Panasonic KX-TG4000B Voice Mail System

55

Voice Mail System

Chapter 4

Voice Mail System/Automated Attendant System/ Answering System

Mailbox1 Mailbox2 Mailbox3 Mailbox4

Mailbox5 Mailbox6 Mailbox7 Mailbox8

The Voice Mail System allows you to receive and deliver voice messages

using mailboxes. The unit accommodates one general delivery mailbox

and a maximum of 8 personal mailboxes which are assigned to the

registered cordless handsets. The mailbox numbers are the same as the

handset numbers.

The Voice Mail System works fully with the Automated Attendant System,

which routes incoming calls to a specified mailbox and allows a caller to

leave a message (p. 57). If a caller does not specify a mailbox, the call is

routed to the general delivery mailbox. With the Answering System (p. 64),

all calls are routed to the general delivery mailbox. You can set either the

Automated Attendant System or the Answering System to any line.

Incoming

voice

messages

Personal Mailboxes of Cordless Handsets

If not specified

If specified

•The maximum number of personal mailboxes you can use is equal to the number

of registered handsets.

The base unit and handset users can use the Voice Mail System by

accessing their mailboxes. Each cordless handset user can only access

his/her own mailbox. The general delivery mailbox is managed by the base

unit user (operator). The cordless handset users can access this mailbox.

The following functions are possible:

—listening to messages left in a mailbox (p. 67, 70)

—transferring a message left in a mailbox to other mailboxes (p. 69, 71)

—delivering your own message to other mailboxes (p. 73)

You can also access the Voice Mail System features remotely from a touch

tone phone (p. 78).

All messages (greeting, incoming, etc.) are stored in digital memory

(p. 68). The total recording time is about 50 minutes (about 100

minutes in “Long Recording mode” p. 74). The maximum recording time

for each caller is 3 minutes. A maximum of 255 messages (including

greeting messages) can be recorded.

Genera

l

Delivery

Mailbox

•The base unit user can monitor incoming calls that are being recorded in the

general delivery mailbox. (Call monitoring feature p. 74).

•The base unit user can check the remaining recording time and number of

messages which can still be recorded (p. 75).

General Delivery Mailbox

Contents

Main Before Initial Use Accessories For Best Performance Handset Battery Charge Base Unit Location/Noise Contents Chapter 1 Preparation Chapter 2 Basic Operation Contents Chapter 3 Advanced Operation Chapter 4 Voice Mail System/Automated Attendant System/Answering System Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Location of Controls Page Location of Controls Charger Displays 12:00AM JAN. 1 Backlit LCD displays Installation Installing the Backup Battery in the Base Unit Connecting the Handset and AC Adaptor Handset Handset Cord Installation Connecting the Telephone Line Cords Connect the telephone line cords to the base unit. To connect 2 two-line telephone jacks To connect four single-line telephone jacks Installation Connecting the AC Adaptor to the Charger Handset Battery Charge Handset battery information Handset battery strength Recharge Programmable Settings Programming Guidelines How to select a function item from the menu Registering Optional Cordless Handsets Date and Time Adjustment Programmable Settings For Caller ID service users Selecting the Dialing Mode Selecting the Ringer Volume Function Menu Table Programmable Settings Base unit Cordless handset The Unit Capabilities How many external calls and intercom calls can be conducted by how many users at one time? Making Calls Using the digital duplex speakerphone To dial after confirming the entered number To adjust the handset volume speaker volume To redial using the redial list To redial the last number dialed Making Calls To put a call on hold What line indicators mean Press (HOLD). Press (TALK). To dial after confirming the entered number Lighted handset keypad To adjust the receiver volume To redial the last number dialed To redial using the redial list Answering Calls OR Using the digital duplex speakerphone Using Other Lines During a Conversation Intercom Making Intercom Calls Answering Intercom Calls Transferring a Call Conference Conference with two external calls Conference with an external call and intercom call Using the Directory Storing Names and Numbers in the Directory Selecting characters to enter names Using the Directory Dialing from the Directory To search for a name by initial Editing an Item in the Directory Erasing an Item in the Directory Caller ID Service How caller information is displayed when a call is received Using the Caller List Viewing the Caller List Using the Caller List If a caller calls more than once Calling Back from the Caller List What means Editing the Callers Phone Number Using the Caller List Storing Caller List Information in the Directory Erasing Caller List Information To erase a specific caller from the Caller List To erase all entries in the Caller List Special Features How to Use the PAUSE Button (For Analog PBX Line/Long Distance Service Users) For Call Waiting Service Users Call Waiting Caller ID Feature Setting the Key Lock FLASH Button Selecting the flash time for each line Other Programmable Settings Setting the Auto Talk Feature Selecting the Ringer Pattern Calling Line Selection Setting Call Restriction Numbers To cancel the restricted handset(s) and/or base unit Group Ring Setting To cancel the restriction Incoming Call Tone Setting the PIN To change the PIN Registering Optional Cordless Handsets Using the PIN Canceling Cordless Handset Registration Selecting the Line Mode Erasing the Directory, Caller List and Redial List Voice Mail System Voice Mail System Setting the Mailbox Password To erase the password Automated Attendant System How Automated Attendant System Works Calling the automated attendant * Setting the Automated Attendant System To turn on the Automated Attendant System and select the pre-recorded greeting message To turn on the Automated Attendant System and record a greeting message If the lines ANSWER ON indicator lights, press the (ANSWER!ON) button to turn it off. Press the lines (ANSWER!ON) button. Press Hwithin 10 seconds. Select Auto attendant by pressing or , and press H. Setting the Handset Answer Mode To select/change the recorded greeting message To turn off the Automated Attendant System Recording a Personal Greeting Message Call Transfer Status Caller specifies an extension. * Call Operator Status * Answering System Setting the Answering System To turn on the Answering System and select the pre-recorded greeting message * To turn on the Answering System and record a greeting message Answering System To select/change the recorded message To turn off the Answering System Listening to Messages with the Base Unit Listening to only new messages Listening to all messages Listening to Messages with the Base Unit For Caller ID service users During playback Flash Memory Message Backup Erasing a Message Transferring a Message Listening to Messages with the Cordless Handset Listening to new messages During playback For Caller ID service users Transferring a Message Listening to Messages with the Cordless Handset Erasing a Message Listening to Messages in the General Delivery Mailbox Listening to personal mailbox messages from the base unit Delivering Your Own Message Other Voice Mail System Features Recording Mode Call Monitoring Feature Checking the Remaining Recording Time and Number of Messages Other Voice Mail System Features Message Menu Mode Automatic Message Delete Feature Erasing All Messages in Mailboxes Remote Operation from a Touch Tone Phone How to Access the Voice Mail System Press ((**))and enter your mailbox password during or after the greeting message. During message playback To transfer a message To listen to all messages To deliver your own message To change the personal greeting message (for personal mailboxes only) Remote Operation from a Touch Tone Phone Pager Call Storing a Pager Number Pager Call Storing the Pager Display Number To check the stored pager number and pager display number To erase the pager number Setting the Unit to Call a Pager To erase the pager display number Page Using an Optional Headset Using an Optional Headset Making/Answering calls Intercom Page Clearing Settings Handset Battery Replacement H Backup Battery Replacement RESET Button Adding Another Phone Error Messages Display messages Display message Error Messages Voice message Voice messages Before Requesting Help Page Page Page Page Voice Mail System/Automated Attendant System/ Answering System Page Important Safety Instructions SAVE THESE INSTRUCTIONS Page FCC and Other Information