Panasonic KX-TVP200E User manual

MODEL
KX-TVP200E
Please read before using.
Voice Processing System
S
G
UBSCRIBER'S
UIDE
Panasonic
TVP200
VOICE PROCESSING SYSTEM KX-TVP200

Introduction
The Panasonic Voice 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 messages (with your annotation) to another VPS Subscriber
•take messages when you are on the phone or unavailable
•receive your messages from any touch-tone telephone
•be notified by extension message waiting lamp, telephone or beeper (radio
pager) of messages waiting
•screen your calls
•automate the handling of callers
•and more...
This guide is your reference to using and optimizing your VPS mailbox.
i
MODEL NO. – – – – – – – –
NOTE:
• This Subscriber's Guide does not show complete model numbers that indicate the
country where your models should be used. The model number of your unit is found
on the label affixed to the unit.
(label)
73/23/EEC
89/336/EEC
92/31/EEC
93/68/EEC

■How to Use this Manual
This Subscriber’s Guide explains the Voice 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 guide except for Voice Mail Service Entry.
Description
Describes the operation with the telephone keys to be
pressed step by step.
Diagram
A diagram is provided for each function on the
lefthand of the text. It will help you understand how
the operation goes on in the tree-structured VPS
menu. You will know other options you can choose in
a certain step. It will also help you to perform your
desired operation faster if you press the outlined keys
in a row along the bold line.
Tip
Tips framed in a square are used to make you aware of
alternate options available at a particular step.
Note
This symbol describes additional information or use-
ful advice about each feature.
Once you become familiar with operating the VPS, use the Quick Reference Section,
which appears at the end of this guide.
Subscriber's
Main Command Menu
123456*
Repeat Next Erase Reply Transfer Help
Receive
Message
123470
Tip
Step 3 —
You can call the message
sender by pressing [1].
ii

■Terms 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 efficiently. He controls mailbox creat-
ing and authorizes some of the features.
Caller A caller is any person who is connected to a VPS service
other than a Subscriber or the System Manager.
iii

■Getting Started
— Required Numbers
Get the following information before you begin the operation.
(1) Telephone Number Directly Connected to Voice Mail Service
If your VPS does not have one, call any extension number connected to the VPS
and press [#] [6] (Service Access Command).
(2) Your Mailbox Number
Usually, the same number as your extension number. Check with your System
Manager to be sure.
(3) The System Manager’s Phone Number
In case you need his or her help or need to change certain mailbox settings.
— Basic Steps
You need to know your mailbox number to use this guide.
If you are going into your mailbox for the first time, read Chapter 5 “Mailbox Setup”
first. You need to customize it before sending or receiving messages. Especially, it is
important to identify yourself as the owner of the mailbox by setting the following.
• Recording Personal Greetings (See page 5-7)
• Recording Your Name (See page 5-9)
• Changing Your Password (See page 5-8)
Then customize it as it suits you by setting the additional features as appropriate.
• Setting the Call Transfer Status (See page 5-2)
• Setting the Incomplete Call Handling Status (See page 5-4)
• Message Waiting Lamp Notification Setting (See page 5-13)
• Setting Notification by Calling (See page 5-14)
...
Once you complete your setting, find your desired operation from the titles, then call
the VPS.
iv

Table of Contents
Chapter 1 Using Your Mailbox and the VPS
Opening Your Mailbox (Mailbox Log in)......................................... 1-2
Accessing VPS Services ...................................................................... 1-3
Chapter 2 Receiving Messages
Receiving Messages............................................................................. 2-2
Message Playback Options ................................................................ 2-3
Replying to Messages ......................................................................... 2-5
Message Transfer ................................................................................ 2-6
Erasing Messages ................................................................................ 2-7
Receiving Message Waiting Notification .......................................... 2-8
Live Call Screening............................................................................. 2-9
Recording a Two-Way Conversation .............................................. 2-10
Chapter 3 Sending Messages
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 ................................................ 3-6
Checking and Setting External Message Delivery Status............... 3-7
Chapter 4 Caller Handling
Recording Messages (for any caller)................................................. 4-2
Recording Messages (from a rotary phone)..................................... 4-3
Receiving External Delivery Messages ............................................. 4-4
Replying to External Delivery Messages .......................................... 4-5
v

Chapter 5 Mailbox Setup
Setting the Call Transfer Status
(Call Block/Call Screening/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 ............................................... 5-6
Recording Personal Greetings........................................................... 5-7
Changing Your Password................................................................... 5-8
Recording Your Name ........................................................................ 5-9
Entry of Personal Group Distribution Lists .................................. 5-10
Recording the Names of Personal Group Distribution Lists ....... 5-11
Deleting from Personal Group Distribution Lists ......................... 5-12
Message Waiting Lamp Notification Setting.................................. 5-13
Setting Notification by Calling ........................................................ 5-14
Setting Answer Lengths for the Interview Mailbox ...................... 5-16
Recording Questions for the Interview Mailbox ........................... 5-17
Erasing Questions from the Interview Mailbox ............................ 5-18
vi

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

1-2
Using Your Mailbox and the VPS
Opening Your Mailbox (Mailbox Log in)
To access Subscriber Services, you must open your
mailbox first. Follow the operation below.
1Dialanextension numberwhich isconnected
to the Voice Mail Service.
Good morning/Good afternoon/Good evening
Welcome to the Voice Processing System.
If the system is equipped with multiple lan-
guages (up to three languages), you will hear
a selection prompt as follows.
(ex.)
For English, press [7].
For French, press [8].
For Chinese, press [9].
2If you hear the above prompt, press the
number of the appropriate language.
Please enter your party’s mailbox number.
To enter by name, press [#] and [1].
If you are using a rotary telephone, stay on
the line.
To call the operator, press [0].
3Press
*
, then enter your mailbox number.
Enter your password, followed by [#].
4Enter the password if you have one.
You are now in the main command menu.
Mailbox No.
#
Call VPS
Subscriber's
Main Command Menu
Password +
*+
If you just want to record a
message in someone else’s
mailbox, you do not have to
use this procedure.
See the following topic in
Chapter 4.
• Recording Messages (for
any caller)
• Recording Messages (from a
rotary phone)
If your company is using a
Panasonic KX-TD series tele-
phone system, you can directly
access your mailbox just by
dialing the number of the V.M.
Service, depending upon Sys-
tem Programming. Check with
your System Manager.
Tip
Step 1 —
If no ports are assigned to
Voice Mail Service, press
#
6
after calling the
VPS.

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 or 4
letters of the person’s last name.
Department Dialing
If you press
#
3
, you can call the
intended extension and mailbox by pressing
one digit (
1
–
9
) according to the
Department Dialing Menu.
Voice Mail Service
If you press
#
6
, you can access the
Voice Mail Service.
Call Transfer
If you press
#
8
, you can access the
Automated Attendant Service and call your
desired extension.
Exit the Menu
If you press
#
9
, you can exit the VPS.
Back up
If you press
*
, you can retry to enter a
mailbox number, a password and also an
extension number while you are in the call
transfer status. In addition, you can move
back to a previous menu in the main com-
mand menu.
Tip
#
5
and
#
7
are
valid only for Subscriber
Service.
Subscriber's Service
Voice Mail Service
Call VPS
13689
#
+Mailbox No Retry
Password+ Retry
*
*
#*
####
57
##

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 Transfer ............................................................................... 2-6
Erasing Messages............................................................................... 2-7
Receiving Message Waiting Notification ......................................... 2-8
Live Call Screening............................................................................ 2-9
Recording a Two-Way Conversation ............................................... 2-10
Chapter 2
Receiving Messages
This chapter tells you how to access and manage received messages: Replying
immediately, transferring messages with or without an additional comment, and
replaying messages.

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.
1Log in the main command menu.
•The VPS tells you the number of messages.
2Press
1
to use the Receive Message menu.
•The VPS tells you the number of messages.
Then it plays the messages.
3Press
0
to listen to the whole menu (for
Help).
•You can end your call by pressing
#
9
.
Subscriber's
Main Command Menu
123456*
Receive
Message
Go to
Step 3
Tip
Step 3 —
You do not have to listen to the whole menu if you do not
wish to.
1
Repeat this message
1 1
Play the previous message
2
Play the next message
3
Erase this message
4
Reply
5
Rewind
6
Fast forward
7
Transfer
8
Message scan

2-3
Receiving Messages
Message Playback Options
Subscriber's
Main Command Menu
123456*
Receive
Message
Repeat
Previous
Next Erase Reply Rewind Fast
forwardTransfer Scan
Go to
Step 4
112345678
1
While receiving messages, several message playback
options are available for efficient receiving.
1-2 Same as Receiving Messages.
3Press the appropriate key to receive your
desired option. If you choose
8
, go to the
next step.
Repeating Messages
If you press
1
, you can listen to the current
message again.
Replaying the Previous Message
If you press
1 1
while receiving a mes-
sage, you can listen to the previous message.
Playing the Next Message
If you press
2
while receiving a message,
you can listen to the next message.
Rewinding Messages
If you press
5
while receiving a message,
you can listen to it again.
Fast Forwarding Messages
If you press
6
while receiving a message,
you can fast forward it to the end.
Scanning Messages
If you press
8
, you can listen to the first
four seconds of each message.

2-4
Receiving Messages
Message Playback Options
4Messages 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 —
You can receive the whole menu by pressing [0] for Help.

2-5
Receiving Messages
Subscriber's
Main Command Menu
123456*
Repeat Next Erase Reply Transfer Help
Receive
Message
123470
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 Transfer and Message
Delivery. Otherwise, you will
hear this prompt: “Sorry, you
cannot reply. The message
sender is unknown.”
1-2 Same as Receiving Messages.
3Press
4
to reply to the message.
4Press
2
to record a message.
5Record your message at the tone.
6Press
1
to end recording.
7Press
2
to accept.
8Press
1
to set delivery time.
9Press
1
to specify the delivery time or the
private status.
10 Press
1
to specify the delivery time.
11 Enter the time and
#
.
12 Press
1
for AM or
2
for PM.
13 Enter the date (the day of the month) and
#
.
14 Press
2
to accept.
15 Press
1
to set this message to a private
message. Otherwise, press
2
.
Tip
Step 4 —
You can call the message sender by pressing [1].
Step 6 —
You can pause/restart recording by pressing [2].
Step 9 —
You can make your reply immediate by pressing [2].
You will skip to step 15.
Step 11 —
If you press [0] for help here, “For example, to enter 5
o’clock press [5] and [#] or 5 : 15 press [5], [1], [5] and
[#]”.

2-6
Receiving Messages
Message Transfer
Subscriber's
Main Command Menu
123456*
Repeat Next Erase Replay Transfer Help
Receive
Message
Mailbox No.
XXXX
123470
*
1Accept
Change Repeat
M.B. Info. Cancel
Transfer
3
2
123 4
Transfer Transfer
W. Comment Add
M.B. Review
Mailing
List
Cancel
Tansfer
*
Go to
Step 7
If the message has been
assigned as private, you cannot
transfer it to other mailboxes.
This function allows you to transfer messages to other
mailboxes.
1-2 Same as Receiving Messages.
3Press
7
to use the Message Transfer menu.
4Enter the mailbox number of the intended
recipient.
5Press
2
to accept.
6Press
2
to record a comment.
7State your comment and press
1
to end
recording.
8Press
2
if the comment is acceptable.
Tip
Step 4 —
You can enter by name by pressing [#] [1] first. Also, you
can specify a Personal Group Distribution List or a System
Group Distribution List by entering the number followed
by [#].
Step 6 —
You can transfer the message without comment by press-
ing [1].
You can add the mailbox number by pressing [3].
You can review the mailing list by pressing [4].
You can cancel message transfer by pressing [*].
Step 7 —
You can press [2] to pause/restart recording.
Step 8 —
You can press [3] to change your comment.
You can press [1] to review your comment.

2-7
Receiving Messages
Erasing Messages
Subscriber's
Main Command Menu
1
3
23456*
Erase
Receive
Message
12 470
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.
You can erase messages during playback. Erased mes-
sages cannot be recovered.
1Log in the main command menu.
•The VPS tells you the number of messages.
2Press
1
to use the Receiving Messages
menu.
•The VPS tells you the number of messages,
and the message information. Then it plays
the message.
3Press
3
to erase the messages.
Tip
Step 3 —
Messages are erased one at a time. After a message is
erased, you will hear the following prompt and repeat step
3 for the next message.
“The message is erased.”
If all messages have been erased, you will hear “All mes-
sages are erased”.

2-8
Receiving Messages
Receiving Message Waiting Notification
The Message Waiting 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.
1Pick up a call from the VPS.
If the system is equipped with multiple lan-
guages (up to three languages), you will hear
a selection menu.
2Press
1
to receive the message.
3Enter the password and
#
.
Now, you are in the main command menu.
4Follow steps 2 – 3 of Receiving Messages.
Tip
Step 3 —
If a password is not assigned, skip this step.
1
#
Receive
Message
Receive
Message
VPS Calls you
Password +
Subscriber's
Main Command Menu
123456*
2
Hold

2-9
Receiving Messages
Live Call Screening
By assigning one of your telephone keys to this fea-
ture, you can monitor incoming calls that have been
forwarded to the Voice 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.
In Private Mode, you can monitor the incoming call
by going off-hook after you hear the notification tone.
You can speak with the caller by pressing the feature
key. Or you can stop listening to the message by going
on-hook.
Note :
For detailed information, please refer to the Installa-
tion Manual of Panasonic KX-TD series telephone
systems’ PBXs (KX-TD816, KX-TD1232).
This feature is available only if
your company is using a Pana-
sonic KX-TD series telephone
system.