Panasonic Kx-tg2000b Operating Instructions

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Chapter 4
Voice Mail System/Automated Attendant System/ Answering System
1While the handset is in the standby mode, press  .
•If the direct handset access mode is OFF (p. 57), enter the mailbox password
and press 
(#).
•If you have new messages, listen to all of them.
2Press (5).
•The current setting is displayed.
3To select ON, press (1). 
To select OFF, press 
(2).
4Press .
Auto attendant
Answer      :Off
1=On       2=Off
Setting the Handset Answer Mode 
If you are out of the office or unavailable to answer calls, turn ON the
answer mode of your handset. Calls will be greeted with a greeting
message (see “Recording a Personal Greeting Message” on page 62) and
callers can leave messages in your mailbox. Your phone comes from the
factory set to OFF. To take calls, leave this mode OFF.
Handset
To select/change the recorded greeting message
If the line’s ANSWER ON indicator lights, press the (ANSWER!ON)button to
turn it off.
1. Press 
the line’s 
(ANSWER!ON)button, and press Hwithin 10 seconds.
2. Select “Auto attendant” by pressing  or  , and press H. 
3. Select “Greeting1” through 
“Greeting5” by pressing  or  , 
and press H. 
•You can go back to the previous display 
by pressing 
I.
4.To select the message, press (2).
OR 
To change the message: 
Press 
(1). Press Hto start recording. After the tone, talk into the MIC. 
To end, press 
H.Press (2)to select the message.
•If you use the message for the other line, it will also be changed.
To turn off the Automated Attendant System
Press the line’s (ANSWER!ON)button.
•The ANSWER ON indicator light goes out and the relevant line’s auto attendant
icon will disappear.
1=Play all msg.
2=Deliver msg.
3=Personal greet4=To general box
5=Answer on/off
=End
Greeting3 check
:00
1=Change    2=OK 
						

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Automated Attendant System
1While the handset is in the standby mode, press  .
•If the direct handset access mode is OFF (p. 57), enter the mailbox password
and press 
(#).
•If you have new messages, listen to all of them.
2Press (3).
•After the current message is played, 
“To change, press 1. To accept, press 2” is heard.
3Press (1).
•“Record greeting at the tone. To end recording, press
1” is heard.
4After the tone, talk clearly. To end, press (1).
•If the elapsed recording time exceeds 2 minutes,
the unit will stop recording.
•The message will be played. 
5Press (2), and press  .
Recording a Personal Greeting Message 
If the handset answer mode is ON, callers will hear a pre-recorded
personal greeting message after reaching your handset’s mailbox, as
follows:
“Sorry, no one is available to answer the call. Please leave a message at the tone.”
You can also record your own greeting message of up to 2 minutes.
Handset
To erase the recorded message:
Follow steps 1 and 2. Press 
(3)while the message is being played.
•The unit will answer with the pre-recorded greeting message.
•You can adjust the handset volume by pressing  or  .
Greeting check
1=Change    2=OK
Greeting record
:00
1=End
We recommend you record a brief greeting message(see sample
below) in order to leave more time for recording new messages. 
Greeting message sample: 
“Hello, this is (your name). Sorry I cannot take your call. Please leave a message
at the tone. Thank you.”
1=Play all msg.
2=Deliver msg.
3=Personal greet4=To general box
5=Answer on/off
=End
Greeting check
:00
1=Change    2=OK 
						

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Chapter 4
Voice Mail System/Automated Attendant System/ Answering System
Call Transfer Status
When a caller specifies an extension by pressing the extension number ((1)
to (8)) followed by (#), the call is connected to that extension, and the
extension can take the call. If the extension user is on another call or does
not answer, a list of options (Incomplete Call Handling Menu) is announced
to guide the caller. If the handset answer mode is ON (p. 61), the caller can
leave a message in the mailbox.
•If a caller presses an invalid extension number, “Sorry this number is not assigned” is
announced. The caller can call the operator or another extension or leave a
message in the general delivery mailbox following the Incomplete Call Handling
Menu.
Caller specifies an extension.
Handset Answer mode OFFHandset Answer mode ON
Incomplete Call Handling Status
BusyCall taken
within 5
rings.
The personal greeting
message is announced
after the second ring.
The Incomplete Call Handling
Menu is announced up to 3 times;
“To leave a message, press 1.
To call another extension, press 2.
To call the operator, press 0.”
Records a messageCalls another
extension.Calls the
operator (p. 64)
*
*
If memory is full, 3 beeps
sound and “Sorry, there is
no space for recording” is
announced. The caller
can call another
extension or the operator
following the Incomplete
Call Handling Menu. Not answered
within 5 rings
“Sorry, this 
line is busy”
Talk
Records a message
*
012 
						

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Automated Attendant System
“Sorry, this line is busy” “Calling the operator. Please wait a moment” 
The Incomplete Call Handling Menu
is announced up to 3 times;
“To leave a message, press 1.
To call another extension, press 2.”
Call Operator Status
When a caller specifies the operator by pressing (0)and (#), the call is
connected to the operator. If the operator is on another call or does not
answer, a list of options (Incomplete Call Handling Menu) is announced to
guide the caller. The caller can leave a message in the general delivery
mailbox or call an extension.
The operator will also be responsible for answering and handling calls that
have been transferred. 
Caller specifies the operator
BusyCall taken within 5
rings.Not answered
within 5 rings
TalkIncomplete Call Handling Status
Records a message.
Calls another extension.“Please leave a
message at the tone”
*
*
If memory is full, 3 beeps sound and “Sorry, there is no space for recording” is
announced. The caller can call an extension following the Incomplete Call
Handling Menu.
12 
						

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Answering System
Chapter 4
Voice Mail System/Automated Attendant System/ Answering System
Number of rings
:Toll saver
∨∧
H=Set
Setting the Answering System 
The Answering System allows the unit to answer calls with a greeting
message. Callers can leave a message in the general delivery mailbox.
You can assign this system to either line. Select the number of times the unit
rings before the Answering System answers a call, from “2” to “7” or “Toll
saver”* (factory preset). You can record up to 5 greeting messages of up to
2 minuteseach. The same greeting message can be used on either line.
If you do not record a greeting message, the following pre-recorded
greeting message will be used:
“Hello, we are not available now. Please leave your name and phone number after
the beep. We will return your call.”
Make sure that the base unit is in the standby mode.
To turn on the Answering System and select the 
pre-recorded greeting message
If the line’s ANSWER ON indicator lights, press the (ANSWER!ON)button to
turn it off.
Base Unit
1Press the line’s (ANSWER!ON)button.
•The ANSWER ON indicator lights.
•The current setting is displayed.
2Press Hwithin 10 seconds.
3While “Auto answering” is at the
arrow, press H.
•The current setting is displayed.
4Select the number of rings, “2” to “7”
or “Toll saver”*, by pressing  or
, and press H.
5To select “Prerecord”, press H.
•The pre-recorded message is played.
Auto answering
Prerecord greet.
-L1-    
H=Change
Select greeting
:Prerecord
∨∧
H=Set
Line1
Auto answering
Prerecord greet.
*Toll Saver:
When you call a line to which the Answering System is assigned, from a touch
tone telephone: If the unit answers on the 2nd ring, there is at least one new
message in the general delivery mailbox. If the unit answers on the 4th ring,
there are no new messages there. Hang up when you hear the 3rd ring. This
will save you the toll charge for the call.
Auto attendant
HAuto answering
∨∧
H=Set 
						

							66
Answering System
1Press the line’s (ANSWER!ON)button.
•The ANSWER ON indicator lights.
•The current setting is displayed.
2Press Hwithin 10 seconds.
3While “Auto answering” is at the
arrow, 
press H.
4Select the number of rings, “2” to “7” or
“Toll saver”
*(p. 65), by pressing
or and press H.
5Select “Greeting1” by pressing  or
, and 
press H.
•If the message has not been stored,
“(none)” is displayed.
•Each time you press  , the display
changes from “Greeting1” through
“Greeting5”.
6Press Hto start recording.
7After the tone, talk clearly, about 8
inches (20 cm) away from the MIC
(microphone). To end, press H.
•If the elapsed recording time exceeds 2 
minutes, the unit will stop recording.
•The recorded message will be played.
•To change the message, press 
(1)and
start again from step 6.
8Press (2)to select the message.
•You can adjust the speaker volume by pressing  or  .
•You can exit the programming mode any time by pressing 
(EXIT).
Select greeting
:Greeting1(none)
∨∧
H=Set
To turn on the Answering System and record a greeting message
Greeting message sample:
“Thank you for calling (your company name and/or number). Sorry we cannot
take your call. Please leave a message at the tone.”
We recommend you record brief greeting messages(see sample
below) in order to leave more time for recording new messages.
Greeting1 record
H=Start
Greeting1 record
:00
H=End
Greeting1 check
:05
1=Change    2=OK
Auto attendant
HAuto answering
∨∧
H=Set
Number of rings
:Toll saver
∨∧
H=Set
Auto answering
Prerecord greet.
-L1-    
H=Change
If the line’s ANSWER ON indicator lights, press the (ANSWER!ON)button to
turn it off. 
						

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Chapter 4
Voice Mail System/Automated Attendant System/ Answering SystemTo select/change the recorded message
If the line’s ANSWER ON indicator lights, press the (ANSWER!ON)button to
turn it off.
1. Press 
the line’s 
(ANSWER!ON)button, and press Hwithin 10 seconds.
2. While “Auto answering” is at the arrow, press H. 
3. Select the number of rings, “2” to “7” or “Toll saver”* (p. 65), by
pressing  or  , and press H.
•You can go back to the previous display by pressing I.
4. Select “Greeting1” through 
“Greeting5” by pressing  or  , 
and press H. 
5.To select the message, press 
(2).
OR 
To change the message: 
Press 
(1). Press Hto start recording. 
After the tone, talk into the MIC. 
To end, press H. Press 
(2)to select the message.
•If you use the message for the other line, it will also be changed.
To turn off the Answering System
Press the line’s (ANSWER!ON)button.
•The ANSWER ON indicator light goes out.
Greeting3 check
:00
1=Change    2=OK 
						

							68
Listening to Messages with the Base Unit
If the  (VOICE MAIL) button flashes, new messages have been
received in the general delivery mailbox.
The base unit user (operator) will be responsible for handling the following
aspects of the general delivery mailbox:
—checking the mailbox for messages and transferring them to the
appropriate mailboxes.
—erasing unnecessary messages to lengthen remaining recording time for
new messages.
During playback the  (VOICE MAIL) button lights.
Listening to only new messages
1While the base unit is in the standby
mode, press  .
•The unit announces the number of new 
messages.
2New messages are played.
•During each message playback, the message number is displayed.
•After each message playback, the Message Menu will be announced and
displayed:
“To repeat this message, press 1. To play the
next message, press 2. To erase this message,
press 3. To transfer this message, press 7.”
•At the end of the last message, “This is the
last message” will be heard.
3To end the operation, press  .
New messages
playback
=Command menu 
1=Repeat  2=Next
3=Erase
7=Transfer
Listening to all messages
1While the base unit is in the standby
mode, press and hold  until
playback starts.
•The unit announces the total number of messages.
2All messages are played.
•During each message playback, the message number is displayed.
•After each message playback, the Message Menu will be announced:
“To repeat this message, press 1. To play the next message, press 2.
To erase this message, press 3. To transfer this message, press 7.”
•The Message Menu will be displayed.
•At the end of the last message, “This is the last message” will be heard.
3To end the operation, press  .
•To delete the Message Menu, see page 77.
All messages
playback
=Command menu  
						

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Chapter 4
Voice Mail System/Automated Attendant System/ Answering System
For Caller ID service users(p. 40)
During playback, the display shows the
name and/or number of the caller whose
message is being played.
To call back the displayed number:
During playback, lift the handset or press 
(DIGITAL!SP-PHONE).
•You can press a line button instead of pressing (DIGITAL!SP-PHONE).
•The unit stops playback and automatically dials the displayed phone number.
JACK SMITH
1-234-567-8901
---Message  3---
During playback
To repeata
message
To skipa message
To stopoperationPress (1)or I. (If you press within 5 seconds of
playback, the previous message will be played.) 
Press 
(2)or H. (The next message is played.)
Press 
(STOP).
•To resume playback, press (STOP).
•If you do not press any button for 60 seconds, the
unit will return to the standby mode.
To adjust the speaker volume (8 levels):
Press 
or during playback.
•Each time you press  or  , the volume
level will change.
Flash Memory Message Backup
Messages are stored indefinitely on a “flash memory” IC chip and will
not be affected by power failures. All messages are saved until you
erase them.
Ex. Level 8
Loud
Low
❚❚❚❚❚❚❚❚High
Command Menu:
If you do not press  in step 3 on page 68, after listening to new
messages or all messages, the Command Menu will be announced and
displayed:
“To play all messages, press 1. 
To deliver a message, press 2. (p. 74)”
1=Play all msg.
2=Deliver msg.
=End  
						

							70
Listening to Messages with the Base Unit
Erasing a Message
The base unit display shows the remaining recording time if it is less than
10 minutes or the number of messages which can still be recorded is less
than 10. 
If the time or number is 0, “Message full” will flash on the display. New
messages cannot be recorded.
Erase unnecessary messages. We recommend you erase unnecessary
messages after each playback, and regularly check the remaining
recording time and the number of messages (p. 76).
While the message you want to erase is being played or before the start of
the next message, press 
(3)or (CLEAR).
•A beep sounds and “Message erased” is heard.
•The unit will play the next message.
•The information in the Caller List will not be erased. To erase Caller List
information, see page 45.
Transferring a Message
After listening to a message left in the general delivery mailbox, you can
transfer it to other mailboxes.
1During playback or before the start
of the next message, press 
(7).
•“Enter the destination mailbox number” is
announced.
2Enter the destination mailbox
numbers using the corresponding
dialing buttons (
(1)to (8)) or (ALL)for
all mailboxes.
•The mailbox numbers and “To accept, press #. To cancel, press.” are
announced.
•If you make a mistake, press 
(*)and start again from step 1.
3Press (#).
•The mailbox numbers entered in step 2
will be announced, and the next
message will be played.
Transfer message
Enter mailbox #
Transfer message
BoxNo.:12--5--8-
=Cancel    #=OK
Transfer message
BoxNo.:12--5--8-