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

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.

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

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

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

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.

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

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.

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