Panasonic KX-TVS50 - 2 Port Voicemail System User manual

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KX-TVS50
Voice Processing System
Subscriber's Guide
Panasonic KX-TVS50, KXTVS50, TVS50
www.voicesonic.com
Phone [phone]
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Introduction
2
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 touchtone telephone.
• Be called at an outside telephone or be notified through your beeper, when there
are messages stored in your mailbox.
• Be notified 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 Manager’s phone number.
Basic Steps
When using your mailbox for the firsttime, you must read "Section 1:Mailbox
Setup" 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
Panasonic World Wide Web Address: http://www.panasonic.com
for customers in the United States or Puerto Rico.
• This symbol identifies important notes about the operation being
described.
• The voice prompt will guide you in every step of programming.
Thank you for purchasing the Panasonic Model
KX-TVS50 Voice Processing System.

Introduction
3
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

Table of Contents
4
Table of Contents
1 Mailbox Setup ................................................................ 6
1.1 Logging in to Your Mailbox ............................................................... 6
1.2 Recording Personal Greetings ......................................................... 7
1.3 Setting, Changing and Clearing Your Password .............................. 9
1.4 Recording Your Name ...................................................................... 9
1.5 Service Access Commands............................................................ 10
2 Receiving Messages.....................................................11
2.1 Receiving Messages ...................................................................... 11
2.2 Replying to Messages .................................................................... 11
2.3 Message Transfer........................................................................... 13
2.4 Accessing Your Mailbox from an Outside Telephone ..................... 14
3 Sending Messages ...................................................... 15
3.1 Delivering Messages to Other Subscribers .................................... 15
3.2 Checking Mailbox Distribution ........................................................ 17
3.3 Setting up an External Message Delivery List ................................ 17
3.4 Sending External Delivery Messages............................................. 18
3.5 Receiving External Delivery Messages .......................................... 20
3.6 Replying to External Delivery Messages ........................................ 21
3.7 Checking and Setting External Message Delivery Status............... 21
4 Special Features .......................................................... 23
4.1 Call Transfer Status ........................................................................ 23
4.2 Covering Extension ........................................................................ 23
4.3 Incomplete Call Handling Status..................................................... 24
4.4 Message Reception Mode.............................................................. 25
4.5 Personal Group Distribution Lists ................................................... 26
4.6 Deleting Group Distribution Members ............................................ 27
4.7 Deleting Group Distribution List Names ......................................... 27
4.8 Message Waiting Notification ......................................................... 27
4.9 Interview Mailbox............................................................................ 29

Table of Contents
5
4.10 Recording Personal Greetings for Caller ID ................................. 31
4.11 Assigning Caller ID Numbers for Personal Greeting for Caller ID ...... 32
4.12 Personal Caller Name Announcement ......................................... 33
4.13 Live Call Screening....................................................................... 35
4.14 Recording a Two-Way Conversation ............................................ 35
4.15 Setting Telephone Numbers for Call Forwarding to CO ............... 36
4.16 Remote Call Forwarding Set ........................................................ 37
Appendix ............................................................................ 40
Quick Reference ..................................................................................... 40
Glossary ............................................................................. 41

Section 1 Mailbox Setup
6
1.1 Logging in to Your Mailbox
Before you access Subscriber Services, you must first open your mailbox.
FROM ANOTHER EXTENSION
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
For other features)
To end this call
Follow the prompt according to your needs.
(
#
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.
(

Section 1 Mailbox Setup
7
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 say "please leave a message at the tone";
otherwise your callers will be confused.
• You will hear " For other features" only when the System
Administrator or the System Manager assigns an Interview Mailbox or an
extension number for Remote Call Forwarding feature to your mailbox, or
authorizes you the use of the Message Waiting Notification feature or the
External Message Delivery feature.
• If you do not know the VPS extension number, ask the System Manager.
• If you enter Subscriber Service via Custom Service, does not end
your call; you will be returned to Custom Service.
6
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
1To 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
TO RECORD FOR THE FIRST TIME

Section 1 Mailbox Setup
8
TO CHANGE OR ERASE
• 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 "TO RECORD FOR THE
FIRST TIME" to rerecord.
• 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.
To change
To accept
To erase
Follow the prompts
according to your needs.
1
2
3
On-hook.

Section 1 Mailbox Setup
9
1.3 Setting, Changing and Clearing Your Password
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
10 digits (using the keys 0-9). 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.
1.4 Recording Your Name
The recording of your name informs callers that they have reached the correct mailbox
(for example, when transferring a message to a subscriber, they will hear the
subscriber’s name). In addition, 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 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.
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.
1or 3
TO ERASE
On-hook.
or
FOR THE FIRST TIME
Press 5.
Press 3.
3
Press 3.
2
Press 2.

Section 1 Mailbox Setup
10
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 — pressing this during system prompts activates Voice Mail Service. You can
record a message after entering a mailbox number at the prompt. You can
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 you to the previous VPS menu. If
you have lost bearings within Subscriber Service, use this command to get
you out.
0—pressing this lets you listen to the whole menu (for Help).

Section 2 Receiving Messages
11
2.1 Receiving Messages
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.
2.2 Replying to Messages
This feature allows you to reply to messages that have been sent by other subscribers
through their mailboxes.
•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
Selection of option 3: "To play the entire message" can be carried out only
once.
If your System Administrator or System Manager has not 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.
• You can reply only to messages that were transferred to you, or originated
as "Delivering Message to Other Subscribers".
Log into your
mailbox. Press 1.
Subscriber’s
Main Menu
1
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
7
To transfer
8
To scan messages
Select the appropriate message option.
+
1 1
Go to 2.2
Go to 2.3
(+ )
1
1
2
3

Section 2 Receiving Messages
12
TO RECORD A MESSAGE
FOR IMMEDIATE DELIVERY
• If paused, the recording must be restarted within 20 s or the VPS will stop
recording automatically.
• You will not hear " for AM, for PM" when the System
Administrator has set the time stamp of User Prompts as "24-h".
• Note about the Day of the Month entry:
If today is February 16, and you enter 17#, the message will be delivered
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
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 AM
1
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.
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
Press 2 then return to a previous menu.
2
On-hook.
12
Receiving Messages

Section 2 Receiving Messages
13
2.3 Message Transfer
This function allows you to transfer messages to other mailboxes.
OPTION 1: Enter the mailbox by NUMBER
OPTION 2: Enter the mailbox by NAME
• You can also specify a Personal or a System Group Distribution List
instead of an individual mailbox by entering the number of the list. If
you use a Personal Group Distribution List, press [#] after the list
number. Personal Group Distribution Lists must be created before
they can be used (see 4.5 Personal Group Distribution Lists). To
use a System Group Distribution List, check with the System
Administrator to ensure that a list exists within the VPS.
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. Press 2 to accept the mailbox number entered.
2
Mailbox No.
Press # and 1 to
access the mailbox.
+
Enter the first 3 or 4 letters
of the person’s last name. Press 1 to accept
the mailbox stated.
# 1 X X X 1
Press 2 to
transfer with
comment.
Press 1
to end
recording.
Press 2 to
accept .
2 1 2
Record a
comment. On-hook.
TO TRANSFER WITH COMMENT
or
Press 1 to
transfer without
comment.
1
TO TRANSFER

Section 2 Receiving Messages
14
2.4 Accessing Your Mailbox from an Outside
Telephone
Follow this procedure to check your messages remotely.
• No acknowledgment will be given that the message has been transferred.
• If the message is assigned as private, it cannot be transferred to other
mailboxes.
• It may be possible for you to choose another language for Subscriber
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 NEEDED
+
# 6
Press # and 6.
+
# 8
+

Section 3 Sending Messages
15
3.1 Delivering Messages to Other Subscribers
Use this feature to send the same message to several other subscribers.
OPTION 1: Enter the mailbox by NUMBER
OPTION 2: Enter the mailbox by NAME
• You can also specify a Personal or a System Group Distribution List
instead of an individual mailbox by entering the number of the list. If
you use a Personal Group Distribution List, press [#] after the list
number. Personal Group Distribution Lists must exist before they can
be used. (See 4.5 Personal Group Distribution Lists). To use a
System Group Distribution List, check with the System Administrator
to ensure that a list exists within the VPS.
Log into your mailbox. Press 2.
Subscriber’s
Main Menu 2
OPTION 1: Enter the mailbox by NUMBER
OPTION 2: Enter the mailbox by NAME
or
Enter the mailbox number. Press 2 to accept the
mailbox number entered.
Mailbox No. 2
Press # and 1.
+
Enter the first
3 or 4 letters of the
person's last name.
Press 1 to
accept the mailbox
stated.
# 1 X X X 1
To record a message.
1
To add a new mailbox no.
2
Follow the prompts
according to your needs.
To review the mailing list.
3
Review
WHEN YOU
PRESS 1
Go to " TO
RECORD
A MESSAGE
".
WHEN YOU
PRESS 2
OPTION 1
or
OPTION 2
WHEN YOU
PRESS 3

Section 3 Sending Messages
16
TO RECORD A MESSAGE
FOR IMMEDIATE DELIVERY
• You can specify a maximum of 20 mailboxes as destinations for 1
message.
Press 1
to end
recording.
1
Press 2 to
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 entered as [5] and [#].
5:15 is entered as [515][#].
#
or
FOR IMMEDIATE
DELIVERY
2
Press 1.
1
Press 2.
for AM
1
for PM
Press 1 for AM
or 2 for PM.
2
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
Press 2 then return to
a previous menu.
2
On-hook.

Section 3 Sending Messages
17
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.
3.3 Setting up an External Message Delivery List
Setting up an External Message Delivery List lets you send the same message to
several outside parties and/or extensions with a single operation. Up to 2 lists can be
maintained at the same time, and each list can contain up to 8 members.
• If you pause during the recording, you must restart it within 20 s or the VPS
will stop recording automatically.
• You will 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.
• You can check the delivery status of up to 84 message transmissions.
• The System Administrator or the System Manager must authorize this
feature before it can be used.
1 2
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
Sending Messages

Section 3 Sending Messages
18
3.4 Sending External Delivery Messages
Use this feature to record and send external delivery messages.
• The System Administrator or the System Manager must authorize this
feature before it can be used.
• Moreover, External Message Delivery has various limits (retry times,
message length, max. messages for mailbox, etc.). If you have a problem,
please contact your System Administrator.
Log into your mailbox. Press 6.
Enter the
telephone
number.
6
Press 1 to
add.
1
Press 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 ADD MORE MEMBERS TO END
TO AN OUTSIDE PARTY
Line Access
Code
Telephone
No. or
Enter the extension
number.
TO AN EXTENSION
Extension No.
To insert a pause or
special command, enter
the partial number and
wait for the options menu.
Press [5] to enter a pause.
Press [4] to continue
entering the telephone
number.

Section 3 Sending Messages
19
Log into your
mailbox. Press 6.
TO 1 RECIPIENT
6
Press 3.
3
Press 1.
1 1
Subscriber’s
Main Menu
Press 1.
or
Press 1 or 2
for desired list.
1 2
or
BY EXTERNAL MESSAGE DELIVERY LIST
Press 2.
2
Press 1
to end
recording.
1
Press 2
to accept.
2
Press 2
to 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 Line
Access Code to
seize a CO line.
TO AN OUTSIDE PARTY
or Enter the
extension
number.
TO AN EXTENSION
Extension
No.
To insert a pause or
special command, enter
the partial number and
wait for the options
menu. Press [5] to enter
a pause. Press [4] to
continue entering the
telephone number.
Line Access Code
Enter the
telephone
number.
Telephone
No.
Enter the 4-digit
password or
press # to skip.
4-digit
Password or
#
4-digit
Password
Delivery
Time
Press 2
to accept.
2

Section 3 Sending Messages
20
3.5 Receiving External Delivery Messages
Use this feature to receive External Delivery Messages..
• The 4-digit password is not your password to log into your mailbox.
You can decide it freely each time you send an external delivery message.
Be sure to share the 4-digit password with the message receiver.
• You will 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 a PRI (ISDN
Primary Rate Access Interface) card of a Panasonic PBX, please be sure
to add "#" after the telephone number (1112223333 in the example here):
Example: 9P1112223333#
Please contact your System Administrator for more explanation.
• The message will not be delivered if the password is incorrectly entered 3
times; however, the receiver will hear the following information depending
upon system programming of the VPS:
(1) If the Callback Telephone Number has been registered, it will be played.
(2) 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 interested in these options,
please contact your System Administrator.
1 2
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.
On-hook.
IF NEEDED
Press to
end the call.