Panasonic Digital Business System 44-series Key Telephones Station User Guide

							5. Communicating Within Your OfficeDBS-32-755 Issued April 2000  59Note:  
Five absence messages (0-4) are supplied with the DBS.  Your system 
administrator or dealer can set up five more customized messages (5-9).  The 
messages supplied with the system are:Cancelling Absence Messages
1.  Pick up the handset or press ON/OFF
.
2. Dial 71
.
3. Press ON/OFF
.
Announcing
 to Busy Extensions
Note:  
This feature requires system programming or a specific DBS 
configuration, and may not be available.  For information, see your system 
administrator or DBS dealer.
This feature (also known as Off-Hook Voice Announcement) allows you to 
make an announcement to a busy extension.
 If the called party is using a digital key telephone, the announcement is 
heard only by the called party, not by the other party he or she is talking 
to.  If, however, the called party is using a single-line telephone, both 
the called party and the party he or she is talking to will hear the 
announcement.
Making an Announcement 
1.  Pick up the handset or press ON/OFF
.
2.  Dial the extension number.
3. Press 5
 if you hear the busy tone.
4.  Make your announcement.
Number Message
0 In Meeting
1 At Lunch
2Out of Office
3 Vacation
4Another Office 
						

							5. Communicating Within Your Office
 60 Issued April 2000 DBS-32-755Your voice is heard on the extension, not on the other line.Answering an Announcement
To answer an announcement, you may use the Talkback* key to speak to the 
announcing party or you may send a text message.
*
The Talkback key is an FF key that has been assigned to the Talkback 
function.  The Talkback function is typically used in situations where the 
extension user must handle more than one call.  The Talkback key must be 
set up by the system administrator or dealer.
To Speak to the Announcing Party
1.  Press the Talkback* key.
2.  Speak with the announcing party.
3.  Press the Talkback* key to return to the original call.
*
The Talkback key is an FF key that has been assigned to the Talkback 
function.  The Talkback function is typically used in situations where the 
extension user must handle more than one call.  The Talkback key must be 
set up by the system administrator or dealer.
To Answer with Text
1.  While remaining on the line with the original party, press CONF
.
2.  Dial the digits 1 to 5 to send a text reply to the party that has just called.
Notes:
 
 Your original conversation is not 
interrupted by sending a text message.
Dialed Digit Text Message
1 Take A Message
2 Please Hold
3 Will Call Back
4 Transfer
5 Unavailable 
						

							5. Communicating Within Your OfficeDBS-32-755 Issued April 2000  61
 Text messages can only be sent to 
callers within your facility. 
 The caller must have a display phone 
to receive the text message.
 Text messages can be changed by 
your DBS administrator or dealer.  
Transferring Calls with an Announcement
Note:  
This feature requires system programming or a specific DBS 
configuration, and may not be available.  For information, see your system 
administrator or DBS dealer.
1. Press HOLD
.
2.  Dial the extension number.
3.  When you hear a busy tone, press 5
.
4.  When you are connected to the called party, press ON/OFF
.
Breaking Into a Call
Note:  
This feature requires system programming or a specific DBS 
configuration, and may not be available.  For information, see your system 
administrator or DBS dealer.
This feature allows you to interrupt a busy extension in your paging group.
1.  Pick up the handset or press ON/OFF
.
2.  Dial the extension number.
3.  When you hear the busy tone, press 4
.
Note:  
When you break into a call, both parties on the other end will be able to 
hear you.   
						

							5. Communicating Within Your Office
 62 Issued April 2000 DBS-32-755This page intentionally left blank. 
						

							 DBS-32-755 Issued April 2000 636. Using Additional Features
The DBS provides a variety of features you can use in your daily work.
This chapter covers the following topics:
Topic Page
Using the Mute Key 64
Using Off-Hook Monitor 64
Locking Your Extension 64
Switching Between Pulse and Tone Calling 65
Making Conference Calls 65
Using a Headset 66
Controlling Internal Dial Tone 66
Controlling Background Music 66
Using the Reminder Alarm 67
Using Caller ID 67
Using Voice Mail 71 
						

							6. Using Additional Features
 64 Issued April 2000 DBS-32-755Using the Mute Key
You can use the MUTE
 key on your phone to mute the handset or 
microphone so that the party on the other end cannot hear you. The Mute 
indicator flashes when using handset mute, and lights steadily when the 
microphone is muted.
1.  Pick up the handset or press ON/OFF
.
2.  Dial the desired number.
3. Press MUTE
 to mute your conversation. Press MUTE
 again to turn the 
mute function off.
Note:  
Handset Mute requires DBS software version CPC-AII/B v. 8.0 or 
higher, CPC-S/M v. 2.0 or higher, or CPC-EX v. 1.0 or higher.
Using Off-Hook Monitor
Note:  
This feature requires DBS software version CPC-AII/B v. 8.0 or higher, 
CPC-S/M v. 2.0 or higher, or CPC-EX v. 1.0 or higher.
Off-Hook Monitor allows you to play a called or calling party’s voice through 
the speaker on your phone, even if you are using the handset. This allows a 
third party to hear both sides of a conversation.
To use Off-Hook Monitor, press the ON/OFF
 key while using the handset 
during a conversation. The other party’s voice will be played through both the 
handset and the speaker. To turn off Off-Hook Monitor, press the ON/OFF
 
key again.
Note:  
Off-Hook Monitor does not activate your phone’s microphone. The 
party at the other end will hear only audio transmitted through your handset.
Locking Your Extension
Use this feature to restrict unauthorized access to your phone.  When your 
phone is “locked,” it cannot be used to make outside calls. It can, however, be 
used to make internal calls. Lockout codes must be programmed by your 
system administrator or DBS dealer.
1.  Pick up the handset or press ON/OFF
.
2. Dial 74
.
3.  Dial the 4-digit lockout code.  
						

							6. Using Additional FeaturesDBS-32-755 Issued April 2000  65If your extension is locked, this step unlocks it.  If your extension is 
unlocked, this step locks it.
4. Press ON/OFF
.
Note:  
On a large-display phone, you can lock your extension by pressing the 
Lockout soft key while in the Function Menu, dialing the 4-digit lockout code, 
then pressing ON/OFF
.  Repeat this procedure to unlock your extension.Switching Between Pulse and Tone 
Calling
Pulse calling dials by sending out a certain number of pulses for each digit (as 
with old-fashioned rotary phones). With tone calling, your phone dials by 
sending a distinctive tone for each digit.
1.  Pick up the handset or press ON/OFF
.
2.  Dial the desired number.
3. Press *
 or #
 to switch from pulse to tone calling, or vice versa.
Making Conference Calls
You may use your digital phone to create conference calls that include up to 
four parties.  
Adding an Outside Line
1.  To put your call on hold, press HOLD
 or the outside line key you are 
using.
2.  Access another outside line.
3.  Dial the number of the party to be included in the conference.
4. Press CONF
 after the call is answered.
Adding an Extension to a Conference
1. Press HOLD.
2.  Dial the number of the extension you wish to add.
3. Press CONF
 after the extension answers.   
						

							6. Using Additional Features
 66 Issued April 2000 DBS-32-755Dropping Out of a Conference Call
To drop out of a conference call, hang up or press FLASH
 or ON/OFF
.
Using a Headset 
When headset mode is turned on, you can use a headset attached to your 
phone. When headset mode is turned off, the headset is inoperative.
1.  Pick up the handset or press ON/OFF
.
2. Dial #51
.
If headset mode is already on, these steps turn it off; if headset mode is off, 
these steps turn it on.
3.  Replace the handset or press ON/OFF
.
Controlling Internal Dial Tone
Internal dial tone is the tone you hear when you are dialing extensions within 
your office. If you want to, you can turn the internal dial tone off, so that you 
do not hear it.
1.  Pick up the handset or press ON/OFF
.
2. Dial #50
.
If intercom dial tone is already on, these steps turn it off; if intercom dial 
tone is off, these steps turn it on.
3.  Replace the handset or press ON/OFF
.
Controlling Background Music
If your system is set up with a music source, you can play music over the 
speaker of your phone.
1.  Pick up the handset or press ON/OFF
.
2. Dial #53
.
If background music is already playing through your speaker, these steps 
turn it off; if background music is off, these steps turn it on.
Note:  
On a large-display phone, you can turn background music on or off by 
simply pressing the BGM soft key while in the Function Menu. 
						

							6. Using Additional FeaturesDBS-32-755 Issued April 2000  67Using the Reminder Alarm
You can program your phone to alert you at a designated time with an audible 
tone. To turn the tone off when it sounds, press ON/OFF
.
Non-Display and Small-Display Phones
1.  Pick up the handset or press ON/OFF
.
2.  Do one of the following:
3. Press ON/OFF
.
Large-Display Phones
1.  From the Function Menu, press the Reminder soft key.
2.  To set the alarm, enter the time using 12-hour format (HH:MM), followed 
by 1
 for a.m. or 2
 for p.m.
Skip this step to cancel a Reminder Alarm.
3. Press ON/OFF
.
Using Caller ID
When the Caller ID (CID) feature is activated, your display telephone can 
display CID information as incoming calls ring at your extension. You  have 
access to previous call information via the Caller ID Call Log feature.
Caller ID Display
The Caller ID display shows the Caller ID number and/or name, depending 
on the Caller ID format used.
If . . . Then . . .
You want to set the alarma. Dial #4
.
b.  Enter the time using 12-hour format 
(HH:MM), followed by 1
 for a.m. 
or 2
 for p.m.
You want to cancel the alarm Dial #4
. 
						

							6. Using Additional Features
 68 Issued April 2000 DBS-32-755Whenever a Caller ID call rings your phone, the following information 
appears on the phone display.  
Figure 15.  Example of a Caller ID display.
Once Caller ID information is received, it can be transmitted along with the 
call to another phone through call transfer, call forwarding, etc.  Caller ID Call Log
Note:  
This feature requires system programming or a specific DBS 
configuration, and may not be available.  For information, see your system 
administrator or DBS dealer.
The Call Log keeps a record of Caller ID calls that ring your phone. An FF 
key can be assigned to flash when there is a new entry in the log. When you 
press the key to access the log, the LED turns off.
Call Log Information
Each Call Log entry includes the following call information:
 Calling number
 Calling name (if provided)
 Time and date
 How the call was answered
 How the call was routed.
Call Log Format
The most recent entries are stored first in the Call Log. When you view the 
log by pressing the Call Log
 key, you can scroll forward or backward 
through the entire contents of the log using the *
 and #
 keys. The log format 
varies between the Small-Display Phones and the Large Display Phone.
    ABC COMPANY
 
    404-555-5512
First line: calling number (7 or 10 digits)
Second line: calling name (up to 15 characters
)
(Optional, depending on Caller ID format)