Panasonic
a
Supports DBS 576 and DBS 576HD Version 5.1
for Large-Display Phones
Section 722
IFM Courier
User Guide
DBS 576 and DBS 576HD
Version 5.1
Issued April 2002
Part No. 537X05901C
The contents of this manual are subject to change without notice and do not constitute
a commitment on the part of Panasonic Telecommunication Systems Company
(PTSC). Every effort has been made to ensure the accuracy of this document.
However, due to ongoing product improvements and revisions, Panasonic cannot
guarantee the accuracy of printed material after the date of publication nor can it
accept responsibility for errors or omissions. Panasonic will update and revise this
document as needed.
The software and hardware described in this document may be used or copied only in
accordance with the terms of the license pertaining to said software or hardware.
Reproduction, publication, or duplication of this manual, or any part thereof, in any
manner, mechanically electronically, or photographically is prohibited without
permission of the Panasonic Telecommunication Systems Company (PTSC).
© Copyright 2002 by Panasonic Telecommunication Systems Company (PTSC).
All rights reserved.
CONTENTS
USING COURIER VOICE MAIL FOR THE FIRST TIME.......... 5
QUICK TIPS FOR USING COURIER VOICE MAIL ................. 5
Accessing Voice Mail from an Outside Line.......................... 5
Understanding Feature Availability ....................................... 5
Accessing Voice Mail Quickly ............................................... 5
USING COURIER WITH A LARGE-DISPLAY PHONE ............ 6
Soft keys ............................................................................... 6
Telephone Keypad Activation ............................................... 6
Additional Information ........................................................... 6
LISTENING TO MESSAGES.................................................... 7
Listening to Messages...New & Old ...................................... 7
Playing a New or Old Message............................................. 7
Listen Options ....................................................................... 7
Forwarding Messages........................................................... 7
Comment Options ................................................................. 8
BOOKMARKING MESSAGES & CALLER ID CAPTURE ........ 8
Bookmarking Messages........................................................ 8
Capturing Caller ID ............................................................... 8
SENDING MESSAGES ............................................................ 9
Send Regular & Scheduled Messages ................................. 9
Sending a Regular Message................................................. 9
Sending a Scheduled Message ............................................ 9
Sending a Scheduled Message ............................................ 9
Send Options ........................................................................ 10
CALL......................................................................................... 10
Directing Calls to Telephone (Tel) or
Voice Mailbox (VMB) .......................................................... 10
Selecting or Setting up a Greeting ....................................... 10
Setting Up Your Personal Greeting....................................... 11
SETTING UP MESSAGE NOTIFICATION ............................... 12
External Message Notification .............................................. 12
Notify Menu........................................................................... 12
Setup and Activation of Notification Numbers (External) ..... 12
Changing Notify Sequence ................................................... 13
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3
FORWARDING CALLS AND MESSAGES............................... 13
Forwarding Calls ................................................................... 13
Setup and Activation of Notification Numbers (Extensions) . 13
Changing Call Forwarding Sequence .................................. 14
Forwarding Messages........................................................... 14
Setting Up Message Forwarding........................................... 14
Inputting Extensions.............................................................. 14
SETTING UP YOUR VOICE MAILBOX.................................... 15
Voice Mail Setup Screen—Functions ................................... 15
Routing Calls with Call Branching ........................................ 15
Adding/Changing Branching Options ................................... 16
Setting Up Distribution Lists.................................................. 16
Creating a Distribution List................................................... 16
Browsing Through a Distribution List .................................... 17
OFF HOOK VOICE ANNOUNCE ............................................. 17
Redirecting Calls................................................................... 17
4
DBS 576 issued April 2002 576-51-722
USING COURIER VOICE MAIL FOR THE FIRST TIME
USING COURIER VOICE MAIL FOR THE FIRST TIME
Dial into the Voice Mail System by entering the Access Number provided by your System Administrator.
Internal Voice Mail Extension Number: ___________
As a first time user, the system will prompt you through the setup of your personal
Voice Mail Box. The Tutorial will guide you through entering the following personal
Mailbox information:
• Entering your personal Mailbox Password
• Recording your Name
• Recording your personal Mailbox Greeting
When finished, the system will automatically take you into your personal Mailbox.
From here, you can access the various Mailbox features of the Courier system.
QUICK TIPS FOR USING COURIER VOICE MAIL
Accessing Voice Mail from an Outside Line
Dial the phone number assigned to the Courier System from an outside line. When the
Courier answers, press the asterisk (*) key on your phone to access the Voice Mail
Center. Following the commands, enter your mailbox number and password to access
your personal Mailbox.
External Voice Mail Telephone Number: ______________
Understanding Feature Availability
The following features must be set up for you by your System Administrator before you
can use them:
Distribution List, Branching, Message Forwarding, Call Screening, Off Hook Voice
Announce, Call Record, Call Record Notify, Notify on Urgent Messages Only, Call
Forwarding, Reply, Auto Receipt, Call Queuing, and CID Routing.
Accessing Voice Mail Quickly
• When dialing into the Courier from an outside line, upon hearing the main greeting,
you can dial # followed by the extension number to get you to the party's personal
greeting without ringing the users telephone.
• You can always bypass a personal greeting by dialing # at any time during the
greeting. After dialing pound, you will hear a short tone indicating that you can
begin recording your message.
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IFM Courier for Large Display Telephone User Guide
USING COURIER WITH A LARGE-DISPLAY PHONE
Soft keys
Soft Keys
right of the large screen that correspond to
the various features of the Courier application. Some features are noted as toggle on/
off, and are activated and deactivated by
pressing the corresponding Soft Key.
Telephone Keypad Activation
In addition to using the Soft Keys to navigate through the Courier features, you may
also use the telephone keypad. Numbers 19, and (*) correspond to the screen’s display
as noted above.
Additional Information
Below the screen heading (Example: Voice
Mail Setup) you will find various prompts
that guide you around or out of the current
function screen.
Most of the screens display
which always brings you back to the main
Voice Mail Menu.
are the buttons to the left and
# to VM Menu
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LISTENING TO MESSAGES
Listening to Messages...New & Old
»
To listen to new
New:
messages.
»
To listen to old or saved
Old:
messages.
The number above “New” and
“Old” signifies the number of messages.
Playing a New or Old Message
» Press the appropriate Soft
key to listen to the new or
old message
Listen Options
»
the message as Old.
Save
»
»
»
»
»
»
»
»
the message.
Delete
the message from beginning (replay).
Play
to sender’s message or caller.
Reply
Forward
Skip Message
keep message as New.
Stamp
Reverse
Advance
Pause
a message to a mailbox.
to advance to next message and
message with Time and Date received
message during playback
message during playback
message during playback
LISTENING TO MESSAGES
Forwarding Messages
»
Change
this screen gives you the option to display 2
favorite (commonly used) mailboxes for quick
access
»
Enter Mailbox No
specific mailbox
»
Directory
»
Distribution Lists
576-51-722 DBS 576 issued April 2002 7
favorite mailbox
to send message to a
provides a list of Voice Mailboxes
provides a list of groups
to
Comment Options
screen
IFM Courier for Large Display Telephone User Guide
Comment Options
» ADD comment to forwarded message
» REMOVE comment
» Send original message and comment
» Delete recorded comment
» Listen to recorded comment
» ReRecord comment
» Receipt for message confirmation
» Private to prevent transfer of message
Note: Make sure to press Send to Forward the
message
BOOKMARKING MESSAGES & CALLER ID CAPTURE
You can bookmark messages and capture Caller ID information (if available) while listening to your messages. Both features are functional from any telephone (Cell Phone,
Internal Phone, etc.), and can be used with New or Old messages.
Bookmarking Messages
While listening to a message, you have the ability to place a bookmark in that message. This bookmark will allow you to advance to that location upon playback, the next
time you listen to the message.
• While listening to a message, press ## at the desired location to place a bookmark
on that message
The following screen will appear:
Set: to place a
bookmark within
the message
Go: to advance to
the previously set
bookmark upon
message playback
Set: to capture
Caller ID
Del: to delete
previously captured
Caller ID digits
Capturing Caller ID
• While listening to a message, you have the ability to capture the Caller ID and store
it in the system. From that point forward, calls will bypass the Auto Attendant and
transfer directly to your extension.
• While listening to a message, press ## to capture caller ID
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SENDING MESSAGES
Send Regular & Scheduled Messages
» Send
mailboxes on the system.
» Ability to
mailboxes on the system.
»
Sends regular messages to mailboxes.
Reg:
»
Schedules messages to mailboxes.
Sch:
Sending a Regular Message
»
Change
»
Enter Mailbox No
mailbox.
»
Directory
»
Distribution Lists
Note: to send a message to a System Distribution
List, press # and the 2 digit system list number,
which has been set up by the System Administrator.
Sending a Scheduled Message
»
for message delivery.
Date
»
for message delivery.
Time
»
AM or PM
»
to advance to next display screen.
Next
voice messages to other
Regular
Schedule
favorite mailbox
provides a list of Voice Mailboxes.
for morning or afternoon delivery.
a message to send to other
to send message to a specific
provides a list of groups.
SENDING MESSAGES
Sending a Scheduled Message
»
Change
» Mailbox Number
»
Enter Mailbox No
specific mailbox.
»
Directory
»
Distribution Lists
favorite mailbox
to send message to a
provides a list of voice mailboxes.
provides a list of groups.
to Send Options screen
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IFM Courier for Large Display Telephone User Guide
Send Options
» Send to deliver message.
» Delete to erase message.
» Listen to message.
» ReRecord message.
» Append to add to recorded message.
» Receipt of message confirmation.
» Private to prevent transfer of message.
» Urgent for expedited delivery.
CALL
Directing Calls to Telephone (Tel) or Voice Mailbox (VMB)
When callers enter extension numbers from the auto
attendant:
• Calls to Tel will ring extension first, then forward to
voice mail, if no answer.
• Calls to Vmb will go directly to the mailbox
greeting, without ringing the phone.
• Each option has up to 5 greetings to record
• Select Tel or Vmb to record personal greetings
» Tel : directs incoming calls to telephone
» Vmb: directs incoming calls directly to mailbox
Selecting or Setting up a Greeting
» ACTIVATE selects the
desired greeting to play
and marks it with an
asterisk (*)
» SETUP records the
greeting.
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CALL
Setting Up Your Personal Greeting
Telephone and Voice Mailbox greetings can be set up in two parts. You can provide a
general First Part greeting and follow it with a more specific Second Part greeting
appropriate to a specific situation. The caller hears one combined greeting.
» LISTEN to hear previously recorded greeting
» RECORD to record new greeting
» First Part records first part of message
» Second Part records second part of message
(see Notes below)
» Entire Greeting records 1 greeting
» PREV to return to previous screen upon
completion
You can record up to five greetings for each part, and then activate a greeting when it
becomes appropriate. For example, if you will be away from your office, you can direct
calls to your Voice Mailbox and play the following greeting:
First Part: “Hello, this is Emma Smith. I am currently out of the office.”
Second Part: “I will return on Thursday at 2:00 pm. Please leave a message and I will
return your call when I return. Thank you.”
Note: If nothing has been recorded in the Second Part greeting, only the First Part
greeting will play.
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IFM Courier for Large Display Telephone User Guide
SETTING UP MESSAGE NOTIFICATION
External Message Notification
• Notifies external telecommunication devices of
Voice Mail messages.
• Selectable notification of All Messages or Urgent
messages only
• Up to 4 devices may be selected.
• System continues to notify all devices, in cascading
sequence, until the message is retrieved
• Notification may be scheduled with time and day
parameters.
»
NOTIFY:
process.
Notify Menu
•
for notification.
•
Schedule
message notification.
to begin notification setup and activation
Phone Numbers
to enter phone or pager numbers
to set up time and day parameters for
Setup and Activation of Notification Numbers (External)
•
•
Note:
12 DBS 576 issued April 2002 576-51-722
to program external phone/pager numbers.
SETUP
ACTIVATE
Asterisk next to number (*) indicates forwarding
number has been selected.
engages notification feature. An
Voice prompts provide setup assistance.
to
Changing Notify
Sequence
screen
FORWARDING CALLS AND MESSAGES
Changing Notify Sequence
Once Telephone numbers have been input, you can
change their sequence. In the Notify screen, press the
“Next” key on the telephone, and the system will take
you to this display:
1. Select Phone number you wish to move on the left
side of the screen.
2. Select new location for the selected number on
the right side of the screen.
FORWARDING CALLS AND MESSAGES
Forwarding Calls
• Forward incoming calls to another extension.
• Up to 4 extensions may be activated.
• System continues to notify all extensions, in
cascading order.
• Extension sequence may be changed.
•
begins Call Forwarding setup and activation
Call:
process.
Setup and Activation of Notification Numbers (Extensions)
•
•
Note: Voice prompts provide setup assistance.
576-51-722 DBS 576 issued April 2002 13
to program extension numbers.
SETUP
ACTIVATE
number (*) indicates forwarding number has been
selected.
to forward calls. An Asterisk next to
to
Changing Call Forwarding
Sequence
screen
IFM Courier for Large Display Telephone User Guide
Changing Call Forwarding Sequence
Once Extensions have been input, you can change
their sequence. In the Call Forwarding Screen, press
the “Next” key on the telephone, and the system will
take you to this display:
1. Select Phone number you wish to move on the left
side of the screen.
2. Select new location for the selected number on
the right side of the screen.
Forwarding Messages
• Forward all messages to another extension.
• Carbon copy messages for reference.
• Msg: begins Message Forwarding setup and
activation process.
Setting Up Message Forwarding
• Forward To selects extension number
• CC My VMB to retain a copy of forwarded
message in your own mailbox
• An asterisk (*) is displayed when the option is
toggled on.
Inputting Extensions
• Change favorite mailbox
• Mailbox Number messages will be forwarded to
• Enter Mailbox No to forward messages to a
specific mailbox
• Directory provides a list of Voice Mailboxes
14 DBS 576 issued April 2002 576-51-722
SETTING UP YOUR VOICE MAILBOX
SETTING UP YOUR VOICE
MAILBOX
• This screen provides many options to personalize
your mailbox. Some of the options will automatically
be set during first time user tutorial, but can be
changed at a later time.
»
Voice Mail Setup Screen—Functions
»
»
»
»
»
»
»
»
»
»
» Note: Asterisk (*) toggles feature on/off
brings you to the set up screen
SETUP:
Password:
Name:
Screen:
incoming callers
Confirm:
voice mail.
Distribution List:
Distribution Lists
Branch:
dial” to another extension.
Queue:
remain in “queue” or are spooled.
Tot als:
Totals will announce the number of New & Old
messages.
Recycle:
FIFO/LIFO
Enter and/or change password.
Record mailbox user’s name
Turns on call screening to identify
Provides Confirmation receipt of sent
Setup and maintain personal
Allows incoming caller to “one-touch
While on a call, other incoming calls
When dialing into your Voice Mailbox,
Deleted messages are retained up to 2 days
Hear messages First In First Out, or Last In First Out.
to
Setting Up
Distribution
screens
Lists
to
Routing Calls
with Call
Branching
screens
Routing Calls with Call Branching
• Routes incoming calls from mailbox greeting to
other extensions
• Up to 10 one-touch branching selections
»
to setup or change one-touch dial locations
0-9
and corresponding extension numbers.
» Follow system voice prompts for setup.
to
Adding/Changing
Branching Options
screens
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IFM Courier for Large Display Telephone User Guide
Adding/Changing Branching Options
» Change favorite mailbox
» Mailbox Number messages will be forwarded to
» Enter Mailbox No to forward messages to a specific
mailbox
» Directory provides a list of Voice Mailboxes
•
Setting Up Distribution Lists
» Convenient method to route messages to entire
list of extensions
» Create lists by department, association, job
function...etc.
» Lists may be edited as needed.
» DistList: takes you to Distribution List setup
» Create List: There are 64 pre-programmed
Distribution names to select from. Select a name
for the list, and continue to the next screen to add
users.
» Browse Lists: to add and delete members to
existing lists
» ReRecord Name to hange name of Distribution
List
» Delete List: Removes Distribution List
•
to Browsing
Through a
Distribution List
screens
Creating a Distribution List
Select List Name
» Change favorite
mailbox
» Mailbox Number adds
favorite mailbox to list
» Enter Mailbox No to
add to list
» Directory provides a list
of Voice Mailboxes to
add to list
16 DBS 576 issued April 2002 576-51-722
OFF HOOK VOICE ANNOUNCE
Browsing Through a Distribution List
Select Existing List
» ADD enables a Mailbox
be added to Distribution
List
» DELETE removes
mailbox from distribution
list.
OFF HOOK VOICE ANNOUNCE
Off hook voice announce is a feature than can be applied to any extension on the system. First, it must be part of the Mailbox’s Class of Service, and the Monitor Transfer
feature must be activated in order for this function to operate properly.
1. When a person is engaged in a conversation and a call comes through the Auto-
mated Attendant (AA) for that person, the Courier will attempt to transfer the call
to the user.
2. Upon indication that the extension is busy, the AA will pull the call back, and
announce to the outside caller that the desired extension is currently on the telephone, but will announce the call to the party.
3. The AA will then ask the outside caller to state their name.
4. The AA will then announce, through the earpiece, to the desired party that there is
a call waiting, and replay the recorded name of the outside caller.
Note: When this announcement is made, it is only heard by the desired
extension, and does not interrupt that existing conversation.
Upon receiving the announcement, the Large Screen
Display provides the following call handling options:
» Accept: New call is transferred to your extension.
» Queue: Puts incoming caller on hold and
periodically plays a queue message asking the
caller if they would like to continue holding or leave a
message.
» Message: Incoming caller is directed to leave a
message
» Redirect: Allows you to transfer Incoming call to
another extension.
Redirecting Calls
» Change favorite mailbox
This screen gives you the option to display 2 favorite
(commonly used) mailboxes for quick access
» Directory provides a list of Voice Mailboxes
576-51-722 DBS 576 issued April 2002 17
Telecommunication Systems Company
Division of Matsushita Electric Corporation of America
Business Telephone Systems Division
Headquarters
Two Panasonic Way Printed in USA
Secaucus, NJ 07094 04/2002
(201) 392-4220 Part No. 537X05901C
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