Panasonic KX-TVP200E manual

MODEL KX-T VP200E Please read before using. Voice Processing System S G UBSCRIBER'S UIDE Panasonic TVP200 VOICE PROCESSING SYSTEM KX-TVP200[...]

Intr oduction The Panasonic V oice Processing System (VPS) provides you with powerful, conve- nient ways to manage your voice communications and increase your productivity through your voice mailbox. As the owner of a VPS mailbox, or Subscriber , you can: • send a message to one or many people inside or outside of your office • transfer message[...]

■ How to Use this Manual This Subscriber’ s Guide explains the V oice Processing System’ s (VPS) operations by touch tone telephone for Subscribers. Each operation consists of a description, a diagram, tips and some notes. During operations, the VPS plays voice prompts telling you what to do at each step though they do not appear in this guid[...]

■ T erms to Know The following words are used in this guide. Subscriber The owner of a VPS mailbox. The System Manager can create a mailbox for you. System Manager The System Manager is the person who manages and maintains the VPS to make it work ef ficiently. He controls mailbox creat- ing and authorizes some of the features. Caller A caller is [...]

■ Getting Started — Required Numbers Get the following information before you begin the operation. (1) T elephone Number Directly Connected to V oice Mail Service If your VPS does not have one, call any extension number connected to the VPS and press [#] [6] (Service Access Command). (2) Y our Mailbox Number Usually , the same number as your ex[...]

T able of Contents Chapter 1 Using Y our Mailbox and the VPS Opening Y our Mailbox (Mailbox Log in) ......................................... 1-2 Accessing VPS Services ...................................................................... 1 -3 Chapter 2 Receiving Messages Receiving Messages .........................................................[...]

Chapter 5 Mailbox Setup Setting the Call T ransfer Status (Call Block/Call Scr eening/Intercom Paging/Beeper Access) ........ 5- 2 Setting up a Covering Extension ....................................................... 5- 3 Setting the Incomplete Call Handling Status ................................... 5-4 Setting the Message Reception Mode .......[...]

Using Your Mailbox and the VPS Contents Opening Y our Mailbox (Mailbox Log in) ......................................... 1-2 Accessing VPS Services ...................................................................... 1 -3 Chapter 1 Using Y our Mailbox and the VPS This chapter tells you how to enter Subscriber Service and other services provided b[...]

1-2 Using Your Mailbox and the VPS Opening Y our Mailbox (Mailbox Log in) T o access Subscriber Services, you must open your mailbox first. Follow the operation below . 1 Dial an extension number which is connected to the V oice Mail Service. Good morning/Good afternoon/Good evening W elcome to the V oice Pr ocessing System. If the system is equipp[...]

1-3 Using Your Mailbox and the VPS Accessing VPS Services In VPS operation, the following functions are avail- able whenever the system is providing voice prompts. Press the appropriate key to receive your desired option (Service Access Commands). Dialing by Name If you press # 1 , you can call the desired extension or mailbox by entering first 3 o[...]

1-4 Using Your Mailbox and the VPS Log in If you press # 5 , you can reselect a mail- box while you are in the main command menu. Restart If you press # 7 , you can be back in the initial main command menu. Accessing VPS Services[...]

Receiving Messages Contents Receiving Messages ............................................................................ 2-2 Message Playback Options ............................................................... 2- 3 Replying to Messages ........................................................................ 2-5 Message T ransfer ............[...]

2-2 Receiving Messages Receiving Messages The VPS plays new messages and saved messages in your mailbox with the information of the message sender and the recorded date respectively . 1 Log in the main command menu . • The VPS tells you the number of messages. 2 Press 1 to use the Receive Message menu. • The VPS tells you the number of messages[...]

2-3 Receiving Messages Message Playback Options Subscriber's Main Command Menu 1 2 3 4 5 6 * Receive Message Repeat Previous Next Erase Reply Rewind Fast forward Transfer Scan Go to Step 4 1 1 2 3 4 5 6 7 8 1 While receiving messages, several message playback options are available for ef ficient receiving. 1-2 Same as Receiving Messages. 3 Pre[...]

2-4 Receiving Messages Message Playback Options 4 Messages are scanned one at a time. If you press 1 , you will hear the previous message. If you press 2 , you will hear the next mes- sage. If you press 3 , you will hear the entire mes- sage. Note Option 3 is available only once. Second time will erase the message. Tip Step 3 — Y ou can receive t[...]

2-5 Receiving Messages Subscriber's Main Command Menu 1 2 3 4 5 6 * Repeat Next Erase Reply Transfer Help Receive Message 12 3 4 7 0 Go to Step 4 Replying to Messages This feature is available only when the message has been delivered from a Subscriber using his mailbox, i.e., Message T ransfer and Message Delivery . Otherwise, you will hear th[...]

2-6 Receiving Messages Message T ransfer Subscriber's Main Command Menu 1 2 3 4 5 6 * Repeat Next Erase Replay Transfer Help Receive Message Mailbox No. XXXX 12 3 4 7 0 * 1 Accept Change Repeat M.B. Info. Cancel Transfer 3 2 1 2 3 4 Transfer Transfer W. Comment Add M.B. Review Mailing List Cancel Tansfer * Go to Step 7 If the message has been [...]

2-7 Receiving Messages Erasing Messages Subscriber's Main Command Menu 1 3 2 3 4 5 6 * Erase Receive Message 12 4 7 0 The VPS will automatically erase messages after a certain number of days. Check with your System Manager to find out how many days you can keep messages in your mailbox. Y ou can erase messages during playback. Erased mes- sage[...]

2-8 Receiving Messages Receiving Message W aiting Notification The Message W aiting Notification is a feature to notify you that unplayed messages are waiting in your mailbox. Notification Calls are sent to you via speci- fied device after the message is recorded. 1 Pick up a call from the VPS. If the system is equipped with multiple lan- guages (u[...]

2-9 Receiving Messages Live Call Scr eening By assigning one of your telephone keys to this fea- ture, you can monitor incoming calls that have been forwarded to the V oice Mail Service. In Hands-Free Mode, you can monitor the incoming call through built-in speaker of the telephone. Also, you can speak with the caller by picking up the hand- set. I[...]

2-10 Receiving Messages Recording a T wo-W ay Conversation By assigning one of the function keys on your tele- phone to this feature, you can record the conversation that you are having. When you record your two-way telephone conversation, you should inform the other party that the conversation is being recorded. This feature is available only if y[...]

Sending Messages Contents Delivering Messages to Other Subscribers ...................................... 3-2 Checking Mailbox Distribution ......................................................... 3- 3 Setting up an External Message Delivery List ................................. 3-4 Sending External Delivery Messages .............................[...]

3-2 Sending Messages If you are sending an identical message to several Subscribers, follow the steps below . Y ou can send it with a single operation. 1 Log in the main command menu . • The VPS tells you the number of messages. 2 Press 2 for Message Delivery . 3 Enter the mailbox number of the intended recipient. 4 Press 2 to accept the mailbox [...]

3-3 Sending Messages Checking Mailbox Distribution This function lets you check the status of messages which you have recorded in your mailbox to deliver to other mailboxes. Y ou can check the history (delivery status) of up to 84 message transmissions. 1 Log in the main command menu . 2 Press 3 to check distribution status. 3 Press 3 to cancel the[...]

3-4 Sending Messages Setting up an External Message Delivery List Setting up an External Message Delivery List lets you send the same message to several people outside of the system with a single operation. Up to two lists can be maintained at the same time, and each list can con- tain up to eight members. 1 Log in the main command menu . 2 Press 6[...]

3-5 Sending Messages Setting up an External Message Delivery List T o delete members: Go to the Delivery List Menu. (See steps 1 – 5 in “Setting up an External Message Delivery List”.) 6 Press 2 to delete members from the list. 7 Press 1 to delete all members from the list. Otherwise, press 2 . 8 Press 1 to delete the number , or 2 to keep th[...]

3-6 Sending Messages Ti p Step 5 — Y ou can press [2] to send your message by mailing list 1 or 2. Step 7 — 1 Change the telephone number 2 Accept 3 Review 4 Add more digits 5 Insert a pause 6 Set dial mode 7 Insert a wait for dial tone Step 10 — Y ou can press [0] for Help menu. It will guide you how to enter the time. Subscriber's Main[...]

3-7 Sending Messages Checking and Setting External Message Delivery Status After recording your external delivery messages, you may want to check the delivery schedules or the recip- ients. Y ou can listen to the report from the VPS unless the messages have been delivered yet. After listening, you have the option of deleting unnecessary ones or cha[...]

Caller Handling Contents Recording Messages (for any caller) ................................................. 4- 2 Recording Messages (fr om a rotary phone) ..................................... 4-3 Receiving External Delivery Messages ............................................. 4- 4 Replying to External Delivery Messages .......................[...]

4-2 Caller Handling Recording Messages (for any caller) Tip Step 3, 6 — When the beeper callback no. entry mode is not disabled, the VPS will ask you a callback number according to the intended mailbox set- ting; before recording a message, after recording a message or after selecting an urgent message. “Please enter your callback number . Y ou[...]

4-3 Caller Handling Recording Messages (from a r otar y phone) From a rotary phone, once your message has been recorded, you cannot re-record nor erase it. If you are using a rotary phone, you cannot specify a mailbox because every key entry is invalid. W ait a moment until the VPS guides you to the General Delivery Mailbox where you can leave your[...]

4-4 Caller Handling Receiving External Delivery Messages External Delivery Messages are delivered by the VPS to telephone numbers instead of mailboxes. 1 Pick up a call from the VPS. If the system is equipped with multiple lan- guages (up to three languages), you will hear a selection prompt. 2 Press the number of the appr opriate lan- guage . 3 Pr[...]

4-5 Caller Handling Replying to External Delivery Messages 1-4 Same as Receiving External Delivery Mes- sages . 5 Press 2 to reply to the message. 6 Record the message and press 1 to con- tinue. 7 Press 2 to accept. 8 Press 1 to set this message to a private message. Otherwise, press 2 . 1 2 Selection Prompt # Receive Message Call Back VPS Calls yo[...]

Mailbox Setup Chapter 5 Mailbox Setup This chapter describes the setup procedures using a touch-tone telephone for subscribers. Contents Setting the Call T ransfer Status (Call Block/Call Scr eening/Intercom Paging/Beeper Access) ....... 5-2 Setting up a Covering Extension ........................................................ 5- 3 Setting the In[...]

5-2 Mailbox Setup Setting the Call T ransfer Status (Call Block/Call Scr eening/Inter com Paging/Beeper Access) Y ou can specify how the VPS should handle a call when a caller specifies your extension number in the Automated Attendant Service. Y ou can set one of the four functions or you can set none of them. 1 Log in the main command menu. 2 Pres[...]

5-3 Mailbox Setup Subscriber's Main Command Menu 12 3 4 5 6 * Automated Attendant Status 1 4 Message Reception Mode 2 3 Covering Extension Setting Call Transfer Status Incomplete Handling Status Go to Step 4 The owner of this extension should be someone whom you can rely on, as he will be han- dling your calls when you are not available. This [...]

5-4 Mailbox Setup Setting the Incomplete Call Handling Status Subscriber's Main Command Menu 12 3 4 5 6 * Automated Attendant Status 1 Message Reception Mode 4 3 Covering Extension Setting Call Transfer Status Incomplete Handling Status 2 12 3 6 4 5 Leave Message Covering Ext. Transfer Intercom Paging Beeper Operator Transfer Return to A.A. Se[...]

5-5 Mailbox Setup Setting the Incomplete Call Handling Status Enabling Beeper Access Status 1 Press 4 . • The VPS tells you the current status. 2 Press 1 to change or 2 to accept (enable/disable). Enabling Operator T ransfer Status 1 Press 5 . • The VPS tells you the current status. 2 Press 1 to change or 2 to accept (enable/disable). Returning[...]

5-6 Mailbox Setup Setting the Message Reception Mode Subscriber's Main Command Menu 12 3 4 5 6 * Automated Attendant Status 1 4 Message Reception Mode 3 2 Covering Extension Setting Call Transfer Status Incomplete Handling Status Go to Step 4 T o use an interview mailbox, you must have the System Manager assign an interview mailbox number befo[...]

5-7 Mailbox Setup Subscriber's Main Command Menu 12 3 5 4 6 * Mailbox Management 3 4 Change Owner's Name 1 2 Change Password Change Personal Greeting Group Distribution List Setting Go to Step 4 Recording Personal Gr eetings After reaching your mailbox, callers will hear your personal greeting messages first. Y ou will record three kinds [...]

5-8 Mailbox Setup Changing Y our Password Subscriber's Main Command Menu 12 3 5 4 6 * Mailbox Management 3 4 Change Owner's Name 1 2 Change Password Change Personal Greeting Group Distribution List Setting Go to Step 4 For your password, avoid setting it to obvious combinations of numbers. If you forget your password, have your System Man[...]

5-9 Mailbox Setup Subscriber's Main Command Menu 12 3 5 4 6 * Mailbox Management 1 4 Change Owner's Name 3 2 Change Password Change Personal Greeting Group Distribution List Setting Go to Step 4 Recording Y our Name Record the name by which most people know you. If a name has been already recorded, the VPS plays the recording for you. Y o[...]

5-10 Mailbox Setup Subscriber's Main Command Menu 12 3 5 4 6 * Mailbox Management 3 Change Owner's Name 12 Change Password Change Personal Greeting Group Distribution List Setting Group No. 3 4 Delete Members 1 2 Add Members Change Group Name Review List Go to Step 6 4 Entr y of Personal Gr oup Distribution Lists A Personal Group Distribu[...]

5-11 Mailbox Setup Tip Step 5, 6 — If a group name is already recorded, press [1] to change this name, then record the new one. Step 7 — Y ou can erase the name by pressing [3]. The VPS will play the recording for you when you specify a personal group distribution list. Then you assure that it is the right one. 1 Log in the main command menu . [...]

5-12 Mailbox Setup Tip Step 6 — Y ou can delete all members by pressing [1]. Step 7 — Y ou can keep the mailbox and play the next mailbox by pressing [2]. Subscriber's Main Command Menu 12 3 5 4 6 * Mailbox Management 3 Change Owner's Name 12 Change Password Change Personal Greeting Group Distribution List Setting Group No. 3 4 Delete[...]

5-13 Mailbox Setup Message W aiting Lamp Notification Setting The VPS illuminates the message waiting lamp of your extension when a new message is recorded in your mailbox. 1 Log in the main command menu . 2 Press 6 for Other Features. 3 Press 2 to set Message W aiting Notifica- tion. 4 Press 1 to change the Message W aiting Lamp Notification Statu[...]

5-14 Mailbox Setup Setting Notification by Calling The VPS calls the preset telephone or beeper when a new message is recorded in your mailbox. Set the fol- lowing three parameters as appropriate. The VPS can notify your beeper with the callback number of the party who left the message. For this feature to work, the telephone number stored on the V[...]

5-15 Mailbox Setup Setting Notification by Calling Y ou must have your System Manager authorize the use of the Callback Number Entry Mode beforehand. Subscriber's Main Command Menu 1 3 4 5 * Other Features 1 Message Waiting Notification Setting Interview M.B. Management External Message Delivery Go to Step 5 2 3 Change Device Status Change M.W[...]

5-16 Mailbox Setup Setting Answer Lengths for the Interview Mailbox Subscriber's Main Command Menu 1 3 4 5 * Other Features 1 Message Waiting Notification Setting Interview M.B. Management External Message Delivery Go to Step 5 2 3 Answer Length Record Question Erase Question 2 6 3 2 1 Every Subscriber can maintain an interview mailbox. Be sur[...]

5-17 Mailbox Setup Recording Questions for the Interview Mailbox Subscriber's Main Command Menu 1 3 4 5 * Other Features 1 Message Waiting Notification Setting Interview M.B. Management External Message Delivery Go to Step 5 2 3 Answer Length Record Question Erase Question 2 6 3 2 1 1 Log in the main command menu . 2 Press 6 for Other Features[...]

5-18 Mailbox Setup Erasing Questions fr om the Interview Mailbox 1 Log in the main command menu . 2 Press 6 for Other Features. 3 Press 1 for Interview Mailbox Manage- ment. 4 Press 3 to erase the question. • The VPS plays question No. 1. 5 Press 1 to erase question No. 1. • The VPS plays the next question. 6 Repeat step 5. Subscriber's Ma[...]

Repeat Previous Next Erase Reply Rewind Fast Forward Transfer Scan 1 1 1 2 3 4 5 6 7 8 Record message Add Mailbox Review Mailing List 1 2 3 1 2 3 1 1 Play the message Play previous message Play next message Cancel 1 2 3 4 Set Call Transfer Status Set Covering Extension Set Message Reception Mode Set Incomplete Call Handling Status 1 2 3 4 Record Pe[...]

1 Call Transfer Status Call Blocking Call Screening Intercom Paging Beeper Access All disable 1 2 3 4 5 Incomplete Call Handling Status Leaving a Message Covering Extension Intercom Paging Beeper Access Operator Return to A.A. Service Top Menu Personal Greetings Interview Mailbox Management Message Notification External Message Delivery No Answer B[...]

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Panasonic Business Systems U.K. Panasonic House, Willoughby Road, Bracknell, Berkshire RG12 8FP Printed in Japan PSQX1277ZB KF0997CM1018[...]