Panasonic Telephone System

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1 Electro-Mechanical Technology 6677 W. State Rd. 38, Mulberry, IN Voice (765) Panasonic Telephone System Simplified User Guide

2 Here are some of the basic features that will help you start using your phone. More information is provided in the small booklet that comes with each phone or in the large User s Guide binder. Flexible use buttons There are four rows of 12 buttons each that will be programmed for specific functions for your phone. Some phones may only have two rows. The buttons are used for accessing outside lines, direct dial to intercom extensions, and voic functions. Placing a call Pick up the handset or press the speakerphone button (the intercom button will light up and the dial tone you hear is the intercom dialtone). Press an outside line button that is not lit to place your call on that line, or press 9 to let the phone select a free line for you. Ringing patterns When an outside call is ringing directly to your phone, the phone will have a normal ring: ring ring ring When an intercom call is ringing your phone, the pattern is two short rings: ring ring ring ring When someone has pressed the door intercom button, the phone will have three short rings ring ring ring ring ring ring

3 Answering a call When your phone is ringing, you only need to pick up the handset or press the speakerphone button to answer the call. If you phone is not ringing and you re in the same group you must press the flashing line button to answer the call. Transferring a call Transferring with HOLD While connected to the outside party, place the call on hold (press the HOLD button), then use the intercom to call the desired person and tell them to pick up the call on the proper line. Transferring without HOLD: The alternative method is to press the TRANSFER button, then either dial the desired extension number or press the proper direct dial button on your phone and hang up. The call will now ring at the extension you dialed. If you wish to announce the call, you may speak to the extension you dialed, then hang up and the outside call will be connected to them. Voic Transfer When you have a call that you want to send directly to someone s mailbox (without ringing their extension), press the VM Transfer (VTR) button, followed by the party s extension/mailbox number, then hang up. The caller will be put directly into that mailbox and hear the personal greeting. If you have a busy lamp for that station you may press that button instead of dialing the part s extension number. Hold Press the Hold button while you are connected to an outside party to place that call on hold. It can then be picked up at another phone or again at your phone by pressing the proper line button. A line button put on hold at your phone will blink green, if it was put on hold at another extension it will blink red. Exclusive Hold Please be aware that the system has an exclusive hold feature. If you press the hold button twice instead of only once the call is on exclusive hold and can only be picked back up at that same extension. It is to let you place a call on hold that you do not want anyone else to pick up. However, if you hear someone complain that they cannot retrieve a call from hold, it was probably placed on exclusive hold by mistake. Retrieve the call and place it on hold again normally. There is a different blinking pattern for exclusive hold. Auto Answer When you press the "Auto Answer" Button and turn the light on. This enables auto answer for intercom calls TO your extension. When someone calls you on the intercom you do not have to pick up the phone, the speakerphone is automatically activated, just talk and listen. Mute The auto-answer button becomes a mute button when you are using the speakerphone. When you are on a call using the speakerphone, you can press the MUTE button to prevent the other party from hearing your side of the conversation (such as when you want to make a private comment to someone else in the room with you). The button will blink while you are on the call; it will reset when you hang up. (The mute feature will not affect the auto-answer setting.) LCD Display Functions. If your phone has the LCD display, there is some useful information there. The top line of the display will show the number you dialed, then it will change to show elapsed time of your call. The bottom line of the display is a type of menu, with the slender buttons below the display corresponding to the functions that are spelled out on the display. The main features are CONT-

4 contrast, RING-ringer volume, and BGM- background music. If you press the Shift button to the right, the display will show a list of secondary functions: STA- station speed dial, EXTextensions, and FEAT-features. Contrast: press the button under CONT then While in on-hook or receiving a call press the Up or Down Ring volume: press the button under RING then Press Up or Down. to adjust the ringing volume, the display will show a number of *** and the phone will ring at three levels. if you press down the ringer will turn off and the display will say RNGOFF. Be careful that you do not turn the ringer off unintentionally. NON-display phones If your phone does not have a display you still have the following features: Ring volume: The ringing volume is adjusted by a small switch at the side of the phone. Direct line access (no need to dial 9) The default programming in the Panasonic phone system is to connect you to the intercom when you pick up the handset. There are two ways to make an outside call with a Panasonic multi-button phone, you can pick up the handset then dial a 9. This tells the system to give you the next available outside line. Another way to make a call, is to simply press an available "CO" or line button, and immediately start dialing the number. However, if most of your phone usage is going to be making outside calls, then you may prefer to be connected directly to a line as soon as you pick up the handset or press the speakerphone button. You can set your phone to do this by the following steps. The procedure is called Preferred Line Assignment Outgoing in the manual. You can change the setting on your individual phone by the following steps: Press [Program or Pause] Dial 19 Press ENTER or STORE Dial 1 for An idle CO line or 2 and press the Line Button You want to Use (Preferred line assignment-outgoing) Press ENTER or STORE Then press [Program or Pause] or just pickup then hang up the phone to get out of the programming mode. To use intercom mode follow the same steps except press the intercom button instead of the line button.

5 Panasonic Voic System Accessing your personal mailbox - Summary There are two buttons on your phone that are used to access the voic system: [VM] Voice Mail Press this button to connect to the voic system to check your messages or manage your mailbox. [VTR] Voic Transfer This button is used to connect an outside caller directly to someone s mailbox. When speaking to a caller, press [VTR] then the destination extension number and the caller will go directly to the destination mailbox- it will not ring at the extension. Your mailbox number is the same as your phone extension number. To connect to your mailbox: To enter your mailbox, call the voic system from your own phone extension by pressing the voic button [VM] or by pressing [Intercom] 500 or 165 The system knows which extension you are calling from and connects you directly to your box. If the message light on your phone is lit, pressing [Intercom] then the message button will also automatically connect you to your mailbox. To connect to your mailbox when you are away from the office: If you call from outside and the voic answers, press * (star) then your box number to access your box features. (i.e. *101 to get messages from box 101) If you call from outside and a person answers, you can ask to be transferred to your mailbox. When you are connected into the voic system, you now must press # 6 followed by * plus your box number. (Otherwise the system will just think you want to leave a message). To check your messages: Call into your box and this is the first option given. Press 1 to receive the message Even if you have no new messages, it still gives you this option since you may have older messages saved in your box. Follow the prompts. Press 1 to repeat a message Press 2 to save it and move on to the next message Press 3 to delete the message and move on to the next message To change your personal greetings Call into your mailbox then select option 5 mailbox management. Then to change your personal greeting press 1 The system gives you 3 types of greetings you can record in your box. 1. No answer greeting: used when you don t pick up in time, or if the other following messages have not been recorded. 2. Busy greeting: plays only when you are busy on the phone, and only if you have recorded it. 3. After hours greeting: plays during the after hours schedule (after 5 pm) The first choice is the best one to use- No answer greeting. It is the default and will be used all the time if the other greetings have not been recorded. You do not need to record the other greetings. Follow the prompts carefully. Record at the tone, Press 1 when finished NOTE: After recording your greeting, DO NOT HANG UP right away, be sure to select 2 to accept in order to save your new recording. When you have saved your recording you can hang up.

6 Special voic functions: When you are connected to the voic system, the following commands can help you control the system. # 6 forces the system to go into mailbox mode. When you press it the system will immediately ask you for a mailbox number and send you to that mailbox (without ringing any phone). Pressing * (star key) before your mailbox number tells the system that you are accessing your own mailbox and you want to check your messages or manage your box. # 8 forces the system to go into extension transfer mode. When you press it the system will immediately ask you for an extension number and transfers you to that extension (rings the phone). # 9 this forces the voic to hang up. If you happen to pick up a call on a line after the voic has already started answering it, # 9 will stop the voic system and let you take the call. When you call from outside, sometimes the For example, if you call in to leave a message for someone else, then decide to check your own messages, you can enter # 6 then * and your box number to go to managing your own box. Or if you are checking your messages from outside, then decide you would like to speak to someone, you can press # 8 then their extension number to ring their phone. Remote retrieval of voic from Panasonic TV voic systems: This information is contained in the booklet called Subscriber s Guide, the back of the booklet has an easy to follow flow-chart. Call the office phone number and wait for the system to answer. (If your call was answered by a receptionist, ask to be transferred to extension 500 or 165.or any voice mailbox) Once the voic system has answered your call (you hear the greetings) then you can press the following numbers: Enter Function # 6 Enter Mailbox mode * [number] Enter the * plus your mailbox number [passcode]# Enter your passcode if you have one (followed by #) System will tell you the total number of messages (new plus saved) followed by the number of new messages. 1 Listen to messages Follow other prompts for other options You may transfer yourself to another extension or mailbox without hanging up. Other Features # 8 Enter Extension Transfer mode, system will ask for an extension

7 number then transfer you directly to that extension. This can be entered at anytime during a call to the voic system. # 6 Enter Mailbox mode to be transferred to another mailbox. This can be entered at anytime during a call to the voic system.

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