• Open HyperTerminal (from Start, Programs, Accessories, Communications).
• Click on FILE, then NEW CONNECTION. Assign a name, such as TVS50, and select an icon that you like, and click on "OK."
• You should only have to do this step the first time you program the system.

►Plug the voice processor into an electric outlet.

Press ENTER.

You will then see the System Administration Top Menu.

Type [5] and press ENTER to begin the Quick Setup Sequence.

• In this screen, you are told to press ENTER. Please do it.

• You should next come to the Extension and Mailbox editing screen.
• This screen may automatically show some names if they had previously been programmed into your phone system.
• Use your ENTER button to move around the screen, and type in the last names of one or more of the people who will have mailboxes, in the "OWNER" column.
• You can do lots of mailboxes now, or just enter one and come back later.
• To leave this screen, press "S" while your cursor is in the "MAKE" column.

• ▲You should then see the "Quick Setup - Port Service Setting" screen. We recommend that you accept the standard settings (at least for now) and just type "S" to move on to the next screen.

The next screen is the last part of Quick Setup. It saves your mailbox settings, and restarts the voice processor.

While "Yes" is highlighted, press ENTER.

Select 3 in the Program Menu, and then type either 1 or 2 in the Port/Trunk Service Menu.

►If you want all callers to reach the same menu, select "port service" by typing 3, and then 1.

►Trunk service is available on newer versions ("revision one" and later) of the KX-TVS50, allowing you to direct incoming calls to specific custom service menus, based on which line the call comes in on. If you want to use Trunk Service, type in 3, and then 2, and then skip down to step 17. ►NOTE Trunk service was not available on the original KX-TVS50.

Press ENTER.

NOTE: Caller ID Call Routing is a cute, but not particularly useful feature that allows you to assign up to 200 Caller ID numbers and program the route for the calls from these assigned numbers to the desired extension, mailbox (including System Group Distribution List) or Custom Service. If you want to use this feature, select number 4 from the Program Menu shown, then 3, then 1, and skip down to step 32.

Type 1 for Port 1 and then 1 for Day Mode.

Type in 4 for Custom Service, then ENTER, then 1 for Custom 1, then ENTER, then 2 for User 1, then ENTER, then 0 for Delayed Answer Time, then ENTER.

►A trunk group in the voice processor is a group of one line; it's not really a trunk or a group! HOWEVER, if you have a KX-TAW or a KX-TDA phone system, you use the trunk group numbering you set up in the phone system programming.

Type in 4 for Custom Service, then 1 for Custom 1, then 2 for User 1, then 0 for Delayed Answer Time, then press ENTER.

• If this is your first programming session, type 4 for "Service Setting."
• Press ENTER.

• After typing in an entry, the cursor will automatically move to the next position.
• If you press ENTER, the cursor will move to the next position.
• You can also use the cursor to move left, right, up and down.
• If you make a mistake, press the backslash button (\) to move back one screen, and then make your correction.

• Maybe change the "Call Transfer Anytime" setting to "No."

• Don't change the "Wait for Second Digit" setting.

• "No DTMF Input Operation" determines what happens when a caller doesn't press any touch-tone button. By default, the call will go to the Operator, usually the person at phone #101. You can change the destination by typing in a letter representing one of the selections near the bottom of the screen, and then type in additional information as needed, such as an extension number.

You will now be able to start forming the actual menu, by associating an action with a caller's key stroke on a touchtone phone. It's a good idea to write out a script before you start programming the buttons.

Any key stroke can send the caller to a person, or to a group of people in a department, or to a mailbox, or to another menu, or to the main menu, or can repeat the current menu, or allow the caller to type in a few letters of a last name to reach someone, or do other things.

Create a “tree” diagram to design a route leading callers to the desired person, department, mailbox, or next menu. This tree should include all available caller options and cannot be deeper than eight layers. You might want to discuss available options with users before programming the system.

The top of the tree (at left below -- our tree fell down) should include what callers will hear after a brief company greeting (in the TVS50, it should be a replacement for the pre-recorded prompt # 819 -- more about it in the big yellow box below). Then create a branch for each option. Fill in each box so you can easily see what action corresponds to each keystroke, and make sure that your spoken message corresponds to the programming.

Remember that it is possible and often necessary to have one custom service lead to another custom service. For example, if someone presses [1] for sales, you might want another menu to say “for cars, press [1]; for trucks, press [2].” This way callers are routed directly to the person best suited to handle them.

►The first menu (Custom 1) could be something like:

"If you know the extension number of the person you are calling, you can dial it at any time. For a staff directory, press one. To dial by name, press two. For sales, press three. For customer service, press four. For travel directions, press five. For our fax number, email address and website, press five. To repeat this menu, press six. Thank you."

• Try to structure your menu with relatively few choices at each level (probably no more than 5). People often try to remember each choice while waiting to see if a better choice is offered, and it's hard to remember more than three.
• If you offer lots of choices, make one choice to repeat the menu,
 such as "R" (7 on key pad) or "star."
• Make sure you program some function for every possible keystroke on a touchtone pad. If you are only offering a few choices in a particular menu, program the other buttons to send the caller to a receptionist or someone else who can help, or make the extra buttons repeat the menu (type in the letter "l") or go back to the main menu (type "m").

• Type in a phone number without spaces or punctuation.
• Press ENTER. The system will then put hyphens into the digit  string.
• Type in a description.
• Press ENTER.
• Indicate destinations for each day part by typing in letters from the bottom of the screen, and then specific destinations. Press ENTER after each entry.
• "*" (star) substitutes any number (star = wild card). For example, to route all calls from Area Code 201, enter "201 * (star)".
• To have a "Private" call (no CID provided) automatically forwarded to a desired destination, enter "P".
• For an "Out of Area" call, enter "O".
• When you are through with this page, press backslash ("\") to return to the menu shown in in STEP 35, so you can enter another phone number if you like.
• When you are through entering phone numbers, backslash out to the main page and then exit the program.

1. Access the "Message Manager's Main Command Menu": dial the intercom number for the voice processor (usually 165 in KX-TD816, KX-TD1232, KX-TA1232, KX-TAW848; 295 in KX-TD308, 107 in KX-TA624 -- unless you used a different number), then press  #, 6, *, 998 (or 98 for the KX-TD308).
   ►IMPORTANT: This will not work if a PC is still connected and in the programming mode.
2. Press [5] to modify messages.
3. Press [6] to modify the user prompts,
4. Press [1] to change user prompt 1.
5. Press [1] to change a specific prompt.
   ►OR ON NEWER SYSTEMS, press [1] if you want to re-record a prompt with your own voice,
   or press [2] if you want to turn off a prompt.
6. Enter the prompt number you want to change.

   Prompt 819 is "welcome to the voice processing system." Prompt 248 is "good afternoon." Prompt 249 is "good evening." Prompt 250 is "good morning."

7. Continue following instructions. You can press 3 to turn off a prompt.
8. ►NOTE: by eliminating the pre-recorded prompts, you will cause a delay between the end of ringing and the first sound that callers will hear. To minimize the delay, we recommend that you replace prompt 819 with your own brief message ("Thank you for calling Acme International") which will be be played immediately before your main menu (usually "custom 1").