Panasonic DBS 576 User manual

Panasonic
a
Section 721
IFM Courier
User Guide
for Small-Display Phones
Supports DBS 576 and DBS 576HD Version 5.1
DBS 576 and DBS 576HD
Version 5.1
Issued April 2002
Part No. 537X05801C

The contents of this manual are subject to change without notice and do not constitute
a commitment on the part of Panasonic Telecommunication Systems Company
(PTSC). Every effort has been made to ensure the accuracy of this document.
However, due to ongoing product improvements and revisions, Panasonic cannot
guarantee the accuracy of printed material after the date of publication nor can it
accept responsibility for errors or omissions. Panasonic will update and revise this
document as needed.
The software and hardware described in this document may be used or copied only in
accordance with the terms of the license pertaining to said software or hardware.
Reproduction, publication, or duplication of this manual, or any part thereof, in any
manner, mechanically electronically, or photographically is prohibited without
permission of the Panasonic Telecommunication Systems Company (PTSC).
© Copyright 2002by Panasonic Telecommunication Systems Company (PTSC).
All rights reserved.

576-51-721 DBS 576 issued April 2002 3
CONTENTS
USING COURIER VOICE MAIL FOR THE FIRST TIME ....... 5
QUICK TIPS FOR USING COURIER VOICE MAIL ............... 5
Accessing Voice Mail from an Outside Line ........................ 5
Understanding Feature Availability...................................... 5
Accessing Voice Mail Quickly.............................................. 5
USING COURIER WITH A SMALL-DISPLAY PHONE .......... 6
Moving Between Screens.................................................... 6
Soft Keys ............................................................................. 6
Telephone Keypad .............................................................. 6
Symbols Used ..................................................................... 6
LISTENING TO MESSAGES.................................................. 7
Listening to Messages...New & Old..................................... 7
Playing a New or Old Message ........................................... 7
Listen Options...................................................................... 7
Forwarding Messages ......................................................... 7
Comment Options................................................................ 8
BOOKMARKING MESSAGES & CALLER ID CAPTURE ...... 8
Bookmarking Messages ...................................................... 8
Capturing Caller ID .............................................................. 8
SENDING MESSAGES .......................................................... 9
Send Regular & Scheduled Messages................................ 9
Scheduling a Message ....................................................... 9
Sending a Regular or Scheduled Message ......................... 9
Send Options ...................................................................... 10
DIRECTING INCOMING CALLS ............................................ 10
Directing Calls to Telephone (Tel)
or Voice Mailbox (VMB)....................................................... 10
Setting Up a Greeting .......................................................... 11
Recording a Greeting .......................................................... 12
SETTING UP MESSAGE NOTIFICATION ............................. 13
External Message Notification ............................................. 13
Notify Menu ......................................................................... 13
Setup and Activation of Notification Numbers (External).... 14
FORWARDING CALLS AND MESSAGES............................. 14

4 DBS 576 issued April 2002 576-51-721
Forwarding Calls .................................................................. 14
Setup and Activation of Notification Numbers (Extensions) 15
Forwarding Messages.......................................................... 16
Setting Up Message Forwarding.......................................... 16
Inputting Extensions............................................................. 16
SETTING UP YOUR VOICE MAILBOX .................................. 17
Voice Mail Setup Screen—Functions .................................. 17
ROUTING CALLS WITH CALL BRANCHING ..................... 18
Adding/Changing Branching Maintenance........................... 18
Setting Up Distribution Lists................................................. 18
Creating a Distribution List.................................................. 19
Browsing Through a Distribution List ................................... 19
OFF HOOK VOICE ANNOUNCE............................................ 20
Redirect Calls....................................................................... 20

576-51-721 DBS 576 issued April 2002 5
USING COURIER VOICE MAIL FOR THE FIRST TIME
Dial into the Voice Mail System by entering the Access Number provided by your Sys-
tem Administrator.
Internal Voice Mail Extension Number: ___________
As a first time user, the system will prompt you through the setup of your personal
Voice Mail Box. The Tutorial will guide you through entering the following personal
Mailbox information:
• Entering your personal Mailbox Password
• Recording your Name
• Recording your personal Mailbox Greeting
When finished, the system will automatically take you into your personal Mailbox.
From here, you can access the various Mailbox features of the Courier system.
QUICK TIPS FOR USING COURIER VOICE MAIL
Accessing Voice Mail from an Outside Line
Dial the phone number assigned to the Courier System from an outside line. When the
Courier answers, press the asterisk (*) key on your phone to access the Voice Mail
Center. Following the commands, enter your mailbox number and password to access
your personal Mailbox.
External Voice Mail Telephone Number: ______________
Understanding Feature Availability
The following features must be set up for you by your System Administrator before you
can use them:
Distribution List, Branching, Message Forwarding, Call Screening, Off Hook Voice
Announce, Call Record, Call Record Notify, Notify on Urgent Messages Only, Call
Forwarding, Reply, Auto Receipt, Call Queuing, and CID Routing.
Accessing Voice Mail Quickly
• When dialing into the Courier from an outside line, upon hearing the main greeting,
you can dial # followed by the extension number to get you to the party's personal
greeting without ringing the users telephone.
• You can always bypass a personal greeting by dialing # at any time during the
greeting. After dialing pound, you will hear a short tone indicating that you can
begin recording your message.

6 DBS 576 issued April 2002 576-51-721
USING COURIER WITH A SMALL-DISPLAY PHONE
Moving Between Screens
To advance to the next telephone
display screen, press the NEXT key.
To return to the previous telephone
display screen, press the PREV
key.
When you see the word NEXT
between screens in this User Guide,
press the NEXT key to advance to
the next screen.
Note: If you are at the first screen
in a series, the PREV key does not
have any effect.
Soft Keys
Soft Keys are the buttons to the left
and right of the small display screen
that correspond to the various fea-
tures of the Courier application. To
select an option, press the Soft key
next to it.
Telephone Keypad
In addition to using the Soft Keys to
navigate through the Courier fea-
tures, you may also use the tele-
phone keypad. Numbers 1-9, and
(*) correspond to the screen’s dis-
play as noted above.
Below the screen heading (Exam-
ple: Voice Mail Setup) you will find
various prompts that guide you
around or out of the current function
screen.
Symbols Used
In this manual, screen option descriptions begin with a » symbol.
PREV
key
NEXT
key
NEXT key PREV key

576-51-721 DBS 576 issued April 2002 7
LISTENING TO MESSAGES
Listening to Messages...New & Old
»New: To listen to new messages.
»Old: To listen to old or saved messages.
The number above “New” and “Old” signifies
the number of messages.
Playing a New or
Old Message
• Press the appropriate
Soft key to listen to
the new or old
message
•
Listen Options
»Save the message as Old.
»Delete the message.
»Play the message from beginning (replay).
»Reply to sender’s message or caller.
»Forward a message to a mailbox.
Skip Message to advance to next message
and keep message as New.
»Stamp message with Time and Date
received
»Reverse message during playback
»Advance message during playback
»Pause message during playback
Forwarding Messages
»Change favorite mailbox
this screen gives you the option to display 2
favorite (commonly used) mailboxes for
quick access
»Enter Mailbox No to send message to a
specific mailbox
»Directory provides a list of Voice Mailboxes
NEXT
press # key
NEXT
NEXT
to Comment Options screens

8 DBS 576 issued April 2002 576-51-721
Comment Options
»ADD comment to forwarded message
»REMOVE comment
»Send original message and comment
»Delete recorded comment
»Listen to recorded comment
»ReRecord comment
»Receipt for message confirmation
»Private to prevent transfer of message
Note: Make sure to press Send to Forward the message
BOOKMARKING MESSAGES & CALLER ID CAPTURE
You can bookmark messages and capture Caller ID information (if available) while lis-
tening to your messages. Both features are functional from any telephone (Cell Phone,
Internal Phone, etc.), and can be used with New or Old messages.
Bookmarking Messages
While listening to a message, you have the ability to place a bookmark in that
message. This bookmark will allow you to advance to that location upon playback,
the next time you listen to the message.
• While listening to a message, press ## at the desired location to place a bookmark
on that message
The following screen will appear:
Capturing Caller ID
• While listening to a message, you have the ability to capture the Caller ID and store
it in the system. From that point forward, calls will bypass the Auto Attendant and
transfer directly to your extension.
• While listening to a message, press ## to capture caller ID
NEXT
Set: to capture
Caller ID
Del: to delete
previously captured
Caller ID digits
Set: to place a
bookmark within
the message
Go: to advance to
the previously set
bookmark upon
message playback

576-51-721 DBS 576 issued April 2002 9
SENDING MESSAGES
Send Regular & Scheduled
Messages
• Send Regular voice messages to other
mailboxes on the system.
• Ability to Schedule a message to send to
other mailboxes on the system.
»Reg: Sends regular messages to
mailboxes.
»Sch: Sends scheduled messages to
mailboxes.
Scheduling a Message
»Date:select the date for message delivery.
»Time: select the time for message delivery.
»AM or PM for morning or afternoon delivery.
»Next to advance to next display screen.
•
•
Sending a Regular or Scheduled
Message
»Change favorite mailbox
»Enter Mailbox No to send message to a
specific mailbox.
»Directory provides a list of Voice
Mailboxes.
»Distribution Lists provides a list of groups.
Note: to send a message to a System Distribu-
tion List, press # and the 2 digit system list
number, which has been set up by the System
Administrator.
NEXT
NEXT
NEXT
NEXT
to Send Options screens
NEXT

10 DBS 576 issued April 2002 576-51-721
Send Options
»Send to deliver message.
»Delete to erase message.
»Listen to message.
»ReRecord message.
»Append to add to recorded message.
»Receipt of message confirmation.
»Private to prevent transfer of message.
»Urgent for expedited delivery.
•
DIRECTING INCOMING CALLS
Directing Calls to Telephone (Tel)
or Voice Mailbox (VMB)
When callers enter extension numbers from the auto attendant:
• Calls to Tel will ring extension first, then
forward to voice mail, if no answer.
• Calls to Vmb will go directly to the mailbox
greeting, without ringing the phone.
• Each option has up to 5 greetings to record
• Select Tel or Vmb to record personal
greetings
»Tel: directs incoming calls to telephone
»Vmb: directs incoming calls directly to
mailbox
•
NEXT
NEXT
See
Selecting a Greeting
if greetings have
been set up
if greetings have not
been set up
See
Setting Up a Greeting

576-51-721 DBS 576 issued April 2002 11
Selecting a Greeting
»ACTIVATE shows the greetings you have
set up
• Press the soft key next to the greeting you
want to play. This marks the greeting with
an asterisk (*)
Setting Up a Greeting
»SETUP shows your Greetings by number,
as in “Greeting 1”, “Greeting 2”, etc.
• Press the soft key next to the greeting you
want to record. This marks the greeting with
an asterisk (*)
NEXT
NEXT
NEXT
NEXT
See
Recording a Greeting

12 DBS 576 issued April 2002 576-51-721
Recording a Greeting
Telephone and Voice Mailbox greetings can be
set up in two parts. You can provide a general
First Part greeting and follow it with a more
specific Second Part greeting appropriate to a
specific situation. The caller hears one com-
bined greeting.
»LISTEN to hear previously recorded
greeting
»RECORD to record new greeting
»First Part records first part of message
»Second Part records second part of message (see Notes below)
»Entire Greeting records 1 greeting
»PREV to return to previous screen upon completion
•
You can record up to five greetings for each part, and then activate a greeting when it
becomes appropriate. For example, if you will be away from your office, you can direct
calls to your Voice Mailbox and play the following greeting:
First Part: “Hello, this is Emma Smith. I am currently out of the office.”
Second Part: “I will return on Thursday at 2:00 pm. Please leave a message and I will
return your call when I return. Thank you.”
Note: If nothing has been recorded in the Second Part greeting, only the First Part
greeting will play.
NEXT

576-51-721 DBS 576 issued April 2002 13
SETTING UP MESSAGE NOTIFICATION
External Message Notification
• Notifies external telecommunication devices
of Voice Mail messages.
• Selectable notification of All Messages or
Urgent messages only
• Up to 4 devices may be selected.
• System continues to notify all devices, in
cascading sequence, until the message is
retrieved
• Notification may be scheduled with time and
day parameters.
•
•NOTIFY: to begin notification setup and
activation process.
•
•
Notify Menu
•
Phone Numbers to enter phone or pager
numbers for notification.
•Schedule to set up time and day
parameters for message notification.
NEXT
NEXT
to Notify screens
to Setup and Activation
of Notification Numbers
(External) screens

14 DBS 576 issued April 2002 576-51-721
Setup and Activation of
Notification Numbers (External)
•SETUP to program external phone/pager
numbers.
•ACTIVATE engages notification feature. An
Asterisk next to number (*) indicates
forwarding number has been selected.
Note: Voice prompts provide setup
assistance.
FORWARDING CALLS AND
MESSAGES
Forwarding Calls
• Forward incoming calls to another
extension.
• Up to 4 extensions may be activated.
• System continues to notify all extensions, in
cascading order.
• Extension sequence may be changed.
•Call: begins Call Forwarding setup and
activation process.
NEXT
NEXT
NEXT
NEXT
to Setup and Activation
of Notification Numbers
(Extensions) screens

576-51-721 DBS 576 issued April 2002 15
Setup and Activation of
Notification Numbers (Extensions)
•SETUP to program extension numbers.
•ACTIVATE to forward calls. An Asterisk
next to number (*) indicates forwarding
number has been selected.
Note: Voice prompts provide setup assistance.
NEXT
NEXT

16 DBS 576 issued April 2002 576-51-721
Forwarding Messages
• Forward all messages to another extension.
• Carbon copy messages for reference.
•Msg: begins Message Forwarding setup
and activation process.
Setting Up Message Forwarding
•Forward To selects extension number
•CC My VMB to retain a copy of forwarded
message in your own mailbox
• An asterisk (*) is displayed when the option
is toggled on.
Inputting Extensions
•Change favorite mailbox
•Mailbox Number messages will be
forwarded to
•Enter Mailbox No to forward messages to
a specific mailbox
•Directory provides a list of Voice Mailboxes
NEXT
NEXT
NEXT
NEXT
NEXT
NEXT

576-51-721 DBS 576 issued April 2002 17
SETTING UP YOUR VOICE
MAILBOX
This screen provides many options to personal-
ize your mailbox. Some of the options will be
automatically set the first time you set up your
mailbox, but can be changed at any time using
the Setup screen.
»SETUP: brings you to the Setup screen
Voice Mail Setup Screen—
Functions
»Password: Enter and/or change password.
»Name: Record mailbox user’s name
»Screen: Turns on call screening to identify
incoming callers
»Confirm: Provides Confirmation receipt of
sent voice mail.
»Distribution List: Setup and maintain
personal Distribution Lists
»Branch: Allows incoming caller to “one-
touch dial” to another extension.
»Queue: While on a call, other incoming calls
remain in “queue” or are spooled.
»Totals: When dialing into your Voice
Mailbox, Totals will announce the number of
New & Old messages.
»Recycle: Deleted messages are retained up
to 2 days
»FIFO/LIFO Hear messages First In First Out,
or Last In First Out.
Note: Asterisk (*) toggles feature on/off
NEXT
NEXT
NEXT
NEXT
to Setting Up
Distribution Lists
screens
to Setting
Up
Distribution
Lists
screens

18 DBS 576 issued April 2002 576-51-721
ROUTING CALLS WITH CALL
BRANCHING
• Routes incoming calls from mailbox greeting
to other extensions
• Up to 10 one-touch branching selections
»0-9 to setup or change one-touch dial
locations and corresponding extension
numbers.
» Follow system voice prompts for setup.
Adding/Changing Branching
Maintenance
»Change favorite mailbox
»Mailbox Number messages will be
forwarded to
»Enter Mailbox No to forward messages to a
specific mailbox
»Directory provides a list of Voice Mailboxes
•
•
Setting Up Distribution Lists
» Convenient method to route messages to
entire list of extensions
» Create lists by department, association, job
function...etc.
» Lists may be edited as needed.
»DistList: takes you to Distribution List setup
»Create List: There are 64 pre-programmed
Distribution names to select from. Select a
name for the list, and continue to the next
screen to add users.
»Browse Lists: to add and delete members
to existing lists
»ReRecord Name to hange name of
Distribution List
»Delete List: Removes Distribution List
NEXT
NEXT
NEXT
to Creating a
Distribution List
screens
to Browsing a
Distribution
List screens

576-51-721 DBS 576 issued April 2002 19
Creating a
Distribution List
Select List Name
»Change favorite
mailbox
»Mailbox Number
adds favorite mailbox
to list
»Enter Mailbox No to
add to list
•Directory provides a
list of Voice Mailboxes to add to list
Browsing Through
a Distribution List
Select Existing List
•ADD enables a
Mailbox be added to
Distribution List
•DELETE removes
mailbox from
distribution list.
NEXT
NEXT
NEXT

20 DBS 576 issued April 2002 576-51-721
OFF HOOK VOICE ANNOUNCE
Off hook voice announce is a feature than can be applied to any extension on the sys-
tem. First, it must be part of the Mailbox’s Class of Service, and the Monitor Transfer
feature must be activated in order for this function to operate properly.
1. When a person is engaged in a conversation and a call comes through the Auto-
mated Attendant (AA) for that person, the Courier will attempt to transfer the call
to the user.
2. Upon indication that the extension is busy, the AA will pull the call back, and
announce to the outside caller that the desired extension is currently on the tele-
phone, but will announce the call to the party.
3. The AA will then ask the outside caller to state their name.
4. The AA will then announce, through the earpiece, to the desired party that there is
a call waiting, and replay the recorded name of the outside caller.
Note: Note: When this announcement is made, it is only heard by the desired
extension, and does not interrupt that existing conversation. The other outside
party does not hear a thing.
Upon hearing the announcement, the Small Screen Display changes and provides the
following call handling options:
»Accept: New call is transferred to your
extension.
»Queue: Puts incoming caller on hold and
periodically plays a queue message asking
the caller if they would like to continue
holding or leave a message.
»Message: Incoming caller is directed to
leave a message
»Redirect: Allows you to transfer Incoming
call to another extension on the system.
Redirect Calls
» Change favorite mailbox
This screen gives you the option to display
2 favorite (commonly used) mailboxes for
quick access
» Directory provides a list of Voice Mailboxes
NEXT