PANASONIC Subscriber E User Guide

Voice Processing System

POWER

VOICE PROCESSING SYSTEM KX-TVP50

Subscriber's Guide

Model No.

KX-TVS90

Please read before using and save this manual for future use.

Introduction

Thank you for purchasing the Panasonic Model

KX-TVS90 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.

• 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

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

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

Panasonic World Wide Web Address: http://www.panasonic.com

for customers in the United States or Puerto Rico.

2

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

Introduction

3

Table of Contents

Table of Contents

1 Mailbox Setup ................................................................ 6

1.1 Logging in to Your Mailbox ............................................................... 6

1.2 Recording Personal Greetings ......................................................... 7

1.3 Setting, Changing and Clearing Your Password .............................. 9

1.4 Recording Your Name ...................................................................... 9

1.5 Service Access Commands............................................................ 10

2 Receiving Messages.....................................................11

2.1 Receiving Messages ...................................................................... 11

2.2 Replying to Messages .................................................................... 11

2.3 Message Transfer........................................................................... 13

2.4 Accessing Your Mailbox from an Outside Telephone ..................... 14

3 Sending Messages ...................................................... 15

3.1 Delivering Messages to Other Subscribers .................................... 15

3.2 Checking Mailbox Distribution ........................................................ 17

3.3 Setting up an External Message Delivery List ................................ 17

3.4 Sending External Delivery Messages............................................. 18

3.5 Receiving External Delivery Messages .......................................... 20

3.6 Replying to External Delivery Messages........................................ 21

3.7 Checking and Setting External Message Delivery Status............... 21

4 Special Features .......................................................... 23

4.1 Call Transfer Status ........................................................................ 23

4.2 Covering Extension ........................................................................ 23

4.3 Incomplete Call Handling Status..................................................... 24

4.4 Message Reception Mode.............................................................. 25

4.5 Personal Group Distribution Lists ................................................... 26

4.6 Deleting Group Distribution Members ............................................ 27

4.7 Deleting Group Distribution List Names ......................................... 27

4.8 Message Waiting Notification ......................................................... 27

4.9 Interview Mailbox............................................................................ 29

4

Table of Contents

4.10 Recording Personal Greetings for Caller ID ................................. 31

4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID ...... 32

4.12 Personal Caller Name Announcement ......................................... 33

4.13 Live Call Screening....................................................................... 35

4.14 Recording a Two-Way Conversation ............................................ 35

4.15 Setting Telephone Numbers for Call Forwarding to CO ............... 36

4.16 Remote Call Forwarding Set ........................................................ 37

Appendix ............................................................................ 40

Quick Reference ..................................................................................... 40

Glossary ............................................................................. 41

5

Section 1 Mailbo x Setup

1.1 Logging in to Your Mailbox

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

Extn. No. of VPS

Off-hook.

Enter the extension
number of the VPS.

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

IF YOU HAVE SET YOUR PASSWORD

+

Password

Enter the password and press #.

#

1
2
3
4
5

(

6

Follow the prompt according to your needs.

FROM ANOTHER EXTENSION

+

#

6

Press # and 6. Press and enter

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.

.

+

Mailbox no.

your mailbox number.

FROM YOUR EXTENSION

or

FROM ANOTHER EXTENSION

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

IF YOU HAVE SET YOUR PASSWORD

+

Password

#

Enter the password
and press #.

6

Section 1 Mailbox Setup

• You will hear " For other features" only when the System

6

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.

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.

Subscriber’s
Main Menu

Log into your
mailbox.

5

Press 5.

1

Press 1.

1

No Answer

2

Busy Signal

3

After Hours

4

( )

Caller ID

Follow the prompts
according to your needs.

TO RECORD FOR
THE FIRST TIME

or

TO CHANGE OR
ERASE

TO RECORD FOR THE FIRST TIME

1

Record greeting
at the tone.

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.

Press 1 to
end recording.

IF NEEDED

1

To review

3

To erase and
record again

4

To add
To erase and exit

On-hook.

2

Press 2
to accept.

7

Section 1 Mailbo x Setup

TO CHANGE OR ERASE

• 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.

1

To change

2

To accept

3

To erase

Follow the prompts
according to your needs.

On-hook.

8

Section 1 Mailbox Setup

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.

Subscriber's
Main Menu

Log into your mailbox.

FOR THE FIRST TIME

Password

Enter the password
and press #.

2

Press 2.

+

On-hook.

#

5

Press 5.

WHEN YOU CHANGE OR CLEAR YOUR PASSWORD

or

1

Press 1.

2

Press 2.

+

New Password

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

#

#or

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.

FOR THE FIRST TIME

Subscriber's
Main Menu

Log into your
mailbox.

5

Press 5.

Press 3.3State the name

at the tone.

2

Press 2.

or

TO CHANGE

3

Press 3.

1

Press 1.

State the name
at the tone.

2

Press 2.

or

TO ERASE

3

Press 3.

3

Press 3.

On-hook.

9

Section 1 Mailbo x Setup

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).

10

Section 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
Main Menu

Log into your
mailbox.

1

Press 1.

0

Press 0.

1
1 1
2
3
4
5
6
7
8

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

Go to 2.3

Go to 2.2

• 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 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.

2.2 Replying to Messages

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

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

11

Section 2 Receiving Messages

TO RECORD A MESSAGE

Receiving Messages

Subscriber’s
Main Menu

Log into your
mailbox.

1

Press 1 to
end recording.

1

Press 1.

2

Press 2 to accept
the message.

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

for AM

2

for PM

Press 1 for AM
or 2 for PM.

1

To make the message private

2

To return to a previous menu

1

Delivery Time

Press 1.

Day of the Month

Enter the day of the month
and press #.

Set delivery time.

Follow the prompts according to your needs.

+

+

For example:

#

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

#

Press 2 to
accept the
delivery time.

On-hook.

FOR IMMEDIATE DELIVERY

2

Record the
message.

FOR IMMEDIATE
DELIVERY

2

or

2

Press 2.

12

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.

• 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.

Section 2 Receiving Messages

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

Mailbox No.

Enter the mailbox
number on the keypad.

OPTION 2: Enter the mailbox by NAME

# 1 X X X 1

+

Press # and 1 to
access the mailbox.

Enter the first 3 or 4 letters
of the person

OPTION 1: Enter the mailbox

by NUMBER.

or

OPTION 2: Enter the mailbox

by NAME.

2

Press 2 to accept the
mailbox number entered.

Press 1 to accept

’s last name.

the mailbox stated.

TO TRANSFER

1

Press 1 to
transfer without
comment.

TO TRANSFER WITH COMMENT

or

2 1 2

Press 2 to
transfer with
comment.

Record a
comment.

Press 1
to end
recording.

Press 2 to
accept .

On-hook.

13

Section 2 Receiving Messages

• 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.

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.

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.

14

Press # and 6.

+

#

0

To reach the operator

+

# 6

1

Press 1 to receive
the message.

+

Mailbox No.

Press and Enter your
mailbox number.

Review your
messages.

On-hook.

Section 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

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

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.

or

2

mailbox number entered.

Press 1 to
accept the mailbox
stated.

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

15

Section 3 Sending Messages

• You can specify a maximum of 20 mailboxes as destinations for 1
message.

TO RECORD A MESSAGE

Record a message.

1

Press 1
to end
recording.

2

Press 2 to
accept the
message.

TO SET DELIVERY TIME AND/OR PRIVATE STATUS

TO SET DELIVERY TIME

1

Press 1.

1

for AM

2

for PM

Press 1 for AM
or 2 for PM.

1

To make the message private

2

To return to a previous menu

1

Press 1.

Delivery Time

Set delivery time.

Day of the Month

Enter the day of the month
and press #.

+

Follow the prompts according to your needs.

+

#

For example:

#

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

Press 2 to
accept the
delivery time.

On-hook.

FOR IMMEDIATE DELIVERY

TO SET DELIVERY TIME
AND/OR PRIVATE STATUS

or

FOR IMMEDIATE DELIVERY

FOR IMMEDIATE
DELIVERY

2

or

2

Press 2.

16

2

Press 2 then return to
a previous menu.

On-hook.