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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

KX-TVP120C

Model

KX-TVP220C KX-TVP320C

Summary of Contents for KX-TVP120C

Page 1: ...nk 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 ...

Page 2: ...ersonal 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 Custom Service 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 Set...

Page 3: ...c 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 ...

Page 4: ...es 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 ...

Page 5: ...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 ...

Page 6: ...6 Subscriber s Guide ...

Page 7: ...Subscriber s Guide 7 Section 1 Mailbox Setup ...

Page 8: ... 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 me...

Page 9: ...ssage 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 defa...

Page 10: ... 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 recor...

Page 11: ...rding 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 mailb...

Page 12: ...word 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 pre...

Page 13: ...criber 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 1 or 3 TO ERASE On hook Press ...

Page 14: ...ord 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 t...

Page 15: ...Subscriber s Guide 15 Section 2 Receiving Messages ...

Page 16: ...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 da...

Page 17: ...A 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...

Page 18: ... 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 ...

Page 19: ...sonal 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 ...

Page 20: ...ge 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 mailbo...

Page 21: ...Subscriber s Guide 21 Section 3 Sending Messages ...

Page 22: ...tribution Lists To use a System Group Distribution List check with the System Administrator to ensure that a list exists within the VPS You can specify a maximum of 20 mailboxes as destinations for 1 message Log into your mailbox Press 2 Subscriber s Main Menu 2 OPTION 1 Enter the mailbox by NUMBER OPTION 2 Enter the mailbox by NAME or Enter the mailbox number Press 2 to accept the mailbox number ...

Page 23: ... 1 Press 2 to accept the message 2 Record a 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 example ...

Page 24: ...r mailbox for delivery to other mailboxes You can check the delivery status of up to 84 message transmissions Log into your mailbox Press 3 to check distribution status Subscriber s Main Menu 3 Press 3 to cancel the message or delete verification 3 Press 1 to delete distribution verification 1 Press 2 to cancel message delivery 2 On hook or IF THE MESSAGE HAS NOT BEEN RECEIVED ...

Page 25: ...6 Press 1 to add 1 Press 1 to delete 1 Press 1 or 2 to choose the delivery list 1 1 2 Press 2 2 Press 2 2 2 or Press 3 3 Press 3 3 On hook Subscriber s Main Menu TO DELETE To delete all To delete one Make your selection or Enter the Area Code Area Code IF NEEDED Record the recipient s name Press 2 to add 2 Enter a Line Access Code to seize a CO line or Press 1 to add and repeat the steps 1 Press 2...

Page 26: ...s 2 to accept 2 Press for immediate delivery Record a message at the tone IF DESIRED or Set delivery time For example 5 00 is entered as 5 and 5 15 is entered as 515 Day of the Month Enter the day of the month and press On hook for AM 1 for PM Press 1 for AM or 2 for PM 2 Enter the 4 digit password or press to skip or Record the recipient s name at the tone Enter the Area Code Area Code IF NEEDED ...

Page 27: ...ou will not hear for AM for PM when the System Administrator has set the time stamp of User Prompts as 24 h See Note about the Day of the Month entry in Section 2 2 Replying to Messages Important Note When the VPS calls to a CO line via a PRI ISDN Primary Rate Access Interface card of a Panasonic PBX please be sure to add after the telephone number 1112223333 in the example here Example 9P11122233...

Page 28: ...red it will be played 3 If the Extension of the Owner i e sender has been registered it will be played This information helps the receiver to track down the message or sender if the receiver cannot remember the password It is possible for the receiver to be guided in a specified language prompt It is also possible for the receiver to select the language she wants If you as the sender of external m...

Page 29: ...e to reply to External Delivery Messages Press 2 to reply 2 Press 1 to end recording 1 Press 2 to accept 2 Press 1 or 2 To make the message private Otherwise 1 2 On hook Record a message Pick up a call from the VPS Press 1 to receive the message 1 Press 4 digit Password Enter the password that the sender assigned IF NEEDED ...

Page 30: ...essages that have not yet been delivered Included in undelivered messages are messages for which the recipient could not correctly enter the password After listening you have the option of deleting messages or changing schedules The System Administrator or the System Manager must authorize this feature before it can be used Log into your mailbox Press 6 6 Press 1 to change the schedule or delete t...

Page 31: ...Subscriber s Guide 31 Section 4 Special Features ...

Page 32: ...or Disable All Transfer Services The Intercom Paging 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 Log into your mailbox Press 4 Subscriber s Main Menu On hook 4 Press 1 1 To enable Call Blocking To enable Call Screening To enable Intercom Paging To enable Beeper Access To enable Transfer to Mail...

Page 33: ...message she is sent to the covering extension or to an operator if the covering extension is not specified To activate this feature your System Administrator must assign a Covering Extension to your mailbox The caller will not know to press 0 for transfer to your covering extension Therefore the caller must be instructed For example you might record the Busy Greeting in this way Hi this is Cindy S...

Page 34: ...the operator or 6 let the caller try another extension The Intercom Paging 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 On hook To set Leaving a Message Status To set Covering Extension Transfer Status To set Intercom Paging Status To set Beeper Access Status To set Operator Transfer Status Foll...

Page 35: ...e subscriber s line is busy or she cannot take the call or when she has enabled Call Blocking and 2 when the transfer destination of calls is set to a Logical Extension Not all subscribers have an interview mailbox The System Administrator or the System Manager must assign an interview mailbox On hook Log into your mailbox Press 4 Subscriber s Main Menu 4 Press 3 3 Press 1 to change Interview Mode...

Page 36: ...ly one subscriber you If a list is to be shared among several subscribers they should ask the System Administrator to create a System Group Distribution List or Lists Log into your mailbox Press 5 Subscriber s Main Menu On hook 5 Press 4 4 2 2 Enter the group distribution number 1 4 Group No Press 1 to record a group name 1 State the group name at the tone Press 2 to accept 2 Mailbox No Enter the ...

Page 37: ...rs individually or altogether Press to delete all members Press to review all members one by one in each case you can delete a member or skip it Just follow the prompts Log into your mailbox Press 5 Subscriber s Main Menu On hook 5 Press 4 4 Enter the group distribution number 1 4 Press 3 to delete a group member 3 Group No 2 2 1 To delete all members To delete 1 mailbox Make your selection 1 1 2 ...

Page 38: ...ng Group Distribution List Names Use this feature to delete a group distribution list name Log into your mailbox Press 5 Subscriber s Main Menu On hook 5 Press 4 4 Enter the group distribution number 1 4 Group No Press 1 to change group name 1 Press 3 to erase the group name 3 ...

Page 39: ... a distinct phone number to each device WHEN YOU PRESS 2 The System Administrator or the System Manager must authorize this feature before it can be used Message Waiting Lamp Notification Setting The VPS illuminates the message waiting lamp of your extension when your mailbox has a new message recorded Setting Device Status For each device the notification can be continuous disabled or enabled to ...

Page 40: ... after the telephone number 1112223333 in the example here Example 9P1112223333 PP123PP456PPX Please contact your System Administrator for more explanation Press 1 2 or 3 Enter a Line Access Code to seize a CO line IF NEEDED Line Access Code 1 2 3 Enter the Area Code Area Code Enter the telephone number and wait Telephone No Press 2 to accept 2 Press 1 to change 1 Press 1 or 2 for telephone or bee...

Page 41: ... Custom Service menu Callers can be guided to this menu in any language To record the question To set the answer length To erase the question 1 2 3 Log into your mailbox Press 6 Subscriber s Main Menu 6 Press 1 Press the desired button 1 Record a question Make your selection and repeat the steps Press 1 1 Press 1 to end recording 1 Press 2 to accept 2 IF NEEDED 1 To change this question 2 To skip ...

Page 42: ... system with DPT Integration see DPT Integration in the Glossary If you cannot use this feature ask your System Administrator or System Manager She might have disabled it You can go on to assign Caller ID numbers after accepting the recorded greeting When you change the greeting follow the steps in TO RECORD FOR THE FIRST TIME to rerecord Log into your mailbox Press 5 for Mailbox Management Subscr...

Page 43: ...h you should assign the following numbers 418 area code for Quebec Quebec and eastern Quebec 450 area code for Quebec central southern Quebec excluding Montreal 514 area code for Quebec Montreal area 819 area code for Quebec Western Quebec If you enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another number Log into your mailbox Press 5 Subscribe...

Page 44: ...er follow the steps in TO ASSIGN FOR THE FIRST TIME to assign Enter a Caller ID Greeting number 1 4 Caller ID Greeting No On hook 1 TO ADD Press 1 to add and repeat the steps 1 1 2 3 Press the desired button To add To delete To review or 1 2 To delete all To delete one TO DELETE Press 2 to delete 2 Press 2 to accept 2 Make your selection ...

Page 45: ...on in the Glossary The System Administrator or the System Manager can change the maximum number of Caller IDs for the Personal Caller Name Announcement for your extension If Caller ID Screening does not work consult your System Administrator or System Manager She might have disabled it If you enter a number which you have already assigned the prompt notifies you Follow the prompt and enter another...

Page 46: ...3 Make your selection 3 or 1 To delete all 2 To delete one 1 Press 2 to change 2 On hook TO CHANGE CALLER ID NUMBER Press 3 to accept and repeat the steps to change the next entry 3 State a caller name TO ADD OR DELETE TO CHANGE 1 To change Caller ID number 2 To change Caller Name 3 To accept Enter a Caller ID number up to 20 digits and wait Caller ID No Make your selection or TO CHANGE CALLER NAM...

Page 47: ...e you can monitor the incoming call through the handset 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 replacing the handset This feature is available to you only if you are using a Panasonic KX TD KX TDA series telephone system with DPT Integration see DPT Integration in the Glossary and if the System Admi...

Page 48: ...y Transfer TWT Record into another subscriber s mailbox 3 One Touch Two Way Transfer One Touch TWT Record into another subscriber s mailbox with one touch Available only with KX TDA series Normally conversation recording time is limited However there is an Unlimited Message Length option Call your System Administrator for assistance This feature is available to you only if you are using a Panasoni...

Page 49: ...ccess Code to seize a CO line Note about telephone number assignment and call forwarding setting The Remote Call Forward to CO feature only allows you to assign Telephone number 1 and or Telephone number 2 to enable call forwarding to the telephone number you have assigned above follow the instructions in 4 16 Remote Call Forwarding Set If you should change the telephone number after you have enab...

Page 50: ...ll FWD to CO feature If you hear Call forwarding not accepted Please check the destination number the forwarding setting has not been completed properly at your telephone system possibly because a nonexistent extension number has been entered as the destination If you hear this message even though a valid number has been entered consult your System Administrator To forward all calls To forward bus...

Page 51: ...ne Numbers for Call Forwarding to CO otherwise To set telephone number 1 and or To set telephone number 2 will not be heard Depending on your telephone system you can enter up to 24 or 16 digits using the keys 0 9 and for telephone numbers Please make sure you begin the telephone number with a Line Access Code to seize a CO line Be sure to exit from the menu AFTER the forwarding setting is accepte...

Page 52: ...to 32 digits using the keys 0 9 and for telephone numbers Please make sure you begin the telephone number with a Line Access Code to seize a CO line Important Note When the VPS calls to a CO line via a PRI ISDN Primary Rate Access Interface card of a Panasonic PBX please be sure to add after the telephone number 1112223333 in the example here Example 9P1112223333 Please contact your System Adminis...

Page 53: ...assign a DID number ask your System Administrator or System Manager She might have disabled it Depending on your telephone system you can enter up to 20 digits using the keys 0 9 and for telephone numbers Please make sure you begin the telephone number with a Line Access Code to seize a CO line Log into your mailbox Press 5 Subscriber s Main Menu 5 Press 7 7 TO SET CALLER ID NUMBER 1 AND 2 or TO S...

Page 54: ...g She will be guided to leave a message Disconnect The line will be disconnected Log into your mailbox Press 5 Subscriber s Main Menu 5 Press 8 8 TO CHANGE THE KEY ASSIGNMENT or TO REVIEW CURRENT SETTING Press 1 to change 1 Press 1 to change 1 Press 2 to accept 2 On hook Enter a key number 3 9 Key No TO CHANGE THE KEY ASSIGNMENT or TO CHANGE NO DTMF INPUT OPERATION 1 To transfer to mailbox To tran...

Page 55: ...ress 4 at any time to be transferred to Mr Smith Press 5 at any time for other extensions If you want to record a message just speak after the beep press 1 when you are finished and follow the system guidance instructions to leave your message in my mailbox You can assign up to 2 keys for the Transfer to Outside Please make sure you begin the telephone number with a Line Access Code to seize a CO ...

Page 56: ...4 19 Setting Personal Custom Service 56 Subscriber s Guide ...

Page 57: ...Subscriber s Guide 57 Appendix A Appendix ...

Page 58: ...l Custom Service Set Other Features 1 Set Interview Mailbox 2 Set Message Waiting Notification 3 Set External Delivery Message 4 Remote Call Forwarding Set Set Call Transfer Status 1 Call Blocking 2 Call Screening 3 Intercom Paging 4 Beeper Access 5 Transfer to Mailbox 6 All Disable Incomplete Handling Status 1 Leaving a Message 2 Covering Extension 3 Intercom Paging 4 Beeper Access 5 Operator 6 R...

Page 59: ...ts the caller to enter an extension number and then the VPS dials the number If there is no answer or the line is busy the caller is given some options including the option to leave a message in a mailbox This is the advantage of calling an extension indirectly through the Automated Attendant rather than calling it directly Call Blocking Connects the caller to the Incomplete Call Handling Service ...

Page 60: ... will use the personal caller name Company Greeting Up to 32 Company Greetings can be recorded to greet callers One or System Greeting or none can be selected for each Day Night Lunch Break and Holiday service on a port basis and trunk CO line basis Company Name This is played by the VPS to the intended receiver of an External Delivery Message when she is unable to enter correctly the password if ...

Page 61: ...ialing feature that permits an outside caller to dial a single digit 1 9 to reach a specific extension DID Call Routing Available with DPT Integration only on the KX TD500 V4M or higher The VPS automatically sends calls from pre assigned DID numbers to the specified extension mailbox including System Group Distribution List or Custom Service Direct Mailbox Access Available with DPT Integration onl...

Page 62: ...livered immediately or at a specified time External Message Delivery List Allows the subscriber to create 2 lists to deliver messages to outside parties Each list can have 8 destinations External Message Delivery Redial Allows the System Administrator to instruct the VPS when making external message deliveries how many attempts to make when the line is busy or when there is no answer Fast Forward ...

Page 63: ...and Signaling and DPT Integration Intercept Routing No Answer Transfers an unanswered call to another extension or to the VPS This is a PBX feature Intercom Paging Available with DPT Integration only Although Intercom Paging is generally paging through telephones internal paging paging through external speakers external paging is also supported Intercom Paging allows up to 16 different paging grou...

Page 64: ...otal length of time for messages in a subscriber s mailbox should be set between 5 and 100 min or unlimited length by the System Administrator or the System Manager Mailbox Extension Normally the same number as the telephone extension number Mailbox Management Allows a subscriber to alter the setting for personal mailboxes Menu A list of choices from which the user can select by using the telephon...

Page 65: ...enu Allows callers to choose the language they want System User 1 or User 2 prompts when they call the VPS Non Subscriber A caller to the VPS who does not own a mailbox Notification Method See Message Waiting Notification One Touch Two Way Transfer One Touch TWT Available with DPT Integration only on the KX TDA series Allows a subscriber to record a conversation into another person s mailbox with ...

Page 66: ... record messages to greet callers There are 3 kinds of Personal Greetings 1 No Answer Greeting 2 Busy Signal Greeting 3 After Hours Greeting Personal Greeting for Caller ID Available with DPT Integration only Each subscriber can record up to 4 Personal Greeting messages for calls from pre assigned Caller ID numbers Each greeting supports up to 8 Caller ID numbers Personal Group Distribution List A...

Page 67: ...rd to a CO Line 6 Forward Cancel See Remote Call Forward to CO Remote Call Forward to CO Available with DPT Integration only Allows the System Administrator to program Telephone number 1 and Telephone number 2 as the destination to which the callers are forwarded when the Remote Call Forwarding is set to an outside CO line This feature must be enabled in the COS Class of Service setting to be util...

Page 68: ...exclusive System Administrator Unlike the Message Manager and the System Manager who use a telephone to perform their duties the System Administrator uses a personal computer to program the VPS The System Administrator s handbook is the Installation Manual System External Message Delivery Duration Time The maximum time allowed for an external message that is to be delivered by the VPS specified by...

Page 69: ...essage After The VPS announces Time and Date Stamp after playing the recorded message None The VPS does not announce Time and Date Stamp Time Group A time frame in which Day Night Lunch or Break time period can be programmed It is possible to assign up to 8 different Time Groups Time Synchronization Available with DPT Integration only When the PBX sets a new date and time or when DPT Integration i...

Page 70: ...ding or Two Way Transfer The maximum recording time for other messages will automatically be set to 6 min Voice Mail A general term used for messages recorded over the phone from one person to another Voice Prompt Recorded VPS instructions to callers These are either system prompts or user prompts VPS Voice Processing System e g Panasonic KX TVP120 KX TVP220 and KX TVP320 ...

Page 71: ...Subscriber s Guide 71 ...

Page 72: ... manual is copyrighted by Panasonic Communications Co Ltd PCC Under the applicable copyright laws this manual may not be reproduced in any form in whole or part without the prior written consent of PCC and its licensee 2003 Panasonic Communications Co Ltd All Rights Reserved PSQX3034YA KK0903YK1054 ...

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