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Panasonic KX-TVS100E Subscriber'S Manual Download Page 12

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.

Summary of Contents for KX-TVS100E

Page 1: ...MODEL KX TVS100E Pleasereadbefore using Voice Processing System S G UBSCRIBER S UIDE Panasonic TVP100 VOICE PROCESSING SYSTEM KX TVP100 ...

Page 2: ...ges 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 NOTE This Subscriber s Guide does not show complete model numbers that indicate the country where your models should be used The model num...

Page 3: ...l 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 ad...

Page 4: ...r 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 besides the Subscriber or the System Manager ...

Page 5: ...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 y...

Page 6: ...on 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 Messa...

Page 7: ...etings 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...

Page 8: ...nd 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 ...

Page 9: ...name press and 1 If you are using a rotary telephone stay on the line To call the operator press 0 3 Press then enter your mailbox number Enter your password followed by 4 Enter 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 proce...

Page 10: ...y 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 whi...

Page 11: ...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 ...

Page 12: ...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 ...

Page 13: ... to use the Receive Message menu The VPS tells you the number of messages Then it plays the messages 3 Press 0 to listen to the whole menu for Help You can end your call by pressing 9 Subscriber s Main Command Menu 1 2 3 4 5 6 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...

Page 14: ...hoose 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 i...

Page 15: ...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 Tip Step 3 You can receive the whole menu by pressing 0 for Help Note Option 3 is available only once Second time will erase the message ...

Page 16: ... 5 Record your message at the tone 6 Press 1 to end recording 7 Press 2 to accept 8 Press 1 to set delivery time 9 Press 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 ...

Page 17: ...essages 3 Press 7 to use the Message Transfer menu 4 Enter the mailbox number of the intended recipient 5 Press 2 to accept 6 Press 2 to record a comment 7 State your comment and press 1 to end recording 8 Press 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 ...

Page 18: ...u can erase messages during playback Erased mes sages cannot be recovered 1 Log in the main command menu The VPS tells you the number of messages 2 Press 1 to use the Receiving Messages menu The VPS tells you the number of messages and the message information Then it plays the message 3 Press 3 to erase the messages Tip Step 3 Messages are erased one at a time After a message is erased you will he...

Page 19: ...vice after the message is recorded 1 Pick 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 2 Press 1 to receive the message 3 Enter the password and Now you are in the main command menu 4 Follow steps 2 3 of Receiving Messages Tip Step 3 1 Receive Message Receive Message VPS Calls you Password Subscriber s Main Command M...

Page 20: ...th 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 This feature is available only if your company is using a Pana sonic KX TD series telephone system Note For detailed information please re...

Page 21: ...o this feature you can record the conversation that you are having You should give your party a notice before recording that your conversation will be recorded This feature is available only if your company is using a Pana sonic KX TD series telephone system A beep sounds every sixteen seconds during recording ...

Page 22: ...ing 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 3 Sending Messages This chapter tells you how to send messages including recording and delivery ...

Page 23: ...month and 14 Press 2 to accept Delivering Messages to Other Subscribers Tip Step 3 You can enter by name if you press 1 first Also you can specify a Per sonal Group Distribution List or a Sys tem Group Distribution List by enter ing the number followed by Step 4 You can review the mailing list by pressing 3 Step 6 You can press 2 to pause recording while you are in the message record ing process R...

Page 24: ...ry delivery status of up to 84 message transmissions 1 Log in the main command menu 2 Press 3 to check distribution status 3 Press 3 to cancel the message or delete verification 4 Select 1 to delete verification of this message or 2 to cancel message delivery Subscriber s Main Command Menu 1 4 5 6 Check M B Distribution Go to Step 3 2 3 Tip Step 3 You can listen to the message by pressing 1 ...

Page 25: ...embers 6 Press 1 to add members to the list You can have up to 8 members on the list 7 Enter the telephone number 8 Press 2 to accept the number 9 Record the name and press 1 10 Press 2 to accept 11 Press 1 to continue adding members or 2 to end If you press 1 you will repeat steps 7 11 Subscriber s Main Command Menu 1 3 4 5 Other Features 1 Message Waiting Notification Setting Interview M B Manag...

Page 26: ... to the Delivery List Menu See steps 1 5 in Setting up an External Message Delivery List 6 Press 2 to delete members from the list 7 Press 1 to delete all members from the list Otherwise press 2 8 Press 1 to delete the number or 2 to keep the number and play the next telephone number ...

Page 27: ... Delivery Status Record Message Mailing List Setting 2 2 6 3 1 To use this feature you must have your System Manager authorize it beforehand 1 Log in the main command menu 2 Press 6 for Other Features 3 Press 3 for External Message Delivery 4 Press 1 to record an external delivery mes sage 5 Press 1 to send to a recipient 6 Enter the telephone number 7 Press 2 to accept the number 8 Enter the pass...

Page 28: ...tus The VPS tells you when the message is being sent 5 Press 1 to reschedule the setting 6 Press 1 to cancel the external message delivery To change the time and date press 2 See Sending External Delivery Messages steps 10 to 13 Subscriber s Main Command Menu 1 3 4 5 Other Features 1 Message Waiting Notification Setting Interview M B Management External Message Delivery Go to Step 5 2 3 Check Deli...

Page 29: ...r 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 Chapter 4 Caller Handling This chapter describes how callers can be handled by the Subscriber s mailbox ...

Page 30: ...ne who reaches the Voice Mail Service can record messages in the mailboxes 1 Call the VPS and access the Voice Mail Ser vice If the system supports multiple service up to three languages you will hear a selection menu 2 If you hear the above prompt press the number of the appropriate language 3 Enter the mailbox number of the intended recipient To enter by name press 1 and first 3 or 4 letters of ...

Page 31: ...e VPS guides you to the General Delivery Mailbox where you can leave your message The recorded messages will be delivered to your intended party later Callers who do not enter any thing because they are unfamiliar with the VPS can also leave messages in the same way 1 Call the VPS and access the Voice Mail Ser vice 2 Wait a moment 3 State your message 4 Hang up the phone 1 0 Selection Prompt Rotar...

Page 32: ...ge 4 Enter the password and Then the VPS plays the external message 5 Press to end the call 1 2 Selection Prompt Receive Message Call Back VPS Calls you 3 Hold Receive Message Password 0 Help 2 1 Reply Repeat End Tip Step 4 If a password is not assigned you can listen directly to the message If you enter the incorrect password three times the VPS will play the following prompt and you cannot recei...

Page 33: ...Mes sages 5 Press 2 to reply to the message 6 Record the message and press 1 to con tinue 7 Press 2 to accept 8 Press 1 to set this message to a private message Otherwise press 2 1 2 Selection Prompt Receive Message Call Back VPS Calls you 3 Hold Receive Message Password 0 1 Reply 2 Go to Step 6 ...

Page 34: ...he 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 Call...

Page 35: ...alls to your exten sion 2 Call Screening Tells you the caller s name before you answer the call Then you can decide whether or not to answer it 3 Intercom Paging Pages you over the Intercom Paging System 4 Calling a Beeper Calls your beeper and displays the call er s callback number on the LCD 5 Disable all transfer services Rings your extension directly Subscriber s Main Command Menu 1 2 3 4 5 6 ...

Page 36: ... Extension Setting up a Covering Extension lets you have incom ing calls and messages transferred to a designated extension This extension also performs as a personal operator When the caller presses 0 while receiving the personal greeting the call is transferred to this extension 1 Log in the main command menu 2 Press 4 for Automated Attendant status 3 Press 2 to set up a covering extension 4 Pre...

Page 37: ...wner by intercom notify the mailbox s owner via beeper transfer the caller to the operator or let the caller try another extension You may enable as many features as you may need among the six 1 Log in the main command menu 2 Press 4 for Automated Attendant status 3 Press 4 to set the Incomplete Call Handling status Enabling Leaving a Message Status 1 Press 1 The VPS tells you the current status 2...

Page 38: ... 2 Press 1 to change or 2 to accept enable disable Enabling Operator Transfer Status 1 Press 5 The VPS tells you the current status 2 Press 1 to change or 2 to accept enable disable Returning to Top Menu Automated Attendant Service Status 1 Press 6 The VPS tells you the current status 2 Press 1 to change or 2 to accept enable disable ...

Page 39: ...ew mailbox number beforehand If you are not available to answer calls those calls are treated according to the Incomplete Call Handling Status setting When callers decide to leave messages in your mailbox you can specify whether callers are directed to your regular mailbox or your interview mailbox 1 Log in the main command menu 2 Press 4 for Automated Attendant status 3 Press 3 to set the message...

Page 40: ...menu 2 Press 5 for Mailbox Management 3 Press 1 to record a personal greeting 4 Press 1 3 to change the greeting The VPS tells you the current personal greeting if it exists 5 Press 1 to record a greeting 6 Record your greeting and press 1 7 Press 2 to accept 8 Confirm your setting and press 2 to accept Tip Step 4 1 No answer greeting 2 Busy greeting 3 After hours greeting Step 7 1 Review 2 Accept...

Page 41: ...e your System Manager delete it then you can assign a new one You have the option of assigning a password to your mailbox to prevent someone else accessing it to receive Subscriber s Service A password should be no longer than eight digits and the valid keys are from 0 to 9 You can change it at any time 1 Log in the main command menu 2 Press 5 for Mailbox Management 3 Press 2 to change the passwor...

Page 42: ...ecording This recording is played for callers who have reached your mailbox This assures them that they are in the right mailbox In addition when a caller is specifying the mailbox by entering first three or four letters of the owner s last name the VPS will announce a series of the recorded names among which they can select 1 Log in the main command menu 2 Press 5 for Mailbox Management 3 Press 3...

Page 43: ... Delivery and Message Transfer to send the same message to several mailboxes with a single operation Up to four lists can be maintained at the same time and each list can contain up to twenty members 1 Log in the main command menu 2 Press 5 for Mailbox Management 3 Press 4 to set the group distribution list 4 Enter the group number 1 4 5 Press 2 to add members to the list 6 Enter the mailbox numbe...

Page 44: ...ss 5 for Mailbox Management 3 Press 4 to set the group distribution list 4 Enter the group number 1 4 5 Press 1 to record the group name 6 Record the name and press 1 7 Press 2 to accept Recording the Names of Personal Group Distribution Lists Subscriber s Main Command Menu 1 2 3 5 4 6 Mailbox Management 3 Change Owner s Name 1 2 Change Password Change Personal Greeting Group Distribution List Set...

Page 45: ...up Distribution List Setting Group No 3 4 Delete Members 1 2 Add Members Change Group Name Review List Go to Step 6 4 Deleting from Personal Group Distribution Lists 1 Log in the main command menu 2 Press 5 for Mailbox Management 3 Press 4 to set the group distribution list 4 Enter the group number 1 4 5 Press 3 to delete members from the list 6 Press 2 to delete a member 7 Press 1 to delete the m...

Page 46: ...vice Status Message Waiting Lamp Status Assign Tel No 2 6 3 2 1 The VPS illuminates the message waiting lamp of your extension when a new message is recorded in your mailbox 1 Log in the main command menu 2 Press 6 for Other Features 3 Press 2 to set Message Waiting Notifica tion 4 Press 1 to change the Message Waiting Lamp Notification Status 5 Press 1 to change the Message Waiting Lamp Notificat...

Page 47: ...appropriate The VPS can notify your beeper with the callback number of the party who left the message For this feature to work the telephone number stored on the VPS for your beeper must include the beeper display command Setting Device Status For each device the notification is enabled disabled or enabled on the preset schedule If you want to enable it on the schedule contact your System Administ...

Page 48: ...ephone or beeper numbers where you wish to receive notification calls up to three You can use the keys 0 to 9 a tone pulse switch 1 3 Same as the Message Waiting Lamp Status 4 Press 3 to assign the telephone number 5 Press 1 to change the first telephone number 2 to change the second telephone number 3 to change the third telephone number 6 Press 1 to set the telephone number 7 Enter the telephone...

Page 49: ...ur to thirty two seconds The answers are recorded in a string and stored in your mailbox 1 Log in the main command menu 2 Press 6 for Other Features 3 Press 1 for Interview Mailbox Manage ment 4 Press 2 to set the answer length The VPS plays the question No 1 if it has been recorded 5 Press 1 to set or change the length of ques tion No 1 The VPS plays the length if it has been set 6 Press 1 to cha...

Page 50: ... 6 for Other Features 3 Press 1 for Interview Mailbox Manage ment 4 Press 1 to record questions The VPS plays the question 5 Press 1 to record question No 1 6 Record the question and press 1 to end recording 7 Press 2 to accept the question The VPS plays the next question 8 Repeat steps 6 8 Tip Step 5 You can go to the next question by pressing 2 and to the previous question by pressing 3 You can ...

Page 51: ...rase question No 1 The VPS plays the next question 6 Repeat step 5 Subscriber s Main Command Menu 1 3 4 5 Other Features 1 Message Waiting Notification Setting Interview M B Management External Message Delivery Go to Step 5 2 3 Answer Length Record Question Erase Question 2 6 3 2 1 Tip Step 5 You can go to the next question by pressing 2 and to the previous question by pressing 3 You can jump to t...

Page 52: ... Handling Status 1 2 3 4 Record Personal Greetings Set Password Enter Owner s Name Set Group Distribution Lists 1 Set Interview Mailbox Entering a Mailbox 2 1 3 5 4 Receive message Deliver message Check mailbox distribution For Automated Attendant Status For Mailbox Management Name 1 RECORD MESSAGES Mailbox No Mailbox No Password MAIN COMMAND 1 Receive 2 Deliver Enter the mailbox number 3 Check Ma...

Page 53: ...Busy After Hours Record Question Set Answer Length Erase Question Message Waiting Lamp Device Status Assign Telephone Numbers Schedule Continuously Do not use Note Press at any time to exit the menu Press to have the Help menu If you have to hang up before the prompt is finished press Then hang up the phone 0 9 Service Access Commands Commands ABC 2 1 DEF 3 JKL 5 GHI 4 MNO 6 TUV 8 PRS 7 WXY 9 0 1 ...

Page 54: ...Memo ...

Page 55: ...Memo ...

Page 56: ...Matsushita Electric Industrial Co Ltd Central P O Box 288 Osaka 530 91 Japan ...

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