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Panasonic KX-TVS110 Subscriber'S Manual Download Page 24

Sending Messages

24

Subscriber's Guide

3.2

Checking Mailbox Distribution

This function allows you to check the status of messages, which you have recorded in your 
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

Summary of Contents for KX-TVS110

Page 1: ...Voice Processing System Subscriber s Guide Panasonic Please read before using and save this manual for future use KX TVS110 KX TVS200 KX TVS300 Model ...

Page 2: ...omate the handling of callers And more 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 Basic 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 mailbo...

Page 3: ...escribes 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 4: ...livering Messages to Other Subscribers 22 3 2 Checking Mailbox Distribution 24 3 3 Setting up an External Message Delivery List 25 3 4 Sending External Delivery Messages 26 3 5 Receiving External Delivery Messages 28 3 6 Replying to External Delivery Messages 29 3 7 Checking and Setting External Message Delivery Status 30 4 Special Features 4 1 Call Transfer Status 32 4 2 Covering Extension 33 4 3...

Page 5: ...4 11 Assigning Caller ID Numbers for Personal Greeting for Caller ID 43 4 12 Personal Caller Name Announcement 45 4 13 Live Call Screening 47 4 14 Recording a Two Way Conversation 48 4 15 Setting Telephone Numbers for Call Forwarding to CO 49 4 16 Remote Call Forwarding Set 50 Appendix Quick Reference 54 Glossary 55 ...

Page 6: ...Table of Contents 6 Subscriber s Guide ...

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

Page 8: ...to Custom Service Off hook Extn No of VPS Enter the extension number of the VPS FROM YOUR EXTENSION or FROM ANOTHER EXTENSION FROM YOUR EXTENSION When the Direct Mailbox Access is enabled IF YOU HAVE SET YOUR PASSWORD Password Enter the password and press 1 3 4 5 6 2 To receive a message To deliver a message To check the mailbox distribution For automated attendant status For mailbox management Fo...

Page 9: ... your callers will be confused TO CHANGE OR ERASE Log into your mailbox Press 5 Subscriber s Main Menu 5 Press 1 1 No Answer Busy Signal After Hours Follow the prompts according to your needs 1 2 3 TO RECORD FOR THE FIRST TIME or TO CHANGE OR ERASE Caller ID 4 On hook Record greeting at the tone Press 2 to accept Follow the prompts according to your needs Press 1 to end recording 1 1 To review 3 T...

Page 10: ...epted Otherwise the greeting will not be stored By system default the maximum length of a personal greeting is 16 s If you need more 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 rerecord It is recommended that you mention your name in each personal greeting because the regular announc...

Page 11: ... 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 FOR THE FIRST TIME Password Enter the password and press Press 1 1 WHEN YOU CHANGE OR CLEAR YOUR PASSWORD New P...

Page 12: ...tion 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 Press 3 3 State the name at the tone State the name at the tone Press 2 2 Press 3 3 TO CHANGE Press 1 1 or 3 TO ERASE On hook or FOR THE...

Page 13: ...n 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 the VPS cannot help you pressing this during system prompts takes y...

Page 14: ...Mailbox Setup 14 Subscriber s Guide ...

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

Page 16: ...ot enabled the Delete Message Confirmation feature to your mailbox see Delete Message Confirmation in Glossary selecting option 3 a second time will erase the message The VPS will automatically erase messages after a specified number of days Your System Administrator or System Manager controls the number of days to maintain the messages Log into your mailbox Press 1 Subscriber s Main Menu 1 Press ...

Page 17: ...ered tomorrow If today is February 16 and you enter 5 the message will be delivered March 5th 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 1 To return to a previous menu Follo...

Page 18: ...onal 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 P...

Page 19: ... 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 mailbox number IF NEEDE...

Page 20: ...Receiving Messages 20 Subscriber s Guide ...

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

Page 22: ...ts 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 OPTION1 Enter the mailbox by NUMBER OPTION2 Enter the mailbox by NAME or Enter the mailbox number Press 2 to accept the mailbox number entered Mailbox...

Page 23: ...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 5 00 is entere...

Page 24: ... 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: ...ress 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 to end 2 On hook TO...

Page 26: ...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 Enter a...

Page 27: ... 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 an outside line via the KX TD500 PRI Card KX TD50290 PRI23 ISDN Primary Rate Access Interface card be sure to add after the telephone number 1112223333 in the example here Example 9P11...

Page 28: ...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 messages are ...

Page 29: ... 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: ...t 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 the message 1 Press 3...

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

Page 32: ...Beeper or Disable All Transfer Services The Intercom Paging feature is available only if you are using a Panasonic KX T series telephone system with DPT Integration see DPT Integration in 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 disable All Transfer Service...

Page 33: ...sage 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 Sorr...

Page 34: ... operator or 6 let the caller try another extension The Intercom Paging feature is available only if you are using a Panasonic KX T series telephone system with DPT Integration see DPT Integration in 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 Follow the prompts ...

Page 35: ...scriber 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 Mess...

Page 36: ...criber 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 mailbox num...

Page 37: ...ally 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: ...ribution 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: ...nct 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 a preset...

Page 40: ...press 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 Telephone No Press 2 to accept 2 Press 1 to change 1 Press 1 or 2 for telephone or beeper notification 1 2 or On hook TO CHANGE To insert a pause or special command enter the partial number and wait for the options menu Press 5 to enter a pause ...

Page 41: ...rview Mailbox as a keypad option to a 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 On hook Record a question Make your selection and repeat the steps Press 1 1 Press 1 to end recording 1 IF NEEDED 1 To review...

Page 42: ...ntegration see DPT Integration in 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 Subscriber s Main Menu 5 Pre...

Page 43: ...the prompt notifies you Follow the prompt and enter another number Log into your mailbox Press 5 Subscriber s Main Menu 5 Press 1 1 Press 4 4 TO ASSIGN FOR THE FIRST TIME or TO ADD OR DELETE Enter a Caller ID Greeting number 1 4 Press 2 to accept 2 On hook IF NEEDED Press 1 to change 1 IF NEEDED Press 1 to add more numbers and repeat the steps 1 Press 2 to accept 2 Press 2 to end 2 Enter a Caller ...

Page 44: ...Special Features 44 Subscriber s Guide When you add a Caller ID number follow the steps in TO ASSIGN FOR THE FIRST TIME to assign ...

Page 45: ...ssary 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 number Log i...

Page 46: ...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 Caller ID No Make your selection or TO CHANGE CALLER NAME ...

Page 47: ...an 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 T series telephone system with DPT Integration see DPT Integration in Glossary and if the System Administrator has provi...

Page 48: ...keys 1 Two Way Recording TWR Record into your own mailbox 2 Two Way Transfer TWT Record into another subscriber s mailbox 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 Panasonic KX T series telephone system with DPT Integration see DPT Integra...

Page 49: ...ze 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 enabled call forwardi...

Page 50: ...Call 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 b...

Page 51: ...Numbers for Call Forwarding to CO otherwise To telephone number 1 and or To 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 accepted otherwise...

Page 52: ...Special Features 52 Subscriber s Guide ...

Page 53: ...Appendix Subscriber s Guide 53 Appendix ...

Page 54: ...ew 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 All Disable Incomplete Handling Status 1 Leaving a Message 2 Covering Extension 3 Intercom Paging 4 Beeper Access 5 Operator 6 Return to AA Service Top Menu 1 Dial by Name 7 R Restart Main Menu 3 D D...

Page 55: ... moved to another mailbox Automated Attendant The Automated Attendant feature of the VPS requests 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...

Page 56: ...nal caller name announcements the VPS 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 unabl...

Page 57: ...Dialing A speed dialing feature that permits an outside caller to dial a single digit 1 9 to reach a specific extension Direct Mailbox Access Available with DPT Integration only A subscriber can enter her mailbox directly when she calls the VPS from her extension She does not have to enter any special codes except for her password if one is established DPT Integration Digital integration between t...

Page 58: ...neral Delivery Mailbox When the caller does not dial anything either because she does not want to or she is using a rotary telephone the VPS sends her to the General Delivery Mailbox Periodically daily is best the Message Manager should transfer the contents of the General Delivery Mailbox to the appropriate destinations Hash Sign Same as Pound Sign HELP One of the utility commands that is used to...

Page 59: ...T Integration only Allows up to 16 different paging groups An outside party can reach a subscriber who is away from her telephone using either internal or external page groups For a Caller ID caller if her name has been recorded for the Caller Name Announcement feature the name will be announced at the end of the page Interview Service A special type of subscriber mailbox that enables the subscrib...

Page 60: ...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 telephone keypad or the keys from a personal computer Message Manager Mailbox 98 998 9998 or 99998 The person who ta...

Page 61: ...r 3 by a beeper Multilingual Selection Menu The Message Manager is responsible for recording this menu 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 Operator Up to 3 destinations can be assigned as operators This is the extensio...

Page 62: ...n List A subscriber can maintain up to 4 distribution lists each containing a maximum of 20 mailboxes Using this list she can send the same message to all members of a specific distribution list at once Port The point of connection between the PBX and the VPS Pound Sign The key on the telephone keypad Private Message A message recorded as a private message cannot be forwarded You can specify priva...

Page 63: ...rwarding settings available 1 Forward All Calls 2 Forward Busy Calls 3 Forward No Answer Calls 4 Forward Busy or No Answer Calls 5 Forward to a CO Line 6 Forward Cancel See Remote Call Forward to CO Review Plays back a message Rewind Replays the last 4 s of a message Rotary Telephone A telephone capable of pulse dial only Callers using a rotary telephone will be automatically forwarded to the oper...

Page 64: ... maximum time allowed for an external message that is to be delivered by the VPS specified by the System Administrator System Group Distribution List The VPS can maintain up to 20 distribution lists each containing a maximum of 20 mailboxes Each list is referenced by a System Group Distribution List number and is assigned via system administration A recording into a System Group Distribution List ...

Page 65: ...ailbox Two Way Transfer TWT Available with DPT Integration only Allows a subscriber to record a conversation into another person s mailbox Unlimited Message Length Permits a mailbox owner to record two way conversations of unlimited length into her or another person s mailbox Two Way Recording or Two Way Transfer The maximum recording time for other messages will automatically be set to 6 min Voic...

Page 66: ...Glossary 66 Subscriber s Guide ...

Page 67: ...Glossary Subscriber s Guide 67 ...

Page 68: ...s licensee 2001 Kyushu Matsushita Electric Co Ltd All Rights Reserved Printed in Japan PSQX2219YA KK0301AH1071 Panasonic Consumer Electronics Company Division of Matsushita Electric Corporation of America One Panasonic Way Secaucus New Jersey 07094 www panasonic com Panasonic Sales Company PSC Division of Matsushita Electric of Puerto Rico Inc Ave 65 de Infantería Km 9 5 San Gabriel Industrial Par...

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