Panasonic KX-NT400 Operating Instructions

Model No.

KX-NT400

IP Proprietary Telephone

Thank you for purchasing an IP Proprietary Telephone (IP-PT). Please read this manual carefully before using this product and save this manual for future use. For more details, please refer to the manuals of the PBX.

SD Logo is a trademark.

Document Version 2010-01

Contacts

Chat

Call handling

Call logs

Introduction

Feature Highlights

Color LCD Touch Screen

The large, color LCD touch screen provides a simple interface for operating the KX-NT400. You can assign commonly used phone numbers and functions to flexible keys for easy access. You can also check messages, missed calls, and more simply by pressing buttons on the screen. The touch screen also provides an intuitive interface for managing contacts and call logs.

2 Operating Instructions Document Version 2010-01

Introduction

Interact Efficiently with Other Users

The KX-NT400 provides features that support interacting and working efficiently with other users. The following are examples of these features.

• Set a presence status, such as "Available" or "In Conference", that can be viewed by other users.

• View the state of other users’ telephones.

• Establish a text chat session with other users.

Network Camera Integration

The KX-NT400 can display video feeds from Panasonic Network Cameras (e.g., KX-HCM/BB-HCM/BL-C series). You can register up to 20 cameras. If a registered camera is connected to a doorphone, whenever you make a call to or receive a call from that doorphone, the video feed is automatically displayed on the KX-NT400. In addition, you can register camera information with a contact, and view the camera’s video feed when talking to the contact.

Document Version 2010-01 Operating Instructions 3

Introduction

Portal

You can view intranet Web pages on the KX-NT400 via the portal (Web browser). This can be useful for accessing resources such as company news or an employee directory. You can also make calls directly from an intranet Web page that contains links to telephone numbers.

Data Import and Export to SD Memory Card

The KX-NT400 contains an SD memory card slot so that you can back up the KX-NT400’s data to an SD memory card. You can back up information such as your personal contacts, chat log, and settings. If you switch phones or data is lost from the KX-NT400, you can recover your data from the SD memory card.

4 Operating Instructions Document Version 2010-01

System Diagram

LAN

Other Connections

The figure below illustrates an example network setup using the KX-NT400.

Introduction

Panasonic KX-NCP Series PBX Voice Processing System Panasonic Network Camera Panasonic KX-NT400 Doorphone and Door Opener Proprietary Telephone or Single Line Telephone PC Running CA Client Web Server Portable Station

IMPORTANT

• If a PC that has Communication Assistant (CA) installed is connected to the KX-NT400, do not set the

extension number in CA to the same extension number that is assigned to the KX-NT400.

Document Version 2010-01 Operating Instructions 5

Introduction

Notice

• When a portable station is configured to share an extension number with the KX-NT400, to apply the

configuration you must restart the KX-NT400.

6 Operating Instructions Document Version 2010-01

Other Information

Included Documentation

Operating Instructions (this document)

Describes how to connect, use, program, and maintain the unit.

Note

• The contents and design of the software are subject to change without notice.

Trademarks

• The Bluetooth

Panasonic Corporation is under license.

• All other trademarks identified herein are the property of their respective owners.

MPEG-4 Visual License

• This product is licensed under the MPEG-4 Visual patent portfolio license for the personal and

non-commercial use of a consumer for (i) encoding video in compliance with the MPEG-4 Visual Standard ("MPEG-4 Video") and/or (ii) decoding MPEG-4 Video that was encoded by a consumer engaged in a personal and non-commercial activity and/or was obtained from a video provider licensed by MPEG LA to provide MPEG-4 Video. No license is granted or shall be implied for any other use. Additional information including that relating to promotional, internal, and commercial uses and licensing may be obtained from MPEG LA, LLC. See http://www.mpegla.com.

word mark and logos are owned by the Bluetooth SIG, Inc. and any use of such marks by

Introduction

JPEG License

• The software of this product is based in part on the work of the Independent JPEG Group.

Fugue License

Firmware Notice

• The firmware of the KX-NT400 is protected by copyright laws and international treaty provisions, and all

other applicable laws. It can not be reverse engineered, decompiled, or disassembled.

Document Version 2010-01 Operating Instructions 7

MODEL NO.

SERIAL NO.

DATE OF PURCHASE

NAME OF DEALER

DEALER'S ADDRESS

DEALER'S TEL. NO.

Introduction

For Future Reference

Record the information in the space below for future reference.

Note

• The serial number of this product may be found on the label affixed to the side of the unit. You should

note the serial number of this unit in the space provided and retain this manual as a permanent record of your purchase to aid in identification in the event of theft.

8 Operating Instructions Document Version 2010-01

For Your Safety

WARNING

CAUTION

WARNING

To reduce the risk of injury, loss of life, electric shock, fire, malfunction, and damage to equipment or property, always observe the following safety precautions.

Explanation of symbols

The following symbols are used to classify and describe the level of hazard and injury caused when the denotation is disregarded and improper use is performed.

Denotes a potential hazard that could result in serious injury or death.

For Your Safety

General Safety

Do not disassemble this unit. Dangerous electrical shock could result. The unit must only be disassembled and repaired by qualified service technicians.

Never attempt to insert wires, pins, etc. into the vents or other holes of this unit.

To prevent possible fire or electric shock, do not expose this unit to rain or moisture.

If damage to the unit exposes any internal parts, immediately disconnect the cable or cord. If the power is supplied from the network to the IP-PT [Power-over-Ethernet], disconnect the Ethernet cable. Otherwise, disconnect the AC adaptor cord. Then return this unit to a service center.

Denotes a hazard that could result in minor injury or damage to the unit or other equipment.

The following symbols are used to classify and describe the type of instructions to be observed.

This symbol is used to alert users to a specific operating procedure that must not be performed.

This symbol is used to alert users to a specific operating procedure that must be followed in order to operate the unit safely.

This handset earpiece is magnetized and may retain small ferrous objects.

The use of excessive sound volume through earphone, headphones, or headsets may cause hearing loss.

Disconnect this unit from power outlet/the Ethernet cable if it emits smoke, an abnormal smell, or makes unusual noise. These conditions can cause fire or electric shock. Confirm that smoke has stopped and contact an authorized service center.

Installation

Do not use this unit near water, for example, near a bathtub, washbowl or sink. Damp basements should also be avoided.

The unit should only be connected to a power supply of the type described in the Operating Instructions or as shown on the label on the unit.

Placement

Care should be taken so that objects do not fall onto, and liquids are not spilled into, the unit. Do not subject this unit to excessive smoke, dust, moisture, mechanical vibration, shock, or direct sunlight.

Do not place heavy objects on top of this unit.

Document Version 2010-01 Operating Instructions 9

CAUTION

For Your Safety

Place this unit on a flat surface.

Allow 10 cm (3 15/16 in) clearance around the unit for proper ventilation.

Keep the unit away from heating appliances and devices that generate electrical noise, such as fluorescent lamps, motors and televisions. These noise sources can interfere with the performance of the unit. It also should not be placed in rooms where the temperature is less than 5 °C (41 °F) or greater than 40 °C (104 °F).

Do not press or rub the LCD touch screen with too much force. A light touch is enough for the LCD touch screen to respond.

Wipe the unit with a soft cloth. Do not clean the unit with abrasive powders or with chemical agents such as benzene or thinner.

• Use only the correct Panasonic handset.

The SD memory card and the handset hook pose a choking hazard. Keep the SD memory card and the handset hook out of reach of children.

When left unused for a long period of time, disconnect the unit from the AC outlet. When the unit receives power from a PoE power supply, disconnect the LAN cable.

Notice

• If the unit does not operate properly, disconnect

the AC adaptor cord and LAN cable and then connect again.

• If you are having problems making calls,

disconnect the Ethernet cable and connect a known working IP-PT. If the known working IP-PT operates properly, have the defective IP-PT repaired by an authorized Panasonic factory service center. If the known working IP-PT does not operate properly, check the PBX and the Ethernet cable.

• Under power failure conditions, the IP-PT may

not operate. Please ensure that a separate telephone, not dependent on local power, is available for use in remote sites in case of emergency.

• If an error message is shown on the unit’s

display, consult the network administrator.

10 Operating Instructions Document Version 2010-01

For Your Safety

Data Security

We recommend observing the security precautions described in this section, in order to prevent the following:

– loss, disclosure, falsification, or theft of user

information

– unauthorized use of the unit – interference or suspension of use caused by an

unauthorized party

We cannot be responsible for damages resulting from the misuse of this product.

User information is defined as the following:

– Contacts’ names, phone numbers, and IP

addresses

– Call logs

Preventing Data Loss

• Keep a copy of all important data (such as contact

lists) in case the machine malfunctions and data cannot be recovered.

• Use a personal computer to make periodic backups

of recordings stored on the SD memory card.

Preventing Data Disclosure

• Do not leave the unit or SD memory card in a

location where it can be accessed or removed without authorization.

• Store backups in a secure location.

• Do not store sensitive personal information in the

unit.

• In the following situations, initialize the unit (see

"Data Maintenance" on page 166), and remove the SD memory card from the unit.

– Before disposing of the unit – Before handing the unit over to a third party – Before having the unit serviced

• Make sure the unit is serviced by only a certified

technician.

• The confidentiality of the information on the SD

memory card becomes the responsibility of the customer. To prevent data leakage, render the SD Memory Card physically unusable before disposal.

• When user information is sent from the KX-NT400

to a PC or other external device, the confidentiality of that information becomes the responsibility of the customer. Before disposing of the PC or other external device, ensure that data cannot be

retrieved from it by formatting the hard disk and/or rendering it physically unusable.

Preventing Data Disclosure Over the Network

• To ensure the security of private conversations,

only connect the unit to a secure network.

• To prevent unauthorized access, only connect the

unit to a network that is properly managed.

• Make sure all personal computers that are

connected to the unit employ up-to-date security measures.

For Bluetooth® Headset Users

Medical:

Consult the manufacturer of any personal medical devices, such as pacemakers or hearing aids, to determine if they are adequately shielded from external RF (radio frequency) energy (the product operates in the frequency range of 2.4000 GHz to 2.4835 GHz and the power output is 2.5 mW [max.]). Do not use the product in health care facilities if any regulations posted in the area instruct you not to do so. Hospitals or health care facilities may be using equipment that could be sensitive to external RF energy.

Document Version 2010-01 Operating Instructions 11

SAVE THESE INSTRUCTIONS

Additional Information

Important Safety Instructions

When using this unit, basic safety precautions, including those below, should always be followed to reduce the risk of fire, electric shock and injury to persons.

1. Read and understand all instructions.

2. Follow all warnings and instructions marked on this

unit.

3. Unplug this unit from the AC outlet before cleaning.

Do not use liquid or aerosol cleaners. Clean with a damp cloth.

4. Do not use the unit near water, for example, near a

bathtub, kitchen sink, or laundry tub, in a wet basement, or near a swimming pool.

5. Place this unit on a flat surface. Serious damage

and/or injury may result if the unit falls.

6. The unit should never be placed near or over a

radiator or other heat source.

7. This unit should be operated only from the type of

power source indicated on the unit label. If you are not sure of the type of power supply to your home, consult your dealer or local power company.

8. Do not allow anything to rest on the power cord. Do

not locate this unit where the cord may be stepped on or tripped on.

9. To reduce the risk of fire or electric shock, do not

overload AC outlets and extension cords.

10. Do not insert objects of any kind into this unit

through openings, as they may touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the unit.

11. To reduce the risk of electric shock, do not

disassemble this unit. Only qualified personnel should service this unit. Opening or removing covers may expose you to dangerous voltages or other risks. Incorrect reassembly can cause electric shock.

12. Unplug this unit from the AC outlet and have the unit

serviced by qualified service personnel in the following cases:

A. When the power supply cord or plug is damaged

or frayed.

B. If liquid has been spilled on the unit. C. If the unit has been exposed to rain or water. D. If the unit does not work normally by following

the manual. Adjust only controls covered by the manual. Improper adjustment may require repair by an authorized service center.

E. If the unit has been dropped, or damaged. F. If the unit’s performance deteriorates.

13. Avoid using a telephone (other than a cordless type)

during an electrical storm. There is a remote risk of electric shock from lightning.

14. Do not use the telephone in the vicinity of a gas leak

to report the leak.

FCC and Other Information

This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

• Reorient or relocate the receiving antenna.

• Increase the separation between the equipment

and receiver.

• Connect the equipment into an outlet on a circuit

different from that to which the receiver is connected.

• Consult the dealer or an experienced radio/TV

technician for help.

CAUTION

Any changes or modifications not expressly approved by the party responsible for compliance could void the user’s authority to operate this device.

FCC Declaration of Conformity

Trade Name: Panasonic Model Number: KX-NT400 Responsible Party: Panasonic Corporation of North America One Panasonic Way Secaucus, NJ 07094 U.S.A. Telephone No.: 1-800-211-PANA (7262)

This device complies with Part 15 of the FCC Rules.

12 Operating Instructions Document Version 2010-01

Compatible with

Hearing Aid T-Coil

TIA-1083

Additional Information

Operation is subject to the following two conditions: (1) This device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.

This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA. On the bottom of the cabinet of this equipment is a label that contains, among other information, the following product identifier: US:ACJKXNANKX-NT400 If requested, this number must be provided to the telephone company.

If this equipment causes harm to the telephone network, the telephone company will notify you in advance that temporary discontinuance of service may be required. But if advance notice isn't practical, the telephone company will notify the customer as soon as possible. Also, you will be advised of your right to file a complaint with the FCC if you believe it is necessary.

The telephone company may make changes in its facilities, equipment, operations or procedures that could affect the operation of the equipment. If this happens the telephone company will provide advance notice in order for you to make necessary modifications to maintain uninterrupted service.

If trouble is experienced with this equipment, for repair or warranty information, please contact: Panasonic Service and Technology Company-BTS Center 415 Horizon Drive Bldg. 300 Ste. 350-B Suwanee, GA 30024-3186

WHEN PROGRAMMING EMERGENCY NUMBERS AND (OR) MAKING TEST CALLS TO EMERGENCY NUMBERS:

a. Remain on the line and briefly explain to the

dispatcher the reason for the call.

b. Perform such activities in the off-peak hours, such

as early morning or late evenings.

This equipment is hearing aid compatible.

This unit features a Bluetooth Module slot that can be used to wirelessly connect a Bluetooth headset to the unit.

Radio Frequency Exposure Requirements

(When an optional Bluetooth Module is installed) This product complies with FCC radiation exposure limits set forth for an uncontrolled environment. To comply with FCC RF exposure requirements, it must be installed and operated in accordance with provided instructions. The unit requires minimum 20 cm (8 in) spacing must be provided between antennas and all person’s body (excluding extremities of hands, wrists and feet) during wireless modes of operation. This transmitter must not be colocated or operated in conjunction with any other antenna or transmitter.

Compliance with TIA-1083 standard

Telephone handsets identified with this logo have reduced noise and interference when used with T-Coil equipped hearing aids and cochlear implants.

If the equipment is causing harm to the telephone network, the telephone company may request that you disconnect the equipment until the problem is resolved.

Connection to party line service is subject to state tariffs. Contact the state public utility commission, public service commission or corporation commission for information.

If your home has specially wired alarm equipment connected to the telephone line, ensure the installation of this equipment does not disable your alarm equipment. If you have questions about what will disable alarm equipment, consult your telephone company or a qualified installer.

Document Version 2010-01 Operating Instructions 13

Table of Contents

Before Operating the Telephone ..........................................................17

Accessory Information ...................................................................................................17

Location of Controls .......................................................................................................18

Operation Board Angle Adjustment ..............................................................................23

Hooking the Handset ......................................................................................................25

Screens & Soft Buttons ..................................................................................................27

Navigation ......................................................................................................................27

HOME Screen ................................................................................................................29

Contacts Screen .............................................................................................................32

Calls Screen ...................................................................................................................37

Calls Screen in Line Buttons Mode .............................................................................37

Calls Screen in Call List Mode .....................................................................................40

Call Log Screen ..............................................................................................................47

Camera Screen ..............................................................................................................49

Chat Screen ...................................................................................................................52

Portal Screen ..................................................................................................................54

Feature Key Screen .......................................................................................................55

Options Screen ...............................................................................................................57

Basic Operations .............................................................................................................58

Confirming Your Extension Number ...............................................................................58

Going off- and on-hook ...................................................................................................58

Adjusting the Volume .....................................................................................................58

Basic Screen Operations ................................................................................................59

Entering Text ..................................................................................................................60

Basic Feature Operation ........................................................................62

Making Calls ....................................................................................................................62

Making a Call ..................................................................................................................62

Making a Call from the Contact List ...............................................................................63

Dialing by Using Call Logs .............................................................................................65

Redialing the Last Number You Dialed (Redial, Last Number) ......................................66

One-touch Dialing ...........................................................................................................66

Receiving Calls ................................................................................................................67

Receiving a Call .............................................................................................................67

Redirecting Calls ............................................................................................................68

During a Conversation ....................................................................................................69

Holding a Call .................................................................................................................69

Receiving a Second Call (Answering Call Waiting) ........................................................70

Talking to Two Parties Alternately (Call Splitting) ..........................................................71

Transferring a Call (Call Transfer) ..................................................................................71

Mute ...............................................................................................................................72

Recording Calls (Two-way Recording) ...........................................................................72

Conference Call (Multiple Party Conversation) ............................................................73

Making a Conference Call ..............................................................................................73

Removing a Participant from the Conference ................................................................74

Leaving a Conference (Unattended Conference) ...........................................................74

Locking Operations (Application Lock) ........................................................................75

Checking Messages ........................................................................................................76

Checking New Messages ...............................................................................................76

Accessing Voice Mail .....................................................................................................77

Checking Missed Calls ...................................................................................................78

Presence Status Setting .................................................................................................78

14 Operating Instructions Document Version 2010-01

Table of Contents

Call Forwarding/Do Not Disturb .....................................................................................79

Advanced Feature Operation ................................................................81

Network Camera ..............................................................................................................81

Selecting Cameras to View ............................................................................................81

Zooming In and Out ........................................................................................................81

Adjusting the Angle of the Camera .................................................................................82

Opening Doors ...............................................................................................................82

Full-Screen Mode ...........................................................................................................82

Chat ..................................................................................................................................83

Making a Call to a Chat Participant ................................................................................83

Portal (Web Browser) ......................................................................................................84

Selecting a URL to Access .............................................................................................84

Going Back to Your Homepage ......................................................................................84

Making Calls from the Portal ..........................................................................................84

Other Feature Operations ......................................................................86

When the Dialed Line is Busy or There is No Answer .................................................86

Sending a Call Waiting Notification (Call Waiting) ..........................................................86

Leaving a Message Waiting Indication ...........................................................................86

Leaving a Voice Message ..............................................................................................86

Reserving a Busy Line (Automatic Callback Busy) ........................................................87

Joining an Existing Conversation (Executive Busy Override) ........................................87

Overriding Do Not Disturb (DND Override) ....................................................................87

If a Host PBX is Connected ............................................................................................88

Accessing External Services (External Feature Access [EFA]) .....................................88

PBX Feature List ....................................................................................89

Customizing the Telephone ................................................................108

Contact List ...................................................................................................................108

Adding a New Contact ..................................................................................................108

Adding a Contact from a Call Log ................................................................................108

Adding a Contact from the PBX ...................................................................................109

Adding a Contact from an LDAP Directory ...................................................................109

Editing a Contact ..........................................................................................................109

Deleting a Contact ........................................................................................................109

Details for Contacts ......................................................................................................109

User Options ..................................................................................................................113

Password Settings ........................................................................................................113

Display Settings ............................................................................................................113

Dial Number Settings ...................................................................................................114

Language Settings .......................................................................................................115

Directory List Select Settings .......................................................................................115

IP Camera Settings ......................................................................................................116

IP Camera Selection Buttons Settings .........................................................................117

Portal Settings ..............................................................................................................117

Presence Settings ........................................................................................................118

Administrator Options ..................................................................................................121

LDAP Server Settings ..................................................................................................121

Dial Modification Settings .............................................................................................122

PT Programming ...........................................................................................................125

Customizing the Flexible Buttons ...............................................................................133

Entering Characters .....................................................................................................145

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Table of Contents

Installation and Settings ......................................................................147

Connections ..................................................................................................................147

Wall Mounting ................................................................................................................150

Bluetooth Headset Connections ..................................................................................153

Installation ....................................................................................................................153

Bluetooth Headset Operation .......................................................................................155

Setting Up the KX-NT400 ..............................................................................................157

Accessing the Start-up Settings ...................................................................................157

Language Settings .......................................................................................................159

IP Address Settings ......................................................................................................159

IP Port Settings ............................................................................................................160

Quality of Service (QoS) Settings .................................................................................161

Maintenance .................................................................................................................162

Firmware Version Update .............................................................................................163

Setting Initialize ............................................................................................................165

Firmware Version .........................................................................................................165

Error Log ......................................................................................................................166

Maintaining the KX-NT400 ............................................................................................166

Data Maintenance ........................................................................................................166

Initializing the KX-NT400 ..............................................................................................168

Restarting the KX-NT400 .............................................................................................168

Cleaning the KX-NT400 ...............................................................................................169

Appendix ...............................................................................................170

Specifications ................................................................................................................170

Programming Items ......................................................................................................171

User Options ................................................................................................................171

Administrator Options ...................................................................................................176

Firmware Version Update ..........................................................................................180

SD Memory Cards .........................................................................................................181

Important Information ...................................................................................................181

Compatible SD Memory Cards .....................................................................................181

Inserting and Removing SD Memory Cards .................................................................181

Write Protection (LOCK) ...............................................................................................181

Formatting SD Memory Cards ......................................................................................182

Troubleshooting ............................................................................................................183

Common Issues and Solutions .....................................................................................183

Error Messages ............................................................................................................192

Error Codes ..................................................................................................................193

Index............................................................................................................197

16 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Accessory Information

Before Operating the Telephone

Included Accessories

Handset (1) Handset Cord (1)

Stylus Pen (1) Wall Mounting Adaptor (1)

Screws for Adaptor (2) Screws and Washers for Wall (3 each)

For extra orders for the accessories, call toll-free: 1-800-332-5368.

Optional Accessories

AC Adaptor KX-A420 (PSLP1662)

Bluetooth Module KX-NT307 (PSLP1528)

Headset KX-TCA86/KX-TCA92

Document Version 2010-01 Operating Instructions 17

D E

Before Operating the Telephone

Location of Controls

Front View

LCD (Liquid Crystal Display) Message/Ringer Lamp

When you receive an intercom call, the lamp flashes green, and on an outside call, the lamp flashes red. When someone has left you a message, the lamp stays on red.

SP-PHONE (Speakerphone)

Used for performing hands-free operations. When the SP-PHONE is used, the lamp next to the SP-PHONE button turns red.

HOLD

Used to put a call on hold.

TRANSFER

Used to transfer a call to another party.

CANCEL

Used to cancel the selected item.

MIC

Used for hands-free conversation.

Navigator Key

Used to adjust the volume or select desired items.

ENTER

Used to assign the selected item.

Handset Hook

Keeps the handset stable when the KX-NT400 is mounted on a wall. For details, see "To Lock the Handset Hook when the KX-NT400 is Wall Mounted (Page 25)".

18 Operating Instructions Document Version 2010-01

Right Side View

Side Cover SD Memory Card Slot

Used to insert an SD memory card. SD memory cards are used to backup and restore personal settings and data. For details, see "SD Memory Cards (Page 181)".

USB Port

Used to connect a USB keyboard.

Before Operating the Telephone

Document Version 2010-01 Operating Instructions 19

Before Operating the Telephone

Left Side View

Handset Handset Jack Headset Jack Handset Cord

For details, see "Connections (Page 147)".

20 Operating Instructions Document Version 2010-01

Back View

DAB C

Before Operating the Telephone

Stylus Pen

Used to press buttons on the LCD.

Back Cover Bluetooth Module Socket

For details, see "Bluetooth Headset Connections (Page 153)".

Operation Board Angle Adjust Button

Used to adjust the angle of the operation board. For details, see "Operation Board Angle Adjustment (Page 23)".

Document Version 2010-01 Operating Instructions 21

Before Operating the Telephone

Bottom View

LAN Port PC Port DC Jack

For details, see "Connections (Page 147)".

22 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Operation Board Angle Adjustment

The angle of the operation board can be set to one of seven angles (level 1 = 30°, level 7 = 60°).

IMPORTANT

• When you use the KX-NT400 first time, before adjusting the angle of the operation board, press and

hold the angle adjustment button, lift the operation board until you hear the lock click, and then release the button.

CAUTION

• Hold the operation board until it is secured at the desired angle.

• Make sure you do not pinch your fingers when raising or lowering the operation board.

• Do not squeeze the LCD touch screen when adjusting the operation board; applying too much pressure

will damage the screen.

To raise:

1. Hold the base of the unit with one hand.

2. Gently lift the operation board one level at a time to the desired angle.

Document Version 2010-01 Operating Instructions 23

Before Operating the Telephone

To lower:

1. Hold down the button as shown in the illustration below.

2. Hold the base of the unit with one hand.

3. Slightly lift the operation board to disengage the lock.

4. While holding down the button, tilt the board to the desired angle and then release the button.

24 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Hooking the Handset

You can hook the handset with following operations.

To Hook the Handset During a Conversation

1. Hook the handset over the top edge of the unit.

To Lock the Handset Hook when the KX-NT400 is Wall Mounted

1. Remove the handset hook from the slot.

2. Turn it up-side-down.

3. Slide the handset hook back into the slot until it locks.

Document Version 2010-01 Operating Instructions 25

Before Operating the Telephone

4. Handset is safely hooked when it is in the cradle.

26 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Screens & Soft Buttons

This section explains all of the buttons and icons that appear on each of the screens.

Navigation

You can navigate among the various screens on the KX-NT400 by using the tabs along the top screen.

Navigation details

A Tabs and controls

Soft Button or Icon

Description

Display the HOME screen (Page 29). If the Calls screen is set to Line Buttons mode (the default mode), an orange line appears on this tab when you have new missed calls.

• Checking Missed Calls (Page 78)

• Calls Screen (Page 37)

Display the Contacts screen (Page 32).

Display the Calls screen (Page 37).

Display the Call Log screen (Page 47).

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Before Operating the Telephone

Soft Button or Icon Description

Display the Camera screen (Page 49).

Display the Chat screen (Page 52).

Display the Portal screen (Page 54).

Display the Options screen (Page 57).

Display additional tabs.

28 Operating Instructions Document Version 2010-01

Before Operating the Telephone

HOME Screen

On the HOME screen, you can perform the following operations:

• Checking New Messages (Page 76)

• Checking Missed Calls (Page 78)

• Accessing Voice Mail (Page 77)

• Presence Status Setting (Page 78)

• Call Forwarding/Do Not Disturb (Page 79)

• Locking Operations (Application Lock) (Page 75)

• Auto answer (Page 67)

• Redialing the Last Number You Dialed (Redial, Last Number) (Page 66) (Call List mode only)

• Adjusting the Volume (Page 58)

The following screen shows the appearance of the HOME screen when the Calls screen is set to Line Buttons mode.

Calls screen is set to Call List mode, additional buttons are displayed on the HOME screen.

If the

Note

• For details about the Calls screen’s modes, see "Calls Screen (Page 37)".

Document Version 2010-01 Operating Instructions 29

Before Operating the Telephone

HOME Screen Details

A Presence and messages

Soft Button or Icon Description

Change your presence status.

• Presence Status Setting (Page 78)

Change your Call Forwarding settings and Do Not Disturb (DND) settings.

• Call Forwarding/Do Not Disturb (Page 79)

Access the Voice Mail service. This button appears if you have set the voice mail system’s extension number.

• Accessing Voice Mail (Page 77)

Check new messages. This button appears only when there is a new message.

• Checking New Messages (Page 76)

Display the missed call log. This button appears only when there is a new missed call.

• Checking Missed Calls (Page 78)

Displays the current time.

Note

If the Calls screen is set to Call List mode, the date is displayed beneath the clock. For details about the Calls screen, see "Calls Screen (Page 37)".

30 Operating Instructions Document Version 2010-01

B Miscellaneous controls

Soft Button or Icon Description

Before Operating the Telephone

Lock/Unlock access to all screens except the HOME, Calls, and Feature Key screens.

: Access to screens is locked. : Access to screens is unlocked.

• Locking Operations (Application Lock) (Page 75)

Turn on/off Auto Answer (receiving an incoming call in hands-free mode).

: Auto Answer is turned on. : Auto Answer is turned off.

• Receiving a Call (Page 67)

Indicates the ringer status.

: The ringer is turned on. : The ringer is turned off.

/ /

C Buttons available in Call List mode

Soft Button or Icon

• Adjusting the Volume (Page 58)

Indicates the Bluetooth connection status.

: Communicating with module : Linking : Talking/Playing the background music

When a Bluetooth Module is not installed, these icons do not appear on the screen.

• Bluetooth Headset Connections (Page 153)

Description

Redial the last number you dialed.

• Redialing the Last Number You Dialed (Redial, Last

Number) (Page 66)

Display the Feature Key screen (Page 55).

Document Version 2010-01 Operating Instructions 31

Before Operating the Telephone

Contacts Screen

On the Contacts screen, you can view and make calls to contacts in your local directory and contacts stored on an LDAP directory. The following operations are available on this screen:

• Making a Call from the Contact List (Page 63)

• Starting a Chat Session (Page 83)

• Adding a New Contact (Page 108)

• Editing a Contact (Page 109)

• Deleting a Contact (Page 109)

Local Directory

Contacts Screen Details

A Local directory operations

Soft Button or Icon

LDAP Directory

Description

Select Directory to display the contacts stored in the local directory. To switch to the LDAP directory, press the directory selection list, and select LDAP Search.

• Making a Call from the Local Directory (Page 63)

Add a new contact to your personal contacts.

• Adding a New Contact (Page 108)

• Adding a Contact from the PBX (Page 109)

Search the local directory for a contact.

• Making a Call from the Local Directory (Page 63)

32 Operating Instructions Document Version 2010-01

B Contact list entries

Soft Button or Icon Description

Before Operating the Telephone

Shows the status of the contact’s telephone. Also, you can make a call, start a chat, or edit the information about the contact.

• Making a Call from the Local Directory (Page 63)

• Chat (Page 83)

• Telephone status icons (Page 33)

• Details for Contacts (Page 109)

Scroll the list on the screen.

Scroll to the top/bottom of the list on the screen.

Telephone status icons

The icons for each directory entry indicate the status of each extension’s telephone.

For extensions using KX-NT400

Icon

Phone Status Presence Status (Absent Message)

Presence status not set (Available)

Idle

Presence status On or DND for internal call

Presence status not set (Available)

Busy

Presence status On or DND for internal call

Presence status not set (Available)

Ringing

Presence status On or DND for internal call

For extensions logged in to Communication Assistant (CA)

Icon

Document Version 2010-01 Operating Instructions 33

Phone Status Absent Message

Absent message not set (Available)

Idle

Absent message On or DND for internal call

Automatic absent message is set or DND for internal call

Before Operating the Telephone

Icon Phone Status Absent Message

Absent message not set (Available)

Busy

Ringing

No Icon The line is not connected

Note

Absent message On or DND for internal call

Automatic absent message is set or DND for internal call

Absent message not set (Available)

Absent message On or DND for internal call

Automatic absent message is set or DND for internal call

• The status of CA users connected through CA Server is not displayed. For details, consult your

administrator.

For other extensions

Icon

Phone Status Absent Message

Absent message not set (Available)

Idle

Absent message On or DND for internal call

Busy

Ringing

No Icon The line is not connected

Absent message not set (Available)

Absent message On or DND for internal call

Absent message not set (Available)

Absent message On or DND for internal call

C Contact summary information

Soft Button or Icon

Display/hide the soft keyboard.

: The soft keyboard is not displayed.

: The soft keyboard is displayed.

• Using the Soft Keyboard (Page 60)

Description

34 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Soft Button or Icon Description

Switch the character table used for entering characters with the dial keys.

• Entering Characters (Page 145)

Shows information for the selected contact:

• Phone number

• Presence status

Display the Dial window for pre-dialing.

• Making a Call (Page 62)

Disconnect the current call.

D LDAP directory operations

Soft Button or Icon

Description

Select LDAP Search to display a contact list stored in LDAP servers. To switch to the local directory, press the directory selection list, and select Directory.

• Making a Call from the LDAP Directory (Page 64)

Display the LDAP Server Select screen.

Search the LDAP directory for a contact.

• Making a Call from the LDAP Directory (Page 64)

Display the Advanced screen, from which you can perform an advanced search.

• Making a Call from the LDAP Directory (Page 64)

Document Version 2010-01 Operating Instructions 35

Before Operating the Telephone

E LDAP contact list entries

Soft Button or Icon Description

Shows the contact’s name and registered phone number. Also, you can make a call to and display detailed information for the selected contact.

• Making a Call from the LDAP Directory (Page 64)

• Adding a Contact from an LDAP Directory (Page 109)

36 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Calls Screen

When you start a conversation or you answer a call, the Calls screen appears. On the Calls screen, you can use PBX call handling features. There are 2 modes for operating the Calls screen:

• Line Buttons Mode

In this mode, the Calls screen is similar to a conventional IP proprietary telephone (IP-PT). This mode lets you easily access flexible keys, which you can customize freely. This is the default mode. See "Calls Screen in Line Buttons Mode (Page 37)".

• Call List Mode

In this mode, your active calls are displayed in a list, and the available functions are displayed as buttons. See "Calls Screen in Call List Mode (Page 40)".

For details about changing the mode, see "Display Settings (Page 113)".

Calls Screen in Line Buttons Mode

Line Buttons mode lets you easily access flexible keys. You can customize the flexible keys to access frequently used functions and destinations. For details, see "Customizing the Flexible Buttons (Page 133)". Additionally, to use the Call Waiting Caller ID (Visual Caller ID) function, use Line Buttons mode.

Calls Screen in Line Buttons Mode Details

A Soft buttons

Soft Button or Icon

Document Version 2010-01 Operating Instructions 37

Soft buttons. Use these buttons for feature key operations. The buttons change according to current operation.

Description

Before Operating the Telephone

Soft Button or Icon Description

B Feature key page selection

Sub-display. Displays messages related to the current operation.

Soft Button or Icon

C Feature keys

Soft Button or Icon

D Function buttons

Soft Button or Icon

Description

Change the feature key page.

Description

You can customize the flexible buttons by assigning functions to them.

• Customizing the Flexible Buttons (Page 133)

Description

Used to leave a message waiting indication or call back the party who left the message waiting indication. When you have a message waiting indication, this button’s light blinks red.

• Checking Message Waiting (Page 76)

• Leaving a Message Waiting Indication (Page 86)

Used to make or receive intercom calls. When you have seized the intercom line, this button’s light lights green.

Used to mute the microphone during a conversation. When mute is active, this button’s light blinks red.

• Mute (Page 72)

38 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Soft Button or Icon Description

Used to disconnect the current call and make another call without hanging up. You can also use this button to access external features, if any are available.

• Accessing External Services (External Feature Access

[EFA]) (Page 88)

Used to redial the last outside phone number that you dialed.

• Redialing the Last Number You Dialed (Redial, Last

Number) (Page 66)

Document Version 2010-01 Operating Instructions 39

Before Operating the Telephone

Calls Screen in Call List Mode

Call List mode displays a list of all calls that you are currently handling. Call handling functions that are available for the currently selected call are displayed beneath the list. The buttons change depending on the status of the selected call.

Note

• To display the Calls screen in Call List mode, see "Display Settings (Page 113)".

Calls Screen in Call List Mode Details

A Current call display

Soft Button or Icon

Display information about the current calls. Each entry shows the following information:

• For Outgoing Calls

• For Incoming Calls

• Call status icons (Page 41)

• During a Conversation (Page 69)

Description

– Call status icon – The dialed number or name when available – Duration of call

– Call status icon – Number of the caller (up to 16 digits) or name when

available

– Group name of the caller when available – Duration of call

40 Operating Instructions Document Version 2010-01

Soft Button or Icon Description

Call status icons

Before Operating the Telephone

Scroll the list on the screen.

Icon

Call Status

Off-hook

Outgoing call

Incoming call

Active call

Call on hold

Call in a conference call (Conference is established)

Busy

Do not disturb

Parked call

No valid call (Reorder tone is heard)

B Call operations

Note

• The buttons in area B change according to the selected call. When there is no available operation for

the selected call, no buttons are displayed.

Common

Soft Button or Icon

Display the next/previous page for available

Document Version 2010-01 Operating Instructions 41

operations.

Hang up the call.

Description

Before Operating the Telephone

Soft Button or Icon Description

Mute/unmute outgoing voice and sound.

: Outgoing voice and sound is muted.

For outgoing calls

Soft Button or Icon

: Outgoing voice and sound is not muted.

• Mute (Page 72)

Description

Leave a notification that you called to the called extension. This button appears only for internal calls.

• Leaving a Message Waiting Indication (Page 86)

Leave a message using the voice mail service. This button appears only for internal calls.

• Leaving a Voice Message (Page 86)

For incoming calls

Soft Button or Icon

Description

Answer the selected call.

Redirect the selected call to a preset extension.

• Redirecting Calls (Page 68)

Redirect the selected call to your voice mailbox.

• Redirecting Calls (Page 68)

42 Operating Instructions Document Version 2010-01

For active calls

Soft Button or Icon Description

Before Operating the Telephone

Record the current call to voice mail. This feature requires a Panasonic Voice Processing System.

• Recording Calls (Two-way Recording) (Page 72)

Stop recording the current call.

• Recording Calls (Two-way Recording) (Page 72)

Invite a third party and establish a conference call.

• Conference Call (Multiple Party Conversation)

(Page 73)

Park the call in an idle parking zone.

• Holding a Call in a System Parking Zone (Call Park)

(Page 70)

Park the call in a specified parking zone.

• Holding a Call in a System Parking Zone (Call Park)

(Page 70)

Transfer the call.

• Transferring a Call (Call Transfer) (Page 71)

Transfer the call to an extension’s voice mail.

• Transferring a Call (Call Transfer) (Page 71)

Put the call on hold.

• Holding a call at your extension (Call Hold)

(Page 69)

Document Version 2010-01 Operating Instructions 43

Before Operating the Telephone

Soft Button or Icon Description

For calls on hold

Use External Feature Access (EFA) to access special features offered by a host PBX or a telephone company.

• Accessing External Services (External Feature

Access [EFA]) (Page 88)

Switch the call on hold and the current call.

• Talking to Two Parties Alternately (Call Splitting)

(Page 71)

Soft Button or Icon

For calls in a conference call

Soft Button or Icon

Description

Retrieve the selected call on hold.

• Holding a Call (Page 69)

Description

Invite a third party and establish a conference call.

• Making a Conference Call (Page 73)

Remove the selected participant from the conference.

• Removing a Participant from the Conference

(Page 74)

44 Operating Instructions Document Version 2010-01

For busy calls

Before Operating the Telephone

Soft Button or Icon Description

You can receive a callback ringing notification from an extension when it becomes available. This button appears only for internal calls.

• Reserving a Busy Line (Automatic Callback Busy)

(Page 87)

Send the called extension a call waiting signal. This button appears only for internal calls.

• Sending a Call Waiting Notification (Call Waiting)

(Page 86)

Leave a notification that you called at the called extension. This button appears only for internal calls.

For Do Not Disturb calls

Soft Button or Icon

• Leaving a Message Waiting Indication (Page 86)

Override the selected call. The call will shift to conference mode. This button appears only for internal calls.

• Joining an Existing Conversation (Executive Busy

Override) (Page 87)

Description

Override Do Not Disturb.

• Overriding Do Not Disturb (DND Override)

(Page 87)

Document Version 2010-01 Operating Instructions 45

Before Operating the Telephone

For parked calls

Soft Button or Icon Description

Retrieve the selected parked call.

• Holding a Call in a System Parking Zone (Call Park)

(Page 70)

46 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Call Log Screen

On the Call Log screen, you can view a list of your outgoing, incoming, and missed calls. The following operations are available on this screen:

• Dialing by Using Call Logs (Page 65)

• Adding a Contact from a Call Log (Page 108)

Call Log Screen Details

A Call log selection

Soft Button or Icon

Description

Display the Outgoing call log.

Display the Incoming call log.

Display the Missed call log.

Document Version 2010-01 Operating Instructions 47

Before Operating the Telephone

B Call log entries

Soft Button or Icon Description

Display the status icon, caller’s name, and timestamp of the call. You can make a call, add the party to the local directory, display the caller’s picture, and display detailed information.

• Call log icons (Page 48)

• Dialing by Using Call Logs (Page 65)

• Adding a Contact from a Call Log (Page 108)

Scroll the log list on the screen.

Scroll to the top/bottom of the log list on the screen.

Call log icons

Icon

Outgoing Incoming Missed

Outgoing Answered Call Incoming Received Call

Outgoing Unanswered Call Incoming Missed Call Incoming Missed Call

48 Operating Instructions Document Version 2010-01

Camera Screen

On the Camera screen, you can perform operations related to cameras.

• Network Camera (Page 81)

Before Operating the Telephone

Camera Screen Details

A Camera display

Soft Button or Icon

Description

Shows the selected camera’s video feed.

• Adjusting the Angle of the Camera (Page 82)

Document Version 2010-01 Operating Instructions 49

Before Operating the Telephone

B Camera selection buttons

Soft Button or Icon Description

C Camera operation

Quick-access button for registered cameras. The name you registered for the camera is displayed on the button (e.g., "Back Door", "Front").

• Selecting Cameras to View (Page 81)

• IP Camera Settings (Page 116)

Soft Button or Icon

Description

Select a camera to display.

• Selecting Cameras to View (Page 81)

• IP Camera Settings (Page 116)

Choose a preset viewing angle for the selected camera.

• Adjusting the Angle of the Camera (Page 82)

Zoom in the view.

• Zooming In and Out (Page 81)

Zoom out the view.

• Zooming In and Out (Page 81)

Show/hide the pan and tilt buttons on the camera view.

• Adjusting the Angle of the Camera (Page 82)

Switch to full-screen mode.

• Full-Screen Mode (Page 82)

Pan-scan the view.

• Adjusting the Angle of the Camera (Page 82)

50 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Soft Button or Icon Description

Tilt-scan the view.

• Adjusting the Angle of the Camera (Page 82)

Mute/unmute outgoing voice and sound from the KX-NT400.

: Outgoing voice and sound is muted.

: Outgoing voice and sound is not muted.

• Mute (Page 72)

During a conversation with a doorphone, open the door connected to a doorphone camera.

• Opening Doors (Page 82)

Depending on the camera model, this operation might not be available, or it might not function due to security settings, etc.

Document Version 2010-01 Operating Instructions 51

Before Operating the Telephone

Chat Screen

On the Chat screen, you can participate in a chat session with another KX-NT400 user or Communication Assistant user. You can start a chat session by selecting a contact on the Contacts screen. The following operations are available on this screen:

• Chat (Page 83)

• Making a Call to a Chat Participant (Page 83)

Chat Screen Details

A Chat area

Soft Button or Icon

B Chat controls

Soft Button or Icon

Description

Scroll the chat log on the screen.

Description

Display/hide the soft keyboard.

: The soft keyboard is not displayed. : The soft keyboard is displayed.

• Using the Soft Keyboard (Page 60)

Shows the name or the extension number of the other chat participant.

52 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Soft Button or Icon Description

Send the message you typed in the message input box.

Clear the text in the message input box.

Make a call to the other chat participant.

End the chat. The other chat participant will be disconnected.

Document Version 2010-01 Operating Instructions 53

Before Operating the Telephone

Portal Screen

On the Portal screen, you can browse Web pages on your organization’s intranet.

• Portal (Web Browser) (Page 84)

Portal Screen Details

A Portal screen controls

Soft Button or Icon

Description

Select an intranet Web page from the Web page list.

• Selecting a URL to Access (Page 84)

Display your homepage.

• Going Back to Your Homepage (Page 84)

Display/hide the soft keyboard.

: The soft keyboard is not displayed. : The soft keyboard is displayed.

• Using the Soft Keyboard (Page 60)

54 Operating Instructions Document Version 2010-01

Before Operating the Telephone

Feature Key Screen

If the Calls screen is set to Call List mode, you can use the Feature Key screen to perform operations in the same way as on a Proprietary Display Telephone. You can access PBX features that are unavailable elsewhere on the KX-NT400. You can assign phone numbers and PBX features to the flexible keys for easy access. See the following section for details:

• Customizing the Flexible Buttons (Page 133)

Note

• The Feature Key screen is accessed by pressing Feature on the HOME screen. For details about the

HOME screen, see "HOME Screen (Page 29)".

• If the Calls screen is set to Line Buttons mode, you cannot access this screen. All of the functions

available on this screen can be performed on the Calls screen. For details, see "Calls Screen in Line Buttons Mode (Page 37)".

Feature Key Screen Details

A Soft buttons

Soft Button or Icon

Description

Soft buttons. Use these buttons for feature key operations. The buttons change according to current operation.

Sub-display. Displays messages related to the current operation.

Document Version 2010-01 Operating Instructions 55

Before Operating the Telephone

B Feature key page selection

Soft Button or Icon Description

C Feature keys

Change the feature key page.

Soft Button or Icon

Description

You can customize the flexible buttons by assigning functions to them.

• Customizing the Flexible Buttons (Page 133)

Return to the HOME screen.

• HOME Screen (Page 29)

56 Operating Instructions Document Version 2010-01

Options Screen

From the Options screen, you can access various settings for the KX-NT400. The following operations are available on this screen:

• User Options (Page 113)

• Administrator Options (Page 121)

Before Operating the Telephone

Options Screen Details

A Options screen details

Soft Button or Icon

Description

Shows the extension number and name registered for your extension.

Display the User Options screen.

• User Options (Page 113)

Display the Administrator Options screen.

• Administrator Options (Page 121)

Document Version 2010-01 Operating Instructions 57

Before Operating the Telephone

Basic Operations

This section explains the basics of using the KX-NT400.

Confirming Your Extension Number

You can view the extension number and name registered to the KX-NT400 on the Options screen.

• To display the Options screen, press the Options

tab.

For details about the Options screen, see "Options Screen (Page 57)".

Going off- and on-hook

With the KX-NT400 there are several ways to go off-hook and on-hook:

• Using the handset

• Using the

• Using on-screen controls

(SP-PHONE) button

Going on-hook

In this manual, when you see the phrase "go on-hook", you can do any of the following:

• Replace the handset on its cradle.

• If you are in hands-free mode, press

(SP-PHONE).

Usage tips

• Certain on-screen buttons, such as the Hang up

button on the Calls screen (in Call List mode), perform the same function as going on-hook.

Hands-free Mode

In hands-free mode, you can talk and hear the other party in a conversation without using the handset. This mode is useful for performing other tasks during a conversation, such as writing.

Enabling hands-free mode

You can enable hands-free mode in one of the following ways:

• In stand-by mode (i.e., when you have no active

calls), press (SP-PHONE).

• During a conversation while using the handset,

press (SP-PHONE), and return the handset to its cradle.

• Certain on-screen buttons, such as the Answer

button on the Calls screen (in Call List mode), activate hands-free mode as well. These buttons appear only when you have an incoming call.

Canceling hands-free mode

You can cancel hands-free operation simply by lifting the handset off its cradle.

Going off-hook

In this manual, when you see the phrase "go off-hook", you can do any of the following:

• Lift the handset off of its cradle.

• Press (SP-PHONE) while the handset is on its

cradle. This enables hands-free mode.

Usage tips

• Certain on-screen buttons, such as the Answer

button on the Call Alert window, function like the

(SP-PHONE) button.

58 Operating Instructions Document Version 2010-01

Adjusting the Volume

You can adjust the ringer, handset, and speaker volume using (UP) and (DOWN) on the Navigator key.

Adjusting the ringer volume

In stand-by mode (i.e., when you do not have any active calls), press (UP) and (DOWN) on the Navigator key.

Before Operating the Telephone

Usage tips

• When the ringer volume is turned all the way down,

is displayed on the HOME screen. For details,

see "HOME Screen (Page 29)".

Adjusting the handset/headset/ speaker volume

Press during a conversation when using the handset, a headset, or when you are in hands-free mode.

(UP) and (DOWN) on the Navigator key

Basic Screen Operations

This section explains the basic operations for using the screen.

Selecting Items

On screens such as the Contacts screen or Call Log screen, you can select items using the stylus pen or the Navigator key. In this manual, when you see a phrase such as "Select the item" or "Press the contact", you can do either of the following:

• Press the item on-screen using the stylus pen.

• Press (UP) and (DOWN) on the Navigator key

to highlight the desired item, and then pressing

(ENTER).

explicitly written. For example, "Use the Navigator key to highlight …".

Scrolling Pages

If there is more information than can be displayed on 1 screen, you can scroll the screen. The arrow buttons and an indicator of the current and total number of pages are displayed on the right side of the screen.

You can scroll through the pages by pressing the arrows.

The arrows have the following meanings:

Scroll to the previous or following page, respectively.

Scroll to the first or last page in the list, respectively.

Some items, such as call control buttons, can only be operated using the stylus pen. If you cannot select an item using the Navigator key, use the stylus pen to select it instead.

Usage tips

Other Common Screen Operations

The following common operations can also be performed using either the on-screen controls or the hardware buttons.

On screens that have an OK button

• Highlighted items are displayed with a yellow

background:

• Some operations require you to use the Navigator

key to highlight an item before performing an action on it. In this manual, when you must use the Navigator key to perform an operation, it will be

Document Version 2010-01 Operating Instructions 59

The following actions are equivalent:

• Pressing OK with the stylus pen.

Before Operating the Telephone

• Pressing (ENTER).

On screens that have a Cancel button

The following actions are equivalent:

• Pressing Cancel with the stylus pen.

• Pressing (CANCEL).

Entering Text

There are 3 ways to input text:

• Using the Soft Keyboard (Page 60)

• Using a USB Keyboard (Page 61)

• Using the Dial Keys (Page 61)

Usage tips

• You can select text by dragging over it with the

stylus pen.

After you have selected text, the following operations are available (with the keyboard operation shown in brackets):

– Copy (Ctrl + C) – Cut (Ctrl + X) – Paste (Ctrl + V)

Using the Soft Keyboard

When you press a text field on the screen, a window containing the soft keyboard appears.

Window with soft keyboard

You can enter text by pressing the keys on the screen. When you are finished entering text, press OK on the bottom of the window. Press Cancel to close the soft keyboard window without changing the original contents of the text field.

Usage tips

• Some screens, such as the Contacts and Chat

screens, contain a soft keyboard button:

Press to display and hide the soft keyboard.

• To use the Shift key, press Shift once, and then

press the desired key. The keys will then return to their original characters. You do not need to hold Shift down while pressing a key as you do on a normal keyboard. The Ctrl key can be used in the same manner.

• To enter accented characters, press on the

soft keyboard:

• If you are using the dial keys to enter text, pressing

switches the character table and allows you to

enter additional characters. For details about character tables, see "Entering Characters (Page 145)".

Note

• The language for the soft keyboard depends on

the display language selected for the KX-NT400. For details, see "Language Settings (Page 115)".

60 Operating Instructions Document Version 2010-01

Using a USB Keyboard

If you connect a compatible USB keyboard*1 to the KX-NT400, you can enter text with the USB keyboard instead of the soft keyboard. You can connect the keyboard at any time.

User supplied.

Note

• The USB port is located on the right side of the

KX-NT400. See "Right Side View (Page 19)".

• For details about connecting a USB key board,

see "Connections for a USB Device (Page 149)".

Using the Dial Keys

You can use the dial keys to enter text as well as numbers. See "Entering Characters (Page 145)".

Before Operating the Telephone

Document Version 2010-01 Operating Instructions 61

Basic Feature Operation

Making Calls

This section explains the basic methods for making a call.

Making a Call

1. In stand-by mode (i.e., when you have no active

calls), go off-hook.

2. Enter the number you want to call.

The number you are dialing is displayed in the Dial window. When you finish dialing, the call will be connected.

3. To end the call, go on-hook.

Pre-dialing

In stand-by mode (i.e., when you have no active calls), you can start dialing while still on-hook. The Dial window will appear.

• To delete a number you entered, press

• To clear the entire number, press

(TRANSFER) or (HOLD).

• To connect the call, go off-hook or press .

Quick Dialing

If a number has been programmed in the PBX as a Quick Dial number, you can dial that number by going off-hook and entering the programmed number. For details, consult your administrator.

Hot Line

You can configure the phone to automatically dial a number immediately when you go off-hook. See "Hot Line (Page 100)".

Operator Call

You can call an extension or a group assigned as the operator. See "Operator Call (Page 102)".

Usage tips

• After you dial, the Calls screen appears. For details,

see "Calls Screen (Page 37)".

(LEFT).

, and then enter the phone number. When

you finish dialing, go off-hook or press

to connect the call.

Calling an Outside Party

You have to seize a CO line before dialing an outside phone number. The KX-NT400 can seize a CO line automatically for certain calls.

Automatic seizing

The KX-NT400 can seize a CO line automatically when a call is made with one of the following operations:

• Pre-dialing (Page 62)

• Making a Call from the Contact List (Page 63)

• Dialing by Using Call Logs (Page 65)

• Redialing the Last Number You Dialed (Redial, Last

Number) (Page 66)

• One-touch Dialing (Page 66)

• Making Calls from the Portal (Page 84)

Manual seizing

You have to seize a CO line manually when you directly enter a phone number with dial keys.

1. Go off-hook.

2. Press

An idle CO line will be seized.

3. Enter a phone number with dial keys.

Note

• You can create an L-CO button on the

Usage tips

• To seize a specific CO line, in step 2 press the

corresponding CO button on the Calls screen or on the Feature Key screen (in Call List mode). For details about these screens, see "Calls Screen in Line Buttons Mode (Page 37)" and "Feature Key Screen (Page 55)".

• To select an idle CO line in a specific CO line group

automatically, press a G-CO button, or press and the CO line group number.

For details about creating a G-CO button, see "Customizing the Flexible Buttons (Page 133)".

or an L-CO button.

KX-NT400. For details, see "Customizing the Flexible Buttons (Page 133)".

Note

• If you want to dial a phone number on the

Contacts screen using the dial keys, press

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Making a Call from the Contact List

The KX-NT400 provides the following 2 types of contact lists:

• Local Directory

The local directory contains the following types of contacts:

– Your personal contacts – System speed dialing directory contacts – Extension number directory contacts

For details about adding personal contacts, see "Contact List (Page 108)".

• LDAP Directory

If you have configured the settings for an LDAP server, you can view the contacts stored on that server. For details about configuring LDAP server settings, see "LDAP Server Settings (Page 121)".

Note

• When you display the Contacts tab, the

previously selected directory is displayed. The first time you display the Contacts tab, the local directory is displayed.

• The characters you enter are displayed in

• You can enter up to 3 characters to search

for.

• You can delete a character by pressing

(LEFT) on the Navigator key.

4. Select the contact you want to call.

A window with a list of available destinations appears.

5. Select the desired destination and go off-hook.

Destination selection for a personal contact

Destination selection for a contact from the system speed dialing directory or extension directory

Making a Call from the Local Directory

1. Press the Contacts tab.

2. If necessary, press the directory selection list and

select Directory.

3. To search for a contact, start entering the contact’s

name. For details about entering characters, see "Entering Text (Page 60)".

Note

• The contact list is searched in real time.

Note

• You can start a chat session by pressing

Start Chat. For details, see "Chat (Page 83)".

6. To end the call, go on-hook.

Usage tips

• If you select a contact and then go off-hook, the

contact will be dialed immediately. The first number registered, in the order of office ® mobile ® home, is dialed.

• You can add new contacts, and contacts from the

system speed dialing directory and extension directory. For details, see "Contact List (Page 108)".

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Basic Feature Operation

• The icons displayed next to contacts (such as

) indicate the contacts’ status. For details, see

"Telephone status icons (Page 33)".

• The following information about the selected

contact is shown at the bottom of the Contacts screen:

– "404": Phone number – "Available": Presence status (The presence

status is only displayed if the information can be

provided by the PBX.) For details about presence status, see "Presence Status Setting (Page 78)".

• For details about the icons and buttons on the

Contacts screen, see "Contacts Screen (Page 32)".

Note

• You cannot search directories that are not

displayed. To display/hide directories, see

"Directory List Select Settings (Page 115)".

Making a Call from the LDAP Directory

• You can delete a character by pressing

(LEFT) on the Navigator key.

4. Press

criteria.

to display contacts that match the search

5. Select the contact you want to call.

A window with a list of available destinations appears.

6. Press Call and go off-hook.

7. To end the call, go on-hook.

Advanced search

You can do an advanced search of the LDAP directory. In an advanced search, you can search by criteria such as first name, last name, and company. This feature is available only when the KX-NT400 is idle.

1. On the Contacts screen, make sure the LDAP

directory is displayed.

2. Press Advanced.

1. Press the Contacts tab.

2. If necessary, press the directory selection list and

select LDAP Search.

3. To search for a contact, start entering the contact’s

name. For details about entering characters, see "Entering Text (Page 60)".

Note

• The characters you enter are displayed in

• You can enter up to 32 characters to search

for.

3. Enter the terms you want to search for, and then

press Search.

Contacts that contain all of the search terms are displayed.

Usage tips

• If you select a contact and then go off-hook, the

contact will be dialed immediately.

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Basic Feature Operation

• You can add a contact in the LDAP directory to your

personal contacts. For details, see "Contact List (Page 108)".

• When you select a contact in the LDAP directory,

you can display detailed information (such as the contact’s name, phone numbers, e-mail address, etc.) by pressing Show Details. You can use the buttons at the bottom of the window to call the contact’s office, mobile, or home phone if they are registered.

• Press to select a different LDAP server.

For details about specifying LDAP server information, see "LDAP Server Settings (Page 121)".

• For details about the icons and buttons on the

Contacts screen, see "Contacts Screen (Page 32)".

Dialing by Using Call Logs

The last 100 incoming calls, outgoing calls, and missed calls are stored in their respective logs, in order of newest to oldest call. You can make calls to the contacts/numbers listed in the call logs.

1. Press the Call Log tab.

2. Select a log by pressing Outgoing, Incoming, or

Missed.

Note

• If you select a contact and then go off-hook,

the contact will be dialed immediately.

3. Select the desired entry.

Detailed information for the selected entry will appear.

4. Press Call.

Note

• If you go off-hook while Call is selected, the

contact will be dialed immediately.

5. To end the call, go on-hook.

Usage tips

• For details about the buttons and icons on the Call

Log screen, see "Call Log Screen (Page 47)".

• On the detailed information screen, the following

actions are also available:

– Add to Directory: Add the information from the

call log to your personal directory. See "Adding a Contact from a Call Log (Page 108)".

– Recorded Picture: When you receive a call

from a destination with an integrated camera, a picture is taken and stored in the call log. Press this button to view the picture.

– Show Details: Display a screen with additional

details about the call, such as the time the call started and ended, and the duration.

– : Delete the call log.

Note

• If you have new missed calls, displaying the

Missed call log clears the Missed Call button from the HOME screen. See "HOME Screen (Page 29)".

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Basic Feature Operation

Redialing the Last Number You Dialed (Redial, Last Number)

Operation in Line Buttons mode

You can redial the last outside phone number that you dialed.

1. On the Calls screen, press REDIAL, and go

off-hook.

2. To end the call, go on-hook.

Note

• Up to 32 digits can be stored and redialed.

One-touch Dialing

You can make a call with One-touch operation if you have created a One-touch dialing button for the desired party.

Operation in Line Buttons mode

1. On the Calls screen, select the list number of the

desired party from the buttons 1–6.

Operation in Call List mode

You can redial the last number that you dialed. This operation redials both extension numbers and outside phone numbers.

1. On the HOME screen, press Redial, and go

off-hook.

2. To end the call, go on-hook.

Usage tips

• Pressing the Redial button on your Bluetooth

headset redials the last outside phone number you dialed. To enable this feature, consult your administrator.

2. Select the desired party and go off-hook.

3. To end the call, go on-hook.

Operation in Call List mode

1. Press Feature on the HOME screen.

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Basic Feature Operation

2. Select the list number of the desired party from the

buttons 1–6.

3. Select the desired party and go off-hook.

4. To end the call, go on-hook.

Usage tips

• For details about creating One-touch dialing

buttons, see "Customizing the Flexible Buttons (Page 133)".

Receiving Calls

This section explains the basic methods for receiving a call.

Receiving a Call

When you have an incoming call, the Call Alert window appears.

If you are viewing the Camera screen when an incoming call arrives, the Call Alert window appears along the bottom of the screen.

1. Go off-hook, or, on the Call Alert window, press

Answer.

2. To end the call, go on-hook.

Auto answer

You can have the KX-NT400 automatically answer an incoming call.

• To enable Auto Answer: On the HOME screen,

press

• To disable Auto Answer: On the HOME screen,

press .

Note

• For intercom calls, the call is connected without

the KX-NT400 ringing.

• For outside calls, the call is connected after a

programmed number of rings.

Usage tips

• After you answer a call, the Calls screen appears.

For details, see "Calls Screen (Page 37)".

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Basic Feature Operation

• You can redirect incoming calls to another

telephone number or your voice mailbox. See "Redirecting Calls (Page 68)".

• If you press Close on the Call Alert window, the

window will close, but the call will continue ringing.

• When you receive another call while the Call Alert

window is displayed, the following window appears:

– to Calls: Display the Calls screen. – Close: Close the window.

Note

• For incoming calls from CO lines, the

KX-NT400 can display up to 16 digits of the

caller’s phone number.

Redirecting Calls

You can redirect incoming calls to another destination (extension or outside party), or to your mailbox. If you are on a call when you redirect a new incoming call, the incoming call will be redirected and your current call will continue uninterrupted.

To redirect the call on the Call Alert window

You can redirect a call directly from the Call Alert window, which appears when a call arrives.

Note

• To redirect a call to your mailbox, you must set

the voice mail system’s extension number. You can also set a number that appears as the default redirect destination. For details, see "Dial Number Settings (Page 114)".

To redirect the call on the Calls screen (Call List mode only)

If you close the Call Alert window without answering the call, you can still redirect the call from the Calls screen (in Call List mode).

1. Press the Calls tab.

2. Select the incoming call.

3. Press one of the following buttons:

• Redirect to Input No. 123

Redirect the call to the indicated number, "123" in this case.

• Redirect to voice mail

Redirect the call to your mailbox.

Note

• To redirect a call, you must set the redirect

destination and/or the voice mail system’s extension number. For details, see "Dial Number Settings (Page 114)".

• If the Calls screen is set to Line Buttons mode,

incoming calls cannot be redirected from the Calls screen. For details about Line Buttons mode, see "Calls Screen in Line Buttons Mode

1. Select one of the following options to redirect the

call:

• VM:

Redirect the call to your mailbox.

• XXX

Redirect the call to the number indicated by

"XXX". Press the text box to enter the number

to redirect the call to.

• You can configure the KX-NT400 to redirect all

(Page 37)".

Usage tips

incoming calls to a specified destination. For details, see "Call Forwarding/Do Not Disturb (Page 79)".

2. Press Redirect.

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Basic Feature Operation

During a Conversation

When you start a conversation, the Calls screen appears.

Calls screen in Line Buttons mode

Calls screen in Call List mode

Holding a call at your extension (Call Hold)

Operation in Line Buttons mode

To hold the current call

1. Press

To retrieve a call on hold at your extension

1. On the Calls screen, do one of the following:

• To retrieve an external call, press

• To retrieve an internal call, press

Operation in Call List mode

To hold the current call

1. On the Calls screen, select the current call.

2. Press Put the call on hold.

(HOLD).

(flashing CO button).

This section explains how to perform the following operations from the Calls screen:

• Put a call on hold or park a call (page 69)

• Receive a second call (page 70)

• Alternate speaking between 2 calls (page 71)

• Transfer a call (page 71)

• Record a call (page 72)

• Making a conference call (page 73)

• Transfer a call to Voice Mail (page 71)

• Access special features (page 88)

Note

• For information about establishing a conference

call, see "Conference Call (Multiple Party Conversation) (Page 73)".

Holding a Call

You can put a call on hold by either holding the call at your extension (Call Hold) or holding the call in a parking zone of the PBX (Call Park).

To retrieve a call on hold at your extension

1. On the Calls screen, select the held call that you

want to retrieve.

2. Press Retrieve the Call, and go off-hook.

Note

• If a call is not retrieved within a specified time,

you will hear alarm as a reminder (Hold Recall). If an outside call is not retrieved within a specified time, it is automatically disconnected.

• Depending on the PBX’s settings, you can

retrieve a call held at another extension by entering a feature number. You can also retrieve another extension’s held call by programming that extension as a flexible button. For details about feature numbers for holding and retrieving calls, see "Call Hold (Page 92)". For details about programming flexible buttons, see "Customizing the Flexible Buttons (Page 133)".

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Basic Feature Operation

Holding a Call in a System Parking Zone (Call Park)

You can hold a call in a common parking zone. Calls held in a parking zone can be retrieved by any extension. You can put a call in either an idle parking zone (automatic) or a specified parking zone (manual).

Operation in Line Buttons mode

To hold the current call in an idle parking zone

1. On the Calls screen, press

2. Press .

The display indicates the parking zone that the call was held in.

3. Go on-hook.

To hold a call in a specified parking zone

1. On the Calls screen, press

2. Press

parking zone to park the call in. When you enter the parking zone number, use 2 digits (e.g., 04). A window appears indicating the parking zone the call was held in.

, and then enter the number of the

3. On the window, press OK.

4. Go on-hook.

(TRANSFER).

4. Go on-hook.

To hold a call in a specified parking zone

1. On the Calls screen, select the call you want to

hold.

2. Press Park the call (Manual).

3. In the Park the call window, use the dial keys to

enter the number of the parking zone you want to hold the call in.

–or–

Press and to increase and decrease the parking zone number incrementally.

4. Press OK.

A window appears indicating the parking zone the call was held in.

5. On the window, press OK.

6. Go on-hook.

To retrieve a parked call

1. On the Calls screen, select the call you want to

retrieve.

2. Press Unpark the call, and go off-hook.

Usage tips

To retrieve a parked call

1. Press , and then enter the number of the

parking zone to retrieve the call from. When you enter the parking zone number, use 2 digits (e.g., 04).

2. Go off-hook.

Operation in Call List mode

To hold a call in an idle parking zone

1. On the Calls screen, select the call you want to

hold.

2. Press Park the call (Automatic).

A window appears indicating the parking zone the call was held in.

3. On the window, press OK.

• You can retrieve a call that was parked by another

extension by using the procedure "To retrieve a parked call" in "Operation in Line Buttons mode (Page 70)".

• If a call is not retrieved within a specified time, you

will hear an alarm as a reminder (Call Park Recall). If an outside call is not retrieved within a specified time, it is automatically disconnected.

• If you hear a reorder tone when retrieving a parked

call, there is no held call. Confirm the stored parking zone number.

• After you park a call, you can perform other

operations.

Receiving a Second Call (Answering Call Waiting)

During a conversation, if a second call arrives, the Call Alert window appears. You will also hear a call waiting

tone.

70 Operating Instructions Document Version 2010-01

1. On the Call Alert window, press Answer.

When you answer the second call, the current call will be put on hold.

2. To return to the original call, retrieve the held call.

See "Holding a Call (Page 69)".

Note

• To enable this feature, consult your

administrator.

Basic Feature Operation

Operation in Line Buttons mode

To transfer a call

1. Press

(TRANSFER).

2. Call the party you want to transfer the call to.

For details, see "Making Calls (Page 62)".

3. Wait until the other party answers to announce the

transfer. (This step can be omitted.)

4. Go on-hook.

Usage tips

• Instead of answering the second call, you can

redirect it. See "Redirecting Calls (Page 68)".

Talking to Two Parties Alternately (Call Splitting)

When you are talking to one party and have another party on hold, you can switch the call on hold and the current call.

Operation in Line Buttons mode

1. Press

2. Call the second party.

3. Press (TRANSFER).

Operation in Call List mode

1. On the Calls screen, select the call you want to put

on hold.

2. Press Transfer the Call.

3. Call the second party.

4. Press Split the Call.

(TRANSFER).

To transfer a call to an extension’s mailbox

1. On the Calls screen, press the flexible button that

is programmed as the Voice Mail Transfer button.

2. Enter the extension number of the mailbox to

transfer the call to.

3. Go on-hook.

Note

• For details about creating a Voice Mail Transfer

button, see "Customizing the Flexible Buttons (Page 133)".

Operation in Call List mode

To transfer a call using the touch screen

1. On the Calls screen, select the call to transfer.

2. Press Transfer the Call.

The Contacts screen will appear.

3. Call the party you want to transfer the call to.

For details, see "Making a Call from the Contact List (Page 63)".

4. Wait until the other party answers to announce the

transfer. (This step can be omitted.)

5. Go on-hook.

To transfer a call using the hard keys

1. On the Calls screen, select the call to transfer.

2. Press (TRANSFER).

Transferring a Call (Call Transfer)

You can transfer a call to another destination (extension or outside party), or to your mailbox.

You will be switched to the Contacts screen, and the Dial window will appear.

3. Call the party you want to transfer the call to.

For details, see "Making Calls (Page 62)".

4. Wait until the other party answers to announce the

transfer. (This step can be omitted.)

5. Go on-hook.

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Basic Feature Operation

To transfer a call to an extension’s mailbox

1. On the Calls screen, select the call to transfer.

2. Press Transfer to VM.

3. Enter the extension number of the mailbox you want

to transfer the call to.

4. Press OK.

5. Go on-hook.

Usage tips

• When you are not at your desk or not in the office

and receive a forwarded outside call, for example on your cellular phone, it is possible to transfer the call to an extension in the PBX by pressing # + desired extension number. For details, consult your administrator.

Note

• When you transfer a call to another extension,

if the call is not answered within a specified

time, the call may be transferred back to your

extension.

If an outside call is transferred back to your

extension and you do not answer within a

specified time, the call will be disconnected.

• To transfer a call to a mailbox, you must

program the voice mail extension number. For

details, see "Dial Number Settings

(Page 114)".

Mute

Operation in Call List mode

To mute your voice

1. On the Calls screen, press

To return to the conversation

1. On the Calls screen, press .

Usage tips

• You can also mute your voice during a doorphone

call. For details, see "Opening Doors (Page 82)".

Recording Calls (Two-way Recording)

You can record a conversation if a Panasonic Voice Processing System (VPS) (e.g., KX-TVA series) is connected. The call is recorded to your mailbox on the VPS.

Note

• To use this feature, you must program the voice

mail extension number. For details, see "Dial Number Settings (Page 114)".

Operation in Line Buttons mode

To record a conversation

1. On the Calls screen, press the flexible button that

you programmed as the Two-way Record button.

You can mute your voice during a conversation. While the mute is turned on, you will be able to hear the other party, but the other party will not be able to hear you. The built-in microphone, handset, and headset are all muted when the mute is turned on.

Operation in Line Buttons mode

To mute your voice

To stop recording

1. On the Calls screen, press the flexible button that

you programmed as the Two-way Record button.

Note

• For details about creating a Two-way Record

button, see "Customizing the Flexible Buttons (Page 133)".

1. On the Calls screen, press .

Operation in Call List mode

To return to the conversation

1. On the Calls screen, press

72 Operating Instructions Document Version 2010-01

To record a conversation

1. On the Calls screen, select the call you want to

record.

Basic Feature Operation

2. Press Record the call.

To stop recording

1. On the Calls screen, select the call you are

recording.

2. Press Stop Recording.

Usage tips

• To listen to the recorded conversation, access your

mailbox and follow the audio guidance. For details, see "Accessing Voice Mail (Page 77)".

Conference Call (Multiple Party Conversation)

During a conversation, you can add additional parties to your call and establish a conference call. If you are added to a conference call, you cannot perform any of the conference operations explained in this section. In this case, you can leave the conference at any time by going on-hook. Up to 8 parties (intercom and CO lines) can participate in a conference call.

Calls screen during a conference call in Call List mode

Making a Conference Call

During a conversation, you can call another party and establish a conference call.

Operation in Line Buttons mode

1. Make a call to the first party you want to include in

the conference. For details, see "Making Calls (Page 62)".

2. Press (TRANSFER), and then call the party you

want to add to the conversation. For details, see "Making Calls (Page 62)".

3. After the called party answers, press

(TRANSFER) and then press .

Operation in Call List mode

1. Make a call to the first party you want to include in

the conference. For details, see "Making Calls (Page 62)".

2. On the Calls screen, press Make a conference.

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Basic Feature Operation

The current call is put on hold, and the Contacts screen will appear.

3. Call the party you want to add to the conversation.

For details, see "Making Calls (Page 62)".

4. After the called party answers, press Make a

conference to begin the conference call.

Usage tips

• You can repeat this procedure to add additional

parties to the conference. You can have a conference with a maximum of eight parties (comprising intercom or CO lines) simultaneously.

• During a three-party conversation, pressing

(TRANSFER) alternates between the other

parties in the conversation.

Removing a Participant from the Conference

During a conference, you can remove other parties from the conference. This feature is only available during a 3-party conference.

Operation in Line Buttons mode

1. Press

a conversation with the party to be disconnected. The other party will be put on hold.

2. On the Calls screen, press FLASH.

(TRANSFER) once or twice to establish

Operation in Call List mode

1. On the Calls screen, select the party you want to

remove.

2. Press Remove participant.

The selected party is disconnected, and you can continue to speak with the remaining party or parties.

Leaving a Conference (Unattended Conference)

You can leave a conference call that you established and allow the other parties to continue the conversation. Both parties will hear an alarm tone before a specified timeout. You will also hear an alarm tone at your extension. The call is disconnected when the timer runs out unless you return to the conference.

Operation in Line Buttons mode

To leave a conference and be able to return

1. On the Calls screen, press the flexible button that

you programmed as the conference button.

2. Go on-hook.

The other conference participants can continue talking.

To return to a conference

1. On the Calls screen, do one of the following:

• Press the flashing green flexible button that

corresponds to the call.

This will disconnect the party.

• Press INT' if it is flashing.

3. Do one of the following:

• Press the flashing green flexible button that

corresponds to the original party.

Note

• For details about creating a conference button,

• Press INT' if it is flashing.

Note

• The FLASH button must be set to Flash/Recall

mode. For details, consult your administrator.

Operation in Call List mode

To leave a conference and be able to return

see "Customizing the Flexible Buttons (Page 133)".

1. On the Calls screen, select the call of one of the

parties in the conference.

74 Operating Instructions Document Version 2010-01

Basic Feature Operation

2. Press Make a conference.

3. Go on-hook.

The other conference participants can continue talking.

Note

• When you leave a conference, the status of the

first conference participant changes to

(on hold). The statuses of the other parties do not change.

To return to a conference

1. On the Calls screen, select the call on hold.

2. Press Retrieve the Call.

–or–

Go off-hook.

Usage tips

• When a conference call includes more than 1

internal call, you can also return to the conference by simply going off-hook.

Locking Operations (Application Lock)

The Application Lock feature lets you restrict operation to only a few operation screens. When you set the Application Lock, you can still access some screens, such as the HOME and Calls screens. If you try to access a screen that is locked, you will be prompted for a password to turn off Application Lock. To use the Application Lock, you must enable the Application Lock feature. For details, see "Password Settings (Page 113)".

To set the Application Lock

1. On the HOME screen, press .

To cancel the Application Lock

1. On the HOME screen, press

screen that is locked.

2. On the Unlock Application window, enter the

Application Lock password.

, or access a

To leave a conference and not be able to return

1. Press

(TRANSFER).

2. Go on-hook.

Note

• To leave a conference call involving two outside

parties and have the conversation continue, your extension must be enabled to transfer calls to CO lines through COS programming.

3. Press OK.

Note

• If you enter the wrong password a

pre-programmed number of times, your extension will become locked. To unlock your extension, the PIN and PIN lock for your extension must be cleared. For details, consult your manager.

Document Version 2010-01 Operating Instructions 75

Basic Feature Operation

Checking Messages

When you receive a message waiting or a voice message, a button appears on the HOME screen and the Message/Ringer lamp lights red. You can check your new messages by pressing this button.

Checking New Messages

There are 3 types of messages you can receive at your extension:

• Message waiting.

• Messages on the PBX’s built-in voice mail

(Simplified Voice Message [SVM]).

• Messages on a Panasonic Voice Processing

System (VPS) (e.g., KX-TVA series).

Note

• Depending on the network and PBX

configurations, some message types might not

be available. For details about which message

types are available, consult your administrator.

• If the Calls screen is set to Line Buttons mode, you

can also check message waiting by pressing

on the Calls screen.

• You can delete the message waiting by pressing

Checking Messages Stored on the Simplified Voice Message (SVM) System

If SVM is configured on the PBX, callers can leave short voice messages at your extension.

1. On the HOME screen, press New Message.

Checking Message Waiting

Extension users can leave message waiting indications to indicate that they called and want you to return their call.

1. On the HOME screen, press New Message.

2. Press Retrieve Message Waiting.

3. Press the message you want to check.

4. Press Call Back.

Usage tips

• If you call back the party that left the message

waiting and the party answers, the message will be removed from the message waiting list.

2. Press Retrieve Message Waiting.

3. Press the message from the SVM in the list.

4. Press Call Back.

You will be connected to the SVM. Follow the audio guidance.

Usage tips

• The message from the SVM is deleted

automatically after checking all new messages on the SVM.

• You can also check messages on the SVM by

accessing your voice mailbox using feature numbers. For details, see "Simplified Voice Message (SVM) (Page 104)".

Note

• Even if you have more than one new message

on the SVM, only one message from the SVM is displayed.

• Checking messages on the SVM is not

recorded in the outgoing call log.

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Basic Feature Operation

Checking Messages Stored on a Panasonic Voice Processing System (VPS)

If a Panasonic VPS (e.g., KX-TVA series) is configured on your network, callers can leave voice messages in your mailbox.

1. On the HOME screen, press New Message.

2. Press Retrieve Voice Message.

You will be connected to the voice mail system. Follow the audio guidance.

Note

• The Access Voice Mail button is displayed if

you have set the voice mail system’s extension number. For details, see "Dial Number Settings (Page 114)".

Note

• The Retrieve Voice Message button is only

displayed if you have set the voice mail system’s extension number. For details, see "Dial Number Settings (Page 114)".

Accessing Voice Mail

You can access your voice mailbox from the HOME screen.

1. On the HOME screen, press Access Voice Mail.

You will be connected to the voice mail system. Follow the audio guidance.

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Basic Feature Operation

Checking Missed Calls

When there are new missed calls, the Missed Call button appears on the HOME screen and displays the number of missed calls that you have. The KX-NT400 can store the information for up to 100 missed calls.

1. Press Missed Call to display the Missed call log.

Usage tips

• If the Calls screen is set to Line Buttons mode, an

orange line appears above the HOME tab when there are new missed calls.

• For details about making calls from a call log, see

"Dialing by Using Call Logs (Page 65)".

Note

• Displaying the Missed call log clears the

Missed Call button from the HOME screen. If

the Calls screen is set to Line Buttons mode,

the HOME tab also returns to its original

appearance.

Presence Status Setting

Your presence status is displayed to other parties, letting them know whether you are available, in a meeting, away from your desk, etc. The KX-NT400 has several preset presence statuses that you can select. You can also create custom presence statuses.

1. On the HOME screen, press the first drop-down list.

2. On the Presence Select window, select the desired

presence status.

• If you have created additional presence

statuses, press Custom to display them.

• Press Options to enter a custom presence

status. For details, see "Setting a custom presence message".

• Press Close to close the window without

applying a presence status.

Setting a custom presence message

Pressing Options on the Presence Select window allows you to enter a temporary presence message.

1. On the Presence Select window, press Options.

2. Enter the desired presence message.

3. Press OK.

The message you set will be displayed to other parties.

Note

• Temporary presence messages are not saved.

If you change your presence status, your custom message will be lost.

Usage tips

• You can customize the existing presence statuses,

and add up to 8 new presence statuses. On the Presence Select window, use the Navigator key to

select a presence status, and then press . You

78 Operating Instructions Document Version 2010-01

Basic Feature Operation

can also change the presence settings via the Options screen. For details, see "Presence Settings (Page 118)".

• You can assign Call Forwarding/Do Not Disturb

settings to a presence status. For details, see "Presence Setting Example 1 (Page 119)".

• You can assign a feature number to be executed

when you select a presence status. For details, see "Presence Setting Example 2 (Page 119)".

• Your presence status is stored on the PBX as an

absent message.

Note

• Depending on the regional setting (suffix code)

of the connected PBX, if you set the language to Russian or Ukrainian, your presence status might appear garbled.

Call Forwarding/Do Not Disturb

You can have incoming calls automatically forwarded to another destination. You can also have incoming calls rejected (Do Not Disturb).

Simple Call Forwarding Settings

You can set one forwarding destination for external and internal calls.

1. On the HOME screen, press the second drop-down

list.

If call forwarding or Do Not Disturb is already set, the Advanced window appears. See "Advanced Call Forwarding/Do Not Disturb Settings (Page 80)".

2. On the FWD/DND Settings window, select one of

the text fields.

3. Enter a forwarding destination.

4. Select the radio button of the destination you want

to forward calls to.

5. Press OK.

Usage tips

• On the FWD/DND Settings window, the numbers

you set for Phone 1 and Phone 2 are saved. These settings will be available the next time you set a forwarding destination. Other is used for a temporary forwarding destination. Every time you set a forwarding destination, Other will be blank.

• You can set your cellular phone as the forward

destination.

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Basic Feature Operation

Advanced Call Forwarding/Do Not Disturb Settings

You can set different forwarding destinations as well as Do Not Disturb for external and internal calls separately.

1. On the HOME screen, press the second drop-down

list.

If call forwarding or Do Not Disturb is already set, the Advanced window appears. Proceed to step 3.

2. On the FWD/DND Settings window, press

Advanced.

Usage tips

• On the Advanced window, you can press

Standard to display the simple call forwarding

settings.

The no answer time can be set using a feature number. For details about entering feature numbers, see "Call Forwarding (FWD) (Page 91)".

3. Set the forwarding settings for external and internal

calls:

• Always (All): Forward all calls.

• Busy: Only forward calls when you are busy

(i.e., on a call).

• No answer: Only forward calls when you do not

answer the phone after a set amount of time.

• Busy/No answer: Forward calls when you are

busy or do not answer after a set amount of

time.

• Do not disturb: Reject incoming calls.

If you want to apply the same settings to both types of calls, select the For both external calls and

internal calls check box.

4. Enter a forwarding destination for external and

internal calls. See "Entering Text (Page 60)".

5. Press OK.

80 Operating Instructions Document Version 2010-01

Advanced Feature Operation

Network Camera

You can view the video feeds from up to 20 registered Panasonic Network Cameras (e.g., KX-HCM/BB-HCM/ BL-C series). For details about registering cameras, see "IP Camera Settings (Page 116)".

For details about the buttons and icons on the

Camera screen, see "Camera Screen (Page 49)".

Selecting Cameras to View

You can use the Location list or quick-access buttons to select the camera you want to view.

• Location list: A list of all cameras that you have

registered.

• Quick-access buttons: 4 buttons to which you can

assign frequently accessed cameras.

1. Press the Location drop-down list, and then select

the camera you want to view.

–or–

On the bottom of the screen, select the quick-access button of the camera you want to view.

Network Camera Features

Camera Control

• You can control the selected camera, such as by

zooming in and out, tilting and panning.

• You can view and control a camera while on a call.

Doorphone/Contact Integration

• If a camera is connected to a doorphone or

registered to a contact in the contact list, the feed from that camera is automatically displayed when you receive a call from or make a call to that doorphone or contact.

• You can open the door connected to a doorphone

from the Camera screen.

For details about registering cameras with contacts, see "Contact List (Page 108)".

Note

• Depending on the camera model, some

operations might not be available.

• Some operations might not function due to

security reasons, etc. For details, consult your administrator.

• If a camera feed does not display, see

"Troubleshooting (Page 183)" for assistance.

You can assign which cameras are accessed with these buttons. For details, see "IP Camera Settings (Page 116)".

Note

• When on a call with a destination that has a

registered camera, the location "Incoming" (for incoming calls) or "Outgoing" (for outgoing calls) is added to the Location drop-down list for the duration of the call.

Zooming In and Out

Use the following buttons to zoom in and out of the image:

• : Zoom in

• : Zoom out

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Advanced Feature Operation

Adjusting the Angle of the Camera

You can manually change the viewing angle of the camera, or select from positions programmed in the camera.

Changing the center point

1. Touch the video display area to center the camera

at that point.

Panning and tilting the camera manually

1. Press to enable the panning and tilting controls.

Four arrows will appear along the edges of the video display.

2. Press the arrows to pan and tilt the camera.

Note

• Positions are programmed via the camera’s

settings, and cannot be programmed from the KX-NT400.

• If a position name contains non-ASCII

characters, the position name will appear garbled.

• The text "Preset" is always displayed in the

Position drop-down list, even after you select a programmed position.

Opening Doors

If you are on a call with a doorphone and are viewing the feed from a camera integrated with the doorphone, you can open the door from the KX-NT400.

1. On the Camera screen, press

Usage tips

• Press

call. For details about muting, see "Mute (Page 72)".

to mute your voice during a doorphone

Performing a pan/tilt scan

A pan/tilt scan is when the camera pans (horizontal) or tilts (vertical) as far as possible in one direction, and then pans/tilts as far as possible in the other direction. Finally, the camera returns to its original position.

Use the following buttons to perform a pan/tilt scan:

• : Perform a pan scan

• : Perform a tilt scan

Selecting a programmed position

1. Press the Position drop-down list, and then select

the position you want to view.

Full-Screen Mode

You can expand the video area to fill the entire screen.

1. On the Camera screen, press .

In full-screen mode, you can do the following:

• Press (ENTER) on the Navigator key to

move the camera to its home position.

• Touch the screen or press (CANCEL) to

return to the Camera screen.

82 Operating Instructions Document Version 2010-01

Advanced Feature Operation

Chat

You can start a text chat with other KX-NT400 users, and users of programs such as Communication Assistant.

Note

• You cannot chat with CA users connected

through CA Server. For details, consult your administrator.

For details about the buttons and icons on the Chat screen, see "Chat Screen (Page 52)".

To start a chat

1. On the Contacts screen, select the contact with

whom you want to chat. Detailed information for the selected contact will appear.

2. Press Start Chat.

Usage tips

• Use the following buttons to perform the chat

operations:

– Send: Send the message you entered to the

other chat participant.

– Clear: Erase the text in the input box. – Call: Call the other chat participant. – Close: End the current chat.

• During a chat, you can use all of the KX-NT400’s

features. To return to the Chat screen, press the Chat tab.

• Use

Navigator key to scroll through the chat log.

and or (UP) and (DOWN) on the

• You can view up to 200 previous messages when

scrolling through the chat log.

• You can back up the chat log to an SD memory card.

For details, see "Data Maintenance (Page 166)".

• You can send the message by pressing the Enter

key on the keyboard instead of pressing Send.

Note

• You can chat with only 1 person at a time.

• You can send up to 255 characters in a

message.

Making a Call to a Chat Participant

After you start a text chat, you can call the other participant from the Chat screen.

1. Start a text chat.

See "Chat (Page 83)".

2. Press Call.

The Chat screen will appear.

3. Enter a message using the soft keyboard or a

connected USB keyboard.

4. Press Send.

Receiving a chat request

When you receive a chat request, the Chat Alert window appears.

The call to the other chat participant will start, and the screen will change to the Calls screen.

1. Press Answer to accept the request.

Press Close to reject the request.

Document Version 2010-01 Operating Instructions 83

Advanced Feature Operation

Portal (Web Browser)

The KX-NT400 has a feature for browsing intranet Web pages, called the portal.

Note

• The portal is designed only for viewing intranet

content.

For details about the buttons and icons on the Portal screen, see "Portal Screen (Page 54)".

1. On the Portal screen, press the drop-down list.

2. Select the Web page you want to view.

Usage tips

• For details about adding Web pages to the list, see

"Portal Settings (Page 117)".

Going Back to Your Homepage

You can designate a Web page as your homepage, and you can easily display this page at any time.

1. On the Portal screen, press Home.

Portal Features

• Navigate intranet Web pages as you would with a

browser on a computer or mobile phone.

• Use the soft keyboard or a connected USB

keyboard to enter text, fill out forms, etc.

• Call phone numbers embedded in Web pages. For

details, see "Making Calls from the Portal (Page 84)".

• Scroll the page vertically and horizontally by using

the Navigator key.

Note

• Before you can view Web pages, you must

program a list of pages that you can access

from the portal.

• Certain pages might not display correctly in the

portal.

• If pages do not display, see "Troubleshooting

(Page 183)" for assistance.

Selecting a URL to Access

On the Portal screen, you can select a Web page to view. You can program a list of Web pages via the portal settings.

Usage tips

• For details about programming your homepage,

see "Portal Settings (Page 117)".

Making Calls from the Portal

You can make phone calls directly from a Web page if the page has links that contain the "callto" command.

When you press a link that points to a phone number, the Dial window appears containing the phone number of the link:

84 Operating Instructions Document Version 2010-01

To call the phone number

1. Do one of the following:

• Go off-hook.

• Press .

Note

• If you are off-hook when you press a link that

points to a phone number, the number will be dialed immediately.

• You cannot use the dial keys to edit the number

displayed in the Dial window when you are making a call from a Web page.

Advanced Feature Operation

Document Version 2010-01 Operating Instructions 85

Other Feature Operations

When the Dialed Line is Busy or There is No Answer

When the party that you dialed is busy or does not answer, there are several ways to let the other party know that you called. This section explains how to perform the following operations:

• Send a call waiting notification (page 86)

• Leave a message waiting indication (page 86)

• Leave a voice message (page 86)

• Reserve a busy line (page 87)

• Join the call (page 87)

• Overriding Do Not Disturb (DND Override)

(Page 87)

Leaving a Message Waiting Indication

When the called party is busy or does not answer your call, you can leave a notification so that the called party can call you back.

Operation in Line Buttons mode

1. On the Calls screen, press MSG.

Operation in Call List mode

1. On the Calls screen, press Leave message

waiting.

Note

• This feature is available only for internal calls.

Sending a Call Waiting Notification (Call Waiting)

When the dialed party is busy, you can send a call waiting notification to let the other party know you are calling. The called party will hear a call waiting tone at their extension.

Operation in Line Buttons mode

1. Press .

Operation in Call List mode

1. On the Calls screen, press Wait and send call

waiting.

The dialed extension’s status will change to "Ringing".

Note

• This feature is available only for internal calls.

Leaving a Voice Message

If the called party does not answer, you can leave a voice message. To use this feature you must have a Panasonic Voice Processing System (VPS). You must also set the VPS’s extension number. For details, see "Dial Number Settings (Page 114)". This function is only available if the Calls screen is set to Call List mode.

1. On the Calls screen, press Leave voice

message.

2. Follow the audio guidance to leave a message.

Note

• When you have an incoming call, the Leave

voice message button is unavailable.

• This feature is available only for internal calls.

• If the Calls screen is set to Line Buttons mode,

you must either wait to be redirected to the VPS or dial the VPS directly.

86 Operating Instructions Document Version 2010-01

Other Feature Operations

Reserving a Busy Line (Automatic Callback Busy)

If the called party is busy, you can receive a callback ringing from the extension when it becomes available. Set your telephone to receive call-back ringing:

• When a dialed extension becomes idle.

• When the desired CO line that is in use by another

extension becomes idle.

When you answer the call back ringing:

• For an intercom call:

The called extension starts ringing automatically.

• For an outside call:

The line is seized.

Operation in Line Buttons mode

1. Press .

When the extension becomes idle, your KX-NT400 will ring. When you go off-hook, a call will be made to the called extension.

Operation in Call List mode

1. On the Calls screen, press Override

(Conference).

You will join the called party’s conversation and establish a 3-party conference.

Usage tips

• You can also deny others the possibility of joining

your conversation (Default: Allow). For details, see "Executive Busy Override Deny (Page 97)".

Note

• To join another conversation, you must have

Executive Busy Override enabled at your extension through COS programming.

• If Executive busy Override Deny has been set

for the called party, this operation is unavailable. For details, consult your administrator.

• This feature is available only for internal calls.

Operation in Call List mode

1. On the Calls screen, press Set call back.

When the extension becomes idle, your KX-NT400 will ring. When you go off-hook, a call will be made to the called extension.

Note

• If you do not answer the callback ringing within

10 seconds, this feature will be canceled.

• This feature is available only for internal calls.

Joining an Existing Conversation (Executive Busy Override)

If your extension has sufficient privileges, you can call a busy party and establish a 3-party conference.

Overriding Do Not Disturb (DND Override)

If your extension has sufficient privileges, you can call someone even if they have set DND.

Operation in Line Buttons mode

1. Press .

Operation in Call List mode

1. On the Calls screen, press Override the Call.

Note

• To perform this operation, you must have DND

Override enabled at your extension through COS programming.

Operation in Line Buttons mode

1. Press .

You will join the called party’s conversation and establish a 3-party conference.

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Other Feature Operations

If a Host PBX is Connected

Accessing External Services (External Feature Access [EFA])

You can access special features (e.g., Call Waiting) offered by a host PBX or telephone company. This feature is only effective for an outside call.

Operation in Line Buttons mode

1. During an outside conversation, on the Calls

screen, press FLASH.

2. If required, enter the service code for the feature

you want to access.

Operation in Call List mode

1. During an outside conversation, on the Calls

screen, press Send Flash.

2. If required, enter the service code for the feature

you want to access.

Note

• For operation in Line Buttons mode, the

FLASH button must be set to External Feature

Access (EFA) mode. For details, consult your

administrator.

• Available service codes differ depending on

your telephone system and services offered by

your telephone company.

88 Operating Instructions Document Version 2010-01

PBX Feature List

You can use the following PBX features. For details, refer to the corresponding sections in this guide or to the Operating Manual for the connected PBX.

Note

• The PBX features marked with a icon are only available for the manager extension.

• The buttons with [ ] do not exist by default. To create the buttons, see "Customizing the Flexible Buttons

(Page 133)".

Feature

Absent Message

You can show the reason you do not answer, if the caller uses a Panasonic display proprietary telephone. There are eight preprogrammed messages and one for your personal message (16 characters).

• Presence Status Setting (Page 78)

Account Code Entry

You may give a specified account code to extension users and check their telephone usage. You can specify an account code for each client and check the call duration.

Alternate Calling—Ring/Voice

The caller can alternate the alerting method, either ring or voice, when making an intercom call. On the other hand, any extension can set the alerting method, either ring or voice, when receiving an intercom call.

Operation

To set

+ – (parameter) +

To cancel

+ account code + + outside phone no.

Automatic Callback Busy

You can set the telephone to receive callback ringing:

• when a dialed extension becomes idle.

(After you answer the callback ringing, the previously dialed extension number is automatically redialed.)

To set

To cancel

• when your desired CO line that is in use by

another extension becomes idle. (After you answer the callback ringing, you can make a call using the seized CO line.)

• Reserving a Busy Line (Automatic Callback

Busy) (Page 87)

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PBX Feature List

Feature Operation

Automatic Line Access

You can select an idle CO line automatically.

Background Music (BGM)

You can listen to the background music through your telephone speaker while on-hook. An external music source, such as a radio, must be connected. If your extension becomes busy (off-hook, making or receiving a call etc.), the music stops temporarily. When you go back on-hook, the music starts again.

+ outside phone no.

To set

+ BGM no. (1 digit)

To cancel

90 Operating Instructions Document Version 2010-01

Feature Operation

PBX Feature List

Call Forwarding (FWD)

You can have your incoming calls forwarded to a specified destination.

• Call Forwarding/Do Not Disturb (Page 79)

To set

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls)

(All Calls) + phone no. + /

(Busy) + phone no. + /

(No answer) + phone no. + /

(Busy/No answer) + phone no. +

To cancel

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) +

To set Follow Me from another extension

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) + + your extension no.

To cancel Follow Me from another extension

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) + + your extension no.

To set the timer for "No answer" and "Busy/No answer"

+ – (second)

To set Call Forwarding for your Incoming Call Distribution (ICD) Group

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) + + ICD group extension no. +

phone no. +

To cancel Call Forwarding for your ICD Group

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) + + ICD group extension no.

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PBX Feature List

Feature Operation

Call Forwarding to Voice Mail (Voice Mail Integration)

If a Voice Processing System is connected, you can forward them to your mailbox when you cannot answer calls.

• Call Forwarding/Do Not Disturb (Page 79)

To set

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls)

(All Calls) + voice mail extension no. + /

(Busy) + voice mail extension no. + /

(No answer) + voice mail extension no. + /

(Busy/No answer) +

voice mail extension no. +

To cancel

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) +

To transfer a call to a mailbox

Feature key screen*1 + [Voice Mail Transfer] + [DSS]

To listen to message

voice mail extension no.

Call Hold

You can put a call on hold.

• Holding a call at your extension (Call Hold)

(Page 69)

Calling Line Identification Restriction (CLIR)

When making an outside call, you can select whether the called party can see your telephone number or not.

Note

The default voice mail extension number is 500.

To hold a call

(TRANSFER) +

To retrieve a call

To retrieve a call by specifying a held line number

+ CO line no. which is held (3 digits)

To retrieve a call by specifying a holding extension number

+ extension no. which has a held call

To show

To prevent

92 Operating Instructions Document Version 2010-01

Feature Operation

PBX Feature List

Calling/Connected Line Identification Presentation (CLIP/COLP)

You can select the telephone number sent, either the number of the line used or the number assigned to your extension.

CLIP: When making an outside call, you can present your preprogrammed telephone number to the called party. COLP: When receiving an outside call, you can present your preprogrammed telephone number to the calling party.

Call Monitor

The preprogrammed extension can monitor another extension.

Call Park

You can put a call on hold in a common parking zone of the PBX so that any extension can retrieve the parked call. You can use this feature as a transferring feature.

To show the CO line number

To show your extension number

extension no. +

To set (specified)

(TRANSFER) + + parking zone no. (2 digits)

To set (automatically)

(TRANSFER) +

• Holding a Call in a System Parking Zone (Call

Park) (Page 70)

Call Pickup

You can answer an incoming call that is ringing at another extension or group from your phone without leaving your desk. The following types of pickup are available: Group Call Pickup: Picks up a call within your group. Directed Call Pickup: Picks up a specified extension’s call.

Call Pickup Deny

You can deny or allow other people to pick up your calls.

To retrieve

+ stored parking zone no. (2 digits)

Group Call Pickup

+ group no. (2 digits)

Directed Call Pickup

+ extension no.

To deny

To allow

Document Version 2010-01 Operating Instructions 93

PBX Feature List

Feature Operation

Call Splitting

When talking to one party while the other party is on hold, you can swap the calls back and forth (alternately).

• Talking to Two Parties Alternately (Call

Splitting) (Page 71)

Call Transfer

You can transfer a held call without talking, and go on-hook even if the transferred party does not answer the call.

• Transferring a Call (Call Transfer) (Page 71)

Call Waiting

Sending a Call Waiting:

You can inform the called party that your call is waiting. Answering Call Waiting in the PBX: During a conversation, a call waiting tone or voice announcement through the speaker or the handset occurs when an outside call has been received or another extension is letting you know a call is waiting.

Answering Call Waiting from the Telephone Company:

This is an optional telephone company service. You can receive a call waiting tone and the caller’s information. For details, consult your telephone company. Receiving Call Waiting: During a conversation, you can be informed of a call waiting with a tone or voice announcement through your built-in speaker or handset.

To alternate between the parties leaving one party on hold temporarily

(TRANSFER) + extension no. + Talk +

(TRANSFER) + Talk

To leave the conversation and then let the two parties talk

(TRANSFER) + extension no. + Talk +

(TRANSFER) + go on-hook

Call Transfer

(TRANSFER) + phone no.

To send a Call Waiting Notification

To disconnect the second call and then talk to the original party

go on-hook + go off-hook +

To answer a Call Waiting from the Telephone Company

(TRANSFER) +

To set for intercom calls

+ (Tone)/ (Whisper OHCA)

To cancel for intercom calls (Manual Call Waiting)

(No call)

To set for outside calls (Automatic Call Waiting)

(Tone)

To cancel for outside calls

• When the Dialed Line is Busy or There is No

Answer (Page 86)

CO Line Group Access

You can select an idle CO line in the specified CO line group automatically.

94 Operating Instructions Document Version 2010-01

(No tone)

+ CO line group no. (2 digits) + outside phone no.

Feature Operation

PBX Feature List

Conference

You can add one or more parties to your conversation.

• Conference Call (Multiple Party

Conversation) (Page 73)

Conference, Unattended

The person who originated a conference can leave the conference, and allow the other parties to continue the conversation.

Connected Line Identification Restriction (COLR)

When receiving an outside call, you can select whether the caller can see your telephone number or not.

Data Line Security

You can protect the line against audible notification tones, such as a call waiting tone during a conversation. Set this feature if your extension has a data communication device, such as a PC or fax machine connected to ensure secure data transmission.

To establish a conference

(TRANSFER) + phone no. + Talk + (TRANSFER)

To disconnect one party in Line Buttons mode (3-party conference only)

(TRANSFER) once or twice to establish a conference

with the party to be disconnected + FLASH + flexible button/

INT' (corresponding to original party)

To leave a conference (3- to 7-party conference)

Feature key screen*1 + [Conference] + go on-hook

To return while others are talking

Feature key screen*1 + flexible button/INT' (corresponding to original party)

To show

To prevent

To set

To cancel

Dial Tone Transfer

The manager extension can change the restriction level, permitting an extension to make a call.

Document Version 2010-01 Operating Instructions 95

Feature key screen*1 + [Toll Restriction]

PBX Feature List

Feature Operation

Direct Inward System Access (DISA)

When outside callers access extensions in the PBX, a prerecorded message greets the caller and gives information about how to access an extension. You do not need the operator’s assistance. You may be able to access system features or call an outside party with your password depending on the security mode.

CAUTION

There is a risk that fraudulent telephone calls will be made using the Outside-to-Outside Call feature of DISA. The cost of such calls will be billed to the owner/renter of the PBX. To protect the PBX from this kind of fraudulent use, we strongly recommend:

a. Enabling DISA security (CO line Security

or All Security).

b. Keeping your passwords (verification

code PIN/extension PIN) secret.

c. Selecting complex, random PINs that

cannot be easily guessed.

d. Changing PINs regularly.

To call an extension (In No Security Mode/CO line Security Mode)

DISA phone no. + extension no.

To call an extension (In All Security Mode only)

DISA phone no. + + your extension no./ ( + verification code) + extension PIN/verification code PIN +

extension no.

To call an outside party (In No Security Mode)

DISA phone no. + outside phone no.

To call an outside party (In CO line Security Mode/All Security Mode)

DISA phone no. + + your extension no./ ( + verification code) + extension PIN/verification code PIN +

outside phone no.

To retry

+ phone no.

DND Override

The preprogrammed extension can call someone who has set the DND feature.

Do Not Disturb (DND)

You can set this feature to prevent incoming calls from ringing at your extension. This can be useful, for example, when you are in a meeting or busy.

• Call Forwarding/Do Not Disturb (Page 79)

Doorphone Call/Door Open

You can talk to a person at the door through the doorphone. Also, you can open the door.

• Opening Doors (Page 82)

extension no. +

To set

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) +

To cancel

+ (Both Calls)/ (Outside Calls)/

(Intercom Calls) +

To call the doorphone

+ doorphone no. (2 digits)

To open the door from a specified extension

+ doorphone no. (2 digits)

To open the door from any extension while talking to the doorphone

96 Operating Instructions Document Version 2010-01

Feature Operation

PBX Feature List

Enhanced Walking Extension

In addition to exchanging the settings between extensions (Walking Extension), you can change the status of your extension to "Service-in" or "Service-out" (Enhanced Walking Extension).

Service-in: An extension is in use (normal status). Service-out: Extension Dial Lock and Do Not Disturb (DND) are activated on an extension, and the extension user cannot make unauthorized outside calls nor receive calls.

Notice

• After you have exchanged the settings

between extensions, the KX-NT400 must be restarted for the change to take effect. See "Manual Restarting (System Reset) (Page 168)".

Executive Busy Override

The preprogrammed extension can call someone who is busy on the telephone and establish a three-party conversation.

To set an extension to Service-out status

To set an extension to Service-in status and have your own settings available

+ your extension no. + extension PIN

phone no. +

• Joining an Existing Conversation (Executive

Busy Override) (Page 87)

Executive Busy Override Deny

You can prevent other people from joining your conversation.

Extension Dial Lock

You can lock your extension so that other users cannot make unauthorized outside calls.

To allow

To prevent

To lock

To unlock

+ extension PIN

To make an outside call while your extension is locked

+ your extension no. + extension PIN + phone

no.

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PBX Feature List

Feature Operation

Extension Feature Clear

You can reset the settings of some features on your extension to the default settings with one operation.

Extension PIN (Personal Identification Number)

You can assign a password to each extension. The following features require an extension PIN.

1. Screening calls (Live Call Screening [LCS])

2. Prohibiting other people from seeing your

personal speed dialing directory, call log, SVM log, and from playing back the voice messages in your message box (Display Lock)

3. Using the same settings as your extension at

other extensions (Walking Extension)

4. Remote Control Operation (Walking COS)

5. Extension Dial Lock Clear

CAUTION

There is a risk that fraudulent telephone calls will be made if a third party discovers your password (extension PIN). The cost of such calls will be billed to the owner/renter of the PBX. To protect the PBX from this kind of fraudulent use, we strongly recommend:

a. Keeping your PIN secret. b. Selecting a complex, random PIN that

cannot be easily guessed.

c. Selecting complex, random PINs that

cannot be easily guessed.

d. Changing your PIN regularly.

• Valid numbers for an extension PIN are "0"

through "9".

• If the wrong extension PIN is entered a

preprogrammed number of times, the PIN is locked.

• If you forget your extension PIN or your

extension PIN is locked, your manager can clear the extension PIN and extension PIN lock.

To set

+ extension PIN + + same extension

PIN +

To cancel

+ stored extension PIN

External Background Music (BGM)

The manager extension can broadcast background music in the office through external speakers.

98 Operating Instructions Document Version 2010-01

To stop

To start

Feature Operation

PBX Feature List

External Feature Access (EFA)

If a host PBX is connected, you can access special features (e.g., Call Waiting) offered by the host PBX or telephone company. This feature is only effective for an outside call.

• Accessing External Services (External

Feature Access [EFA]) (Page 88)

External Relay

If an external relay is connected, preprogrammed extensions can switch on a relay (e.g., alarm) connected to the PBX.

External Sensor

If an external sensor is connected, preprogrammed extensions can receive an alert call from an external sensor (e.g., security alarm) connected to the PBX.

Group Paging

You can make a voice announcement to proprietary telephones or external speakers or both in the preset group simultaneously.

<Example> To hold the current call and then talk to the new party

(TRANSFER) + + service code

+ relay no. (2 digits)

Off-hook

To page

+ paging group no. (2 digits)

To answer

Hands-free Answerback

You can answer an incoming call without going off-hook as soon as the line is connected. When an intercom call arrives, you will hear the caller talking without the phone ringing. When an outside call arrives, you will hear the caller talking after a preprogrammed number of rings. Hands-free Answerback for outside calls requires system programming.

• Auto answer (Page 67)

To deny (Paging Deny)

To allow

Options tab + Administrator Options + Programming + AUTO ANS/MUTE

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PBX Feature List

Feature Operation

Headset Operation

You can have a conversation using a headset. In this case, you must select "Headset on" in programming mode or set the Headset button on (red) in advance.

• Basic Operations (Page 58)

Hospitality Features–Remote Wake-up Call

The hotel operator can remotely set or cancel a Timed Reminder to a room extension. This allows guests to request wake-up calls without having to program the extension themselves. The hotel operator can also confirm the current Timed Reminder setting for a room extension.

To talk using the headset

(SP-PHONE)

To use the handset during a conversation using the headset

Off-hook

To talk in hands-free mode during a conversation using the headset

Feature key screen*1 + [Headset]

To set

+ extension no. + hour/minute +

(AM)/ (PM) + (once)/ (daily)

–or–

+ extension no. + hour/minute +

(once)/ (daily)

To cancel

+ extension no.

To confirm

+ extension no.

Hot Line

You can make an outside call simply by going off-hook if you have preprogrammed your phone.

Last Number Redial

You can make a call to the outside party whom you last called.

Live Call Screening (LCS)

While a caller is leaving a message in your mailbox, you can monitor the call without answering.

To store

+ phone no. +

To set

To cancel

To set Live Call Screening

Feature key screen*1 + [Live Call Screening] + extension PIN

To cancel Live Call Screening

Feature key screen*1 + [Live Call Screening]

100 Operating Instructions Document Version 2010-01

Panasonic KX-NT400 Operating Instructions

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Before Operating the Telephone

Accessory Information

Location of Controls

Operation Board Angle Adjustment

Hooking the Handset

Screens & Soft Buttons

Navigation

HOME Screen

Contacts Screen

Calls Screen

Calls Screen in Line Buttons Mode

Calls Screen in Call List Mode

Call Log Screen

Camera Screen

Chat Screen

Portal Screen

Feature Key Screen

Options Screen

Basic Operations

Confirming Your Extension Number

Going off- and on-hook

Adjusting the Volume

Basic Screen Operations

Entering Text

Basic Feature Operation

Making Calls

Making a Call

Making a Call from the Contact List

Dialing by Using Call Logs

Redialing the Last Number You Dialed (Redial, Last Number)

One-touch Dialing

Receiving Calls

Receiving a Call

Redirecting Calls

During a Conversation

Holding a Call

Receiving a Second Call (Answering Call Waiting)

Talking to Two Parties Alternately (Call Splitting)

Transferring a Call (Call Transfer)

Mute

Recording Calls (Two-way Recording)

Conference Call (Multiple Party Conversation)

Making a Conference Call

Removing a Participant from the Conference

Leaving a Conference (Unattended Conference)

Locking Operations (Application Lock)

Checking Messages

Checking New Messages

Accessing Voice Mail

Checking Missed Calls

Presence Status Setting

Call Forwarding/Do Not Disturb

Advanced Feature Operation

Network Camera

Selecting Cameras to View

Zooming In and Out

Adjusting the Angle of the Camera

Opening Doors

Full-Screen Mode

Chat

Making a Call to a Chat Participant

Portal (Web Browser)

Going Back to Your Homepage

Selecting a URL to Access

Making Calls from the Portal

Other Feature Operations

When the Dialed Line is Busy or There is No Answer

Leaving a Message Waiting Indication

Sending a Call Waiting Notification (Call Waiting)

Leaving a Voice Message

Reserving a Busy Line (Automatic Callback Busy)

Joining an Existing Conversation (Executive Busy Override)

Overriding Do Not Disturb (DND Override)

If a Host PBX is Connected

Accessing External Services (External Feature Access [EFA])