Panasonic Kx-tvs50, Kx-tvs80 Voice Processing System Subscribers Guide

							Voice Processing System
Subscriber’s Guide
Please read before using and save this manual for future use.Model No.
KX-TVS50/KX-TVS80
POWERVOICE PROCESSING SYSTEM 
						

							Thank you for purchasing the Panasonic Model 
KX-TVS50/80 Voice Processing System.
The Panasonic Voice Processing System (VPS) is a powerful tool used to
manage your voice communications and increase your productivity through the
use of your voice mailbox. As a subscriber (the owner of a VPS mailbox), you
can:
¥ Send a message to one or more people inside or outside of your office.
¥ Transfer messages (with your annotation) to other VPS subscribers.
¥ Receive messages from any touch-tone telephone.
¥ Be called at an outside telephone or be notiÞed through your beeper,
when there are messages stored in your mailbox.
¥ Be notiÞed by the message-waiting lamp on your extension that there are
messages stored in your mailbox.
¥ Screen your calls.
¥ Automate 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 ManagerÕs phone number.
Basic Steps
When using your mailbox for the Þrst time, you must read ÒSection 1:
Mailbox SetupÓ 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
¥ This symbol identiÞes important notes about the operation being
described.
¥ The voice prompt will guide you in every step of programming.
!! !!
2 Introduction
Introduction 
						

							Introduction 3
Introduction
Structure of the Manual
This manual consists of the following sections:
Section 1 Mailbox Setup
Describes 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 
						

							Section 1 Mailbox Setup . . . . . . . . . . . . . . . . . . . . . . . . . .  5
1.1 Logging into Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  5
1.2 Recording Personal Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  6
1.3 Setting, Changing and Clearing Your Password . . . . . . . . . . . . . . . . .  7
1.4 Recording Your Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
1.5 Service Access Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  8
Section 2 Receiving Messages . . . . . . . . . . . . . . . . . . . . .  9
2.1 Receiving Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  9
2.2 Replying to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  10
2.3 Message Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  11
2.4 Accessing Your Mailbox from an Outside Telephone . . . . . . . . . . . . .  12
Section 3 Sending Messages . . . . . . . . . . . . . . . . . . . . . .  13
3.1 Delivering Messages to Other Subscribers. . . . . . . . . . . . . . . . . . . . .  13
3.2 Checking Mailbox Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  15
3.3 Setting up an External Message Delivery List . . . . . . . . . . . . . . . . . . .  16
3.4 Sending External Delivery Messages . . . . . . . . . . . . . . . . . . . . . . . . .  17
3.5 Receiving External Delivery Messages . . . . . . . . . . . . . . . . . . . . . . . .  18
3.6 Replying to External Delivery Messages . . . . . . . . . . . . . . . . . . . . . . .  18
3.7 Checking and Setting External Message Delivery Status . . . . . . . . . .  19
Section 4 Special Features . . . . . . . . . . . . . . . . . . . . . . . .  20
4.1 Call Transfer Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  20
4.2 Covering Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  20
4.3 Incomplete Call Handling Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21
4.4 Message Reception Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21
4.5 Personal Group Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . .  22
4.6 Deleting Group Distribution Members . . . . . . . . . . . . . . . . . . . . . . . . .  22
4.7 Deleting Group Distribution List Names . . . . . . . . . . . . . . . . . . . . . . .  23
4.8 Message Waiting NotiÞcation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
4.9 Interview Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  25
4.10 Recording Personal Greetings for Caller ID . . . . . . . . . . . . . . . . . . .  26
4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID . . .  27
4.12 Personal Caller Name Announcement . . . . . . . . . . . . . . . . . . . . . . .  28
4.13 Live Call Screening. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  30
4.14 Recording a Two-Way Conversation . . . . . . . . . . . . . . . . . . . . . . . . .  30
Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  31
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  32
4 Table of Contents
Table of Contents 
						

							Section 1 Mailbox Setup 5
Logging into Your Mailbox 1.1
Before you access Subscriber Services, you must Þrst open your mailbox.
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)
FROM ANOTHER EXTENSION
.
#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 message
To deliver a message
To check the mailbox distribution
For automated attendant status
For mailbox management
For other features)
To end this call
Follow the prompts according to your needs.
(
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
For other features)
To end this call
Follow the prompt according to your needs. (
¥ Ò For other featuresÓ can be heard only when the System
Administrator or the System Manager assigns an Interview Mailbox to
your mailbox, or authorizes the Message Waiting NotiÞcation feature or
the External Message Delivery feature to you.
¥ If you do not know the VPS extension number, ask the System Manager.6
!! !! 
						

							6 Section 1 Mailbox Setup
1.2 Recording Personal Greetings
After reaching your mailbox, callers will hear your personal greeting message(s).
You can record 3 kinds of personal greetings: No Answer Greeting, Busy
Greeting, and After Hours Greeting.
The VPS plays the appropriate message for each call.
Personal greeting messages are always followed by a tone and a chance to
leave a message. Your personal greeting should tell callers to Òplease leave a
message at the toneÓ Ñ otherwise your callers will be confused.
Log into your 
mailbox.Press 5.
Subscriber’s 
Main Menu5
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 ID4
TO RECORD FOR THE FIRST TIME
TO CHANGE OR ERASE
To change
To accept
To erase
Follow the prompts 
according to your needs.1
2
3
On-hook.
On-hook. Record greeting 
at the tone.
Press 2 
to accept.
Follow the prompts 
according to your needs.Press 1 to 
end recording.
11To review
3To erase and 
record again
4To add
To erase and exit
IF NEEDED
1To change the No Answer
2To change the Busy Signal
3To change the After Hours
IF NEEDED
2 
						

							Section 1 Mailbox Setup 7
Recording Personal Greetings (contd.) 1.2
¥ Recording a Caller ID Greeting is available only when your COS
parameter is enabled. To record a Caller ID Greeting, see
4.10 Recording 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 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 ÒTO RECORD FOR THE
FIRST TIMEÓ to re-record.
¥ It is recommended that you mention your name in each personal
greeting, because the regular announcement of name (see
1.4 Recording Your Name) will be suppressed.!! !!
Setting, Changing and Clearing Your Password 1.3
The VPS provides the option of assigning a password to your mailbox to protect
the messages stored there from unauthorized access. A password should be no
longer than 8 digits (using the keys 0 Ð 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 Menu5
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 Password
Enter the new password and press #, 
or press # to clear.
#or or
On-hook.
#+ Press 5. 
						

							8 Section 1 Mailbox Setup
1.4 Recording Your Name
This recording informs callers that they have reached the correct mailbox (for
example, when transferring a message to a subscriber, they will hear the
subscriberÕs name). In addition, if a caller does not know the mailbox number
and speciÞes the mailbox by entering the Þrst 3 or 4 letters of the ownerÕs name,
the VPS will announce a series of recorded names which the caller may select.
Log into your 
mailbox.
Subscriber’s 
Main Menu5
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.
1or3
TO  ERASE
On-hook.
or
FOR THE FIRST TIME
Press 5.
Press 3.
3
Press 3.
2
Press 2.
1.5 Service Access Commands
Before routinely using the VPS, you should familiarize yourself with the Service
Access Commands shown in the Appendix.
The most important ones are the following:
#6 Ð pressing this during system prompts activates Voice Mail Service. It
prompts you for a mailbox number and then you can record a
message. You can also press  and then your own mailbox number.
In this case, you can log into your mailbox.
#8 Ð pressing this during system prompts activates Automated Attendant
Service. It prompts you for an extension number and then attempts to
call your party. If he or she cannot take the call, the VPS will take
some suitable action.
Note:If you call the extension directly, the VPS cannot help you.
Ð pressing this during system prompts takes you to the previous VPS
menu. If you have lost bearings within Subscriber Service, use this
command to get you out.
0 Ð pressing this lets you listen to the whole menu (for Help). 
						

							Section 2 Receiving Messages 9
Receiving Messages 2.1
The VPS plays both the new and saved messages that are in your mailbox
along with the date, time, and sender information pertaining to each message.
Log into your 
mailbox.Press 1.
Subscriber’s 
Main Menu1
Press 0.
01
3
4
5
6
2
To repeat the message
To replay the previous message
To play the next message
To erase the messages one by one
To reply to the message
To rewind
To fast-forward
7To transfer
8To scan messages
Select the appropriate message option.+
11
Go to 2.2
Go to 2.3
¥When all messages are scanned,you will have 3 options 
To replay the previous message
To play the next message
To play the entire message
Option 3 : ÒTo play the entire messageÓ is only available once.
Selecting this option a second time will erase the message.
¥ The VPS will automatically erase messages after a speciÞed number of
days. Your System Administrator or System Manager controls the
number of days messages will be maintained.
3
2
1!! !! 
						

							10 Section 2 Receiving Messages
2.2 Replying to Messages
This feature allows you to reply to messages that have been sent by other
subscribers through their mailboxes.
¥ You can reply only to messages that were transferred to you, or
originated as ÒDelivering Message to Other SubscribersÓ.
!! !!
¥ If paused, the recording must be restarted within 20 s or the VPS will
stop recording automatically.!! !!
TO RECORD A MESSAGE
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
FOR IMMEDIATE DELIVERY
Log into your 
mailbox.Press 1.
Subscriber’s 
Main Menu1
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
Press 2 then return to 
a previous menu.
2
On-hook.
To make the message private1
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 AM1
for PM
Press 1 for AM
or 2 for PM.2
For example: 
5:00 is entered as [5] and [#]. 
5:15 is entered as [515][#].#
or
FOR IMMEDIATE 
DELIVERY
2
Press 1.
1
Press 2.