PANASONIC KX-TVS75, KX-TVS100, KX-TVS200 User Guide
Voice Processing System
Subscriber’s Guide
VOICE PROCESSING SYSTEM
POWER
<KX-TVS75>
Model No.
KX-TVS75
KX-TVS100 / KX-TVS200
Thank you for purchasing a Panasonic Voice Processing System, Model KX-TVS75/100/200.
Please read this manual before installing, customizing, or operating the Voice Processing System.
2
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 touch-tone 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...
This guide is your refe re nce to making the best use of you r mai lb ox a nd t he Voic e Pr oce ssi ng
System.
How to Use This Manual
This Subscriber's Guide explains how to use the Voice Processing System (VPS) with any
touch-tone telephone. Diagrams and notes accompany step-by-step descriptions of each VPS
operation. Additionally, you are guided through each procedure by the voice prompts played
as each step is performed.
Description
Describes the step-by-step actions that you must perform for each procedure.
This symbol identifies important notes about the operation being described.
Introduction
3
Menu Diagram
Subscriber's
Main Command Menu
12
1
Call
Transfer
Status
1
Call
Blocking
3
2
Covering
Extension
Setting
4
Automated
Attendant
Status
Message
Reception
5
3
Mode
2 3 4 5
Intercom
Call
Screening
Paging
Calling
a Beeper
6
Incomplete
Handling
Status
Disable
All Transfer
Services
4
Voice Prompts
To set Call Transfer Status, Press [1]
To set up Covering Extension, Press [2]
To set Message reception Mode, Press [3]
To set Incomplete Handling Status, Press [4]
You will find a diagram in the left-hand
corner of the first page of each procedure.
The diagrams illustrate the menu path for
each procedure. The bold lines and black
keys indicate the path that you should take
and the steps that must be performed.
The voice prom pts for each st ep are shown in Italicized text.
Quick Reference
At the end of this guide is a flow-chart showing all VPS operations. The Quick Reference has
been designed to serve as an at-a-glance guide to basic VPS operations.
Terms to Know
Subscriber
The owner of a VPS mailbox.
System Manage r
The person who manages and maintains the Voice Processing System. The System Manager
creates mailboxes and authorizes the use of some VPS features.
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.
4
Introduction
Basic Steps
When using your mailbox for the first time, you must read "Chapter 1: Mailbox Setup" and
perform the key s et up procedures desc ribed. You must customize your mailbox befor e sending
or receiving messa ges .
Identify yourself as the owner of your mailbox by setting the following:
• Recording Personal Greetings
• Recording Your Name
• Setting Your Password
You may further customize your mailbox by setting any of the additional features:
• Call T ran sf er Status
• Covering Extension
• Incomplete Call Handling Status
• Message Reception Mode
• Notification by C alling
Introduction
5
Table of Contents
1 Mailbox Setup
1.1 Logging into Your Mailbox........................................................................................... 8
1.2 Recording Personal Greetings.................................................................................... 10
1.3 Setting, Changing and Clearing Your Password ...................................................... 13
1.4 Recording Your Name................................................................................................. 15
1.5 Service Access Commands............................... ........................................................... 17
2 Receiving Messages
2.1 Receiving Messages...................................................................................................... 20
2.2 Replying to Messages .................................................................................................. 22
2.3 Message Transfer......................................................................................................... 24
2.4 Erasing Messages......................................................................................................... 27
2.5 Accessing Your Mailbox from an Outside Telephone............................................... 28
3 Sending Messages
3.1 Delivering Messages to Other Subscribers................................................................ 30
3.2 Checking Mailbox Distribution.................................................................................. 34
3.3 Setting up an External Message Delivery List.......................................................... 36
3.4 Sending External Delivery Messages......................................................................... 39
3.5 Checking and Setting External Message Delivery Status........................................ 44
4 Special Features
4.1 Call Transfer Status..................................................................................................... 48
4.2 Covering Extension...................................................................................................... 50
4.3 I ncomplete Call Handling Status ............................................................................... 52
4.4 Message Reception Mode............................................................................................ 53
4.5 Personal Group Distribution Lists............................................................................. 54
4.6 Deleting Group Distribution Members...................................................................... 57
4.7 Deleting Group Distribution Lists.............................................................................. 59
4.8 Message Waiting Notification..................................................................................... 61
4.9 I nterview Mailbox........................................................................................................ 65
4.10 Live Call Screening.................................................................................................... 68
4.11 Recording a Two-Way Conversation........................................................................ 69
Appendix A Quick Reference
A1 Subscriber..................................................................................................................... 72
A2 Message Manager........................................................................................................ 73
A3 System Manager .......................................................................................................... 74
Glossary
............................................................................................................................. 75
6
Table of Contents
Section 1
Mailbox Setup
This chapter describes the procedures for customizing
your mailbox.
Mailbox Setup
7
1.1 Logging into Your Mailbox
1.1 Logging into Your Mailbox
Before you can access Subscriber Services, you must first open your mail box.
Press the Intercom Button on the telephone keypad.
1.
Dial the extension number connected to the Voice Mail Service.
2.
The extension number is______.
If you do not know the VPS extension number, ask the System Manager.
To access your mailbox from your extension when the Direct Mailbox Access is enabled
3.
(the extension assigned to your mailbox), go to Step 4.
To access your mailbox from another extension, go to Step 5.
Y o u will hear the follo wing if you ha ve set your pa ssword. (See 1.3 Setting, Changing and
4.
Clearing Your Password.)
Enter your password followed by the pound sign.
Enter your password and Press
a)
Command Menu.
You have _________new messages.
To Receive a Message, Press [1].
To Deliver a Message, Press [2].
To Check the Mailbox Distribution, Press [3].
For Automated Attendant Status, Press [4].
Fo r Mailbox Management, Press [5].
For Other Features, Press [6].
To End this Ca ll, Press []
Make your selection.
b)
Ignore the greeting and Press
5.
Please enter your party's mailbox number.
Press
a)
the following.
______(your mailbox number). If you have set your password, you will hear
[]
[#]
.
[#] [6]
(if needed.) You will then hear the following Main
.
Enter your password followed by the pound sign.
8
Mailbox Setup
1.1 Logging into Your Mailbox
Enter your password and Press
b)
(if needed.) You will then hear the following Main
[#]
Command Menu.
You have _________new messages.
To Receive a Message, Press [1].
To Deliver a Message, Press [2].
To Check the Mailbox Distribution, Press [3].
For Automated Attendant Status, Press [4].
For Mailbox Management, Press [5].
For Other Features, Press [6].
To End this Call, Press []
Make your selection.
c)
.
Mailbox Setup
9
1.2 Recording Personal Greetings
1.2 Recording Personal Greetings
Subscriber's
Main Command Menu
After reaching your mailbox, caller will hear
your personal greet ing mess age(s ). You can
record 3 kinds of personal greetings: No
12
354
Mailbox
Management
6
Answer Greeting, Busy Greeti ng, and After
Hours Greeting.
The VPS plays the appropriate mess age for
each call.
1 2
Change
Personal
Greeting
Go to
Step 4
Change
Password
3
Change
Owner's
Name
4
Group
Distribution
List
Setting
Personal greeting messages are always
followed by a tone and a chance to leave a
message. Your personal greeting sh ould t ell
callers to "please leave a message at the
tone"— otherwise your callers will be
confused.
Log in to your mailbox to access the Main Command Menu.
1.
2.
Press
for Mailbox Management.
[5]
To change the personal greeting, Press [1].
To change the password, Press [2].
To change the owner's name, Press [3].
To set the Group Distribution List, Press [4].
10
3.
Press
to record a pe rsonal greeting.
[1]
To change the No Answer Greeting, Press [1].
To change the Busy Signal Greeting, Press [2].
To change the After Hours Greeting, Press [3].
To record a greeting for the first time, go to Step 5.
4.
To change or erase a greeting, go to Step 6.
To erase a greeting, go to Step 7.
To record a greeting for the first time:
5.
a)
Press
[1], [2]
, or
[3]
.
Mailbox Setup
(No Answer) (Busy) or (After Hours) Greeting is not
recorded.
Record greeting at the tone.
To end recording, Press [1].
To pause and start recording, Press [2].
1.2 Recording Personal Greetings
Record the greeting at the tone and Press
b)
To review, Press [1].
To accept, Press [2].
To erase and try again, Press [3].
To add, Press [4].
To erase and exit, Press [ ]
Press
c)
Recording accepted.
To change the No Answer Greeting, Press [1].
To change the Busy Signal Greeting, Press [2].
To change the After Hours Greeting, Press [3].
To change a greeting:
6.
Press
a)
to accept the message recorded.
[2]
When
[1], [2]
is selected, the VPS will not play the accepted message.
[2]
, or
from the previous menu.
[3]
.
[1]
.
Mailbox Setup
(No Answer) (Busy) or (After Hours) Greeting is:
__________(message played).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Press
b)
Record greeting at the tone.
To end recording, Press [1].
To pause and start recording, Press [2].
to change the greeting.
[1]
11
1.2 Recording Personal Greetings
Repeat Steps 5b and 5c.
c)
When
To erase a greeting:
7.
Press
a)
[1], [2]
is selected, the VPS will not play the accepted message.
[2]
, or
from the previous menu.
[3]
(No Answer) (Busy) or (After Hours) Greeting is:
__________(message played).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
b)
Press
to erase the greeting without re-recording.
[3]
Greeting erased.
Be sure to exit from th e menu
AFTER
the greeting is acc epted. Other wise the g reeting will
not be stored.
By system default, the maximum length of a personal gree ting 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
re-record.
It is recommended that you mention your name in each personal greeting, because the
regular announcement of name (1.4 Recording Your Name) will be suppressed.
12
Mailbox Setup
1.3 Setting, Changing and Clearing Your Password
1.3 Setting, Changing and Clearing Your Password
Subscriber's
Main Command Menu
The VPS provides t he o pti on of assigning a
password to your mailbox to protect the
messages stored there from unauthorized
12
354
Mailbox
Management
6
access. A password should be no lon ger than
8 digits (using the k eys 0-9). You can change
your password at any time. When setting
your password, av oid using obvious numbe r
1 2
Change
Personal
Greeting
1.
2.
Change
Password
Go to
Step 3
Log in to your mailbox to access the Main Command Menu.
Press
[5]
3
Change
Owner's
Name
for Mailbox Management.
4
Group
Distribution
List
Setting
combinations. If you forget your password,
have your System Administrator or System
Manager clear it. You may then set a new
one.
To change the Personal Greeting, Press [1].
To change the Password, Press [2].
To change the Owner's Name, Press [3].
To set the Group Distribution List, Press [4].
Mailbox Setup
To set a password for the first time, go to Step 4.
3.
To change an existing password, go to Step 5.
To clear a password, go to Step 6.
4.
Press
to enter the password for the first time.
[2]
Password not assigned.
Enter your password followed by the pound sign [#].
Enter the password and Press
a)
[#]
.
Password is (password stated).
To change, Press [1].
To accept, Press [2].
5.
Press
b)
Press
to accept the password.
[2]
at the Mailbox Management Menu, to change an existing password.
[2]
13
1.3 Setting, Changing and Cle ari ng Your Password
Password is (password stated).
To change, Press [1].
To accept, Press [2].
Press
a)
Enter your password followed by the pound sign [#].
To skip setting the password, Press the pound sign [#].
Enter the new password and Press
b)
Password is (password stated).
To change, Press [1].
To accept, Press [2].
Press
c)
Press
6.
Password is (password stated).
To change, Press [1].
To accept, Press [2].
to change the password.
[1]
to accept th e new password ente red.
[2]
to clear an existing password (no password assigned).
[2]
[#]
.
14
Press
a)
Enter your password followed by the pound sign [#].
To skip setting the password, Press [#].
Press
b)
Password not assigned.
To change, Press [1].
To accept, Press [2].
Press
c)
to change the password.
[1]
to clear the password.
[#]
to accept the password as not assigned.
[2]
Mailbox Setup
1.4 Recording Your Name
1.4 Recording Your Name
Subscriber's
Main Command Menu
This recording informs ca llers that they ha ve
reached the correct mailbox (for example,
when transferring a message to a s ubscriber ,
12
354
Mailbox
Management
6
they will hear the subscriber's name). In
addition, if a caller does not know the
mailbox number and specifies the mailbox
by entering t he first 3 or 4 letters of the
1
Change
Personal
Greeting
1.
2.
Change
Password
Log in to your mailbox to access the Main Command Menu.
Press
[5]
32
Change
Owner's
Name
Go to
Step 3
for Mailbox Management.
4
Group
Distribution
List
Setting
owner's name, the VPS will announce a
series of recorded name s which the caller
may select.
To change the Personal Greeting, Press [1]
To change the Password, Press [2].
To change the Owner's Name, Press [3].
To set the Group Distribution List, Press [4].
Mailbox Setup
To record the owner's name for the first time, go to Step 4.
3.
To change an existing owner's name, go to Step 5.
To erase an existing owner's name, go to Step 6.
4.
Press
to record the owner's name for the first time.
[3]
Owner's name is not recorded.
Record owner's name at the tone.
State your name at the tone.
a)
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
15
1.4 Recording Your Name
Press
b)
Press
5.
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Press
a)
Record owner's name at the tone.
Clearly st ate the name at the tone.
b)
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
to accept the name.
[2]
to change an existing owner's name.
[3]
to change the name.
[1]
Press
c)
Press
6.
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Press
a)
Owner's name erased.
to accept the new name.
[2]
to erase an existing owner's name.
[3]
to erase the owner's name.
[3]
16
Mailbox Setup
1.5 Service Access Commands
Before routinely using the VPS, you should familiarize yourself with the Service Access
Commands shown in Appendix A.
The most important ones are the following:
#6 -Pressing this during system prompts activates Voice Mail Service. It prompts you for a
mailbox number and then you ca n recor d a messa ge. You can also press and then your
own mailbox number. In this case, you can log into your mailbox.
#8 -Pressing this during s ystem pr ompts act i vates Automated Attendant Ser vice. I t prompts
you for an extension number and then attempts to call your party. If he cannot take the
call, the VPS will take some suitable action.
If you call the extension directly, the VPS cannot help you.
Note:
-Pressing this dur ing system pr ompts tak es you to th e pre vious VPS menu. If you seem t o
be stuck in "an infinite loop", use this command to get you out.
1.5 Service Access Commands
Mailbox Setup
17
1.5 Service Access Commands
18
Mailbox Setup
Section 2
Receiving Messages
This chapter explains how to access and manage
received messages.
Receiving Messages
19
2.1 Receiving Messages
2.1 Receiving Messages
Subscriber's
Main Command Menu
1 2
Receive
Message
Go to
Step 3
Log in the Main Command Menu.
1.
3
5
4
6
You have _____new messages.
(Main Command Menu played)
2.
Press
to access the Receive Message Menu.
[1]
You have _____message(s).
New/Old Message (1st message played).
Message recorded on (date started) at (time stated).
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.
An abbreviated menu is played first:
To repeat this message, Press [1].
To play the next message, Press [2].
To erase this message, Press [3].
To transfer this message, Press [7].
For Help, Press [0].
Press
or wait and allow the full menu to be played.
[0]
To repeat this message, Press [1].
To replay the previous message, Press [1] twice.
To play the next message, Press [2].
To erase this message, Press [3].
To reply to this message, Press [4].
To rewind, Press [5].
To fast forward, Press [6].
To transfer this message, Press [7].
To message scan, Press [8].
20
Receiving Messages
Select the appropriate message option.
3.
2.1 Receiving Messages
Repeat Messages
- Press
Replaying the Previous Message
- Press
Playing the Next Message
- Press
Erase
- Press
Reply
- Press
Rewind
- Press
Fast Forward
- Press
Transfer
- Press
to listen to the current message again.
[1]
twice while receiving a message to listen to the previous mess age.
[1]
while receiving a message to listen to the next message.
[2]
after receiving a message to erase it. (See Erasing Messages)
[3]
after receiving a message to send a reply. (See Replying to Messages)
[4]
after receiving a message to listen to it again.
[5]
while receiving a message to fast forward to the end.
[6]
after receiving a message to transfer it to another subscriber.
[7]
(See Messag e Transfer)
Scan
- Press
to listen to the first 4 s of each message. While scanning, you have these
[8]
options:
These are the brief segments of your messages.
To replay the previous message, Press [1].
To play the next message, Press [2].
To play the entire message, Press [3].
Option 3 - "To play the entire message," is only available once. Selecting this option a
second time will erase the message.
Receiving Messages
21
2.2 Replying to Messages
2.2 Replying to Messages
Subscriber's
Main Command Menu
This feature al lows you to reply to messages
that have been sent by other subscribers
through their mailboxes.
1 2
Receive
Message
3
5
4
6
You can reply only to messages that
were transferred to you, or origi na ted as
"Delivering Messages to Other
12
Repeat
Same as Receiving Messages.
1.
Same as Receiving Messages (to access the Receive Message Menu).
2.
Press
3.
3
Erase Reply Transfer Help
Next
to reply to the message.
[4]
4
Go to
Step 4
7
0
Subscribers."
When a message cannot be replied to you will hear this prompt:
"Sorry, you cannot reply. The message sender is unknown."
4.
Press
to record a message.
[2]
Please leave a message at the tone.
To end recording, Press [1].
To pause and restart recording, Press [2].
If paused, the recording must be restarted within 20 s or the
VPS will stop re cording automatically.
Record the message and Press
a)
[1]
.
To review, Press [1].
To accept, Press [2].
To erase and try again, Press [3].
To add, Press [4].
To erase and exit, Press [ ]
b)
Press
to accept the message.
[2]
.
22
Receiving Messages
Recording accepted.
To set deliver time or make this message private, Press [1].
To accept, Press [2].
2.2 Replying to M ess a ges
Press
5.
To set delivery time, Press [1].
For immediate delivery, Press [2].
a)
b)
c)
to set delivery time.
[1]
Press
Enter the time followed by the pound sign.
For Hellp, Press [0].
Enter the time and Press
Enter [1] for AM or [2] for PM.
Press
to set delivery time (if desired).
[1]
For example: 5:00 is entered as [5] and [#]. 5:15 is entered as [515] [#].
for AM or
[1]
[2]
.
[#]
for PM.
6.
7.
Receiving Messages
Enter day of the month followed by the pound sign.
Enter the day of the month and Press
This message will be delivered on (date stated) at (time
stated).
To change, Press [1].
To accept, Press [2].
Press
a)
To make this message private, Press [1].
Otherwise, Press [2].
Press
to accept the message.
[2]
to make the message private or
[1]
.
[#]
to return to the main menu.
[2]
23
2.3 Message Transfer
2.3 Me ssage Transfer
Subscriber's
Main Command Menu
1 2
Receive
Message
12
Repeat
1
Change
1
Transfer
Same as Receiving Messages.
1.
3
3
Erase Replay Transfer Help
Next
2
Accept
2 3 4
Transfer
W. Comment
Go to
Step 6
Add
M.B.
5
4
4
Mailbox No.
3
Repeat
M.B. Info.
Review
Mailing
XXXX
List
7
6
Cancel
Transfer
Tansfer
This function allows you to transfer
messages to other mailboxes.
If the message has been assigned
as private, it cannot be transferred
to other mailboxes.
0
Cancel
Same as Receiving Messages (to access the Receive Message Menu).
2.
3.
Press
to transfer the message.
[7]
Enter the destination mailbox number.
To enter by name, Press [#] and [1].
Enter the mailbox of the intended recipient.
4.
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, pr ess [#] after the lis t number. Personal Group Distributi on Lists must
be created before the y can be used. (See 4.5 Personal Group Distrib ution Lists.) T o use
a System Group Distrib ution Li st, check with the Sys tem Admini strator to ensure that a
list exists within the VPS.
Option 1:
Enter the mailbox number on the telephone keypad.
a)
24
Receiving Messages
Mailbox (mailbox number stated).
(Owner stated)
To change, Press [1].
To accept, Press [2].
To repeat, Press [3].
2.3 Message Transfer
Press
b)
To transfer, Press [1].
To transfer with comment, Press [2].
To add a new mailbox number, Press [3].
To review the mailing list, Press [4].
Option 2:
Press
a)
Enter the first three or four letters of the person's last name.
For Q, Press [7].
For Z, Press [9].
Enter the first 3 or 4 letters of the person's last name.
b)
Mailbox (mailbox number stated).
(Owner stated)
To accept, Press [1].
For the next name, Press [2].
To repeat this name, Press [3].
To enter a new name or mailbox, Press [ ]
to accept the mailbox number entered.
[2]
[#]
and
to access the mailbox by name.
[1]
.
5.
Receiving Messages
Press
c)
To transfer, Press [1].
To transfer with comment, Press [2].
To add a new mailbox number, Press [3].
To review the mailing list, Press [4].
Press
to accept the mailbox stated.
[1]
to transfer with comment.
[2]
25
2.3 Message Transfer
6.
State your comment at the tone.
To end recording, Press [1].
To pause and restart recording, Press [2].
When paused, the recording must be restated within 20 s
or the VPS will stop recording automatically.
Record a comment and Press
[1]
.
To review, Press [1].
To accept, Press [2].
To erase and try again, Press [3].
To add, Press [4].
To erase and exit, Press [ ]
.
7.
Press
to accept the message and terminate the activity or make another selection from
[2]
the Receive Message Menu.
No acknowledgment will be given that the message has been transferred.
26
Receiving Messages
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