Panasonic KX-TVS75 User manual

Please read this manual before installing, customizing, or operating the Voice Processing System.
POWER
VOICE PROCESSING SYSTEM
Voice Processing System
Subscriber’s Guide
KX-TVS75
Model No. KX-TVS100 / KX-TVS200
<KX-TVS75>
Thank you for purchasing a Panasonic Voice Processing System, Model KX-TVS75/100/200.

2

Introduction 3
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 reference to making the best use of your mailbox and the Voice Processing
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.

4Introduction
Menu Diagram
Voice Prompts
The voice prompts for each step 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 Manager
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.
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.
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]
Subscriber's
Main Command Menu
123456
Automated
Attendant
Status
14
Message
Reception
Mode
23
Covering
Extension
Setting
Call
Transfer
Status
Incomplete
Handling
Status
12 3 4 5
Call
Blocking Call
Screening Intercom
Paging Calling
a Beeper Disable
All Transfer
Services

Introduction 5
Basic Steps
When using your mailbox for the first time, you must read "Chapter 1: Mailbox Setup" and
perform the key set up 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
You may further customize your mailbox by setting any of the additional features:
• Call Transfer Status
• Covering Extension
• Incomplete Call Handling Status
• Message Reception Mode
• Notification by Calling

6Table of Contents
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 Incomplete 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 Interview 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

Mailbox Setup 7
Section 1
Mailbox Setup
This chapter describes the procedures for customizing
your mailbox.

1.1 Logging into Your Mailbox
8Mailbox Setup
1.1 Logging into Your Mailbox
Before you can access Subscriber Services, you must first open your mail box.
1. Press the Intercom Button on the telephone keypad.
2. Dial the extension number connected to the Voice Mail Service.
The extension number is______.
If you do not know the VPS extension number, ask the System Manager.
3. To access your mailbox from your extension when the Direct Mailbox Access is enabled
(the extension assigned to your mailbox), go to Step 4.
To access your mailbox from another extension, go to Step 5.
4. You will hear the following if you have set your password. (See 1.3 Setting, Changing and
Clearing Your Password.)
a) Enter your password and Press [#] (if needed.) You will then hear the following Main
Command Menu.
b) Make your selection.
5. Ignore the greeting and Press [#] [6].
a) Press []
______(your mailbox number). If you have set your password, you will hear
the following.
Enter your password followed by the pound sign.
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 []
.
Please enter your party's mailbox number.
Enter your password followed by the pound sign.

1.1 Logging into Your Mailbox
Mailbox Setup 9
b) Enter your password and Press [#] (if needed.) You will then hear the following Main
Command Menu.
c) Make your selection.
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 []
.

1.2 Recording Personal Greetings
10 Mailbox Setup
1.2 Recording Personal Greetings
1. Log in to your mailbox to access the Main Command Menu.
2. Press [5] for Mailbox Management.
3. Press [1] to record a personal greeting.
4. To record a greeting for the first time, go to Step 5.
To change or erase a greeting, go to Step 6.
To erase a greeting, go to Step 7.
5. To record a greeting for the first time:
a) Press [1], [2], or [3].
Afterreachingyourmailbox,callerwillhear
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 tell
callers to "please leave a message at the
tone"— otherwise your callers will be
confused.
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].
To change the No Answer Greeting, Press [1].
To change the Busy Signal Greeting, Press [2].
To change the After Hours Greeting, Press [3].
Subscriber's
Main Command Menu
1235
46
Mailbox
Management
34
Change
Owner's
Name
12
Change
Password
Change
Personal
Greeting
Group
Distribution
List
Setting
Go to
Step 4

1.2 Recording Personal Greetings
Mailbox Setup 11
b) Record the greeting at the tone and Press [1].
c) Press [2] to accept the message recorded.
When [2] is selected, the VPS will not play the accepted message.
6. To change a greeting:
a) Press [1], [2], or [3] from the previous menu.
b) Press [1] to change the greeting.
(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].
To review, Press [1].
To accept, Press [2].
To erase and try again, Press [3].
To add, Press [4].
To erase and exit, Press [ ].
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].
(No Answer) (Busy) or (After Hours) Greeting is:
__________(message played).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Record greeting at the tone.
To end recording, Press [1].
To pause and start recording, Press [2].

1.2 Recording Personal Greetings
12 Mailbox Setup
c) Repeat Steps 5b and 5c.
When [2] is selected, the VPS will not play the accepted message.
7. To erase a greeting:
a) Press [1], [2], or [3] from the previous menu.
b) Press [3] to erase the greeting without re-recording.
(No Answer) (Busy) or (After Hours) Greeting is:
__________(message played).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Greeting erased.
Be sure to exit from the menu AFTER the greeting is accepted. Otherwise the greeting will
not be stored.
By systemdefault,the maximum lengthof a personal greeting is 16 s.If you needmore 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.

1.3 Setting, Changing and Clearing Your Password
Mailbox Setup 13
1.3 Setting, Changing and Clearing Your Password
1. Log in to your mailbox to access the Main Command Menu.
2. Press [5] for Mailbox Management.
3. To set a password for the first time, go to Step 4.
To change an existing password, go to Step 5.
To clear a password, go to Step 6.
4. Press [2] to enter the password for the first time.
a) Enter the password and Press [#].
b) Press [2] to accept the password.
5. Press [2] at the Mailbox Management Menu, to change an existing password.
The VPS provides the option of assigning a
password to your mailbox to protect the
messages stored there from unauthorized
access.Apasswordshouldbenolongerthan
8digits(usingthekeys0-9).Youcanchange
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.
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].
Password not assigned.
Enter your password followed by the pound sign [#].
Password is (password stated).
To change, Press [1].
To accept, Press [2].
Subscriber's
Main Command Menu
1235
46
Mailbox
Management
34
Change
Owner's
Name
12
Change
Password
Change
Personal
Greeting
Group
Distribution
List
Setting
Go to
Step 3

1.3 Setting, Changing and Clearing Your Password
14 Mailbox Setup
a) Press [1] to change the password.
b) Enter the new password and Press [#].
c) Press [2] to accept the new password entered.
6. Press [2] to clear an existing password (no password assigned).
a) Press [1] to change the password.
b) Press [#] to clear the password.
c) Press [2] to accept the password as not assigned.
Password is (password stated).
To change, Press [1].
To accept, Press [2].
Enter your password followed by the pound sign [#].
To skip setting the password, Press the pound sign [#].
Password is (password stated).
To change, Press [1].
To accept, Press [2].
Password is (password stated).
To change, Press [1].
To accept, Press [2].
Enter your password followed by the pound sign [#].
To skip setting the password, Press [#].
Password not assigned.
To change, Press [1].
To accept, Press [2].

1.4 Recording Your Name
Mailbox Setup 15
1.4 Recording Your Name
1. Log in to your mailbox to access the Main Command Menu.
2. Press [5] for Mailbox Management.
3. To record the owner's name for the first time, go to Step 4.
To change an existing owner's name, go to Step 5.
To erase an existing owner's name, go to Step 6.
4. Press [3] to record the owner's name for the first time.
a) State your name at the tone.
Thisrecordinginformscallersthattheyhave
reached the correct mailbox (for example,
when transferringa message to a subscriber,
they will hear the subscriber's name). In
addition, if a caller does not know the
mailbox number and specifies the mailbox
by entering the first 3 or 4 letters of the
owner's name, the VPS will announce a
series of recorded names 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].
Owner's name is not recorded.
Record owner's name at the tone.
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Subscriber's
Main Command Menu
1235
46
Mailbox
Management
14
Change
Owner's
Name
32
Change
Password
Change
Personal
Greeting
Group
Distribution
List
Setting
Go to
Step 3

1.4 Recording Your Name
16 Mailbox Setup
b) Press [2] to accept the name.
5. Press [3] to change an existing owner's name.
a) Press [1] to change the name.
b) Clearly state the name at the tone.
c) Press [2] to accept the new name.
6. Press [3] to erase an existing owner's name.
a) Press [3] to erase the owner's name.
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Record owner's name at the tone.
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Owner's name is (name stated).
To change, Press [1].
To accept, Press [2].
To erase, Press [3].
Owner's name erased.

1.5 Service Access Commands
Mailbox Setup 17
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 can record a message. You can also press and then your
own mailbox number. In this case, you can 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 he 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 seem to
be stuck in "an infinite loop", use this command to get you out.

1.5 Service Access Commands
18 Mailbox Setup

Receiving Messages 19
Section 2
Receiving Messages
This chapter explains how to access and manage
received messages.

2.1 Receiving Messages
20 Receiving Messages
2.1 Receiving Messages
1. Log in the Main Command Menu.
2. Press [1] to access the Receive Message Menu.
An abbreviated menu is played first:
Press [0] or wait and allow the full menu to be played.
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.
You have _____new messages.
(Main Command Menu played)
You have _____message(s).
New/Old Message (1st message played).
Message recorded on (date started) at (time stated).
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].
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].
Subscriber's
Main Command Menu
123456
Receive
Message
Go to
Step 3