Panasonic Kx-Tvp150 Voice Processing System Guide

							Panasonic 
Detailed Edition for Managers 
Guide to the 
Voice Processing System 
Model No. KX-TVPl50 
EASA-PHONE 
KX-A240 
Please read this manual before any operation.  
						

							Manager’s Guide  
						

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Contents 
Chapter 1 Introduction 
1.1 Features of the Voice Processing System . . . . . . . . . . . . . . . . . ..*............................... M-l-2 
1.2 How to Use this Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M-l-6 
Chapter 2 System Configuration and Installation 
2.1 What is a System Configuration? .............................................................. M-2-2 
2.1.1 CO Card .......................................................................................... M-2-5 
2.1.2 DSP Card ........................................................................................ M-2-5 
2.1.3 Hard Disk Drive .............................................................................. M-2-5 
2.1.4 CPU Card ...................................................................................... M-2-5 
2.1.5 System Expansion ............................................................................ M-2-6 
2.2 How to Install the VPS ............................................................................. M-2-9 
2.2.1 Where cdn the VPS be installed? ..................................................... M-2-10 
2.2.2 Connecting Telephdne .Lines to the VPS .:. ..................................... M-2-13 ._ 
2.2.3 Connecting a Data Terminal or a Printer to the.VPS .................... M-2-17 
2.2.4 Connecting the Power Cable to the VPS ........................................ M-2-2 1 
2.2.5 Starting the System .......................................................................... M-2-22 
; ..Chapte r 3 System Administrator’s Guide 
3.1 What is a System Administrator? .............................................................. M-3-2 
3.2 Initializing the System ................ . ............ . ....... . ...... . .................................. M-3-3 
3.3 Setting the System Parameters ................................................................. M-3-6 
3.3.1 Hardware Settings ........................................................................... M-3-7 
3.3.2 Call Service ..................................... . ................................................ M-3-12 
3.3.3 Setting Voice Mail Parameters ........................................................ M-3-17 
3.3.4 System Usage Reports ..................................................................... M-3-23 
3.3.5 Utility Command ............................................................................ M-3-25 
3.3.6 System Reset/Clear ......................................................................... M-3-27 
3.3.7 Custom Service Setting ..................................................................... M-3-27-l 
3.4 Keyboard Operations ................................................................................. M-3-28 
Chapter 4 System Manager’s Guide 
4.1 What is a System Manager? ...................................................................... M-4-2 
4.2 Setting up Mailboxes ................................................................................. M-4-4 
4.2.1 Deleting a Mailbox .......................................................................... M-4-5 
4.2.2 Deleting a Mailbox Password ......................................................... M-4-8 
4.2.3 Creating a Mailbox ......................................................................... M-4-l 1 
4.2.4 Editing a Mailbox ........................................................................... M-4-27 
4.3 Setting a System Group Distribution List .................................................. M-4-35 
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4.4 Setting System Parameters ........................................................................... M-4-40 
4.5 Setting the Date and Time ............................................................................ M-4-49 
4.6 Checking System Usage ................................................................................ M-4-54 
4.7 Broadcasting Messages ................................................................................. M-4-62 
4.8 Remote Administration ................................................................................. M-4-65 
4.9 Customizing the System Manager’s Mailbox ................................................ M-4-68 
Chapter 5 Message Manager’s Guide 
.. 5.1 What is a Message Manager? ....................................................................... M-5-2 
5.2 Managing the General Delivery Mailbox ...................................................... M-5-4 
5.2.1 Listening to Messages ........................................................................ M-5-5 
5.2.2 Delivering the Message ....................................................................... M-5-7 
5.3 Company Greetings Operation .................................................................... M-5-10 
5.3.1 Recording Company Greetings .......................................................... M-5-l 1 
5.3.2 Selecting Company Greetings ............................................................. M-5-15 
5.3.3 Changing Company Greetings Mode ................................................. M-5-l 7 
5.4 Setting Department Dialing .......................................................................... M-5-2 1 
5.4.1 Recording the Department Dialing Menu Message ........................... M-5-22 
5.4.2 Programming Department Dialing ..................................................... M-5-26 
5.4.3 Resetting Department Dialing ............................................................ M-5-30 
5.4.4 Department Dialing Report ............................................................... M-5-33 
5.5 Modifying Voice Prompts ............................................................................. M-5-36 
5.6 Setting up Operator Call Coverage (Not available) ..................................... M-544 
5.7 Recording the Company Name ..................................................................... M-5-47 
5.8 Customizing the Message Manager’s Mailbox ............................................. M-5-51 
5.9 Setting the Date and Time ............................................................................ M-5-56 
5.10 Setting Message Waiting Notification ........................................................ M-5-61 
Chapter 6 Bulletin Manager’s Guide 
6.1 What is a Bulletin Manager? ........................................................................ M-6-2 
6.2 Creating a Bulletin Board Message .............................................................. M-6-5 
6.3 Managing Bulletin Board Messages .............................................................. M-6-2 1 
6.3.1 Recording Messages ........................................................................... M-6-2 1 
6.3.2 Assigning Extension Numbers to the Bulletin Board ........................ M-6-24 
6.3.3 Assigning Mailboxes to the Bulletin Board ....................................... M-6-27 
6.3.4 Reviewing Messages ........................................................................... M-6-30 
6.3.5 Erasing Messages ................................................................................ M-6-33 
, 
6.3.6 Ending Bulletin Board Management .................................................. M-6-36 
6.4 Reviewing the Current Bulletin Board Service .............................................. M-6-37 
6.5 Customizing the Bulletin Manager’s Mailbox ............................................... M-6-39 
Manager ‘s Guide 
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Contents 
Chapter 7 Troubleshooting Guide 
7.1 Troubleshooting Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..-... M-7-2 
Chapter 8 Specifications 
8.1 Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . M-8-2 
Chapter 9 Glossary 
9.1 Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..-..................... M-9-2 
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Manager’s Guide  
						

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Chapter 1 
Introduction 
This chapter describes the features of the Voice Processing 
System (VPS) and the construction of this manual. 
Contents 
1.1 Features of the Voice Processing System ........... M-l-2 
1.2 How to Use this Manual 
..... . .............................. M-l-6 
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11 l Features of the Voice Processing 
System 
Voice Mail can revolutionize your life, both business and 
personal, by letting you take the fullest possible advantage 
of time spent on the telephone and by ensuring reliable, 
effective communication. 
Improved 
Communications 
Voice Mail is inexpensive, convenient, and easy to use. 
Using touch-tone telephones, recorded messages can be 
sent, received, and retrieved at any time and from any- 
where in the world. The system employs step-by-step voice 
prompts to assist first-time users, who in no time at all will 
be zipping through messages without a second thought. 
Voice Mail has the following benefits: 
- replaces tedious, unclear, or otherwise inadequate 
memos which have the possibility of being misunder- 
stood with messages recorded in your own voice; 
- can be delivered 24 hours a day, 7 days a week, and to 
anywhere in the world; 
- does not require that both parties be on the line simul- 
taneously in order for them to communicate. 
In business circles, improved communication means 
reduced operating costs and increased productivity. The 
VPS (Voice Processing System) has the following features 
for this purpose: 
Better Communications The editing feature of the Voice Mail Service allows you to 
correct or change your messages before you send them. 
For example the system allows you to restress certain 
information, 
Better Understanding The VPS allows you to review received messages as many 
times as you want, and even keep them as stock answers or 
for future reference. In this way, you do not need to take 
notes during a call. 
Shorter Messages As a business application, the VPS can be used to encour- 
age short, concise messages devoid of excessive small talk, 
thus becoming an efficient time-management tool. 
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Introduction Manager’s Guide  
						

							11 l Features 
System of the Voice Processing 
Fewer Interruptions, Peak Concentration 
Concentration is often hampered by the sound of a ringing 
telephone. With the VPS, however, this is not a problem: 
you simply choose the most convenient times at which you 
wish to send or receive messages, and proceed undisturbed 
with the work at hand. 
Constant Availability 
Instant Delivery You can always be reached through the VPS, even if sev- 
eral people happen to call at the same time. As an option, 
you can also choose to be informed immediately, wherever 
you may be, of any messages sent to your mailbox. / 
A message can be sent the moment it is ready, the only . 
faster way to send a message being a direct call. This 
makes Voice Mail the most practical and efficient way of 
sending messages in the business world, permitting the 
quick completion of business projects, deals, etc. 
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Action Oriented Upon the receipt of a message, several courses of action 
(indicated by voice prompts) are available; by selecting a 
corresponding number your command is immediately car- 
ried out. No lengthy calls need be returned, and no memos 
need be sent -just the touch of a button. 
Low 
Cost of Preparation The VPS is probably the most economical message delivery 
service available. While written messages always require 
several drafts, typing, approval, mailing, transportation, 
sorting and delivery - the VPS renders all of these costly 
services obsolete. 
Confidential Unlike hand-written messages or those left with answering 
services (both of which can be read by others), your VPS 
messages are safely locked in a mailbox guarded by a pass- 
word known only to you, making Voice Mail one of the 
most confidential forms of communication available. 
Why Voice Mail? 
The fact that the telephone cannot establish person-to- 
person communication when one party is absent necessi- 
tates a complementary system which does not require the 
simultaneous presence of both parties for the verbal 
exchange. This system is the VPS. 
Manager ‘s Guide 
Introduction M- l-3  
						

							‘ 
11 l Features of the Voice Processing 
System 
The VPS allows you to leave a message without having to 
speak directly to the recipient. Similarly, the system will 
handle all your calls and notify you when messages arrive 
in your mailbox. The freedom gained through the use of 
Voice Mail will permit you to increase productivity in both 
the business and personal fields. 
Voice Mail also allows you to make full use of your voice 
as an information tool. Urgency, surprise, and anger are 
far more convincing vocally than on paper, and of course 
do not require any preparatory paperwork - just sponta- 
neous, natural speech. 
Voice Mail Operation 
There are three basic operations involved in the VPS: 
receiving messages, mailbox management, and sending 
messages. 
Receiving messages 
Mailbox Management Whether you are in, out, or just do not want to answer the 
phone, the VPS can take messages. The caller will be met 
with a pre-recorded ‘greeting’ asking for certain informa- 
tion, and perhaps at the same time will be told why you are 
unavailable and when you shall return. The caller will then 
be given simple instructions on how to start, end, review 
and in some cases edit or revise a message (after record- 
ing). Messages can be of any length you wish, depending 
on what parameters you have set for your mailbox. 
You can receive messages at any time of the day or night. 
One of the many options available is whether to be 
informed at certain, specified hours of the arrival of a mes- 
sage, or whenever a new message arrives. A personal pass- 
word (using the touch-tone keys of your telephone) gives 
you access to your mailbox. You can then review your 
messages and decide which to answer, keep for future ref- 
erence, throw away, and so on. In addition, the contents of 
the mailbox can be scanned until a certain message is 
found. All these commands are executed simply by press- 
ing the touch-tone keys on your telephone. Should you 
forget a function, voice prompts will remind you. 
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Introduction Manager ‘s Guide  
						

							11 a 
Features of the Voice Processing 
System 
Sending messages 
Sending a message is similar to receiving one; you can 
review, edit or revise a message before sending it. 
If you are sending a message to someone within the Voice 
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‘: ’ Mail Service , it’s not necessary to dial the entire telephone 
number - the person’s mailbox extension number, or the 
first four letters of his/her last name will suffice. Addition- 
ally, you can simultaneously send the same message to sev- 
eral people (useful for informing staff or clients of impor- 
tant news). You can also request a ‘receipt’ from the VPS 
to be certain that your message has been received. 
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Manager ‘s Guide Introduction M- l-5