Panasonic Phone System NS700 DT5XX Series Phones
Panasonic Phone SystemNS700DT5XX Series PhonesTelephone System / Voice MailQuick Reference GuideS:\Phone System Quotes\Quick Reference Guide\Panasonic NCP 500-1000 Quick Reference Guide 3-22-13.docx
Extension List3KX-DT543 System Telephone Overview4-5Basic Panasonic Telephone Operations6Call Transfer7Call Forwarding8Incoming Call Distribution Groups9Off Hook Call Announce10Conference Calls11Message Waiting Lamp12Extension PIN (password)13One-Touch Programming14Auto Answer/Automatic Callback (Hands Free Answerback)15Paging16Voice Processing System Operating Instructions:Voicemail – Quickly Setting Up17Logging In18Personal Greetings19Changing Passwords20Changing Subscriber’s Name21Message Playback22Personal Customer Service Menu23-24Message Manager’s Mailbox:Log In & Recording25System Manager Programming26Company Greetings & Custom Service Menus27Sample Voice Mail Message28 -292
Extension #SUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COMNameDirect Number3
Support Options616-844-4444www.electromediainc.com4
Support Options616-844-4444www.electromediainc.com5
Answering a Call If the phone is ringing, left the handset or press SP-PHONE. If the phone is not ringing, lift the handset or press SP-PHONE or pressflashing lineCall PickupTo answer a call ringing on another extension: Lift the handset Dial *41 Dial the ringing extension numberPlacing a Call Lift the handset or press SP-PHONE Press desired outgoing line or dial “9” Dial numberDialing an Extension or Feature Code Lift the handset or press SP-PHONE Press Direct Station Selection (DSS) button or dial extension numberor Feature Code numberSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM6
NOTE: Do not place caller on “HOLD”Blind Transfer – caller not announced Press TRANSFER and then dial extension numberor Press transfer, then press the DSS button then hang-upor Press TRANSFER again to return to callerScreened Transfer – caller announced Press TRANSFER and dial extension numberor Press transfer, then the DSS button Announce the caller then hang-upor Press TRNSFER again to return to callerTransfer to an Outside Number Press TRANSFERSelect line or dial “9”Dial outside numberHang-uporWait for party to answerAnnounce callerHang-uporPress TRANSFER again to return to callerTransfer to Voice Mail Press VOICE MAIL TRANSFER and Press the DSS button then hang-upor Dial extension numberSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM7
Call Forwarding Lift the handset Dial *71 (select one of the following) Dial 0 to forward intercom and outside calls Dial 1 to forward outside calls only Dial 2 to forward intercom calls only Enter code for type of call to be forwarded (select one of the following) Dial 0 to cancel Dial 2 for “all calls” (immediately) Dial 3 for busy calls Dial 4 when there is no answer Dial 5 when line is busy or no answer (use this one normally) Dial destination number (select one of the following) Dial an extension number Dial “9” plus an outside number Dial the Voice Mail extension number (165) Dial # Hear tone then hang-upExtensions with voice mail should be forwarded to voicemail when not forwardedsomewhere else. Example, *7104165# forwards to VM when there is no answerCall Forwarding Timer for No Answer Lift handsetDial *713Enter desired delay in seconds (2 digits)Hear tone then hang-upNote: Default forwarding time is 15 seconds.The range is 00-99 seconds.SUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM8
You can log into or out of an Incoming Call Distribution (ICD) group tocontrol whether you receive calls from the group. Your extensionmust be assigned to the ICD group in system programming.(See system administrator for details)Log-In / Log-Out Lift handset Dial *736 Press 0 to Log-outor Press 1 to Log-in Enter the ICD Group extension number or * for all ICD groups Hear tone and hang-upThe “Logout” button on your phone will log you out of both Dayand Night calls. Note: Night mode is all times that the office isclosed.ICD Group NumberName601Day Call602Night Call603Operator CallSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM9
During a conversation, you can be informed of a waiting call with avoice announcement. You can hear the caller’s voice through thebuilt-in speaker and talk to the call while the current call is continuedusing the handset.To make an announcement to a busy extension: Dial extension number orPress DSS buttonHear busy signalPress 1Make announcementHang-upProgramming is required to activate this feature.SUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM10
NOTE: Do not place caller on “HOLD”During a conversation Press CONF button Call the next party Outside call – Dial 9 number Inside call – Dial extension numberor Press DSS buttonWhen call is answered, announce the conference then Press CONF button to connect all callersRepeat Steps to add up to eight total partiesTo add another caller already on hold Press CONF button Press the line button or park button the caller is holding on Press CONF buttonLeaving a Three-Party ConferenceThe person who originated a conference with two other parties can leave theconference and allow the other parties to continue the conversation. Press CONF Hang-upTo return while others are talking Press the flashing green line button or INTERCOM buttonTo end conference Hang-upSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM11
The message Waiting Lamp (MWL) at the top of the display can be turned onby the voice mail system or another caller. If the MWL is illuminated, itmeans that another extension has turned it on. It does not necessarilymean that you have a voice message even though that is the most commonreason for it being on.To turn on the message Waiting Lamp at another extension: Call the extensionPress the MESSAGE buttonHang-upTo check the message on your extension:Press the MESSAGE buttonPress the MESSAGE button again to go to the next messageWhile the caller’s number is displayed, pick up the handsetor Press Speaker Phone to call the party. To clear the Message Waiting Lamp: Press the MESSAGE buttonScroll to the message to be deletedPress the CLEAR button on the LCD displaySUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM12
You can assign a password to each extension. The following featuresrequire an extension PIN. Screening CALLS (Voice Mail Features: LCS (Live Call Screening)) Prohibiting other people from seeing your personal speed dialing directory,call log and SVM log (Display Lock) To use the same settings as your extension at other extensions (WalkingExtension) Remote Control Operation (Walking COS) Extension Dial Lock ClearExtension Pin To set Lift the handset Dial *7991 Dial the pin number (maximum 10 digits) Press # Dial the same pin again Press # Hear the tone and hang-up To Cancel Lift the handset Dial *7990 Dial the stored pin number (1234 set by ElectroMedia) Hear the tone and hang-upSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM13
You can assign a telephone number or a Feature Code to a FLEXIBLECO button. Then to dial, simply press that button.To assign a telephone number: Press the PROG button on the LCD displayPress the FLEXIBLE CO button that you want to programDial 2Dial 9 (for an outside line)Dial the telephone numberPress the ENTER button on the displayAll Phones Program another buttonor Press EXIT on the LCD displayTo assign a Feature Code: Press the PROG button on the displayPress the FLEXIBLE CO button that you want to programDial 2Dial the Feature Code (ex: *7211 for Page Deny)Press the ENTER button on the display or in the cursorSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM14
Auto AnswerYou can answer an internal call without going off-hook as soon as the lineis connected. When an intercom call arrives, you will hear the callertalking without the phone ringing.To turn on Auto Answer: While on-hookPress the AUTO ANS buttonThe light will be on solid redTo turn off Auto Answer: While on-hookPress the AUTO ANS buttonThe light will be offMute:To mute during a conversation: Press the AUTO ANS/MUTE buttonThe light will be flashingThe other party cannot hear your conversationPress the AUTO ANS/MUTE button againThe light will be offThe other party can now hear youSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM15
To make a paging announcement over the proprietary telephonesand/or extension speakers: Go off hookDial *3301Make the announcementHang-up or wait for someone to answerTo answer a page: Go off hookDial *43orPress the button under ANSWER in the LCD displayHear the tone and talkTo deny/allow pages to be heard on your extension: Go off hookDial *721Dial 1 to denyorDial 0 to allowSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM16
Setting up your mailbox From your extension dial 165 or press the VTR button Enter your password followed by # Listen to the menu and choose option 4 “Mailbox Management”To record your name press 3 If your name is already recorded, Press 1 to change the recorded nameRecord your name after the tonePress 1 to end recording or waitPress 2 to accept the recordingTo set your password press 2 If your password is already set, Press 1 to changeEnter your new passwordPress #The new password will be playedPress 2 to accept it or 1 to change itTo record the greeting callers will hear, press 1 Press 1 to record your “no answer greeting,” (if recorded, the greeting will be played)Press 1 to change the greetingWait for the tone and record your message (if you would like to skip themenu and go directly to the recording tone, press 2)Record the greeting and press 1 to end recordingPress 2 to accept (save) the greeting (you may also press 3 to erase and tryagain, or press 1 to review the greetingSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM17
Logging into Mailbox: Automatic Log-in (from your extension) Lift the handset Dial 165 or press VTR button If assigned, enter your password then press # Note: 1234 # is the default password Manual Log-in (from a different phone) Lift the handset Dial 165 or press VTR button Dial # 6 * and your mailbox number If assigned, enter your password then press # Remote Log-in Call the voice mail access number (616-XXX-XXXX) and wait for the AutoAttendant to answer When you hear the greeting/attendant Dial # 6 * and your mailbox number If assigned, enter your password then press #SUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM18
Changing or Deleting Personal Greeting Message: Dial 165 or press VTR button to log into your mailboxPress 4 for mailbox managementPress 1 to record personal greetingsSelect the desired greeting Press 1 for the “No Answer Greeting” (Heard by callers when call notanswered) Press 2 for the “Busy Signal Greeting” (Heard when you are on another call) Press 3 After Hours Greeting (Heard by caller when VPS is in night mode) Press 5 for the “Temporary Greeting” (This greeting overrides all the othergreetings when recorded Follow the prompts as necessary If the greeting is already recorded, the greeting will be played Press 1 to change greeting You will be prompted to: Record the greeting after the tone Press 1 to end recording Press 2 to accept (save)or Press 3 to erase and try again Follow prompts Hang-up or continue managing your mailboxNote: Pressing the * (star) key will back up a menu levelSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM19
Changing Password Dial 165 or press VTR button to log into your mailbox Select 4mailbox management Select 2 to change the passwordIf assigned, the existing password will be playedPress 1 to changeDial the new passwordPress #Press 1 to changeOr Press 2 to accept Hang-up or continue managing your mailboxNote: Pressing the * (star) key will back up a menu levelSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM20
Changing the Subscriber Name Dial 165 or press VTR button to log into your mailbox Select 4 for mailbox management Select 3 to record the “owner’s name” If the owner’s name is already recorded it will be played Press 1 to change the owner’s name You will be prompted to Record the owner’s name after the tone Press 1 to end recording Press 2 to accept (save)or Press 3 to erase and try again Hang-up or continue managing your mailboxNote: Pressing the * (star) key will back up a menu levelSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM21
Message Playback and Related Features Dial 165 or press VTR button to log into your mailbox Press 1 to receive the message Follow prompts as necessary Enter 1 to play new messages Enter 2 to play old messages Enter 3 to play deleted message Listen to the message Choose from the table below to control or dispose of the message asappropriateKeyFeature11122Repeat this messageReplay the previous messagePlay the next messagePause/restart message playback(during playback only)Delete this message If the confirmation message is played, press 1to delete the message(While listening to deleted messages)Recover this messageRewind (during playback only)Fast-forward, skip envelope (during playbackonly)Transfer this messageAdjust playback volume (during playback only)Adjust playback speed (during playback only)Playback at normal speed (during playback only)335658990SUPPORT OPTIONS616-844-4444W W YesYesYesYesYesYesYesYesYesYesYesYes-YesYesYes22
Creating Your Personal Custom Service MenuA personal custom service menu gives callers other options before recordingbegins. For instance you can give the callers the option of calling you onyour cell phone, or give them the option of trying another extension bypressing a number key (0, 3-9).There are several options available.1.2.3.4.5.6.Transfer to another mailboxTransfer to an extensionTransfer to an outside telephone numberTransfer to another Custom Service MenuRepeat the greeting orTransfer to an operatorSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM23
Steps to Program Your Personal Custom Service Menu Dial 165 or press VTR button to log into your mailbox Select 4 for mailbox management Select 6 to set personal custom service Select 1 to set key control Press the desired key (0, 3-9)Press 1 if this key assignment has already been programmed and you are changingthe assignment, otherwise skip this step. Select the desired function from this list below Press 1 to transfer to another mailbox, enter the mailbox number and wait Press 2 to transfer to another extension, enter the extension number andwait Press 3 to transfer to an outside telephone number, dial 9 plus the telephonenumber (including 1 area code if needed) and wait Press 4 to transfer to a custom service menu, enter the custom service menunumber and wait Press 5 to activate Voice Mail service Press 6 to active Auto Attendant service Press 7 to active Paging Press 8 to repeat the greeting Press 9 to transfer to the operator After selecting the option and entering the appropriate input the system willrepeat how it is programmed Press 1 to change or Press 2 to accept Hang-up or continue managing your mailbox (press the star key to go to previousmenu levels)SUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM24
The message Manager can perform many functions. However, we areonly concerned here with recording the Custom Service Menus.Logging into the Message Manager’s Mailbox Dial 165 or press the VTR ButtonDial # 6 * 998Enter the Message Manager’s Password (8428530) defaultPress #To Record the Custom Service Menu Log into the Message Manager’s mailboxPress 4 to “modify message”Press 3 to change the Custom Service MenuEnter the appropriate Custom Service Menu number (1-100) andwaitThe Custom Service Menu will be playedFollow the prompts as appropriate To change press 1 Record the Custom Service Menu after the tone Press 1 to end recording then Press 1 to review or Press 2 to acceptHang-up orContinue recording Custom Service Menus orPress * to back up a menu levelSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM25
To Set up or Edit a Mailbox Dial 165 or press VTR button to log into your mailbox Dial #6 then Dial *999 to enter the System Managers mailbox Enter the password followed by the # key (Default 8428530 or 1234) Press 5 for Other Features Press 1 To Set up mailbox Press 1 to create or edit a mailbox Enter the mailbox number and follow the promptsTo Delete a Mailbox Dial 165 or press VTR button to log into your mailbox Dial #6 then Dial *999 to enter the System Managers mailbox Enter the password followed by the # key (default 8428530 or 1234) Press 4 for other features Press 1 to set up mailbox Press 2 to delete mailbox Enter the mailbox number Press 1 the delete the mailboxTo Reset Passwords Dial 165 or press VTR button to log into your mailbox Dial # 6 then Dial *999 to Enter the System Managers mailbox Enter password Followed by the # key (default 8428530 or 1234) Press 5 for other features Press 1 To set up Mailbox Press 3 To reset Mailbox password Enter mailbox number Press 1 to delete mailbox passwordSUPPORT OPTIONS 616-8444444,W W W.ELECTROMEDIAINC.COM26
Custom Service Menu #1 (Day mode)Thank you for calling . If you know your party’sextension, you may dial it at any time or choose from the followingmenu:Press 1 forPress 2 forPress 3 forPress 4 forPress the # (pound) key to repeat this menuCustom Service Menu #2 (Night mode)Thank you for calling . We are currently closed. Ifyou know your party’s extension, you may dial it at any time or choosefrom the following menu:Press 1 forPress 2 forPress 3 forPress 4 forPress the # (pound) key to repeat this menuSUPPORT OPTIONS616-844-4444W W W.ELECTROMEDIAINC.COM27
SAMPLE STANDARD MESSAGES Sample “No Answer” Greeting Hello – This is . I am away from my desk or out of theoffice right now. Please leave a message and I will get back to youas soon as possible. If you need immediate assistance, press 0 forthe operator. Sample “Busy” Greeting Hello – This is I am on my phone right now so pleaseleave a message and I will return your call as soon as possible. Ifyou need immediate assistance, press 0 for the operator. Sample” After Hours” Greeting Hello – This is I have gone home for the day so pleaseleave a message and I will return your call tomorrow. Sample “Temporary” Greeting Hello – This is I’m on Vacation until Monday July 6thplease Leave your name and phone number and I will get back toyou when I return if this is a urgent matter please press 0 for theoperator.SUPPORT OPTIONS 616-8444444,W W W.ELECTROMEDIAINC.COM28
SAMPLE PERSONAL CUSTOM SERVICE GREETINGS Sample “No Answer” Greeting Hello – You have reached ’s voice mail. If this is an urgentmatter, please press 3 to be connected to my cell phone. Otherwise, pleaseleave me a message and I will return your call as soon as possible. If youneed immediate assistance, press 0 for the operator. Sample “Busy” Greeting Hello – This is I am on my phone right now so please leave amessage and I will return your call as soon as possible. If you needimmediate assistance, press 0 for the operator. Sample” After Hours” Greeting Hello – You have reached ’s voice mail. If this is an urgentmatter, please press 3 to be connected to my cell phone. Otherwise, pleaseleave me a message and I will return your call as soon as possible.KEEP THE GREETINGS SHORT AND SWEET.ALSO, KEEP THEM UP TO DATESUPPORT OPTIONS 616-8444444,W W W.ELECTROMEDIAINC.COM29
KX-DT543 System Telephone Overview; 4-5. Basic Panasonic Telephone Operations: 6. Call Transfer: 7. Call Forwarding: 8. Incoming Call Distribution Groups: 9. Off Hook Call Announce: 10. Conference Calls: 11. Message Waiting Lamp: 12. Extension PIN (password) 13. One-Touch Programming: 14.
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