Panasonic KX-TVA200 User manual

KX-TVA50
Model KX-TVA200
Voice Processing System
Subscriber’s Manual
Thank you for purchasing a Panasonic Voice Processing System.
Please read this manual carefully before using this product and save this manual
for future use.
KX-TVA50/KX-TVA200: Version 1.0

Subscriber’s Manual
2
Introduction
Thank you for purchasing the Panasonic Voice Processing System KX-TVA50/KX-
TVA200. We are confident that this product will provide you with many years of
dependable service.
This Subscriber's Manual is designed to help you configure your mailbox, use common
voice mail features, and introduce you to the many advanced features that will improve
your productivity in countless ways.
The Structure of This Manual
This manual contains the following sections:
Section 1 Introduction to the VPS
This section provides you with a brief overview of what the VPS is and what it can
help you do.
Section 2 Logging in to and Configuring Your Mailbox
This section will show you how to log in to your VPS mailbox and customize your
mailbox to suit your needs.
Section 3 Message Playback and Related Features
This section will help you play back messages left in your mailbox and use other
features related to message playback.
Section 4 Sending Messages
This section will show you how to send messages to other people in your office and
to outside parties.
Section 5 Other Features
This section will introduce you to the many advanced features offered by the VPS.
Panasonic World Wide Web Address: http://www.panasonic.com
for customers in the United States or Puerto Rico.

Subscriber’s Manual
3
Table of Contents
1 Introduction to the VPS................................................ 7
1.1 Introduction to the VPS.................................................................. 7
2 Logging in to and Configuring Your Mailbox........... 10
2.1 Logging in to Your Mailbox........................................................... 10
2.2 Subscriber Tutorial (Easy Mailbox Configuration) ........................ 12
2.3 Changing or Deleting Your Personal Greeting Messages............ 15
2.4 Changing or Deleting Your Password........................................... 17
2.5 Changing or Deleting Your Subscriber Name .............................. 18
2.6 Common Service Commands and Navigation Commands.......... 19
3 Message Playback and Related Features................. 20
3.1 Playing Messages........................................................................ 20
3.2 Replying to Messages.................................................................. 23
3.3 Transferring Messages................................................................. 25
3.4 Remote Access............................................................................ 27
4 Sending Messages ..................................................... 29
4.1 Sending Messages—Overview.................................................... 29
4.2 Message Delivery ........................................................................ 30
4.3 External Message Delivery .......................................................... 32
4.4 Receiving External Delivery Messages ....................................... 35
5 Other Features ............................................................ 36
5.1 Call Transfer................................................................................. 36
5.2 Incomplete Call Handling............................................................. 38
5.3 Assigning Your Covering Extension ............................................. 40
5.4 Interview Mailbox ......................................................................... 41
5.5 Message Reception Mode ........................................................... 43
5.6 Personal Group Distribution Lists................................................. 44
5.7 External Message Delivery Lists.................................................. 46
5.8 Message Waiting Notification....................................................... 48

Subscriber’s Manual
4
5.9 E-mail Integration (Message Notification by E-mail) .................... 50
5.10 Personal Greeting for Caller ID .................................................... 51
5.11 Personal Caller Name Announcement......................................... 53
5.12 Live Call Screening (LCS)............................................................ 55
5.13 Recording Your Conversations..................................................... 56
5.14 Remote Call Forwarding .............................................................. 57
5.15 Assigning and Canceling Telephone Numbers for Call Transfer to
Outside Line................................................................................. 59
5.16 Assigning Your Telephone Numbers for Remote Automatic Log-in
and Toll Saver .............................................................................. 60
5.17 Personal Custom Service ............................................................ 61
5.18 Timed Reminder .......................................................................... 64
5.19 Bookmark..................................................................................... 65
5.20 Recovering Deleted Messages .................................................... 66
5.21 Mailbox Capacity Warning ........................................................... 67
6 System Manager's Guide........................................... 68
6.1 Logging in to the System Manager's Mailbox .............................. 68
6.2 Setting Up Mailboxes ................................................................... 70
6.3 Setting Class of Service (COS) Parameters ................................ 74
6.4 Setting the System Clock............................................................. 80
6.5 Changing the Service Mode Setting ............................................ 81
6.6
Changing the Company Greeting and Incoming Call Service Setting .... 83
6.7 Delivering Messages.................................................................... 85
6.8 Changing the System Manager's Password ................................ 87
7 Message Manager's Guide......................................... 88
7.1 Logging in to the Message Manager's Mailbox............................ 88
7.2 Managing the General Delivery Mailbox ...................................... 90
7.3 Setting Up Message Waiting Notification..................................... 92
7.4 Customizing the Message Manager's Mailbox............................. 94
7.5 Setting the System Clock............................................................. 96

Subscriber’s Manual
5
7.6 Recording Messages ................................................................... 97
7.7 Remote Call Forwarding Set...................................................... 100
7.8 Setting the Timed Reminder ...................................................... 102
7.9 List of Prompts for Voice Mail and AA Service........................... 103
Appendix .......................................................................... 106
A1 Quick Reference ........................................................................ 106
A2 KX-TDA and KX-TAW Series Feature Programming for DPT
Integration .................................................................................. 110
A2.1 Live Call Screening (LCS) Programming................................................110
A2.2 Live Call Screening Password Assignment ............................................110
A2.3 Live Call Screening Password Canceling ...............................................111
A2.4 Live Call Screening Recording Mode Assignment .................................111
A2.5 Live Call Screening Private/Hands-Free Mode Assignment...................112
A2.6 Live Call Screening Assignment via PC Programming...........................113
A2.7 Live Call Screening Button Assignment .................................................114
A2.8 Two-way Recording (TWR) Button Assignment......................................115
A2.9 Two-way Transfer (TWT) Button Assignment..........................................116
A2.10 One-touch Two-way Transfer (One-touch TWT) Button Assignment......117
A2.11 Voice Mail Transfer (VTR) Button Assignment........................................118
A2.12 Button Assignment via PC Programming ...............................................119
A2.13 Live Call Screening Activation ................................................................120
A2.14 Two-way Recording (TWR) into Mailbox.................................................121
A2.15 Two-way Transfer (TWT) into Mailbox.....................................................122
A2.16 One-touch Two-way Transfer (One-touch TWT) into Mailbox .................123
A2.17 Voice Mail Transfer (VTR) Programming ................................................124
A3 KX-TA and KX-TD Series PBX Feature Programming for APT/DPT
Integration .................................................................................. 125
A3.1 Live Call Screening (LCS) Programming................................................126
A3.2 Live Call Screening Password Assignment ............................................127
A3.3 Live Call Screening Password Canceling ...............................................128
A3.4 Live Call Screening Recording Mode Assignment .................................129
A3.5 Live Call Screening Private/Hands-Free Mode Assignment...................130
A3.6 Live Call Screening Assignment via PC Programming...........................131
A3.7 Live Call Screening Button Assignment .................................................135
A3.8 Live Call Screening Cancel Button Assignment .....................................136
A3.9 Two-way Recording Button Assignment .................................................137
A3.10 Two-way Transfer Button Assignment.....................................................138
A3.11 Voice Mail Transfer Button Assignment ..................................................139
A3.12 Button Assignment via PC Programming ...............................................140
A3.13 Live Call Screening Activation ................................................................143

Subscriber’s Manual
6
A3.14 Live Call Screening Password Control ...................................................144
A3.15 Two-way Recording into Mailbox ............................................................145
A3.16 Two-way Transfer into Mailbox................................................................146
A3.17 A Restriction on TWR/TWT Activation (KX-TD500 Only) .......................147
A4 Training the Subscriber .............................................................. 148
A5 Using VM Menu ......................................................................... 149
Glossary ........................................................................... 153
Index ................................................................................. 165

Subscriber’s Manual
7
Section 1
Introduction to the VPS
1.1 Introduction to the
VPS
The Panasonic Voice Processing System
(VPS) is a powerful tool that will help you
manage your voice communications and
thereby increase your productivity. As a
subscriber (the owner of a VPS mailbox),
you can:
a) Send a message to one or more
people inside or outside your office.
b) Transfer messages to other
subscribers and add your own
comments.
c) Access your mailbox and listen to
your messages, even when out of the
office.
d) Have the VPS call, beep, or e-mail
you when someone leaves you a
message.
e) Be notified by the message waiting
lamp on your extension when new
messages have been recorded in
your mailbox.
f) Screen your calls.
g) Create a set of options and functions
exclusive to your mailbox (Personal
Custom Service) that can be selected
by your callers.
h) And more…
Before You Begin
In order to use the VPS as a subscriber,
you need to know the following
information. The VPS System Manager
can help you if you do not know this
information.
a) The extension number of the VPS that
you should dial in order to access the
VPS.
b) Your mailbox number and extension
number (In many cases these are the
same number, but it is possible they
are not).
c) Your mailbox password (if set).
d) The System Manager's telephone
number. The System Manager is the
person you should refer to when you
have any problems with the VPS.
Once you know this information, you are
ready to use the VPS.
Using the VPS
There are two ways to use the VPS; you
can be either a subscriber, or a caller.
A subscriber is a VPS user who has his or
her own mailbox. Subscribers can play
back their own messages, leave
messages for other subscribers, record a
message that is then sent to multiple
parties (including outside parties), record
greeting messages, etc. In order to use
the VPS as a subscriber, you must first
"log in" to your mailbox. This usually
involves dialing your mailbox number and
entering your password. Once you have
logged in, you can use "Subscriber
Services"; Subscriber Services are all the
features and functions you can access or
perform as a subscriber.
A caller can generally be thought of as an
outside party. Callers can leave
messages for VPS subscribers or use the
VPS to be connected to specific
extensions, but they do not log in to the
VPS before using these features, and the
number of features they can use is
limited.

Subscriber’s Manual
8
Prompts
One essential characteristic of the VPS is
its use of "prompts". Prompts are
recorded voice guidance messages that
help you set and use VPS features.
Prompts also help callers when the VPS
is handing their calls. Depending on how
your VPS is programmed, subscribers
and callers can select the language they
prefer for VPS prompts.
Prompt example:
Main Menu of Subscriber Services
"To receive the message, press [1]."
"To deliver a message, press [2]."
"For mailbox management, press [3]."
"For Automated Attendant status,
press [4]."
"To set up Message Waiting
Notification, press [5]."
"For other features, press [6]."
"To end this call, press [ ]."
VM Menu
Certain PBXs (telephone systems) and
telephones are compatible with "VM
Menu"; this feature displays VPS prompts
on the display of your telephone,
prompting you visually instead of audibly.
To select a VPS operation displayed on
the display, press the soft button next to
the desired prompt. Use the Navigator
Key to scroll up or down to view additional
prompts when available (When the
Navigator Key is not used to scroll up or
down through options, it can be used to
adjust volume.).
Operations shown in this manual are for
when operating the VPS by following
audible prompts.
Operations necessary to operate the VPS
using VM Menu will vary slightly from
these instructions.
VM Menu example:
Main Menu of Subscriber Services
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for
your mailbox.
Note
• If too many subscribers are using VM
Menu at the same time, VM Menu
messages will not be displayed and
prompts will be heard instead.
• This feature is only available with
Panasonic KX-TDA series PBXs using
DPT Integration. For more information,
consult your System Administrator or
System Manager.
• For more information on VM Menu,
see Appendix "A5 Using VM Menu".
Logging in to Your Mailbox for the
First Time
The first time you log in to your mailbox,
there are certain mailbox settings you
should perform before using any other
Subscriber Services. These settings
identify you as the owner of your mailbox,
and are described in "Section 2 Logging
in to and Configuring Your Mailbox".
a) Password
b) Subscriber's Name
c) No Answer Greeting
Your VPS may be programmed to initiate
a "Subscriber Tutorial" the first time you
log in to your mailbox. If the Subscriber
Tutorial is enabled, VPS prompts will

Subscriber’s Manual
9
guide you through the mailbox
configuration process.

Subscriber’s Manual
10
Section 2
Logging in to and
Configuring Your
Mailbox
2.1 Logging in to Your
Mailbox
In order to access Subscriber Services
(to play messages, change mailbox
settings, etc.), you must first log in to your
mailbox. There are 2 ways to log in to your
mailbox:
a) Automatic Log-in:
When logging in to your mailbox from
your own extension, you do not need
to enter any special commands or
your mailbox number. This feature is
not available with certain PBXs and
may be disabled by the System
Administrator or System Manager for
your mailbox.
b) Manual Log-in:
You need to enter the Voice Mail
Service Command [#6] followed by
[ ] and your mailbox number. Manual
Log-in is necessary when logging in
to your mailbox using someone else's
extension, when Automatic Log-in is
not available with your PBX, or when
Automatic Log-in is not enabled for
your mailbox.
You will know that you have logged in
successfully because the VPS will
announce either the Main Menu of
Subscriber Services or the number of
new messages you have, or the VM Menu
will be displayed.
Automatic Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
3.
• You can skip this step if your
mailbox has no password.
Manual Log-in
1. Go off-hook.
2. Enter the extension number of the
VPS.
3.
4. and your mailbox number.
5.
• You can skip this step if your
mailbox has no password.
Note
• If Autoplay New Messages is enabled
for your mailbox, new messages will
be played back automatically each
time you log in to your mailbox. New
messages will be played back one
after the other automatically (i.e., you
do not need to press a button to play
the next message). For more
information, consult your System
Administrator or System Manager.
• If Message Waiting Lamp is enabled
for your mailbox, the message lamp on
your telephone will light when you
receive a new message. You can log in
to your mailbox and play back a new
message automatically simply by
going off-hook and pressing the
message button on your telephone.
The VPS will play back the first new
message only. To play back other
Password
#
#
6
Password
#

Subscriber’s Manual
11
messages, press the appropriate
button.
• If the Subscriber Tutorial is enabled for
your mailbox, VPS prompts will guide
you through the mailbox configuration
process the first time you log in to your
mailbox (see 2.2 Subscriber Tutorial
(Easy Mailbox Configuration)).

Subscriber’s Manual
12
2.2 Subscriber Tutorial
(Easy Mailbox
Configuration)
Your VPS may be programmed to present
a "Subscriber Tutorial" to you the first time
you log in to your mailbox. If the
Subscriber Tutorial is enabled, VPS
prompts will guide you through the
mailbox configuration process. Simply by
following the prompts, you can configure
the following items. You can configure
these items later manually if necessary,
as explained later in this section.
This feature may be disabled by the
System Administrator or System
Manager for your mailbox.
Password: If your mailbox has a
password, you must enter it using the dial
keys (0–9) whenever you log in to your
mailbox. Your password can contain up to
16 digits.
Subscriber's Name: This is a recording
of your name. Other subscribers will hear
your name when they listen to messages
you left for them. It may also be heard by
callers when they use the Dialing by
Name feature.
No Answer Greeting: Callers are
directed to your mailbox when you do not
answer their call will hear your No Answer
greeting message. A common example
might be, "This is (name). I can't take your
call right now…". After the greeting is
played, a tone will sound, and the caller
can leave a message.
Other greeting messages can be
recorded manually later. For details, see
2.3 Changing or Deleting Your Personal
Greeting Messages.
Note
• You may be asked to enter your
password after logging in to your
mailbox. If you do not know this
password, ask your System
Administrator.

Subscriber’s Manual
13
Starting the Subscriber Tutorial
1. Log in to your mailbox.
• See 2.1 Logging in to Your
Mailbox if necessary.
2. Confirm that the Subscriber
Tutorial has begun.
• The VPS will announce,
"Welcome to the Panasonic
Voice Mail System. This is the
Subscriber Tutorial service.".
• If the tutorial does not begin, it
may be disabled for your
mailbox. For more information,
consult your System
Administrator or System
Manager.
3. Continue from "Setting Your
Password for the First Time" or
"Changing or Deleting Your
Password" as necessary.
Setting Your Password for the First
Time
1. Set your password when prompted
by entering the desired password
then pressing .
• Press only [#] if you do not want
to set a password.
• To prevent unauthorized
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
• It is necessary to set a
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
System Administrator or
System Manager.
2. to accept.
3. Continue from "Recording the
Owner's Name (Your Subscriber
Name)".
Changing or Deleting Your
Password
1. to change your password.
2. Set your new password by entering
the desired password then
pressing .
• Press only [#] if you want to
delete your password.
• To prevent unauthorized
access, we strongly
recommend selecting a long
and random password. Please
avoid using obvious number
combinations for the password.
3. to accept.
4. Continue from "Recording the
Owner's Name (Your Subscriber
Name)".
Recording the Owner's Name
(Your Subscriber Name)
1. State your name after the tone.
2. to end recording.
3. to accept.
4. Continue from "Recording Your
Greeting Messages".
#
2
1
#
2
1
2

Subscriber’s Manual
14
Recording Your Greeting
Messages
The VPS will prompt you to record your
No Answer greeting message. If you do
not record a greeting message, a
prerecorded greeting message will be
used.
Other greeting messages can be
recorded manually later. For details, see
2.3 Changing or Deleting Your Personal
Greeting Messages.
1. Record your greeting message,
after the tone.
2. to end recording.
3. Follow the prompts as necessary.
• to review.
• to accept.
• to record the message
again.
• to add.
• to delete and exit.
Confirming Your Settings
1. to confirm your settings.
2. Go on-hook.
1
1
2
3
4
1

Subscriber’s Manual
15
2.3 Changing or Deleting
Your Personal
Greeting Messages
After callers reach your mailbox, they will
hear your personal greeting message.
You can record 4 kinds of Personal
Greetings; the appropriate greeting will
be played for callers. If you delete or do
not record a greeting message, a
prerecorded greeting message will be
used.
a) No Answer Greeting:
Heard by callers when you do not
answer their calls. A common
example might be, "This is (name). I
can't take your call right now…".
b) Busy Signal Greeting:
Heard by callers when you are on
another call. A common example
might be, "This is (name). I'm on
another call right now…".
c) After Hours Greeting:
Heard by callers when the VPS is in
night mode. A common example
might be, "This is (name). I've gone
home for the day…".
d) Temporary Greeting:
A special greeting that, if recorded, is
heard by callers instead of the other
greetings. A common example might
be, " This is (name). I'm out of the
office this week…".
Follow the steps below to record or delete
your Personal Greeting Messages.
1. Log in to your mailbox.
• See 2.1 Logging in to Your
Mailbox if necessary.
2.
3. Select the desired greeting.
No Answer Greeting.
Busy Signal Greeting.
After Hours Greeting.
Caller ID Greeting (may not
be available; see 5.10 Personal
Greeting for Caller ID).
Temporary Greeting.
4. Follow the prompts as necessary.
to change the greeting.
to delete the selected
greeting.
• The greeting will be deleted; go
on-hook to finish.
5. Record your greeting message,
after the tone.
• We recommend stating your
name in your greeting
messages, so that callers will
know they have reached the
correct mailbox.
• The maximum length of each
greeting message is 1 minute
by default.
6. to end recording.
7. Follow the prompts as necessary,
or continue from step 8.
• to review.
• to rerecord the greeting
message (repeat the steps
above as necessary).
31
1
2
3
4
5
1
3
1
1
3

Subscriber’s Manual
16
• to add to the greeting
message you just recorded.
• to delete the greeting
message and exit.
8. to accept.
9. Record or delete other greeting
messages as necessary by
following the prompts, or continue
from step 10.
No Answer Greeting.
Busy Signal Greeting.
After Hours Greeting.
Caller ID Greeting (may not
be available; see 5.10 Personal
Greeting for Caller ID).
Temporary Greeting.
10. Go on-hook.
Note
• A Temporary Personal Greeting is
played instead of all your other
greetings until it is deleted. Each time
you log in to your mailbox, the VPS will
ask you if you want to turn off (delete)
your Temporary Personal Greeting.
• Make sure you go on-hook only after
you have accepted your new greeting
in step 8. If you go on-hook without
accepting your new greeting, it will not
be saved.
4
2
1
2
3
4
5

Subscriber’s Manual
17
2.4 Changing or Deleting
Your Password
You can password protect your mailbox to
prevent unauthorized access to your
mailbox. If your mailbox has a password,
you must enter it using the dial keys (0–9)
whenever you log in to your mailbox. Your
password can contain up to 16 digits.
You can change your password at any
time. When choosing a password, avoid
using obvious number combinations. If
you forget your password, have your
System Administrator or System
Manager clear your password. You may
then set a new one.
1. Log in to your mailbox.
• See 2.1 Logging in to Your
Mailbox if necessary.
2.
3. Enter the desired password, then
press .
• Press only [#] if you want to
delete your password.
• It is necessary to set a
password equal to or longer
than the specified number of
digits by default. For more
information, consult your
System Administrator or
System Manager.
4. to accept.
5. Go on-hook.
321
#
2

Subscriber’s Manual
18
2.5 Changing or Deleting
Your Subscriber Name
You can record your name in the VPS.
The VPS can then announce your name
for callers to let them know that they have
reached the correct mailbox. If a caller
does not know your mailbox number, the
caller can try to reach you by entering the
first few letters of your first or last name
(Dialing by Name feature). After entering
the first few letters of your name, the VPS
will announce the names of VPS
subscribers whose names share those
same letters, and the caller can select
your name.
1. Log in to your mailbox.
• See 2.1 Logging in to Your
Mailbox if necessary.
2.
• Enter [3] [3] [3] to delete your
subscriber name, then go on-
hook to finish.
3. State your name after the tone.
4. to end recording.
5. to accept.
6. Go on-hook.
3 3 1
1
2

Subscriber’s Manual
19
2.6 Common Service
Commands and
Navigation Commands
Commands for Changing the
Current VPS Service
After going off-hook and dialing an
extension number of the VPS, you can
enter a service command to access
certain VPS features quickly. While VPS
guidance is being provided, you can also
use service commands to, for example,
switch to a different VPS service mode.
Some of the more commonly used
commands are listed below. For a
complete list, see Appendix.
Prompts—only Commands
The following commands can be used to
help you navigate through VPS menus.
VM Menu—only Command
Activates Custom Service.
You will be guided to enter
a Custom Service number
(1–100).
Activates Voice Mail
Service. You can record a
message for another
subscriber by entering his
or her mailbox number
when guided. You can also
log in to your mailbox by
entering this command
followed by your mailbox
number.
#
2
#
6
Activates Automated
Attendant Service. You
can call an extension by
dialing the desired
extension number when
guided. If the called party
does not answer, the VPS
can offer you other
options, such as leaving a
message, calling the
operator, etc. Note that
these options are available
only when calling the
extension via Automated
Attendant Service, i.e.
after you have entered this
service command.
Takes you back to the
previous menu.
Repeats the current menu.
Takes you back to the
Main Menu.
Switches you to the Main
Menu (top menu) of the
prompts.
#
8
0
#
7
# #

Subscriber’s Manual
20
Section 3
Message Playback and
Related Features
3.1 Playing Messages
Callers and other subscribers can leave
messages for you, and you can play them
back later after you have logged in to your
mailbox.
Messages in your mailbox are divided
into 3 types:
a) New Messages:
Messages in your mailbox which you
have not played back yet.
b) Old Messages:
Messages in your mailbox which you
have played back but have not yet
deleted.
c) Deleted Messages:
Messages in your mailbox which you
have deleted. You can "recover" your
deleted messages, after which they
will be treated as old messages (see
5.20 Recovering Deleted Messages).
If you do not recover deleted
messages, they will be permanently
deleted at the end of the next day.
When playing back a message, the VPS
can also announce the message's
"envelope"—the date and time of the
message, and the message sender's
information.
1. Log in to your mailbox.
• See 2.1 Logging in to Your
Mailbox if necessary.
2.
3. Follow the prompts as necessary.
to play new messages.
to play old messages.
to play deleted messages.
4. Listen to the message.
• Pressing the [ ] during
message playback will return
you to the previous menu. You
can then select another
message type to listen to.
Note
• Additional features are available
during and/or after message playback.
Refer to the table below and press the
appropriate dialing key. Note that
certain features are not available
depending on the message type (new,
old, deleted).
1
1
2
3
1
Listen to Message:
1 New Message
2 Old Message
3 Deleted Message
Receive New Message
Receive Old Message
Receive Deleted Message
2
3