Panasonic PanaVoice Courier User manual

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User’s GuideUser’s Guide
Integrated Feature Module

Table of Contents
FIRST TIME ENROLLMENT / TUTORIAL 3
HOW TO USE THIS GUIDE4
LISTEN 5
BOOKMARKING MESSAGES 6
CALLER ID CAPTURE 6
SEND 7
CALL 8
NOTIFY 9
CALL FORWARDING 10
MESSAGE FORWARDING 11
SETUP
BRANCHING 12
DISTRIBUTION LISTS 13
OFF HOOK VOICE ANNOUNCE 14
2

Accessing the Voice Mail System From your Desk
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:
4Entering your personal Mailbox Password
4Recording your Name
4Recording your personal Mailbox Greeting
Simply follow these instructions to personalize your mailbox.
When finished, the system will automatically take you into your personal Mailbox.
From here, you can access the various Mailbox features of the Courier system..
Accessing the Voice Mail System from an Outside Line
Dial the phone number assigned to the Courier System from an outside line. When
the Courier answers, press the asterisk (*) key on your phone to access the Voice
Mail Center. Following the commands, enter your mailbox number and password to
access your personal Mailbox.
External Voice Mail Telephone Number: ______________
FIRST TIME ENROLLMENT / TUTORIAL
Helpful Hints
Quick Entry into Mailbox
4When dialing into the Courier from an outside line, upon hearing the main greet-
ing, you can dial # followed by the extension number to get you to the party's
personal greeting without ringing the users telephone.
4You can always bypass a personal greeting by dialing # at any time during the
greeting. After dialing pound, you will hear a short tone indicating that you can
begin recording your message.
3

This Operator’s Guide will provide the necessary steps and procedures for you to utilize the Courier
Voice Mail system with the Panasonic Large Screen Display phone. Each step is clearly detailed
and the corresponding display message is illustrated appropriately.
HOW TO USE THIS GUIDE
The manual will refer to Soft Keys which are the buttons
to the left and right of the large screen that correspond to
the various features of the Courier application. Some
features are noted as toggle on/off, and are activated and
deactivated by pressing the corresponding Soft Key.
Soft key
Telephone Keypad Activation
In addition to using the Soft Keys to navigate through the Courier features, you may also use the
telephone keypad. Numbers 1-9, and (*) correspond to the screen’s display as noted above.
Below the screen heading (Example: Voice Mail Setup) you will find various prompts that guide you
around or out of the current function screen. Most of the screens display # to VM Menu which al-
ways brings you back to the main Voice Mail Menu.
# to move to VM
Menu 1
9
3
7
5
2
6
8
*
4
4

COMMENT OPTIONS
4ADD comment to forwarded message
4REMOVE comment
4Send original message and comment
4Delete recorded comment
4Listento recorded comment
4ReRecord comment
4Receipt for message confirmation
4Private to prevent transfer of message
Note: Make sure to press Send to Forward the message
FORWARDING MESSAGES
4Change favorite mailbox
This screen gives you the option to display 2 favorite (commonly
used) mailboxes for quick access
4Enter Mailbox No to send message to a specific mailbox
4Directory provides a list of Voice Mailboxes
4Distribution Lists provides a list of groups
LISTEN
LISTENING TO MESSAGES...NEW & OLD
4New: To listen to new messages.
4Old: To listen to old or saved messages.
The number above “New” and “Old” signifies the number of mes-
sages.
LISTEN OPTIONS
4Save the message as Old.
4Delete the message.
4Play the message from beginning (replay).
4Reply to sender’s message or caller.
4Forward a message to a mailbox.
4Skip Message to advance to next message and keep message as
New.
4Stamp message with Time and Date received
4Reverse message during playback
4Advance message during playback
4Pause message during playback
PLAYING ANEW OR
OLD MESSAGE
4Press the Soft key to listen to the new
or old message
5

BOOKMARKING MESSAGES & CALLER ID CAPTURE
The Courier provides two unique features that are used while listening to messages, they
are Bookmarking Messages and Caller ID Capture. Both features are functional from any
telephone (Cell Phone, Internal Phone, etc.), and are utilized when listening to New or Old
messages.
BOOKMARKING MESSAGES & CAPTURING CALLER ID FROM LARGE SCREEN TELEPHONE:
BOOKMARKING
•While listening to a message, you have the ability to place a bookmark in that message. This
bookmark will allow you to advance to that location upon playback, the next time you listen to the
message.
4While listening to a message, press ## at the desired location to place a bookmark on that mes-
sage
The following screen will appear:
BOOKMARKING & CAPTURING CALLER ID FROM ANY NON DISPLAY TELEPHONE:
4While listening to a message, press ## at the desired location to place a bookmark and capture Caller ID
for that message. Listen and follow voice prompts.
To Set a bookmark at the current position
To Jump To an existing bookmark
To Assign this caller ID to your mailbox
To Remove this caller ID from your mailbox
To Exit feature and return to voicemail main menu
Set: to place a bookmark
within the message Go: to advance to the previously set
bookmark upon message playback
CAPTURING CALLER ID
•While listening to a message, you have the ability to capture the Caller ID and store it in the sys-
tem. From that point forward, calls will bypass the Auto Attendant and transfer directly to your
extension.
4While listening to a message, press ## to capture caller ID
Set: to capture Caller ID
Del: to delete previously captured
Caller ID digits
6

SENDING ASCHEDULED MESSAGE
4Change favorite mailbox
4Mailbox Number
4Enter Mailbox No to send message to a specific mailbox.
4Directory provides a list of voice mailboxes.
4Distribution Lists provides a list of groups.
SENDING AREGULAR MESSAGE
4Change favorite mailbox
4Enter Mailbox No to send message to a specific mailbox.
4Directory provides a list of Voice Mailboxes.
4Distribution Lists provides a list of groups.
Note: to send a message to a System Distribution List, press #
and the 2 digit system list number, which has been set up by the
System Administrator.
SENDING ASCHEDULED MESSAGE
4Date for message delivery.
4Time for message delivery.
4AM or PM for morning or afternoon delivery.
4Next to advance to next display screen.
SEND OPTIONS
4Send to deliver message.
4Delete to erase message.
4Listen to message.
4ReRecord message.
4Append to add to recorded message.
4Receipt of message confirmation.
4Private to prevent transfer of message.
4Urgent for expedited delivery.
SEND
SEND REGULAR & SCHEDULED MESSAGES
•Send Regular voice messages to other mailboxes on
the system.
•Ability to Schedule a message to send to other mail-
boxes on the system.
4Reg: Sends regular messages to mailboxes.
4Sch: Schedules messages to mailboxes.
7

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
4Tel: directs incoming calls to telephone
4Vmb: directs incoming calls directly to mailbox
CALL
SELECTING OR SETTING UP AGREETING
4ACTIVATE selects the desired greet-
ing to play and marks it with an aster-
isk (*)
4SETUP records the greeting.
Notes: Both Greeting options can be set up in 2 parts:
Static: Record message during first time set up. You will not have to change this message again.
Dynamic: Record the message as you need to.
Example: Send Calls to Vmb “Out Of Office”
First Part: “Hello, this is Emma Smith. I am currently out of the office …”
Second Part: “I will return on Thursday at 2:00 pm. Please leave a message and I will return your call
when I return. Thank you.”
The System automatically combines these messages when a caller enters your Voice Mailbox greeting.
Note: If nothing has been recorded in the Second Part greeting, only the First Part greeting will play.
SETTING UPYOUR PERSONAL GREETING
4LISTEN to hear previously recorded greeting
4RECORD to record new greeting
4First Part records first part of message
4Second Part records second part of message (see Notes below)
4Entire Greeting records 1 greeting
4PREV to return to previous screen upon completion
8

SETUP AND ACTIVATION OF NOTIFICATION NUMBERS
4SETUP to program external phone/pager numbers.
4ACTIVATE engages notification feature. An Asterisk next to
number (*) indicates forwarding number has been selected.
Note: Voice prompts provide setup assistance.
NOTIFY
NOTIFY MENU
4Phone Numbers to enter phone or pager numbers for notifica-
tion.
4Schedule to set up time and day parameters for message notifi-
cation.
CHANGING NOTIFY SEQUENCE
Once Telephone numbers have been input, you can change their
sequence. In the Notify screen, press the “Next” key on the tele-
phone, and the system will take you to this display:
ŒSelect Phone number you wish to move on the left side of the
screen.
•Select new location for the selected number on the right side of
the screen.
EXTERNAL MESSAGE NOTIFICATION
•Notifies external telecommunication devices of Voice Mail
messages.
•Selectable notification of All Messages or Urgent messages
only
•Up to 4 devices may be selected.
•System continues to notify all devices, in cascading se-
quence, until the message is retrieved
•Notification may be scheduled with time and day parame-
ters.
4NOTIFY: to begin notification setup and activation process.
9

FORWARDING
CALL FORWARDING
•Forward incoming calls to another extension.
•Up to 4 extensions may be activated.
•System continues to notify all extensions, in cascading or-
der.
•Extension sequence may be changed.
4Call: begins Call Forwarding setup and activation process.
SETUP AND ACTIVATION OF NOTIFICATION NUMBERS
4SETUP to program extension numbers.
4ACTIVATE to forward calls. An Asterisk next to number (*) indicates
forwarding number has been selected.
Note: Voice prompts provide setup assistance.
CHANGING CALL FORWARDING SEQUENCE
Once Extensions have been input, you can change their sequence.
In the Call Forwarding Screen, press the “Next” key on the tele-
phone, and the system will take you to this display:
ŒSelect Phone number you wish to move on the left side of the
screen.
•Select new location for the selected number on the right side of
the screen.
10

FORWARDING
SETTING UPMESSAGE FORWARDING
4Forward To selects extension number
4CC My VMB to retain a copy of forwarded message in your own
mailbox
4An asterisk (*) is displayed when the option is toggled on.
INPUTTING EXTENSIONS
4Change favorite mailbox
4Mailbox Number messages will be forwarded to
4Enter Mailbox No to forward messages to a specific mailbox
4Directory provides a list of Voice Mailboxes
MESSAGE FORWARDING
•Forward all messages to another extension.
•Carbon copy messages for reference.
4Msg: begins Message Forwarding setup and activation proc-
ess.
11

SETUP
ADDING/CHANGING BRANCHING MAINTENANCE
4Change favorite mailbox
4Mailbox Number messages will be forwarded to
4Enter Mailbox No to forward messages to a specific mailbox
4Directory provides a list of Voice Mailboxes
SETUP
•This screen provides many options to personalize your
mailbox. Some of the options will automatically be set
during first time user tutorial, but can be changed at a later
time.
4SETUP: brings you to the set up screen
VOICE MAIL SETUP SCREEN—FUNCTIONS
4Password: Enter and/or change password.
4Name: Record mailbox user’s name
4Screen: Turns on call screening to identify incoming callers
4Confirm: Provides Confirmation receipt of sent voice mail.
4Distribution List: Setup and maintain personal Distribution Lists
4Branch: Allows incoming caller to “one-touch dial” to another exten-
sion.
4Queue: While on a call, other incoming calls remain in “queue” or are
spooled.
4Totals: When dialing into your Voice Mailbox, Totals will announce
the number of New & Old messages.
4Recycle: Deleted messages are retained up to 2 days
4FIFO/LIFO Hear messages First In First Out, or Last In First Out.
Note: Asterisk (*) toggles feature on/off
BRANCHING & BRANCHING MAINTENANCE
•Routes incoming calls from mailbox greeting to other extensions
•Up to 10 one-touch branching selections
40-9 to setup or change one-touch dial locations and corresponding
extension numbers.
4Follow system voice prompts for setup.
12

SETUP
DISTRIBUTION LIST FUNCTIONS
4Create 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.
4Browse Lists: to add and delete members to existing lists
4ReRecord Name to change name of Distribution List
4Delete List: Removes Distribution List
BROWSING THROUGH A
DISTRIBUTION LIST
Select Existing List
4ADD enables a Mailbox be added
to Distribution List
4DELETE removes mailbox from
distribution list.
CREATING ADISTRIBUTION LIST
Select List Name
4Change favorite mailbox
4Mailbox Number adds favorite
mailbox to list
4Enter Mailbox No to add to list
4Directory provides a list of Voice
Mailboxes to add to list
DISTRIBUTION LISTS
•Convenient method to route messages to entire list of exten-
sions
•Create lists by department, association, job function...etc.
•Lists may be edited as needed.
4DistList: takes you to Distribution List setup
13

OFF-HOOK VOICE ANNOUNCE
OFF HOOK VOICE ANNOUNCE *
Off hook voice announce is a feature than can be applied to any extension on the system.
First, it must be part of the Mailbox’s Class of Service, and the Monitor Transfer feature must
be activated in order for this function to operate properly.
ŒWhen a person is engaged in a conversation and a call comes through the Automated
Attendant (AA) for that person, the Courier will attempt to transfer the call to the user.
•Upon indication that the extension is busy, the AA will pull the call back, and announce to
the outside caller that the desired extension is currently on the telephone, but will an-
nounce the call to the party.
ŽThe AA will then ask the outside caller to state their name.
•The AA will then announce, through the earpiece, to the desired party that there is a call
waiting, and replay the recorded name of the outside caller.
Note: When this announcement is made, it is only heard by the desired extension, and does
not interrupt that existing conversation. The other outside party does not hear a thing.
Upon hearing the announcement, the Large Screen Display changes and provides the follow-
ing call handling options:
4Accept: New call is transferred to your extension.
4Queue: 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.
4Message: Incoming caller is directed to leave a message
4Redirect: Allows you to transfer Incoming call to another
extension on the system.
REDIRECT CALLS
4Change favorite mailbox
This screen gives you the option to display 2 favorite (commonly
used) mailboxes for quick access
4Directory provides a list of Voice Mailboxes
* System configuration dependent. Check with your Authorized Panasonic Dealer for details. 14

Telecommunication Systems Company
Division of Matsushita Electric Corporation of America
Business Telephone Systems Division
Headquarters
Two Panasonic Way
Secaucus, NJ 07094
[phone]
www.panasonic.com/dbs
04/2001