Panasonic Kx Tva50 Subscribers Manual

							Document Version  3.0  2010/06Subscriber’s ManualVoice Processing SystemModel No.    KX-TVA50
KX-TVA200Thank 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-TVA50/KX-TVA200: Version 3.0 (Main Software Version 3.00 or later)    
						

							Introduction
About this Manual This Subscriber’s Manual  is designed to help you configure your mailbox, use common
voice mail features, and introduce you to the many advanced features that will improve
your productivity in countless ways.
This manual is divided into the following sections:
1  Introduction to the VPS
This section provides you with a brief overview of what the VPS is and what it can help
you do.
2  Logging in to and Configuring Your Mailbox
This section shows you how to log in to your VPS mailbox and customize your mailbox
to suit your needs.
3  Message Playback and Related Features
This section shows you how to play back messages left in your mailbox and use other
features related to message playback.
4  Sending Messages
This section shows you how to send messages to other people in your office and to
outside parties.
5  Other Features
This section introduces the many advanced features offered by the VPS.
6  DPT Feature Programming for KX-TDE, KX-TDA, and KX-TAW Series
PBXs
This section shows you how to program your telephone to use DPT Integration features
that are available when your office uses a KX-TDE, KX-TDA, or KX-TAW series PBX.
7  APT/DPT Feature Programming for KX-TA and KX-TD Series PBXs
This section shows you how to program your telephone to use APT and DPT Integration
features that are available when your office uses a KX-TA or KX-TD series PBX.
8  Appendix
This section provides additional information to help you use common VPS features
quickly and easily.
Index
An alphabetical listing of features and terms, as well as the page numbers of related
sections.2Subscriber’s ManualDocument Version  3.0  2010/06Introduction 
						

							Table of Contents1 Introduction to the VPS .. ........................................................................... 5
1.1 Introduction to the VPS .. ................................................................................. 5
2 Logging in to and Configuring Your Mailbox ..........................................7
2.1 Logging in to Your Mailbox .. ........................................................................... 7
2.2 Subscriber Tutorial (Easy Mailbox Configuration) .. ......................................8
2.3 Changing or Deleting Your Personal Greeting Messages .. ........................10
2.4 Changing Your Password .. ............................................................................ 12
2.5 Changing or Deleting Your Subscriber Name .. ...........................................13
2.6 Common Service Commands and Navigation Commands .. ......................14
3 Message Playback and Related Features ..............................................15
3.1 Playing Messages .. ........................................................................................ 15
3.2 Replying to Messages .. .................................................................................. 18
3.3 Transferring Messages .. ................................................................................ 20
3.4 Remote Access .. ............................................................................................. 21
4 Sending Messages .. ................................................................................ 22
4.1 Sending Messages—Overview .. ................................................................... 22
4.2 Message Delivery .. ......................................................................................... 23
4.3 External Message Delivery .. .......................................................................... 25
4.4 Receiving External Delivery Messages .. ......................................................27
5 Other Features .. ....................................................................................... 28
5.1 Call Transfer .. ................................................................................................. 28
5.2 Incomplete Call Handling .. ............................................................................ 29
5.3 Assigning Your Covering Extension .. ..........................................................30
5.4 Interview Mailbox .. ......................................................................................... 31
5.5 Message Reception Mode .. ........................................................................... 32
5.6 Personal Group Distribution Lists .. ..............................................................33
5.7 External Message Delivery Lists .. .................................................................34
5.8 Message Waiting Notification .. ..................................................................... 35
5.9 E-mail Integration (Message Notification by E-mail) .. .................................37
5.10 Personal Greetings for Caller ID .. .................................................................38
5.11 Personal Caller Name Announcement .. .......................................................40
5.12 Live Call Screening (LCS) .. ............................................................................ 41
5.13 Recording Your Conversations .. ..................................................................42
5.14 Voice Mail Transfer .. ...................................................................................... 43
5.15 Remote Call Forwarding .. .............................................................................. 44
5.16 Assigning and Canceling Telephone Numbers for Call Transfer to Outside Line .................................................................................................................. 46
5.17 Assigning Your Telephone Numbers for Remote Automatic Log-in and Toll
Saver .. .............................................................................................................. 47
5.18 Personal Custom Service .. ............................................................................ 48
5.19 Timed Reminder .. ........................................................................................... 50
5.20 Bookmarks .. .................................................................................................... 51
5.21 Recovering Deleted Messages .. .................................................................... 52Document Version  3.0  2010/06Subscriber’s Manual3
Table of Contents 
						

							5.22 Mailbox Capacity Warning ............................................................................. 53
6 DPT Feature Programming for KX-TDE, KX-TDA, and KX-TAW Series PBXs .. ....................................................................................................... 54
6.1 Programming Your Extension for LCS .. .......................................................54
6.2 Programming Your Extension for Conversation Recording .. ....................56
6.3 Programming Your Extension for Voice Mail Transfer .. .............................57
7 APT/DPT Feature Programming for KX-TA and KX-TD Series PBXs .. ....................................................................................................... 58
7.1 Programming Your Extension for LCS .. .......................................................58
7.2 Programming Your Extension for Conversation Recording .. ....................60
7.3 Programming Your Extension for Voice Mail Transfer .. .............................61
8 Appendix .. ................................................................................................ 62
8.1 Quick Reference .. ........................................................................................... 62
8.2 Service Access Commands .. ........................................................................ 64
8.3 Using VM Menu .. ............................................................................................. 65
Index .................................................................................................................. 694Subscriber’s ManualDocument Version  3.0  2010/06
Table of Contents 
						

							1   Introduction to the
VPS
1.1  Introduction to the
VPS
The Panasonic Voice Processing System
(VPS) is a powerful tool that will help you
manage your voice communications and
thereby increase your productivity. As a
subscriber (the owner of a VPS mailbox),
you can:
• Send a message to one or more people
inside or outside your office.
• Transfer messages to other subscribers
and add your own comments.
• Access your mailbox and listen to your messages, even when out of the office.
• Have the VPS call, beep, or e-mail you when someone leaves you a message.
• Be notified by the message waiting lamp
on your extension when new messages
have been recorded in your mailbox.
• Screen your calls.
• Create a set of options and functions exclusive to your mailbox (Personal
Custom Service) that can be selected by
your callers.
• And more…
Before You Begin
In order to use the VPS as a subscriber, you
need to know the following information. The
VPS System Manager can help you if you
do not know this information.
• The extension number of the VPS that you should dial in order to access the
VPS.
• Your mailbox number and extension number (In many cases these are the
same number, but it is possible they are
not).
• Your mailbox password (if set).
• The System Manager’s telephone number. The System Manager is the
person you should refer to when you
have any problems with the VPS.
Once you know this information, you are
ready to use the VPS.
Using the VPS
There are two ways to use the VPS; you can
be either a subscriber, or a caller.
A subscriber is a VPS user who has his or
her own mailbox. Subscribers can play back
their own messages, leave messages for
other subscribers, record a message that is
then sent to multiple parties (including
outside parties), record greeting messages,
etc. In order to use the VPS as a subscriber,
you must first "log in" to your mailbox. This
usually involves dialing your mailbox
number and entering your password. Once
you have logged in, you can use
"Subscriber Services"; Subscriber Services
are all the features and functions you can
access or perform as a subscriber.
A caller can generally be thought of as an
outside party. Callers can leave messages
for VPS subscribers or use the VPS to be
connected to specific extensions, but they
do not log in to the VPS before using these
features, and the number of features they
can use is limited.
Prompts
One essential characteristic of the VPS is its
use of "prompts". Prompts are recorded
voice guidance messages that help you set
and use VPS features. Prompts also help
callers when the VPS is handing their calls.
Depending on how your VPS is
programmed, subscribers and callers can
select the language they prefer for VPS
prompts.
Prompt example:
Main Menu of Subscriber Services
"To receive the message, press [1]."
"To deliver a message, press [2]."
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							"For mailbox management, press [3]."
"For Automated Attendant status, press
[4]."
"To set up Message Waiting Notification,
press [5]."
"For other features, press [6]."
"To end this call, press [*]."
VM Menu
Certain PBXs (telephone systems) and
telephones are compatible with "VM
Menu"; this feature displays VPS prompts
on the display of your telephone, prompting
you visually instead of audibly. To select a
VPS operation displayed on the display,
press the soft button next to the desired
prompt. Use the Navigator Key to scroll up
or down to view additional prompts when
available (When the Navigator Key is not
used to scroll up or down through options, it
can be used to adjust volume.).
This feature is not available with certain
PBXs and may be disabled by the System
Administrator or System Manager for your
mailbox.
VM Menu example:
Main Menu of Subscriber Services
Note
•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 instructions.
• If too many subscribers are using VM Menu at the same time, VM
Menu messages will not be
displayed and prompts will be heard
instead.
• This feature is only available with Panasonic KX-TDE and KX-TDA
series PBXs using DPT Integration.
For more information, consult your
System Administrator. For more
information on VM Menu, see
8.3  Using VM Menu.
Logging in to Your Mailbox for the
First Time
The first time you log in to your mailbox,
there are certain mailbox settings you
should perform before using any other
Subscriber Services. These settings identify
you as the owner of your mailbox, and are
described in "2  Logging in to and
Configuring Your Mailbox".
• Password
• Subscriber’s Name
• No Answer Greeting
Your VPS may be programmed to initiate a
" Subscriber Tutorial " the first time you log in
to your mailbox. If the Subscriber Tutorial is
enabled, VPS prompts will guide you
through the mailbox configuration process.
6Subscriber’s ManualDocument Version  3.0  2010/061.1 Introduction to the VPSMain Menu
 Receive Msg.
 Deliver Msg.
 Mbx. Management
 A.A. Status
      EXIT  ENTER  
						

							2   Logging in to and
Configuring Your
Mailbox
2.1  Logging in to Your
Mailbox
In order to access Subscriber Services (to
play messages, change mailbox settings,
etc.), you must first log in to your mailbox.
There are 2 ways to log in to your mailbox:
Automatic Log-in:
When logging in to your mailbox from your
own extension, you do not need to enter any
special commands or your mailbox number.
This feature is not available with certain
PBXs and may be disabled by the System
Administrator for your mailbox.
Manual Log-in:
You need to enter the Voice Mail Service
Command [#6] followed by [
] and your
mailbox number. Manual Log-in is
necessary when logging in to your mailbox
using someone else’s extension, when
Automatic Log-in is not available with your
PBX, 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 new
messages you have, or the VM Menu will be
displayed.
Automatic Log-in
1. Go off-hook.
2. Enter the extension number of the VPS.
3. Enter your password, then 
.
• You can skip this step if your mailbox
has no password.
Manual Log-in
1. Go off-hook.
2. Enter the extension number of the VPS.
3.
 
4. and your mailbox number.
5. Enter your password, then 
.
• You can skip this step if your mailbox
has no password.
Note
• When following audible promptsonly: if Autoplay New Messages is
enabled for your mailbox, new
messages will be played back
automatically each time you log in to
your mailbox. New messages will be
played back one after the other
automatically (i.e., you do not need
to press a button to play the next
message). For more information,
consult your System Administrator.
• If Message Waiting Lamp is enabled
for your mailbox, the message lamp
on your telephone will light when you
receive a new message. You can log
in to your mailbox and play back a
new message automatically simply
by going off-hook and pressing the
message button on your telephone.
The VPS will play back the first new
message only. To play back other
messages, press the appropriate
button.
• The VPS will announce the number of total messages, the number of
new messages, or the length of new
messages depending on the Class
of Service (COS) settings of your
mailbox.
• If the Subscriber Tutorial is enabled for your mailbox, VPS prompts will
guide you through the mailbox
configuration process the first time
you log in to your mailbox (see
2.2  Subscriber Tutorial (Easy
Mailbox Configuration)).
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							2.2  Subscriber Tutorial
(Easy Mailbox
Configuration)
Your VPS may be programmed to present
a "Subscriber Tutorial" to you the first time
you log in to your mailbox. If the Subscriber
Tutorial is enabled, VPS prompts will guide
you through the mailbox configuration
process. Simply by following the prompts,
you can configure the following items. You
can configure these items later manually if
necessary, as explained later in this section.
This feature may be disabled by the System
Administrator or System Manager for your
mailbox.
Password:  If your mailbox has a password,
you must enter it using the dial keys (0–9)
whenever you log in to your mailbox. Your
password can contain up to 16 digits.
Subscriber’s Name:  This is a recording 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 Dialing by Name feature.
No Answer Greeting:  Callers directed to
your mailbox when you do not answer their
call will hear your No Answer greeting
message. A common example might be,
"This is (name). I can’t take your call right
now…". After the greeting is played, a tone
will sound, and the caller can leave a
message.
Other greeting messages can be recorded
manually later. For details, see
2.3  Changing or Deleting Your Personal
Greeting Messages.
Note
• You may be asked to enter yourpassword after logging in to your
mailbox. If you do not know this
password, ask your System
Administrator.
Starting the Subscriber Tutorial
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2. Confirm that the Subscriber Tutorial has
begun.
• The VPS will announce, "Welcome to the Voice Processing System.
This is the Subscriber Tutorial
service.".
• If the tutorial does not begin, it may be disabled for your mailbox. For
more information, consult your
System Administrator.
3. Go to "Setting Your Password for the
First Time" or "Changing Your
Password" as necessary.
Setting Your Password for the First
Time
1. Set your password when prompted by
entering the desired password then
pressing 
.
• To prevent unauthorized access, we
strongly 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 digits by default. For more
information, consult your System
Administrator.
2.
 to accept.
3. Go to "Recording the Owner’s Name
(Your Subscriber Name)".
Changing Your Password
1. to change your password.
2. Set your new password by entering the
desired password then pressing 
.
• To prevent unauthorized access, we
strongly recommend selecting a
long and random password. Please
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							avoid using obvious number
combinations for the password.
• If your password is shorter than the minimum password length assigned
to the VPS, the VPS will announce
"Incorrect entry", and you will need
to select a longer password. For
more information, consult your
System Administrator.
3.
 to accept.
4. Go to "Recording the Owner’s Name
(Your Subscriber Name)".
Recording the Owner’s Name (Your
Subscriber Name)
1. State your name after the tone.
2.
 to end recording.
3.
 to accept.
4. Go to "Recording Your Greeting
Messages".
Recording Your Greeting Messages
The VPS will prompt you to record your No
Answer greeting message. If you do not
record a greeting message, a prerecorded
greeting message will be used.
Other greeting messages can be recorded
manually later. For details, see
2.3  Changing or Deleting Your Personal
Greeting Messages.
1. Record your greeting message, after the
tone.
2.
 to end recording.
3. Follow the prompts as necessary.
•
 to review.
•
 to accept.
•
 to record the message again.
•
 to add.
•
 to delete and exit.
Confirming Your Settings
1. to confirm your settings.
2. Go on-hook.
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							2.3  Changing or Deleting
Your Personal Greeting
Messages
After callers reach your mailbox, they will
hear your personal greeting message. You
can record 4 kinds of Personal Greetings;
the appropriate greeting will be played for
callers. If you delete or do not record a
greeting message, a prerecorded greeting
message will be used.
• No Answer Greeting:
Heard by callers when you do not
answer their calls. A common example
might be, "This is (name). I can’t take
your call right now…".
• Busy Signal Greeting:
Heard by callers when you are on
another call. A common example might
be, "This is (name). I’m on another call
right now…".
• After Hours Greeting:
Heard by callers when the VPS is in
night mode. A common example might
be, "This is (name). I’ve gone home for
the day…".
• Temporary Greeting:
A special greeting that, if recorded, 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 Messages.
1. Log in to your mailbox.
• See 2.1  Logging in to Your Mailbox if necessary.
2.
 
3. Select the desired greeting.
 No Answer Greeting.
 Busy Signal Greeting.
 After Hours Greeting.
 Caller ID Greeting (may not be
available; see 5.10  Personal Greetings
for Caller ID).
 Temporary Greeting.
4. Follow the prompts as necessary.
 to change the greeting.
 to delete the selected greeting.
• The greeting will be deleted; go on-hook to finish.
5. Record your greeting message, after the
tone.
• We recommend stating your name in
your greeting messages, so that
callers will know they have reached
the correct mailbox.
• The maximum length of each greeting message is 1 minute by
default.
6.
 to end recording.
7. Follow the prompts as necessary, or go
to step 8.
•
 to review.
•
 to rerecord the greeting
message (repeat the steps above as
necessary).
•
 to add to the greeting message
you just recorded.
•
 to delete the greeting message
and exit.
8.
 to accept.
9. Record or delete other greeting
messages as necessary by following the
prompts, or go to step 10.
 No Answer Greeting.
 Busy Signal Greeting.
 After Hours Greeting.
 Caller ID Greeting (may not be
available; see 5.10  Personal Greetings
for Caller ID).
 Temporary Greeting.
10. Go on-hook.
Note
• A Temporary Personal Greeting isplayed instead of all your other
greetings until it is deleted. Each
time you log in to your mailbox, the
VPS will ask you if you want to turn
off (delete) your Temporary
Personal Greeting.
• Make sure you go on-hook only after
you have accepted your new
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