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 pro-
vided by your System Administrator.
Internal Voice Mail Extension Number: ___________
As a first time user, the system will prompt you through the setup
of your personal Voice Mail Box. The Tutorial will guide you
through entering the following personal Mailbox information:
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
pe rsonal Mailbox. From here, you can access the various Mailbox
features of the Courier system..
Accessing the Voice Mail Systemfrom an Outside Line
Dial the phone number assigned to the Courier System from an out-
side line. When the Courier answers, press the asterisk (*) key on
your phone to access the Voice Mail Center. Following the com-
mands, 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 hear-
ing 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.
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 mes-
sage.
3

This Operator’s Guide will provide the necessary steps and procedures for you to utilize the
Courier Voice Mail system with the Panasonic Small 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 Keyswhich
are the buttons to the left and right of the
small display 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 press-
ing the corresponding Soft Key.
In addition to using the Soft Keys to navigate through the Courier features, you may also use
the telephone keypad. Please refer to the small user card furnished by your dealer for the corre-
sponding keypad functions.
Below the screen heading (Example: Voice Mail Setup) you will find various prompts that guide
you around or out of the current function screen. In most cases, unless you are being prompted
to act upon a certain feature, # will bring you back at least one step, if not to the Main Menu
screen.
Softkey
NEXT to
Advance PREV to
Return
To advance to the next telephone display screen, press the NEXT key on your phone.
To return to the previous telephone display screen, press the PREV key on your phone.
Through the course of this user guide, you will see the word NEXT between screens, which
is instructing you to press the NEXT key on your telephone to advance.
4

NEXT
COMMENT OPTIONS
4ADD comment to forwarded message
4REMOVEcomment
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
4Changefavorite 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
4Directoryprovides an alphabet directory to select the name of the
extension in the system.
LISTEN
LISTENING TO MESSAGES...NEW & OLD
4New: To listen to new messages.
4Old: To listen to old or saved mes-
sages.
The number above “New” and “Old” signifies
the number of messages.
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.
4SkipMessage to advance to next message and keep message
as New.
4Stampmessage 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
NEXT
NEXT
5

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 SMALL 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 display will appear:
BOOKMARKING MESSAGES & CALLER ID CAPTURE
Set: to place a bookmark
within the message Go: to advance to the previously set
bookmark upon message playback
Set: to capture Caller ID
Del: to delete previously captured
Caller ID digits
CAPTURING CALLER ID
•While listening to a message, you have the ability to capture the Caller ID and store it in the
system. From that point forward, calls will bypass the Auto Attendant and transfer directly to
your extension.
4While listening to a message, press## to capture caller ID
BOOKMARKING & CAPTURING CALLER ID FROM ANY NON DISPLAY TELEPHONE:
4While listening to a message, press ## at the desired location to place a bookmark and to capture
Caller ID for that message. Listen and follow voice prompts.
To Seta bookmark at the current position
To JumpTo an existing bookmark
To Assign this caller ID to your mailbox
To Remove this caller ID from your mailbox
To Exit feature and return to voicemail main menu 6

NEXT
NEXT
NEXT
NEXT
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NEXT
SENDING ASCHEDULED MESSAGE
4Changefavorite mailbox
4Mailbox Number
4Enter Mailbox No to send message to a specific mailbox.
4Directoryprovides an alphabet directory to select the name of the ex-
tension in the system.
4DistributionLists provides a list of groups.
SENDING AREGULAR MESSAGE
4Changefavorite mailbox
4Enter Mailbox No to send message to a specific mailbox.
4Directoryprovides an alphabet directory to select the name of the
extension in the system.
4DistributionLists 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 Ad-
ministrator.
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 & SCHEDULEDMESSAGES
•Send Regular voice messages to other mail-
boxes on the system.
•Ability to Schedule a message to send to
other mailboxes on the system.
4Reg: Sends regular messages to mail-
boxes.
4Sch: Schedules messages to mailboxes.
Select Date & Time and
enter data
7

NEXT
NEXT
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 mail-
box greeting, without ringing the phone.
•Each option has up to 5 greetings to re-
cord
4Tel: directs incoming calls to telephone
4Vmb: directs incoming calls directly to
mailbox
CALL
SELECTING OR SETTING UP AGREETING
4ACTIVATEselects the desired greeting
to play and marks it with an asterisk (*)
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 tochange 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 messageswhen 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 UP YOUR PERSONAL GREETING
4LISTEN to hear previously recorded greeting
4RECORD to record new greeting
4First Partrecords first part of message
4Second Part records second part of message (see Notes below)
4Entire Greetingcombines first and second parts for you to hear.
NEXT
NEXT
8

SETUP AND ACTIVATION OF NOTIFICATION NUMBERS
4SETUP to program external phone/pager numbers.
4ACTIVATEengages 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 notification.
4Schedule to set up time and day parameters for message notifi-
cation.
EXTERNAL MESSAGE NOTIFICATION
•Notifies external telecommunication
devices of Voice Mail messages.
•Selectable notification of All Mes-
sages or Urgent messages only
•Up to 4 devices may be selected.
•System continues to notify all devices,
in cascading sequence, until the mes-
sage is retrieved
•Notification may be scheduled with time
and day parameters.
4NOTIFY: to begin notification setup and
activation process.
NEXT
NEXT
NEXT
NEXT
9

FORWARDING
CALL FORWARDING
•Forward incoming calls to another ex-
tension.
•Up to 4 extensions may be activated.
•System continues to notify all exten-
sions, in cascading order.
•Extension sequence may be changed.
4CALL: begins Call Forwarding setup and
activation process.
SETUP AND ACTIVATION OF NOTIFICATION NUMBERS
4SETUP to program extension numbers.
4ACTIVATEto forward calls. An Asterisk next to number (*)
indicates forwarding number has been selected.
Note: Voice prompts providesetup assistance.
NEXT
NEXT
NEXT
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10

NEXT
NEXT
FORWARDING
SETTING UPMESSAGE FORWARDING
4Forward Toselects extension number
4CCMyVMB to retain a copy of forwarded message in
your own mailbox
4An asterisk (*) is displayed when the option is toggled on.
INPUTTING EXTENSIONS
4Changefavorite mailbox
4Mailbox Number messageswillbeforwardedto
4Enter Mailbox No to forward messages to a specific mail-
box
4Directoryprovides an alphabet directory to select the name
of the extension in the system.
MESSAGE FORWARDING
•Forward all messages to another
extension.
•Carbon copy messages for refer-
ence.
4Msg: begins Message Forwarding
setup and activation process.
NEXT
NEXT
NEXT
NEXT
11

NEXT
SETUP
ADDING/CHANGING BRANCHING MAINTENANCE
4Changefavorite mailbox
4Mailbox Number messageswillbeforwardedto
4Enter Mailbox No to forward messages to a specific mailbox
4Directoryprovides an alphabet directory to select the name of the
extension in the system.
SETUP
•This screen provides many options to per-
sonalize your mailbox. Some of the op-
tions 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.
4DistributionList: 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 forsetup.
NEXT
NEXT
NEXT
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12

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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 Liststo 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
4DELETEremoves mailbox from
distribution list.
CREATING ADISTRIBUTION LIST
Select List Name
4Changefavorite mailbox
4Mailbox Number addsfavorite
mailbox to list
4EnterMailbox No to add to list
4Directoryprovides an alphabet
directory to select the name of the
extension in the system.
DISTRIBUTION LISTS
•Convenient method to route mes-
sages to entire list of extensions
•Create lists by department, associa-
tion, job function...etc.
•Lists may be edited as needed.
4DistList: takes you to Distribution List
setup
NEXT
NEXT
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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 acti-
vated 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 de-
sired party that there is a call waiting, and replay the re-
corded 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 Small Screen Display
changes and provides the following call handling options:
REDIRECT CALLS
4Changefavorite mailbox
This screen gives you the option to display a favorite
(commonly used) Mailbox for quick access
4Directoryprovides a list of Voice Mailboxes
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.
NEXT
* System configuration dependent. Check with your Authorized Panasonic Dealer for details. 14

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Business Telephone Systems Division
Headquarters
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[phone]
www.panasonic.com/dbs
04/2001