Panasonic KX-TVP50E User Manual
Voice Processing System
Subscriber’s Guide
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Model No. KX-TVP50E
POW
ER
VOICE PROCESSING SYSTEM KX-TVP50
Thank you for purchasing the Panasonic Model
KX-TVP50 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 notified through your beeper
(pager), 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 first time, you must read “Section 1:
Mailbox Setup” and perform the key setup procedures described. You must
customise 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 identifies important notes about the operation being
described.
• The voice prompt will guide you in every step of programming.
Note: In this manual, the suffix of each model number is omitted.
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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 customising 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 Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 first 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.
(
• “ For other features” can be heard only when the System
Administrator or the System Manager assigns an Interview Mailbox to
your mailbox, or authorises the Message Waiting Notification feature or
the External Message Delivery feature to you.
• If you do not know the VPS extension number, ask the System Manager.
6
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1
To receive a message
IF YOU HAVE SET YOUR PASSWORD
+
Password
Enter the password and press #.
#
2
To deliver a message
3
To check the mailbox distribution
4
For automated attendant status
5
For mailbox management
For other features)
(
6
To end this call
Follow the prompt according to your needs.
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 “please leave a
message at the tone” — otherwise your callers will be confused.
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
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.
IF NEEDED
1
To review
3
To erase and
record again
4
To add
To erase and exit
2
Press 2
to accept.
Record greeting
at the tone.
1
Press 1 to
end recording.
IF NEEDED
To change the No Answer
1
To change the Busy Signal
2
To change the After Hours
3
Follow the prompts
according to your needs.
On-hook.
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 “TO RECORD FOR THE
FIRST TIME” 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.
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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 unauthorised access. A password should be no
longer than 8 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.
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.
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
subscriber’s name). In addition, if a caller does not know the mailbox number
and specifies the mailbox by entering the first 3 or 4 letters of the owner’s name,
the VPS will announce a series of recorded names which the caller may select.
Log into your
mailbox.
Subscriber’s
Main Menu
5
Press 3.3State 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 FIRST TIME
Press 5.
Press 3.
3
Press 3.
2
Press 2.
1.5 Service Access Commands
Before routinely using the VPS, you should familiarise 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. 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 – 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.
– 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 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 Menu
1
Press 0.
0
1
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
• 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 : “To play the entire message” is only available once.
Selecting this option 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 messages will be maintained.
3
2
1
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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 “Delivering Message to Other Subscribers”.
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!!
• If paused, the recording must be restarted within 20 s or the VPS will
stop recording automatically.
• “ for AM, for PM” will not be heard when the System
Administrator has set the time stamp of User Prompts as “24-h”.
2
1
!!
!!
TO RECORD A MESSAGE
TO SET DELIVERY TIME AND/OR PRIVATE STATUS
FOR IMMEDIATE DELIVERY
Log into your
mailbox.
Press 1.
Subscriber’s
Main Menu
1
Record the
message.
1
Press 4.4Press 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
1
Press 1.
1
2
Press 1 for AM
or 2 for PM.
TO SET DELIVERY TIME
1
Press 1.
for AM
for PM
Day of the Month
Enter the day of the month
and press #.
Delivery Time
Set delivery time.
+
#
+
5:00 is entered as [5] and [#].
5:15 is entered as [515][#].
Press 2 to
accept the
delivery time.
For example:
#
FOR IMMEDIATE
DELIVERY
2
or
2
Press 2.
1
To make the message private
2
To return to a previous menu
Follow the prompts according to your needs.
Press 2 then return to a previous menu.
On-hook.
2
On-hook.
Section 2 Receiving Messages 11
Message Transfer 2.3
This function allows you to transfer messages to other mailboxes.
• If the message is assigned as private, it cannot be transferred to other
mailboxes.
!!
!!
Log into your mailbox. Press 1.
Subscriber’s
Main Menu
1
OPTION1: Enter the mailbox
by NUMBER.
OPTION2: Enter the mailbox
by NAME.
or
Press 7.
7
• 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.
!!
!!
OPTION1 : Enter the mailbox by NUMBER
Enter the mailbox
number on the keypad.
Press 2 to accept the
mailbox number entered.
2
Mailbox No.
OPTION2 : Enter the mailbox by NAME
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
• No acknowledgement will be given that the message has been
transferred.
!!
!!
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
12 Section 2 Receiving Messages
2.4
Accessing Your Mailbox from an Outside Telephone
This procedure is used when checking your messages remotely.
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
+
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