting External Message Delivery Status............ 26
4 Special Features......................................................... 28
4.1 Call Transfer Status ..................................................................... 28
4.2 Covering Extension...................................................................... 28
4.3 Incomplete Call Handling Status.................................................. 29
4.4 Message Reception Mode ........................................................... 30
4.5 Personal Group Distribution Lists ................................................ 31
4.6 Deleting Group Distribution Members.......................................... 32
4.7 Deleting Group Distribution List Names....................................... 32
5
Subscriber’s Guide
4.8 Message Waiting Notification....................................................... 32
4.9 Interview Mailbox ......................................................................... 35
4.10 Recording Personal Greetings for Caller ID................................. 36
4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID..... 37
4.12 Personal Caller Name Announcement......................................... 38
4.13 Live Call Screening...................................................................... 40
4.14 Recording a Two-Way Conversation ........................................... 40
4.15 Setting Telephone Numbers for Call Forwarding to CO .............. 41
4.16 Remote Call Forwarding Set........................................................ 42
4.17 Setting Telephone Numbers for Call Transfer to CO................... 44
4.18 Setting Telephone Numbers for Toll Saver.................................. 45
4.19 Setting Personal Custom Service ................................................ 46
A Appendix ..................................................................... 49
A1 Quick Reference .......................................................................... 49
Glossary............................................................................. 50
6
1 Mailbox Setup
1.1 Logging in to Your Mailbox
Before you access Subscriber Services, you must first open your mailbox.
Subscriber’s Guide
FROM YOUR EXTENSION
FROM ANOTHER EXTENSION
Off-hook.
Extn. No. of VPS
Enter the extension
number of the VPS.
FROM YOUR EXTENSION
(When the Direct Mailbox Access is enabled)
IF YOU HAVE SET YOUR PASSWORD
+
Password
Enter the password and press #.
1
To receive a message
2
To deliver a message
3
To check the mailbox distribution
4
For automated attendant status
5
For mailbox management
For other features)
(
6
To end this call
Follow the prompt according to your needs.
#
WHEN YOU LOG IN FOR THE FIRST TIME
Go to Section 1.2 Subscriber Tutorial
to set up your mailbox, then repeat
the procedure here from the beginning.
or
7
Subscriber’s Guide
FROM ANOTHER EXTENSION
IF YOU HAVE SET YOUR PASSWORD
+
#
6
Press # and 6. Press and enter
WHEN YOU LOG IN FOR THE FIRST TIME
Go to Section 1.2 Subscriber Tutorial
to set up your mailbox, then repeat
the procedure here from the beginning.
+
Mailbox no.
your mailbox number.
Password
Enter the password
and press #.
1
To receive a message
2
To deliver a message
3
To check the mailbox distribution
4
For automated attendant status
5
For mailbox management
For other features)
(
6
To end this call
Follow the prompts according to
your needs.
+
1.2 Subscriber Tutorial
When you access your mailbox for the first time, the VPS guides you to set up
the mailbox with some Help messages. Simply by following the messages, you
can set up these items:
• Password
• Owner’s Name
• Personal Greetings (No Answer Greeting/Busy Greeting/After Hours
Greeting)
Callers will hear your personal greeting message(s) after reaching your
mailbox. If you set Personal Custom Service menus in your mailbox, you should
record the appropriate greeting message(s) to guide callers to select a desired
service (e.g., Transfer to Outside) among the preset Personal Custom Services
(see 4.19 Setting Personal Custom Service). Personal greeting messages for
Voice Mail Service are always followed by a tone and a chance to leave a
message. Therefore, your personal greeting should say "please leave a
message at the tone"; otherwise your callers may be confused.
#
• The System Administrator or the System Manager must authorize
this feature before it can be used.
• You may be asked to enter a default password after logging into
your mailbox. If you do not know this password, ask your System
Administrator.
8
Subscriber’s Guide
Subscriber’s
Main Menu
Log into your
mailbox.
IF NEEDED
Default Password
Enter the default password
and press #.
+
Welcome to the Panasonic Voice Mail System.
This is the Subscriber Tutorial service. In this
service, you can set your password, record your
name and record your personal greetings before
you use this system...
Listen to the Tutorial Top Menu before setting up your mailbox.
SET PASSWORD
You can set your password
to a maximum of 10 digits...
Listen to the Help message to set your password.
SET OR SKIP YOUR PASSWORD FOR THE FIRST TIME
Password
Enter the password and press #,
or press # to skip.
CHANGE OR CLEAR YOUR DEFAULT PASSWORD
1
Press 1
to change.
+
Enter the new password and press #,
or press # to clear.
or
#
New Password
#
2
Press 2
to accept.
+
or
##
#
or
2
Press 2
to accept.
9
Subscriber’s Guide
RECORD OWNER’S NAME
Please record your name.
It is used in the following way...
Listen to the Help message
to record Owner’s Name.
State the name
at the tone.
2
Press 2
to accept.
RECORD GREETINGS (NO ANSWER/BUSY SIGNAL/AFTER HOURS)
When any caller leaves a
message for your mailbox,
your Personal Greeting is
played before the recording...
Listen to the Help message to record greetings.
1
1
Press 1 to
end recording.
To review
2
To accept
3
To erase and
record again
4
To add
To erase and exit
Record greeting
at the tone.
• If you decide to use the pre-recorded System Greeting,
you need to erase the greeting you recorded here. See
1.3 Changing and Erasing Personal Greetings.
10
CONFIRM YOUR SETTINGS
1
Press 1 to confirm your settings.
On-hook.
• We strongly recommend that you set the password to 10 digits for
maximum protection against hackers. Please avoid using obvious
number combinations for the password.
• The VPS guides you to record No Answer Greeting, Busy Signal
Greeting, and After Hours Greeting in this order.
• The Help message for Personal Greetings is only played when you
record No Answer Greeting. It is not played for Busy Signal
Greeting and After Hours Greeting.
Subscriber’s Guide
1.3 Changing and Erasing 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 for Voice Mail Service are always followed by a
tone and a chance to leave a message. Therefore, your personal greeting
should say "please leave a message at the tone"; otherwise your callers will be
confused.
1
Subscriber’s
Main Menu
Log into your
mailbox.
TO CHANGE
1
Press 1
to change.
5
Press 5.
Record greeting
at the tone.
1
Press 1.
Press 1 to
end recording.
No Answer
2
Busy Signal
3
After Hours
4
( )
Caller ID
Follow the prompts
according to your needs.
IF NEEDED
1
1
3
4
TO CHANGE
or
TO ERASE
To review
To erase and
record again
To add
To erase and exit
2
Press 2
to accept.
TO ERASE
IF NEEDED
To change the No Answer
1
To change the Busy Signal
2
To change the After Hours
3
Follow the prompts
according to your needs.
3
Press 3
to erase.
On-hook.
On-hook.
11
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 6
min.
• It is recommended that you mention your name in each personal
greeting, because the regular announcement of name (see 1.5
Changing and Erasing Your Name) will be suppressed.
12
Subscriber’s Guide
1.4 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.
Subscriber's
Main Menu
Log into your mailbox.
New Password
Enter the new password and press #,
or press # to clear.
+
#
5
Press 5.
2
Press 2.
#or
2
Press 2.
1
Press 1.
On-hook.
1.5 Changing and Erasing 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.
TO CHANGE
Subscriber's
Main Menu
Log into your
mailbox.
TO ERASE
3
5
Press 5.
3
3
Press 3.
1
Press 1.
State the name
at the tone.
2
Press 2.
or
Press 3.
Press 3.
On-hook.
13
Subscriber’s Guide
1.6 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:
#2 — pressing this during system prompts activates Custom Service. It
prompts you to access up to 100 Custom Service menus.
#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).
14
2 Receiving Messages
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.
Subscriber’s Guide
Subscriber’s
Main Menu
Log into your
mailbox.
1
Press 1.
0
Press 0.
1
1 1
2
3
4
5
6
7
8
9
Select the appropriate message option.
To repeat the message
+
To replay the previous message
To play the next message
To erase the messages one by one
1
(+ )
To reply to the message
To rewind
To fast-forward
To transfer
To scan messages
To save this message as new
Go to 2.3
• When receiving your messages, you can skip the date, time, and
sender information attached to each message by pressing .
• It is possible to choose when to play the information attached to
each message—"before" or "after" the message—or to choose "no
playing" of the information. Please contact your System
Administrator or System Manager for more explanation.
• When all messages are scanned, you will have 3 options
1
To replay the previous message
2
To play the next message
3
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 the 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.
Go to 2.2
6
15
Subscriber’s Guide
2.2 Replying to Messages
This feature allows you to reply to the following types of messages:
(1) Messages transferred or delivered to your mailbox by other subscribers
(2) Messages with a Caller ID number
• To reply to (1), you can send a message to the message sender
(other subscriber) or call her back. (The callback feature is
available only when the message sender has an extension
number.)
• To reply to (2), you can call back the message sender with the
Caller ID number attached to the message (Caller ID Callback).
The Caller ID Callback feature is available only if you are using a
Panasonic KX-T series telephone system with APT/DPT
Integration (see "APT Integration" and "DPT Integration" in the
Glossary) and the System Manager has enabled this feature.
TO RECORD A MESSAGE
Subscriber’s
Main Menu
Log into your
mailbox.
1
Press 1 to
end recording.
1
Press 1.
2
Press 2 to accept
the message.
2
Press 4.4Press 2 to record
a message.
TO SET DELIVERY TIME
AND/OR PRIVATE STATUS
or
FOR IMMEDIATE DELIVERY
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
TO SET DELIVERY TIME
1
Press 1.
1
2
Press 1 for AM
or 2 for PM.
1
2
Follow the prompts according to your needs.
Press 1.1Set delivery time.
for AM
for PM
To make the message private
To return to a previous menu
Delivery Time
Day of the Month
Enter the day of the month
and press #.
+
+
For example:
#
5:00 is entered as [5] and [#].
5:15 is entered as [515][#].
#
2
Press 2 to
accept the
delivery time.
On-hook.
Record the
message.
FOR IMMEDIATE
DELIVERY
2
or
Press 2.
16
FOR IMMEDIATE DELIVERY
2
Press 2 then return to a previous menu.
On-hook.
• If paused, the recording must be restarted within 20 s or the VPS
will stop recording automatically.
Subscriber’s Guide
• You will not hear " for AM, for PM" when the System
1 2
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.
TO CALL THE MESSAGE SENDER
Subscriber’s
Main Menu
Log into your
mailbox.
1
Press 1.
message sender.
2.3 Message Transfer
This function allows you to transfer messages to other mailboxes.
Subscriber’s
Main Menu
Log into your mailbox. Press 1.
1
7
Press 7.
• 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.
OPTION 1: Enter the mailbox
by NUMBER.
OPTION 2: Enter the mailbox
by NAME.
1
Talk.Press 4.4Press 1 to call the
or
17
Subscriber’s Guide
OPTION 1: Enter the mailbox by NUMBER
Mailbox No.
Enter the mailbox
number on the keypad.
Press 2 to accept the
mailbox number entered.
2
OPTION 2: Enter the mailbox by NAME
# 1 X X X 1
+
Press # and 1 to
access the mailbox.
TO TRANSFER
1
Press 1 to
transfer without
comment.
Enter the first 3 or 4 letters
of the person
TO TRANSFER WITH COMMENT
or
2 1 2
Press 2 to
transfer with
comment.
’s last name.
Record a
comment.
Press 1
to end
recording.
Press 1 to accept
the mailbox stated.
Press 2
to accept.
• No acknowledgment will be given that the message has been
transferred.
• If the message is assigned as private, it cannot be transferred to
other mailboxes.
On-hook.
18
Subscriber’s Guide
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.
# 6
Call the VPS from
an outside telephone.
IF NEEDED
Password
Enter your password
and press #.
# 8
+ To access another extn.
# 8
+
# 9
+ To exit the VPS
Follow the prompts according to
your needs.
+
0
+
Press # and 6.
#
To reach the operator
+
1
Press 1 to receive
the message.
+
Mailbox No.
Press and enter your
mailbox number.
Review your
messages.
On-hook.
19
Subscriber’s Guide
3 Sending Messages
3.1 Delivering Messages to Other Subscribers
Use this feature to send the same message to several other subscribers.
Subscriber’s
Main Menu
Log into your mailbox. Press 2.
2
OPTION 1: Enter the mailbox by NUMBER
or
OPTION 2: Enter the mailbox by NAME
• 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 exist 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.
OPTION 1: Enter the mailbox by NUMBER
Mailbox No.
Enter the mailbox number. Press 2 to accept the
mailbox number entered.
OPTION 2: Enter the mailbox by NAME
# 1 X X X 1
+
Press # and 1.
Enter the first
3 or 4 letters of the
person's last name.
2
Press 1 to
accept the mailbox
stated.
20
To record a message.
1
2
To add a new mailbox no.
3
To review the mailing list.
Follow the prompts
according to your needs.
WHEN YOU
PRESS 1
Go to "TO
RECORD
A MESSAGE
".
WHEN YOU
PRESS 2
OPTION 1
or
OPTION 2
WHEN YOU
PRESS 3
Review
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