Panasonic KX-TVP120C User manual

Voice Processing System
Subscriber's Guide
Thank you for purchasing the Panasonic KX-TVP120C/KX-TVP220C/KX-TVP320C Voice Processing
System. Please read this manual carefully before using this product and save this manual for future use.
Panasonic
Panasonic
KX-TVP120C
Model KX-TVP220C KX-TVP320C

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.
• Create a "Personal Custom Service" for your callers.
• And more...
List of Enhancements
Compared to the previous version of the KX-TVP120/KX-TVP220/KX-TVP320 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
•CustomService
• 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
• 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
Thank you for purchasing the Panasonic KX-TVP120/
KX-TVP220/KX-TVP320 Voice Processing System.

Subscriber’s Guide 3
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
Note
In this manual, the suffix of each model number is omitted.
•This symbol identifies important notes about the operation being described.
•The voice prompt will guide you in every step of programming.

4 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

Subscriber’s Guide 5
Table of Contents
1 Mailbox Setup ..................................................................................7
1.1 Logging in to Your Mailbox.....................................................................................8
1.2 Subscriber Tutorial ..................................................................................................9
1.3 Changing and Erasing Personal Greetings .........................................................11
1.4 Changing and Clearing Your Password...............................................................12
1.5 Changing and Erasing Your Name.......................................................................13
1.6 Service Access Commands ..................................................................................14
2 Receiving Messages .....................................................................15
2.1 Receiving Messages..............................................................................................16
2.2 Replying to Messages ...........................................................................................17
2.3 Message Transfer...................................................................................................19
2.4 Accessing Your Mailbox from an Outside Telephone ........................................20
3 Sending Messages ........................................................................21
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............................................................................31
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
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
4.17 Setting Telephone Numbers for Call Transfer to CO..........................................52
4.18 Setting Telephone Numbers for Toll Saver .........................................................53
4.19 Setting Personal Custom Service.........................................................................54
A Appendix ........................................................................................57
A1 Quick Reference.....................................................................................................58
Glossary...............................................................................................59

6 Subscriber’s Guide

Subscriber’s Guide 7
Section 1
Mailbox Setup

1.1 Logging in to Your Mailbox
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
Off-hook.
Extn. No. of VPS
Enter the extension
number of the VPS.
FROM YOUR EXTENSION
or
FROM ANOTHER EXTENSION
FROM YOUR 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.
(
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.
#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.
(
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.

1.2 Subscriber Tutorial
Subscriber’s Guide 9
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.
Log into your
mailbox.
Subscriber’s
Main Menu
Press 2
to accept.
2
IF NEEDED
Default Password
Enter the default password
and press #.
#
+
Listen to the Tutorial Top Menu before setting up your mailbox.
Listen to the Help message to set your password.
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...
You can set your password
to a maximum of 10 digits...
SET OR SKIP YOUR PASSWORD FOR THE FIRST TIME
Password
Enter the password and press #,
or press # to skip.
#
+
Press 2
to accept.
2
Press 1
to change.
1
CHANGE OR CLEAR YOUR DEFAULT PASSWORD
New Password
Enter the new password and press #,
or press # to clear.
##
+
or
or
SET PASSWORD
#
or

1.2 Subscriber Tutorial
10 Subscriber’s Guide
•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.
•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.
Press 2
to accept.
2
Listen to the Help message
to record Owner’s Name.
Listen to the Help message to record greetings.
Please record your name.
It is used in the following way...
When any caller leaves a
message for your mailbox,
your Personal Greeting is
played before the recording...
RECORD OWNER’S NAME
RECORD GREETINGS (NO ANSWER/BUSY SIGNAL/AFTER HOURS)
State the name
at the tone.
Record greeting
at the tone.
Press 1 to
end recording.
12
1
To accept
To review
3To erase and
record again
4To add
To erase and exit
CONFIRM YOUR SETTINGS
Press 1 to confirm your settings.
1
On-hook.

1.3 Changing and Erasing Personal Greetings
Subscriber’s Guide 11
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.
TO 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 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.
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 CHANGE
or
TO ERASE
( )
Caller ID
4
TO CHANGE
On-hook.
Record greeting
at the tone.
Press 2
to accept.
Press 1
to change.
Follow the prompts
according to your needs.
Press 1 to
end recording.
1
1To review
3To erase and
record again
4To add
To erase and exit
IF NEEDED
1To change the No Answer
2To change the Busy Signal
3To change the After Hours
IF NEEDED
2
1
Press 3
to erase.
3
On-hook.

1.4 Changing and Clearing Your Password
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.
Log into your mailbox.
Subscriber's
Main Menu 5
Press 2.
2
Press 2.
2
Press 1.
1
New Password
Enter the new password and press #,
or press # to clear.
#or
On-hook.
#
+
Press 5.

1.5 Changing and Erasing Your Name
Subscriber’s Guide 13
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.
Log into your
mailbox.
Subscriber's
Main Menu 5
State the name
at the tone.
Press 3.
3
TO CHANGE
Press 1.
1or
3
TO ERASE
On-hook.
Press 5.
Press 3.
3
Press 3.
2
Press 2.

1.6 Service Access Commands
14 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).

Subscriber’s Guide 15
Section 2
Receiving Messages

2.1 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 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
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 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.
Log into your
mailbox. Press 1.
Subscriber’s
Main Menu 1
Press 0.
01
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
9
To save this message as new
Select the appropriate message option.
+
1 1
Go to 2.2
Go to 2.3
(+ )
1
6
1
2
3

2.2 Replying to Messages
Subscriber’s Guide 17
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 RECORD A MESSAGE
FOR IMMEDIATE DELIVERY
•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-TD/KX-TDA series telephone system with DPT Integration
(see "DPT Integration" in the Glossary) and the System Manager has enabled this
feature.
Log into your
mailbox.
Press 1.
Subscriber’s
Main Menu 1
Record the
message.
1
Press 4.
4
Press 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.

2.2 Replying to Messages
18 Subscriber’s Guide
TO CALL THE MESSAGE SENDER
•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.
1 2
Log into your
mailbox.
Press 1.
Subscriber’s
Main Menu 1
Talk.Press 4.
4
Press 1 to call the
message sender.
1

2.3 Message Transfer
Subscriber’s Guide 19
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

2.4 Accessing Your Mailbox from an Outside Telephone
20 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.
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 +