Panasonic KX-F3500 User manual

Thank you for purchasing the Panasonic Telephone-Answering System with Facsimile .
Before reading these instructions, read the INSTALLATION MANUAL, then install the unit and make the initial settings.
Since this unit functions as a Facsimile, an Answering Machine and a Telephone utilizing one telephone line,
you can receive both voice-messages and documents.
To Speak with the Other Party
and then Transmit/Receive
a Document
With the automatic telephone/facsimile switching feature,
you can switch between telephone and facsimile functions
without redialing. So, if you are in the middle of a
conversation and want to transmit/receive a document,
simply push the START/COPY button and facsimile
transmission/reception will take place automatically.
To Record a Voice-Message and
Receive a Document
The unit will automatically function as an Answering
Machine or a Facsimile depending on the caller’s choice
(voice-message/document).
When a call is received during your absence, the unit will
play your Outgoing Message (OGM) and then be ready to
record a voice-message and/or receive a document
(Automatic Answer Mode).
• In this mode you may speak with the other party and
transmit/receive a document manually.
s -To Set the Automatic Answer Mode-^
• Push the AUTO ANSWER button to turn on the
AUTO ANSWER indicator light.
• Record your Outgoing Message.
^ »Set the AUTO/FAX selector to “AUTO’’ position, j
■ If a caller wishes to transmit a document after
recording a voice-message; advise the caller to “Push
the ASTERISK (*) button after or during the playing of
the Outgoing Message (OGM)”, the unit will change
from the answering machine mode to the facsimile
mode.
■ If a caller wishes to record a voice-message after
transmitting a document; advise the caller to “Make a
call reservation following a voice contact procedure on
your facsimile during transmission".
The unit will start playing the OGM again and then be
able to record a voice-message.
Features
■ Multi-Function System utilizing Single
Telephone Line
allows you to speak with a caller and/or receive a
document.
automatically records a caller's message and/or
receives a document during your absence.
■ Facsimile
•CCITT GU/GIH communication compatibility
•Automatic document feeder up to five pages at a time
•One-touch transmission with automatic dialer
10 (30 digits) fax numbers for one-touch dialing
•Superb image quality
• 16-step HALF-TONE feature for originals containing
photographs, shaded drawings, etc.
•Up to letter size
■ Answering System
•Auto-logic ™ operation
automatically rewinds, play back messages, stops
at the last message and provides for answering the
next call, at the touch of a button.
•Recordable OGM chip
•Beeperless remote control with tone phone
■ Integrated Telephone System
• Built-in speakerphone
•One-touch/speed dialing
•Automatic redialing up to 15 times in a hands-free
(speakerphone) operation.
■ Copier Function
•Right at your desk
•Clear copy
✓ -AUTO/FAX Selector- n
•AUTO position
The unit will automatically switch between
Answering Machine and Facsimile. If the caller’s
voice is not heard within 5 seconds of the end of
the OGM, the unit will automatically switch to the
FAX mode to receive a document. If the caller’s
voice is heard, the unit will function as an
answering machine.
• FAX position
When a call is received, the unit will function as a
facsimile (FAX) machine only.
^_ J
1

Location of Controls
For your convenience, keep this page open when you read the following instructions.
2

Location of Controls (cont.)
[Write Name and/or Telephone/FAX numbers.]
Telephone Line Cord ..
Incoming Message Tape
Handset.
Handset Cord .
Paper Shaft .
Recording Paper .
Accessories-
. 1 Carrier Sheet .1
. 1 Document Tray .1
. t Document Tray Guide .1
. 1 AA Size Batteries .4
. 1 Card Holder for Speed Dialing.1
1
3

Table of Contents
System Setup.5
FACSIMILE
Basic Operation
Manual Transmission and Reception_ 1-1
•Transmission
• Reception
• Scanning Line Density (Resolution)
• Document Contrast
Transmissible Document . 1-4
• Information on Originals
• How to Use the Carrier Sheet
Automatic Document Reception . 1-5
• Preparation
• Setting Up for Automatic Answering
• Receiving a Document
Detailed Operation
How to Transmit a Document
Conveniently . 1-7
•When Using One-Touch Transmission
•When Using Speed Dialing
Voice Contact . 1-9
• Initiating Voice Contact
During Transmission or Reception
• Receiving a Request for Contact
How to Operate Your Unit from a Remote
Location .1-10
Other Informations .1-10
Delayed Transmission.1-11
Making a Copy .1-14
Individual Transmission Report .1-15
Activity Report (JOURNAL) .1-16
Printout Function. 1 - 17
Preparing the Answering Machine . 2-1
• Recording OGM
•Selecting the Caller’s Recording Time
•Selecting the Remote Code No. for Remote
Operation
•Setting Up the Automatic Answer Mode
• Preparing the ICM Tape
Operating the Answering Machine ...... 2-4
• Playing Back Your Messages
•Call Counter
• Saving Your Messages
• Erasing the ICM
• Monitoring Incoming Calls
•Message Memo
• Recording a 2 Way Conversation
How to Operate from a Remote Phone .. 2-7
•Turning On the Automatic Answer Mode from a
Remote Phone
• Playing Back Messages
•Memory Playback
• Back Space and Skip Forward
• Recording a Marker Message
• Remote Reset
• Skipping OGM for ICM Recording
•Turning On the Speakerphone (Answer Back)
• Changing the OGM
TELEPHONE
Manual Dialing and Reception . 3-1
• Making a Call
• Receiving a Call
• Redialing
Switching to Hands-free or Handset
Operation during a Conversation . 3-2
• Handset to Hands-free
•Hands-free to Handset
Speed Dialing and One-Touch Dialing .. 3-3
• Programming the Phone Numbers for Speed
Dialing
• Programming the FAX/Phone Numbers for One-
Touch Dialing
• Dialing
Other Features . 3-6
• How to Store a Secret Phone Number
• Mute Operation
• Flash Button Usage
•Tone Button Usage
• Combination Dialing
•Outside Line or Computer Accessed Line
(Pause Usage)
GENERAL INFORMATION
Recording Paper Installation. 4-1
Troubleshooting Guide . 4-2
Glossary of Terms . 4-5
4

System Setup
There are 19 user programable functions in the unit. After entering the Programming Mode by pushing the FUNCTION button,
these functions may be selected or changed by pushing the REDIAL or MUTE button.
No.
FUNCTION
LCD DISPLAY PAGE
01
Date and Time
1/ 1/88 12:00AM
See Example on page 6.
02
Logo and Sender’s Identification
SENDER ID - See page 10 in INSTALLATION MANUAL.
03
Delayed Transmission (XMT)
DELAYED XMT-OFF
See page 1-11.
04
Time of Delayed XMT
SEND AT 12:00AM
See page 1-11.
05
FAX No. of Delayed XMT
SEND TO
See page 1-12.
06
Remote ID for remote operation
REMOTE ID « 111
See page 2-2.
07 Caller’s Recording Time
REC TIME - VOX
See page 2-1.
08
CPC (Calling Party Control) Mode
CPC MODE = A See page 8 in INSTALLATION MANUAL.
09
Dial Speed for pulse dialing
DIAL SPEED = 10
See page 8 in INSTALLATION MANUAL.
10
Tone Detect
TONE DETECT-ON See page 8 in INSTALLATION MANUAL.
11
Journal
JOURNAL-AUTO
See page 1-16.
12
Transmission (TX) Report
TX REPORT - OFF
See page 1-15.
13
Transmission (TX) Speed
TX SPEED - 9600
See page 8 in INSTALLATION MANUAL.
14
ID Position
ID POSITION-OUT
See page 8 in INSTALLATION MANUAL.
15
Motor Test
MOTOR TEST
See page 16 in INSTALLATION MANUAL.
16
Printer Test
PRINTER TEST
See page 16 in INSTALLATION MANUAL.
17
System Print
SYSTEM PRINT
See page 1-17.
18
Telephone No. List Print
TEL LIST PRINT
See page 1-17.
19
Journal Print
JOURNAL PRINT
See page 1-17.
System Setup
1 Push FUNCTION.
•The following message will be displayed.
SELECT COMMAND
2 Push REDIAL or MUTE until the desired message is
displayed.
• By using the REDIAL button, the function is
selected in the order of No. 01,02, 03... 19.
• By using the MUTE button, the function is selected
in the order of No. 19, 18, 17... 01.
3 Proceed to each section.
•Refer to page shown above.
5

System Setup (cont.)
Example: Apr. 15,1988. 5:15 PM
1 Push FUNCTION.
2 Push REDIAL.
4 Push AUTO/MEMORY.
•After pushing the AUTO/MEMORY button, you may
step to the next (or previous) function by pushing
the REDIAL (or MUTE) button.
5 Push FUNCTION to end the operation.
3 Enter the new clock setting in the format MONTH/
DATE/YEAR/HOUR: MINUTE (2 digits each)/PM or
AM.
•Push the MODE button to select AM/PM mode.
The display shows A (AM) or P (PM).
•Push or “#” to move the cursor left or right
respectively.
6

System Setup (cont.)
You can also select the desired function directly by pushing the “#” and code No. (01 through 19) instead of pushing the REDIAL
or MUTE button.
Example: To select the CPC Mode directly
1 Push FUNCTION.
2 Push “#” and then “08”.
3 Push MODE if you want to change.
4 Push AUTO/MEMORY.
•After pushing the AUTO/MEMORY button, you may
step to the next (or previous) function by pushing
the REDIAL (or MUTE) button.
5 Push FUNCTION to end the operation.
• “A" and “B” are changed alternately each time you
push the MODE button.
7

How to Operate
as a Facsimile Machine
Table of Contents
Manual Transmission and Reception. 1-1
Transmission. 1-1
Reception . 1-1
Scanning Line Density (Resolution) . 1-2
Document Contrast . 1-2
Transmissible Document. 1-4
Information on Originals . 1-4
How to Use the Carrier Sheet. 1-4
Automatic Document Reception . 1-5
Preparation .. 1-5
Setting Up for Automatic Answering . 1-6
Receiving a Document. 1-6
How to Transmit a Document Conveniently. 1-7
When Using One-Touch Transmission. 1-7
When Using Speed Dialing. 1-8
Voice Contact. 1-9
Initiating Voice Contact During Transmission or Reception . 1-9
Receiving a Request for Contact . 1-9
How to Operate Your Unit from a Remote Location. i -i o
Other Informations .. 1-10
Delayed Transmission . i n
Setting Up Delayed Transmission . 1-11
Making a Copy . 1-14
Individual Transmission Report . 1-15
Activity Report (JOURNAL). 1-16
Printout Function
1-17

FACSIMILE
Manual Transmission and Reception
Transmission
Reception
1 Place the document face down.
2 Lift the handset or push SP-PHONE, then dial the
FAX NO
3 When the “Seep" (answering carrier tone) is heard,
push START/COPY.
4 After pushing START/COPY, replace the handset.
• During a fax transmission, the number of each
page (99 max.) is displayed.
(e.g. 5 pages are transmitted.)
DISPLAY
SENDING P3
1 Lift the handset to speak to the caller.
3 After pushing ST ART/COPY, replace the handset.
DISPLAY
RECEIVING
P5
DISPLAY
5 PAGES SENT OK
1-1

Manual Transmission and Reception
(cont.)
Scanning Line Density
(Resolution)
The resolution (density) of the received image (e.g.
characters, pictures) can be set as shown below:
The document contrast can be set as shown below.
1 Push FUNCTION.
1 Push MODE.
2 Push MODE.
• Each mode is indicated by the “ ▲ ” symbol on the
display.
STANDARD is suitable for printed or typewritten
originals with normal size characters.
FINE is suitable for originals written with small
characters.
HALF-TONE is suitable for originals containing
photographs, shaded drawings and the like.
Information on Photographs and Drawings:
This unit is equipped with a 16-step HALF-TONE
feature, which should be used when transmitting or
copying originals containing photographs, shaded
drawings, etc.
* Each mode is indicated by “ A ” symbol on the
display.
1 NORMAL DARKER STANDARD FINE HALF-TONE PROGRAM I
Jan21 10:45AM
NORMAL is suitable for transmitting or copying printed
or typewritten documents.
DARKER is suitable for transmitting or copying
originals written in light pencil.
NOTES:
• START/COPY indicator:
The START/COPY indicator will change from a flashing to a steady light, and the unit will begin transmitting or receiving
the document.
•If you are using the speakerphone, the line will be automatically disconnected after the transmission is completed.
• Begin by transmitting the FAX CORRESPONDENCE leaflet (included) to several of your business associates to confirm
that your unit is functioning correctly, and to inform them of the procedure for transmitting documents and/or recording
voice-messages on your unit.
• If you do not hang up the handset after transmitting, the unit will automatically call the other party.
For further details, see “Voice Contact” on page 1 -9.
1-2
FACS

FACSIMILE
Manual Transmission and Reception <cont.)
■ To stop transmission:
1 Push down STOP/CLEAR firmily.
■ If a document jams during transmission:
1 P ush STOP/CLEAR to stop transmission and then
push LATCH to open the cover.
■ To transmit continuously:
(Weight of document is 16 to 20 pounds.)
1 First insert a maximum of 5 pages.
2 Start the fax transmission.
3 Insert additional pages (5 sheet max.).
• Insert additional pages when the last page
disappears from the top of the DOCUMENT
holder and while the START/COPY indicator is still
lit.
CAUTION:
When you set the documents, a beep will be heard.
After hearing the beep, tight insertion of multiple
documents, may cause simultaneous transmission of
multiple documents.
■ To transmit continuously:
(Weight of document is except 16 to
20 pounds.)
1 Transmit a document separately.
2 Insert additional page while hearing 4 beeps*.
'When the unit is ready to transmit a additional page,
4 beeps will be heard.
1-3

Transmissible Document
The unit can transmit documents with the following sizes,
weights and textures.
•Original width is 128 mm (5") to 216 mm { 8 V 2 ").
• Effective width is up to 208 mm ( 8 3 /is").
•Weight of transmissible document is 12 to
24 pounds when sending each page separately.
Maximum size of original
216 mm
(8V2")
Minimum size of original
128
mm
128 mm
(5")
■ Automatic Document Feeder:
•Up to 5 pages at the same time
•Bond paper (16 to 20 pounds)
•Letter size
• Paper with an uncoated surface
•When you are transmitting a narrow document, slide
the right document guide over to support the
document.
NOTES:
•A document which is over 600 mm (23 5 /a") cannot
be transmitted. This will be indicated by the
lighting of the ALARM indicator and the sounding
of the alarm for 1 second.
•If the originals are electrostatically charged, the
automatic document feeder may not function
properly.
• In case of malfunction of the automatic document
feeder, try to send each page separately.
Information on Originals
The following documents should first be copied on a
copier machine, and the copy used as the fax
document. Or use the exclusive carrier sheet included
with your unit.
• Paper with chemically treated surfaces such as carbon-
blacked paper or carbonless duplicating paper
•Heavily curled, creased or torn paper
•Paper with a coated surface
•Small size paper such as a slip or voucher
•Thin paper (less than 12 pounds)
•Wet paper with ink or paste
•Document which has staples or clips
•Make the copy using a copier machine to transmit a
legible document in the following cases:
•Thick paper (over 24 pounds), since a carrier sheet
cannot be used.
•When the contrast between the printed letter and the
background is small.
•When the letters printed on the back side can be seen
from the front of the paper, (e.g. newspaper)
How to Use the Carrier Sheet
Paper feed direction
Transparent
cover
1. Place the original into the carrier sheet with the print
facing the transparent cover.
2. Place the transparent cover over the original.
3. Place the carrier sheet face down against the
DOCUMENT guide and insert it onto the DOCUMENT
holder until it stops.
1-4
FACSIMILE

FACSIMILE
Automatic Document Reception
In most cases you will be using your unit in the in Auto Receiving mode, so that you can receive documents or messages without
the need for manual operations.
To receive a document automatically, you should first record an Outgoing Message (OGM) and set the unit to the
Automatic Answer mode. (The AUTO ANSWER indicator will light.)
Preparation
■ OGM Recording:
The purpose of the OGM (Outgoing Message) is to
answer a caller during your absence.
1 Push OGM and REC simultaneously until a beep is
heard.
2 Speak clearly and loudly.
MIC
DISPLAY
OGM RECB*i»»>
•Recording time is 16 seconds.
•Each on the display represents about
2 seconds.
•Speak about 8 inches away from the MIC.
•For optimum performance, record your OGM
within 12 seconds.
3
When you are finished, push OGM.
• If you want to change your OGM, simply repeat the
above procedure.
■ Confirming the OGM:
Push the OGM button.
•The LCD display will show:
OGM
■ Recordable OGM Chip:
•Your Outgoing Message will be recorded on a voice-
recordable microchip.
•Prepare and practice your announcement before you
record it. Your Outgoing Message is limited to
16 seconds.
Samples of OGM
■ Set the Recording Time to “VOX”.
“This is the Panasonic Company. To send a
FAX, push the asterisk (*) button. To leave a
message, speak after the beep ’.
■ Set the Recording Time to “1 minute”.
“This is the Panasonic Company. To send a
FAX, push the asterisk (*) button. To leave a
message, speak after the beep, up to 1 minute '.
NOTE:
Please record your message using the examples
shown. Remember that the caller will have to push
the asterisk button to begin transmission after
hearing the OGM.
V___ )
1-5

Automatic Document Reception (com)
When a call is received, the unit will answer and begin
playing your recorded OGM.
If the caller’s voice is not heard, leave the unit alone.
The unit will automatically receive the transmitted
document.
• Display will show the number of pages (99 max.)
received.
RECEIVING PI
2 Set the AUTO/FAX selector to “AUTO ”.
Push AUTO ANSWER to set up.
•The AUTO ANSWER indicator will light.
•The unit will automatically answer all calls.
■ AUTO/FAX Selector:
•AUTO position
The unit wilt automatically switch between the
Answering Machine and Facsimile as follows:
If the caller’s voice is not heard within 5 seconds of
the end of the OGM or the caller pushes the asterisk
(*) button, it will automatically switch to the FAX
mode to receive a document.
If a voice is detected, it will function as an Answering
Machine.
• FAX position
When a call is received, the unit will function as a
Facsimile (FAX) machine only.
•Tear off the recorded document as shown.
■ If you want to receive documents only:
1 Set the AUTO/FAX selector to “FAX”.
NOTE:
If someone is unable to transmit a document to you after several tries, we recommend the following.
(i) Shorten your OGM (e.g. “To send a FAX, push the asterisk button."), and ask them to try again.
(ii) Set the AUTO/FAX selector to “FAX” position if transmission cannot be done by using step shown in (i) above
1-6
FACSIMILE

FACSIMILE
How to Transmit a Document Conveniently
For convenient transmission, you are allowed to store the FAX number into ten Direct Call buttons (ten FAX memory locations)
for One-Touch Dialing and station number for Speed Dialing.
For more details on how to store the FAX number, refer to "Speed Dialing and One-Touch Dialing” on page 3-3.
When Using One-Touch Transmission
It is not necessary to use the handset or SP-PHONE.
The unit will automatically dial the number in the FAX
memory location and transmit the document.
Be sure that the FAX number is stored in FAX memory
location.
1 Place the document face down.
•The FAX memory locations will be automatically
selected.
2 Push the DIRECT CALL button which contains the
FAX number you wish to transmit to.
(e.g. If the Direct station No. is 4.)
•"F” indicates FAX memory location and “4” the
station No.
• Facsimile transmission will begin automatically.
■ Automatic Redialing:
When the line is busy, the unit will automatically redial
the number up to 6 times within a 10-minute period.
• During a redialing, the following message is
displayed.
REDIAL MODE
•To cancel, push the STOP/CLEAR button.
NOTE:
•When you push the Direct Call button;
If the document has been placed onto the
DOCUMENT holder, the unit will dial using the
FAX memory location and transmit the document.
If the DOCUMENT holder is empty, the unit will
dial using the telephone memory location.
I_____ )
1-7

How to Transmit a Document
Conveniently (com.)
1 Place the document face down.
2 Lift the handset or push SP-PHON E.
- OR
/ I
SP-PHONE
VOIC Yrr\ 3Y
3 Enter the speed dial No.
00 to 99 (2 digits)
(e.g. If the station No. is 12)
• “A” indicates Auto and “12” the station No.
4 When the answering carrier tone is heard, push
START/COPY.
5 After pushing START/COPY, replace the handset.
• Facsimile transmission will begin automatically.
1-8
FACSIMILE

FACSIMILE
Voice Contact
While you are transmitting or receiving documents, you may wish to speak with the other party.
If the other party’s unit is equipped with the voice contact feature, you can initiate voice contact as follows.
Initiating Voice Contact During
Transmission or Reception
1 Lift the handset or push SP-PHONE.
2 When the other party answers, start speaking.
■ During Transmission:
If you initiate voice contact during transmission, you will
be able to speak after all of the documents have
been transmitted.
The other party’s unit will ring or beep depending on the
type of unit, after all of the documents have been
sent.
■ During Reception:
If you initiate voice contact during receipt of a
document, you will be able to speak after receiving
the current page of the document.
The other party’s unit will ring or beep depending on the
type of the unit after current page has been sent.
Receiving a Request for Contact
If the other party tries to contact you during transmission
or reception of a document, the following message will
appear on the LCD Display, and the unit will beep.
f -- N
NOTES:
•When you are using the handset and wish to speak with the other party immediately after the transmission is completed,
do not replace the handset after pushing the START/COPY button. This will cause your unit to automatically call the other
party.
•If you receive a Request for Voice Contact and you do not pick up the handset or push the SP-PHONE button, the unit will
automatically switch to the Incoming Message recording mode, 10 seconds after the beeps are heard, if the AUTO/FAX
selector is set to “AUTO", and the AUTO ANSWER indicator is lit.
• It may happen that the voice contact cannot be done because of the type of the voice contact provided with the other
party's unit.
L----- J
1-9

How to Operate
Your Unit from a
Remote Location
Other
Informations
To transmit a
document
To transmit a
document after
recording your
message
■ When you use a rotary (pulse) phone, see included
leaflet “FAX CORRESPONDENCE”.
■ To record a voice message after transmitting
a document to another KX-F3500:
1 During transmission, lift the handset or push the
SP-PHONE button.
2 Speak after the long beep following the OGM.
• If a caller hangs up during or immediately after hearing
the OGM, the START/COPY indicator may flash for
about 40 seconds, but nothing is recorded. This may
occur due to differences in Central Office lines and is a
normal condition^
•If you are using a call waiting service, and a call is
received at the same time that a document is being
received, the document may include distored
characters, or reception errors may occur.
•If a telephone connected in parallel with your unit is used
during transmission of a document, the document may
be sent with distored characters.
•If the letters and/or drawing in an original document
are small or intricate, change the Scanning Line
Density (Resolution) to “FINE”. When you transmit
the FAX CORRESPONDENCE sheet, we recommend
that you set to “FINE” so that the other party can
receive a clear copy.
•If the condition of the telephone line is poor (noisy) or the
recording paper of the receiving unit is out, the ALARM
indicator will flash and a beep will be heard. During these
conditions, transmission is not possible.
•When you are transmitting a narrow document, slide
the right document guide over to support the
document.
■ WARNINGS:
•When the unit is used in the facsimile mode for a long
time, it may overheat and stop operating. The LCD
display will show “WAIT, OVER HEATED”. At this
time, do not disconnect the AC cord from the power
outlet. Operation will automatically resume as soon
as the unit has cooled.
• If you should experience difficulty transmitting/
receiving a document (particularly international
FAXES) because of poor telephone line conditions,
refer to the INSTALLATION MANUAL.
1-10
FACSIMILE

FACSIMILE
Delayed Transmission
By programming the unit with a starting time and a FAX number, you can automatically transmit a document anywhere in the
world, and at any time of the day. This operation can be reserved to take place up to 24 hours after setting the timer.
1 Place the document face down onto the holder.
2 Push FUNCTION.
3 Push REDIAL or MUTE until the following message
is displayed.
•During the programming mode the “REDIAL" and
"MUTE" buttons are used to step through the
various programming functions.
4 Push MODE to turn on DELAYED TRANSMISSION
(XMT).
•“ON” and "OFF" are changed alternately each
time you push the MODE button.
5 Push AUTO/MEMORY.
• Delayed XMT is now stored in memory.
6 Push REDIAL to step to the programming mode for
the Starting time.
1-11