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Panasonic KX-TVM200, Operating Instructions Manual

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Panasonic KX-TVM200 Operating Instructions Manual Download Page 47

Subscriber’s Manual

47

5.9

E-mail Integration 
(Message Notification 
by E-mail)

When you receive new messages in your 
mailbox, you can receive notification by e-
mail. The recorded message can also be 
added to the e-mail as an attachment. 

Consult your System Administrator for 
more information.

Summary of Contents for KX-TVM200

Page 1: ...ce 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...

Page 2: ...rief 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 customise your mailbo...

Page 3: ...nd Navigation Commands 16 3 Message Playback and Related Features 17 3 1 Playing Messages 17 3 2 Replying to Messages 20 3 3 Transferring Messages 22 3 4 Remote Access 24 4 Sending Messages 26 4 1 Sen...

Page 4: ...r Conversations 53 5 14 Remote Call Forwarding 54 5 15 Assigning and Cancelling Telephone Numbers for Call Transfer to Outside Line 56 5 16 Assigning Your Telephone Numbers for Remote Automatic Log in...

Page 5: ...r 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 n...

Page 6: ...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 in...

Page 7: ...Subscriber s Manual 7 guide you through the mailbox configuration process...

Page 8: ...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...

Page 9: ...cording 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 Dialling by Name feature Personal Greetings...

Page 10: ...y 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 digit...

Page 11: ...messages If you do not record a greeting message a prerecorded greeting message will be used 1 Record your greeting message after the tone 2 to end recording 3 Follow the prompts as necessary to revie...

Page 12: ...rded 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 Message...

Page 13: ...D 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 d...

Page 14: ...sing 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 mai...

Page 15: ...by entering the first few letters of your first or last name Dialling by Name feature After entering the first few letters of your name the VPS will announce the names of VPS subscribers whose names s...

Page 16: ...ill 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...

Page 17: ...h 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 messa...

Page 18: ...Start playback at the Bookmark Save this message as new Delete this message Recover this message Reply to this message Rewind during playback only Fast forward skip envelope during playback only Trans...

Page 19: ...For example if you delete a message Monday morning it will be permanently deleted at the end of the day on Tuesday Deleted messages can be recovered before then by pressing 3 during or after playback...

Page 20: ...ceipt You will receive notification receipt message once the recipient has played back the message Finally you can send your reply immediately or set a message delivery time However please note that y...

Page 21: ...elivery then For example If today is February 16 and you enter 1 7 the message will be delivered tomorrow If today is February 16 and you enter 5 the message will be delivered on March 5 11 to accept...

Page 22: ...the transferred message Specifying the Recipients by Number 1 Play back the desired message See 3 1 Playing Messages if necessary Only new and old messages can be transferred To transfer a deleted me...

Page 23: ...or 4 letters of the desired recipient s name 5 to select the announced name to hear the next name to repeat the current name 6 Enter one of the following to transfer the message without recording you...

Page 24: ...ging in to your mailbox when Automatic Log in is not available with your PBX when your mailbox is not programmed for Automatic Log in or when you are calling from a telephone number not programmed for...

Page 25: ...mber 4 You can skip this step if your mailbox has no password 5 to play back new messages 6 Follow the prompts or select one of the following as necessary to call an extension to call the operator 7 w...

Page 26: ...at do not have VPS mailboxes i e PBX extension users and outside parties see 4 3 External Message Delivery There are several ways to determine the recipients of your messages You can specify recipient...

Page 27: ...Status The message will be heard before other messages by the recipient b Private Status The recipient will not be able to forward the message ensuring privacy c Auto Receipt You will receive notific...

Page 28: ...ss 5 To enter 5 15 press 5 1 5 7 for AM for PM This option may not be available if the VPS is programmed to use 24 hour time 8 Enter the day of the month for delivery then For example If today is Febr...

Page 29: ...livery time Finally recipients of an External Delivery Message can reply to your message and can even set urgent and private message status Note This feature must be enabled for your mailbox by the Sy...

Page 30: ...ry Time 1 Enter the desired delivery time then For example To enter 5 00 press 5 To enter 5 15 press 5 1 5 2 for AM for PM This option may not be available if the VPS is programmed to use 24 hour time...

Page 31: ...PRI lines you may need to enter at the end of outside telephone numbers For more information consult your System Administrator Auto Receipt is not enabled by default For more information consult your...

Page 32: ...a password this step will be skipped 3 The message is played back 4 to reply To end the call press then go on hook to finish 5 Record a reply 6 to end recording 7 to accept 8 to make the message urge...

Page 33: ...f the caller You can then answer the call if you choose If you do not or cannot answer the call the call will be handled according to the settings you have made for Incomplete Call Handling for No Ans...

Page 34: ...er Pager Access for Transfer to Mailbox for Transfer to Custom Service for Disable all Transfer 4 Follow the prompts as necessary The prompts heard will vary depending on the feature you set in step 3...

Page 35: ...she can leave a message for you Transfer to Covering Extension The VPS will transfer the caller to your Covering Extension see 5 3 Assigning Your Covering Extension If you have not assigned your Cove...

Page 36: ...r for Return to Top Menu 5 Follow the prompts as necessary The prompts heard will vary depending on the feature you set in step 4 6 to change to accept 7 Continue from step 4 to select additional opti...

Page 37: ...Covering Extension Note You can change the dialling key that transfers your callers to your Covering Extension If you assign the Transfer to Operator option in your Personal Custom Service to a dialli...

Page 38: ...stomer information for callers who call after business hours when your staff have already gone home for the day Recording Questions 1 Log in to your mailbox See 2 1 Logging in to Your Mailbox if neces...

Page 39: ...our Mailbox if necessary 2 3 to delete the current question to skip to the next question then repeat this step to skip to the previous question then repeat this step to select a specific question Ente...

Page 40: ...eature see 5 2 Incomplete Call Handling b Your extension is a Logical Extension i e your mailbox receives your calls automatically perhaps because you do not have your own telephone for regular use 1...

Page 41: ...ry 2 3 Enter the desired Personal Group Distribution List number 1 4 4 to record a name for the group 5 State the list name after the tone 6 to end recording 7 to accept 8 to add 9 Enter the mailbox n...

Page 42: ...n to your mailbox See 2 1 Logging in to Your Mailbox if necessary 2 3 Enter the desired Personal Group Distribution List number 1 4 4 to change the list name 5 to change record the list name to delete...

Page 43: ...mailbox See 2 1 Logging in to Your Mailbox if necessary 2 3 for list number 1 for list number 2 4 5 Enter the outside line access number needed for making outside calls To store an extension number s...

Page 44: ...st 1 Log in to your mailbox See 2 1 Logging in to Your Mailbox if necessary 2 3 for list number 1 for list number 2 4 5 to delete all members then continue from step 7 to delete one member 6 to delete...

Page 45: ...istrator If you turn device notification on for more than one device the lowest numbered device 1 2 or 3 will be used first If notification is not possible for example if your outside telephone is bus...

Page 46: ...in the middle of the telephone number pause momentarily while entering the telephone number The VPS will announce a list of available options for example To insert a pause press 5 Press 4 to continue...

Page 47: ...on Message Notification by E mail When you receive new messages in your mailbox you can receive notification by e mail The recorded message can also be added to the e mail as an attachment Consult you...

Page 48: ...and may be disabled by the System Administrator or System Manager for your mailbox Recording a Personalised Greeting for the First Time 1 Log in to your mailbox See 2 1 Logging in to Your Mailbox if...

Page 49: ...r ID Numbers Later 1 Log in to your mailbox See 2 1 Logging in to Your Mailbox if necessary 2 3 Enter the personalised greeting number 1 4 4 to accept 5 to add a Caller ID number then continue from st...

Page 50: ...isabled by the System Administrator or System Manager for your mailbox Assigning Caller ID Numbers and Recording Names 1 Log in to your mailbox See 2 1 Logging in to Your Mailbox if necessary 2 3 Ente...

Page 51: ...to keep the number and announce the next number then repeat this step 5 Go on hook when finished Note The number of callers you can assign for this feature is controlled by the System Administrator or...

Page 52: ...e through your telephone s speaker You can speak to the caller by going off hook Private Mode When a caller is leaving you a message you will hear a notification tone You can hear the caller s voice b...

Page 53: ...cific subscriber s mailbox Because you assign the extension number when you create the button on your telephone you do not need to enter the extension number when using this feature Note Before using...

Page 54: ...ls are forwarded to the specified outside telephone number if you are authorised to use this feature Assigning Outside Telephone Numbers for Remote Call Forwarding Before you can forward your calls to...

Page 55: ...y if you are authorised to use it For more information consult your System Administrator or System Manager to cancel call forwarding then continue from step 8 4 Enter the extension number of the trans...

Page 56: ...y 2 If you have already stored a telephone number and wish to change it press 1 before continuing 3 Enter the outside line access number needed for making outside calls 4 Enter the outside party s tel...

Page 57: ...g in to Your Mailbox if necessary 2 3 to change telephone number 1 to change telephone number 2 If you have already set a telephone number and wish to change it press 1 after selecting telephone numbe...

Page 58: ...he outside telephone number you specify when creating the custom service This feature must be enabled for your mailbox by the System Administrator or System Manager Transfer to Custom Service The VPS...

Page 59: ...om Service then enter the desired Custom Service number to activate Voice Mail Service to activate Automated Attendant Service Call Transfer Service to activate paging to repeat the greeting to transf...

Page 60: ...tside for your mailbox before it can be used The Transfer to Outside option can be used a maximum of 4 times in your Personal Custom Service Intercom Paging is only available with Panasonic KX T serie...

Page 61: ...ox if necessary 2 3 to change the setting to accept the current setting then go on hook to finish to cancel turn off the Timed Reminder then go on hook to finish 4 Enter the desired time then For exam...

Page 62: ...u easily resume playback from a specific point in a specific message later You can set one Bookmark for each message in your mailbox if you set a new Bookmark the old one is deleted To Set the Bookmar...

Page 63: ...box see 3 1 Playing Messages Once a message has been deleted it is retained until the end of the next day then it will be permanently deleted Deleted messages can be recovered after which they will be...

Page 64: ...acity Warning you should delete unnecessary messages to make more recording time in your mailbox available The amount of recording time that remains when you hear the Mailbox Capacity Warning depends...

Page 65: ...Subscriber s Manual 65 Appendix Quick Reference...

Page 66: ...ing and after listened 1 Repeat Message 1 1 Previous Message 1 2 Next Message 2 Pause Restart While listening only 2 3 Message Envelope 3 Recover Message 5 Rewind While listening only 6 Fast Forward W...

Page 67: ...ssage 2 Covering Extension 3 Intercom Paging 4 Beeper Pager Access 5 Set Transferring to Custom Service 6 Operator 7 Return to AA Service Top Menu Incomplete Handling Status For Busy 1 Leaving a Messa...

Page 68: ...r to an Extn Return to Previous Menu 0 Help 1 2 3 4 5 6 7 8 9 0 Note Commands 5 and 7 are available only when you have accessed Subscriber Service 5 Log in If you press 5 while in Subscriber Service y...

Page 69: ...ws unplayed messages to be copied or moved to another mailbox Auto Receipt Allows a subscriber or the System Manager to receive a message to confirm the reception of sent messages to other subscribers...

Page 70: ...e sender without dialling the caller s telephone number Caller ID Call Routing Available with APT DPT Integration only The VPS automatically sends calls from preprogrammed Caller ID numbers to a speci...

Page 71: ...nus Custom Services allow callers to connect themselves to an extension mailbox Mailbox Group operator fax machine etc without the assistance of an operator The System Administrator can create a maxim...

Page 72: ...tion Allows subscribers and the Message Manager to receive notification by e mail when they receive new messages Subscribers can also have the voice message attached to the e mail notification if the...

Page 73: ...ith Inband Integration Incomplete Call Handling Service Calls are considered incomplete when is the called extension does not answer is busy or has set Call Blocking Incomplete Call Handling can handl...

Page 74: ...s who are often unavailable or who do not have a telephone Mailbox Capacity recording time The total length of time for all messages that can be recorded in a subscriber s mailbox The System Administr...

Page 75: ...ewest First In First Out FIFO Message Transfer Allows a subscriber to reroute a message to another mailbox and add his or her comments to the message if necessary Receipt messages and messages origina...

Page 76: ...subscriber s mailbox from unauthorised access If forgotten the System Administrator or the System Manager can clear it so that the subscriber can select a new password Personal Custom Service Similar...

Page 77: ...een the PBX and the VPS Pound Sign The key on the telephone keypad Also known as the hash sign Private Message A message designated by the sender as private Private messages cannot be forwarded by the...

Page 78: ...by the System Administrator using a PC running the KX TVM Maintenance Console software System Administration can be performed locally on site by connecting to the VPS via USB or LAN or remotely off s...

Page 79: ...heard by callers instead of the subscribers other Personal Greetings Often used to inform callers of a temporary absence A common example might be This is name I m out of the office this week Time Sy...

Page 80: ...way Record and Two way Transfer The maximum recording time for other messages will be automatically set to 60 minutes Urgent Message A message designated by the sender as urgent Urgent messages are p...

Page 81: ...Subscriber s Manual 81 Index...

Page 82: ...Lengths 38 Changing Caller ID Numbers and Recorded Names 50 Changing Device Numbers 46 Changing or Deleting Your Password 10 Changing or Deleting Your Personal Greeting Mes sages 12 Changing or Delet...

Page 83: ...ly Commands 16 Q Quick Reference 65 R Receiving External Delivery Messages 32 Recording a Personalised Greeting for the First Time 48 Recording Questions 38 Recording the Owner s Name Your Subscriber...

Page 84: ...r Personal Custom Service 60 To Select the No DTMF Input Operation 59 Transferring Messages 22 Turning Device Notification On Off 45 Turning Message Waiting Lamp Notification On Off 45 Two way Record...

Page 85: ...Subscriber s Manual 85...

Page 86: ...Subscriber s Manual 86...

Page 87: ...Subscriber s Manual 87...

Page 88: ...ernal use only All other reproduction in whole or in part is prohibited without the written consent of Panasonic Communications Co Ltd 2005 Panasonic Communications Co Ltd All Rights Reserved PSQX3217...

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