PANASONIC DBS Largedisplay User Guide

Integrated Feature Module

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User’s GuideUser’s Guide

Table of Contents

FIRST TIME ENROLLMENT / TUTORIAL 3
HOW TO USE THIS GUIDE 4
LISTEN 5
BOOKMARKING MESSAGES 6
CALLER ID CAPTURE 6
SEND 7
CALL 8
NOTIFY 9
CALL FORWARDING 10
MESSAGE FORWARDING 11
SETUP
BRANCHING 12
DISTRIBUTION LISTS 13
OFF HOOK VOICE ANNOUNCE 14

2

FIRST TIME ENROLLMENT / TUTORIAL

Accessing the Voice Mail System From your Desk

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:

4 Entering your personal Mailbox Password
4 Recording your Name
4 Recording your personal Mailbox Greeting

Simply follow these instructions to personalize your mailbox.
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..

Accessing the Voice Mail System 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: ______________

Helpful Hints

Quick Entry into Mailbox

4 When dialing into the Courier from an outside line, upon hearing the main greet-

ing, you can dial # followed by the extension number to get you to the party's
personal greeting without ringing the users telephone.

4 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.

3

HOW TO USE THIS GUIDE

This Operator’s Guide will provide the necessary steps and procedures for you to utilize the Courier
Voice Mail system with the Panasonic Large Screen Display phone. Each step is clearly detailed
and the corresponding display message is illustrated appropriately.

Soft key

The manual will refer to Soft Keys which are the buttons
to the left and 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

# to move to VM
Menu

1
3

5
7

9

2
4
6

8
*

In addition to using the Soft Keys to navigate through the Courier features, you may also use the
telephone keypad. Numbers 1-9, and (*) correspond to the screen’s display as noted above.

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 # to VM Menu which al­ways brings you back to the main Voice Mail Menu.

4

LISTEN

LISTENING TO MESSAGES...NEW & OLD

4 New: To listen to new messages.
4 Old: To listen to old or saved messages.

The number above “New” and “Old” signifies the number of mes­sages.

PLAYING A NEW OR
OLD MESSAGE

4 Press the Soft key to listen to the new

or old message

LISTEN OPTIONS

4 Save the message as Old.
4 Delete the message.
4 Play the message from beginning (replay).

4 Reply to sender’s message or caller.
4 Forward a message to a mailbox.
4 Skip Message to advance to next message and keep message as

New.

4 Stamp message with Time and Date received
4 Reverse message during playback
4 Advance message during playback
4 Pause message during playback

FORWARDING MESSAGES

4 Change favorite mailbox

This screen gives you the option to display 2 favorite (commonly
used) mailboxes for quick access

4 Enter Mailbox No to send message to a specific mailbox
4 Directory provides a list of Voice Mailboxes
4 Distribution Lists provides a list of groups

COMMENT OPTIONS

4 ADD comment to forwarded message
4 REMOVE comment
4 Send original message and comment
4 Delete recorded comment
4 Listen to recorded comment
4 ReRecord comment
4 Receipt for message confirmation
4 Private to prevent transfer of message

Note: Make sure to press Send to Forward the message

5

BOOKMARKING MESSAGES & CALLER ID CAPTURE

The Courier provides two unique features that are used while listening to messages, they
are Bookmarking Messages and Caller ID Capture. Both features are functional from any
telephone (Cell Phone, Internal Phone, etc.), and are utilized when listening to New or Old
messages.

BOOKMARKING MESSAGES & CAPTURING CALLER ID FROM LARGE SCREEN TELEPHONE:
BOOKMARKING

• 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.

4 While listening to a message, press ## at the desired location to place a bookmark on that mes-

sage

The following screen will appear:

Set: to place a bookmark
within the message

Set: to capture Caller ID

Go: to advance to the previously set

bookmark upon message playback

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.

4 While listening to a message, press ## to capture caller ID

BOOKMARKING & CAPTURING CALLER ID FROM ANY NON DISPLAY TELEPHONE:

4 While listening to a message, press ## at the desired location to place a bookmark and capture Caller ID

for that message. Listen and follow voice prompts.

To Set a bookmark at the current position

To Jump To an existing bookmark

To Assign this caller ID to your mailbox

To Remove this caller ID from your mailbox

To Exit feature and return to voicemail main menu

6

SEND

SEND REGULAR & SCHEDULED MESSAGES

• Send Regular voice messages to other mailboxes on

the system.

• Ability to Schedule a message to send to other mail-

boxes on the system.

4 Reg: Sends regular messages to mailboxes.
4 Sch: Schedules messages to mailboxes.

SENDING A REGULAR MESSAGE

4 Change favorite mailbox
4 Enter Mailbox No to send message to a specific mailbox.
4 Directory provides a list of Voice Mailboxes.
4 Distribution Lists provides a list of groups.

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

4 Date for message delivery.
4 Time for message delivery.
4 AM or PM for morning or afternoon delivery.
4 Next to advance to next display screen.

SENDING A SCHEDULED MESSAGE

4 Change favorite mailbox
4 Mailbox Number
4 Enter Mailbox No to send message to a specific mailbox.
4 Directory provides a list of voice mailboxes.
4 Distribution Lists provides a list of groups.

SEND OPTIONS

4 Send to deliver message.
4 Delete to erase message.
4 Listen to message.
4 ReRecord message.
4 Append to add to recorded message.
4 Receipt of message confirmation.
4 Private to prevent transfer of message.
4 Urgent for expedited delivery.

7

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

4 Tel: directs incoming calls to telephone
4 Vmb: directs incoming calls directly to mailbox

SELECTING OR SETTING UP A GREETING

4 ACTIVATE selects the desired greet-

ing to play and marks it with an aster­isk (*)

4 SETUP records the greeting.

SETTING UP YOUR PERSONAL GREETING

4 LISTEN to hear previously recorded greeting
4 RECORD to record new greeting
4 First Part records first part of message
4 Second Part records second part of message (see Notes below)
4 Entire Greeting records 1 greeting
4 PREV to return to previous screen upon completion

Notes: Both Greeting options can be set up in 2 parts:

Static: Record message during first time set up. You will not have to change this message again.
Dynamic: Record the message as you need to.

Example: Send Calls to Vmb “Out Of Office”

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.”

The System automatically combines these messages when a caller enters your Voice Mailbox greeting.

Note: If nothing has been recorded in the Second Part greeting, only the First Part greeting will play.

8

NOTIFY

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 se-

quence, until the message is retrieved

• Notification may be scheduled with time and day parame-

ters.

4 NOTIFY: to begin notification setup and activation process.

NOTIFY MENU

4 Phone Numbers to enter phone or pager numbers for notifica-

tion.

4 Schedule to set up time and day parameters for message notifi-

cation.

SETUP AND ACTIVATION OF NOTIFICATION NUMBERS

4 SETUP to program external phone/pager numbers.
4 ACTIVATE engages notification feature. An Asterisk next to

number (*) indicates forwarding number has been selected.

Note: Voice prompts provide setup assistance.

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:

ΠSelect Phone number you wish to move on the left side of the

screen.

• Select new location for the selected number on the right side of

the screen.

9

FORWARDING

CALL FORWARDING

• Forward incoming calls to another extension.

• Up to 4 extensions may be activated.

• System continues to notify all extensions, in cascading or-

der.

• Extension sequence may be changed.

4 Call: begins Call Forwarding setup and activation process.

SETUP AND ACTIVATION OF NOTIFICATION NUMBERS

4 SETUP to program extension numbers.
4 ACTIVATE to forward calls. An Asterisk next to number (*) indicates

forwarding number has been selected.

Note: Voice prompts provide setup assistance.

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:

ΠSelect Phone number you wish to move on the left side of the

screen.

• Select new location for the selected number on the right side of

the screen.

10

FORWARDING

MESSAGE FORWARDING

• Forward all messages to another extension.

• Carbon copy messages for reference.

4 Msg: begins Message Forwarding setup and activation proc-

ess.

SETTING UP MESSAGE FORWARDING

4 Forward To selects extension number
4 CC My VMB to retain a copy of forwarded message in your own

mailbox

4 An asterisk (*) is displayed when the option is toggled on.

INPUTTING EXTENSIONS

4 Change favorite mailbox
4 Mailbox Number messages will be forwarded to
4 Enter Mailbox No to forward messages to a specific mailbox
4 Directory provides a list of Voice Mailboxes

11

SETUP

SETUP

• 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.

4 SETUP: brings you to the set up screen

VOICE MAIL SETUP SCREEN—FUNCTIONS

4 Password: Enter and/or change password.
4 Name: Record mailbox user’s name
4 Screen: Turns on call screening to identify incoming callers
4 Confirm: Provides Confirmation receipt of sent voice mail.
4 Distribution List: Setup and maintain personal Distribution Lists
4 Branch: Allows incoming caller to “one-touch dial” to another exten-

sion.

4 Queue: While on a call, other incoming calls remain in “queue” or are

spooled.

4 Totals: When dialing into your Voice Mailbox, Totals will announce

the number of New & Old messages.

4 Recycle: Deleted messages are retained up to 2 days
4 FIFO/LIFO Hear messages First In First Out, or Last In First Out.

Note: Asterisk (*) toggles feature on/off

BRANCHING & BRANCHING MAINTENANCE

• Routes incoming calls from mailbox greeting to other extensions

• Up to 10 one-touch branching selections

4 0-9 to setup or change one-touch dial locations and corresponding

extension numbers.

4 Follow system voice prompts for setup.

ADDING/CHANGING BRANCHING MAINTENANCE

4 Change favorite mailbox
4 Mailbox Number messages will be forwarded to
4 Enter Mailbox No to forward messages to a specific mailbox
4 Directory provides a list of Voice Mailboxes

12

SETUP

DISTRIBUTION LISTS

• Convenient method to route messages to entire list of exten-

sions

• Create lists by department, association, job function...etc.

• Lists may be edited as needed.

4 DistList: takes you to Distribution List setup

DISTRIBUTION LIST FUNCTIONS

4 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.

4 Browse Lists: to add and delete members to existing lists
4 ReRecord Name to change name of Distribution List
4 Delete List: Removes Distribution List

CREATING A DISTRIBUTION LIST

Select List Name

4 Change favorite mailbox
4 Mailbox Number adds favorite

mailbox to list

4 Enter Mailbox No to add to list
4 Directory provides a list of Voice

Mailboxes to add to list

BROWSING THROUGH A
DISTRIBUTION LIST

Select Existing List

4 ADD enables a Mailbox be added

to Distribution List

4 DELETE removes mailbox from

distribution list.

13

OFF-HOOK VOICE ANNOUNCE

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.

ΠWhen a person is engaged in a conversation and a call comes through the Automated

Attendant (AA) for that person, the Courier will attempt to transfer the call to the user.

• 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.

Ž The AA will then ask the outside caller to state their name.

• 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. The other outside party does not hear a thing.

Upon hearing the announcement, the Large Screen Display changes and provides the follow­ing call handling options:

4 Accept: New call is transferred to your extension.
4 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.

4 Message: Incoming caller is directed to leave a message
4 Redirect: Allows you to transfer Incoming call to another

extension on the system.

REDIRECT CALLS

4 Change favorite mailbox

This screen gives you the option to display 2 favorite (commonly
used) mailboxes for quick access

4 Directory provides a list of Voice Mailboxes

* System configuration dependent. Check with your Authorized Panasonic Dealer for details.

14

Telecommunication Systems Company

Division of Matsushita Electric Corporation of America
Business Telephone Systems Division

Headquarters
Two Panasonic Way
Secaucus, NJ 07094
[phone]

www.panasonic.com/dbs

04/2001