Panasonic Kx Fg6550 Operating Instruction Manual

							4. Fax
59
How to receive faxes with an extension 
telephone
If you have another telephone connected to the 
same line (extension telephone), you can use 
the extension telephone to receive faxes.
1.When the extension telephone rings, lift the 
handset of the extension telephone.
2.When:
– document reception is required,
– a fax calling tone (slow beep) is heard, or
– no sound is heard,
press {*}{#}{9} (default fax activation 
code) firmly.
LThe fax machine will start reception.
3.Replace the handset.
Note:
LTo receive fax documents using the 
extension telephone, make sure remote fax 
activation is turned ON (feature #41 on page 
82) beforehand. The default setting is ON.4.6 Receiving a fax 
automatically – Auto 
answer ON
4.6.1 Activating TAM/FAX mode 
(Telephone Answering 
Machine/Fax mode)
You can activate TAM/FAX mode for each line or 
for both lines.
1Make sure feature #77* for LINE 1 or 
feature #77# for LINE 2 is set to “TAM/FAX” 
(page 83) beforehand.
2Press {AUTO ANSWER} repeatedly to 
display “ON”.
Example: LINE 1 is ON
Example: LINE 2 is ON
LThe unit announces “Answer set”, the set 
line and the current day and time.
LThe unit will announce the remaining 
recording time if it is less than 10 minutes.
LIf “GREETING ONLY” is displayed, the 
unit will not record any incoming 
messages (feature #10* and feature 
#10# on page 79, or feature 0621 and 
0622 on page 89).
LINE 1ON    OFF   TAM/FAX    LINE1
LINE 2
LINE 1OFF   ON   TAM/FAX    LINE2
LINE 2
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							4. Fax
60
LThe remaining time for recording 
messages will be displayed.
Note:
LThe maximum incoming message recording 
time can be changed (feature #10* and 
feature #10# on page 79, or feature 0621 and 
feature 0622 on page 89).
LWhile an incoming call is being recorded, you 
can monitor it through the speaker. If this 
feature is not required, turn OFF feature #67 
(page 83).
LIf the unit announces “Memory full”, erase 
unnecessary messages (page 69, 71).
How phone calls and faxes are received
When receiving calls, the unit works as an 
answering machine and/or fax.
LIf the call is a phone call, the unit will record 
the caller’s message automatically.
LIf a fax calling tone is detected, the unit will 
receive the fax automatically.
Note:
LBy default, the unit reduces the size of the 
received document to 92% when printing 
(See feature #36 on page 81 for details).
Receiving a voice message and fax 
document in one call
The caller can leave a voice message and send 
a fax document during the same call. Inform the 
caller of the following procedure beforehand.
1.The caller calls your unit.
LThe answering machine will answer the 
call.
2.The caller can leave a message after the 
greeting message.
3.The caller presses {*}{9}.LThe unit will activate the fax function.
4.The caller presses the start button to send a 
fax.
Changing the ring setting of the telephone 
answering machine
You can select from “2” (default), “3”, “4”, “5”, 
“6”, “7” or “TOLL SAVER” for each line. This 
setting can be changed by feature #06* and 
feature #06# on page 79, or feature 0611 and 
0612 on page 89.
–“TOLL SAVER”: When you call a line to 
which toll saver has been set, the unit 
answers after 2 rings when new messages 
have been recorded, and after 4 rings when 
there are no new messages. If you call your 
unit from a remote location to listen to new 
messages (page 73), you will know that there 
are no messages when the unit rings for the 
3rd time. You can then hang up without being 
charged for the call.
Note:
LIf you set to “4”, “5”, “6” or “7”, receiving 
faxes may not be possible.
4.6.2 Activating FAX ONLY mode
You can activate FAX ONLY mode for each line 
or for both lines.
1Make sure feature #77* for LINE 1 or 
feature #77# for LINE 2 is set to “FAX ONLY” 
(page 83) beforehand.
2Press {AUTO ANSWER} repeatedly to 
display “ON”.
Example: LINE 1 is ON
Example: LINE 2 is ON
LYou can change the ring setting in FAX 
ONLY mode (feature #07 on page 79).
LThe unit announces “Answer set”, the set 
line and the current day and time.
How faxes are received
When receiving calls, the unit will automatically 
answer all calls and only receive fax documents.
{AUTO ANSWER}
LINE 1ON    OFF   FAX ONLY   LINE1
LINE 2
LINE 1OFF   ON   FAX ONLY   LINE2
LINE 2
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							4. Fax
61
Note:
LBy default, the unit reduces the size of the 
received document to 92% when printing 
(See feature #36 on page 81 for details).
4.7 Receiving phone calls 
only – Auto answer ON
LKeep the front cover page open for button 
locations.
4.7.1 Activating TAM ONLY mode 
(Telephone Answering Machine 
only mode)
You can activate TAM ONLY mode for each line 
or for both lines.
1Make sure feature #77* for LINE 1 or 
feature #77# for LINE 2 is set to “TAM ONLY” 
(page 83) beforehand.
2Press {AUTO ANSWER} repeatedly to 
display “ON”.
Example: LINE 1 is ON
Example: LINE 2 is ON
LThe unit announces “Answer set”, the set 
line and the current day and time.
LThe unit will announce the remaining 
recording time if it is less than 10 minutes.
LIf “GREETING ONLY” is displayed, the 
unit will not record any incoming 
messages (feature #10* and feature 
#10# on page 79, or feature 0621 and 
0622 on page 89).
LThe remaining time for recording 
messages will be displayed.
Note:
LThe maximum incoming message recording 
time can be changed (feature #10* and 
feature #10# on page 79, or feature 0621 and 
0622 on page 89).
LWhile an incoming call is being recorded, you 
can monitor it through the speaker. If this 
feature is not required, turn OFF feature #67 
(page 83).
LIf the unit announces “Memory full”, erase 
unnecessary messages (page 69, 71).
How phone calls are received
When receiving calls, the unit works as an 
answering machine.
LIf the call is a phone call, the unit will record 
the caller’s message automatically.
LFax documents will not be received.
Changing the ring setting of the telephone 
answering machine
You can select from “2” (default), “3”, “4”, “5”, 
“6”, “7” or “TOLL SAVER”. This setting can be 
changed by feature #06* and feature #06# on 
page 79, or feature 0611 and 0612 on page 89.
–“TOLL SAVER”: When you call a line to 
which toll saver has been set, the unit 
answers after 2 rings when new messages 
have been recorded, and after 4 rings when 
there are no new messages. If you call your 
unit from a remote location to listen to new 
messages (page 73), you will know that there 
are no messages when the unit rings for the 
3rd time. You can then hang up without being 
charged for the call.
LINE 1ON    OFF   TAM ONLY   LINE1
LINE 2
LINE 1OFF   ON   TAM ONLY   LINE2
LINE 2
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							4. Fax
62
4.8 Junk fax prohibitor 
(preventing fax reception 
from undesired callers)
If you subscribe to Caller ID service, this feature 
prevents fax reception from calls that do not 
show caller information.
Additionally, the fax machine will not accept 
faxes originating from numbers that match a 
programmable junk fax prohibitor list.
LKeep the front cover page open for button 
locations.
Important:
LThis feature does not work when manual 
reception is performed.
4.8.1 Activating the junk fax 
prohibitor
1Press {MENU} repeatedly to display “JUNK 
FAX PROH.”.
2Press {>}.
3Press {A} or {B} repeatedly to select “ON”.
4Press {SET}.
5Press {MENU} to exit the program.
LWhile the junk fax prohibitor is activated, 
“JUNK FAX ON” is displayed.
4.9 Storing undesired 
callers
You can register up to 10 undesired numbers 
from the caller’s list if you do not wish to receive 
faxes from them.
LKeep the front cover page open for button 
locations.
1Press {MENU} repeatedly to display “JUNK 
FAX PROH.”.
2Press {>} repeatedly to display “JUNK 
LIST SET”.
3Press {SET}.
4Press {A} or {B} repeatedly to display the 
item you wish to prevent the fax reception 
from.
5Press {SET}.
LTo program other items, repeat steps 4 
and 5.
6Press {STOP} to exit the program.
Note:
LIf there is no space to store new items, “LIST 
FULL” is displayed in step 3 or step 5. Erase 
unnecessary items.
To display the junk fax prohibitor list
1.Press {MENU} repeatedly to display “JUNK 
FAX PROH.”.
2.Press {>} repeatedly to display “JUNK 
LIST DISP.”.
3.Press {SET}.
4.Press {A} or {B} to display the item.
5.Press {MENU} to exit the program.
To print the junk fax prohibitor list
1.Press {MENU} repeatedly to display “JUNK 
FAX PROH.”.
2.Press {>} repeatedly to display “JUNK 
LIST PRINT”.
3.Press {SET}.
4.Press {MENU} to exit the list.
To erase an item from the junk fax 
prohibitor list
1.Press {MENU} repeatedly to display “JUNK 
FAX PROH.”.
2.Press {>} repeatedly to display “JUNK 
LIST DISP.”.
3.Press {SET}.
4.Press {A} or {B} repeatedly to display the 
desired item.
5.Press {
						

							5. Distinctive Ring
63
5 Distinctive Ring Distinctive Ring
5.1 Distinctive Ring 
service from your phone 
company
This service is convenient if you wish to have a 
different number for your fax machine and 
telephone, even when you use them on a single 
telephone line.
Distinctive Ring is a service offered by your local 
telephone company which allows you to use 
several telephone numbers on one telephone 
line. When a call is made to one of your phone 
numbers, the telephone company sends a ring 
pattern to your telephone line to indicate which 
number the call is intended for. By setting up this 
unit for Distinctive Ring, you can make the fax 
machine automatically start fax reception when 
a call comes to the fax number.
To use this service, you must subscribe to 
the Distinctive Ring service offered by your 
local telephone company.
5.2 Using two or more 
phone numbers on a 
single telephone line
5.2.1 Activating the Distinctive 
Ring feature
1Press {MENU}.
2Press {#}, then {3}{1}.
3Press {*} or {#} to select the desired line.
{*} “LINE1”
{#} “LINE2”
4Press {1} to select “ON”.
5Press {SET}.
6Press {MENU}.
How phone calls and faxes are received
If the incoming call is for the fax number, the fax 
machine will ring with the assigned ring pattern 
and automatically start fax reception.
If the incoming call is for the phone number:
– the fax machine will keep on ringing in TEL 
mode.
– the fax machine will record a voice message 
in TAM/FAX mode or TAM ONLY mode.
– fax communication will be attempted in FAX 
ONLY mode.
5.3 Using three or more 
phone numbers on a 
single telephone line
You may wish to use three or more phone 
numbers for a single telephone line. In order to 
distinguish which number the call was 
addressed to, a different ring pattern must be 
assigned for each number.
Example: Using three phone numbers
To use one phone number for the fax, program 
the ring pattern assigned for the fax in feature 
#32 (page 64). In the example, the ring pattern 
assigned for fax is a triple ring, so you should 
program “C” (triple ring).
{SET}{MENU}
Telephone 
numberRing patternUse
012 1234 Standard 
ringPersonal
012 5678 Double ring Business
012 9876 Triple ring Fax
Ring patternSettings in 
feature #32
Standard ring (one long 
ring) “A”
1st ring 2nd ring
Double ring (two short rings) “B”
1st ring 2nd ring
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							5. Distinctive Ring
64
5.4 Programming the ring 
pattern assigned for fax
LKeep the front cover page open for button 
locations.
1Set feature #31* or feature #31# to “ON” 
(page 63).
2Press {MENU}.
3Press {#}, then {3}{2}.
4Press {1} to {5} to select the ring pattern 
assigned for fax.
{1} “A”: Standard ring (one long ring)
{2} “B”: Double ring (two short rings)
{3} “C”: Triple ring (short-long-short-rings)
{4} “D”: Other triple ring (short-short-long 
rings)
{5} “B-D” (default): The fax will respond to 
calls with any of ring tone patterns “B”, “C” 
and “D”
5Press {SET}.
6Press {MENU}. Triple ring (short-long-short 
rings) “C”
1st ring 2nd ring
Other triple ring (short-
short-long rings) “D”
1st ring 2nd ring
Ring patternSettings in 
feature #32
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							6. Copy
65
6 Copy Copying
6.1 Making a copy
1Adjust the width of the document guides (1) 
to fit the actual size of the document.
2Insert the document (up to 10 pages) FACE 
DOWN until a single beep is heard and the 
unit grasps the document.
LIf the document guides are not adjusted 
to fit the document, re-adjust them.
3If necessary, press {A} or {B} repeatedly to 
select the desired resolution.
4Press {COPY}.
LIf necessary, enter the number of copies 
(up to 30).
5Press {START}, or wait for 15 seconds.
LThe unit will start copying.
Note:
LAny document which can be sent as a fax can 
also be copied (page 55).
To select the resolution
Select the desired resolution according to the 
type of document.
–“FINE”: For printed or typewritten 
documents with small print.
–“SUPER FINE”: For documents with very 
small print.
–“PHOTO”: For documents containing 
photographs, shaded drawings, etc.
LIf you select “STANDARD”, copying will be 
done using “FINE” mode.
Quick scan feature
This feature is helpful when you want to copy the 
document, then remove it for other uses. To use 
this feature, activate feature #34 (page 81) 
beforehand. The default setting is OFF.
LThe document will be fed into the unit and 
scanned into memory. The unit will then print 
the data.
If the document exceeds the memory 
capacity, copying of the exceeded document 
will be canceled and this feature will be 
turned OFF automatically.
However this feature will not turn OFF 
automatically when:
– you enter the number of copies, and 
memory becomes full during copying.
– memory becomes full during enlarge, 
reduce or collate copy.
To stop copying
Press {STOP}.
6.1.1 More copying features
To enlarge a document
1.Insert the document, then press {COPY}.
2.Press {>}.
3.Press {A} repeatedly to select “150%” or 
“200%”, then press {START}.
LThe unit will enlarge the center of the 
upper part of the document. To make an 
enlarged copy of the bottom of the 
document, turn the document around, 
and then make a copy.
Example: 150% enlarged copy
To reduce a document
1.Insert the document, then press {COPY}.
2.Press {>}.
3.Press {B} repeatedly to select “92%”, “86%” 
or “72%”, then press {START}.
{>}{A}{B} {STOP}
{COPY}
{START}
1
Original document Enlarged copy
AB
CDAB
CD
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							6. Copy
66
Letter = 216 mm × 279 mm (81/2 × 11)
Legal = 216 mm × 356 mm (81/2 × 14)
A4 = 210 mm × 297 mm (81/4 × 1111/16)
Note:
LIf the appropriate reduction rate is not 
selected, the document may be divided and 
the top of the second page will be deleted.
LIf the image at the bottom of the document is 
not copied when you copy a document that is 
the same length as the recording paper, try 
92% or 86%.
To collate multiple copies
The unit can collate multiple copies in the same 
order as the original document pages.
1.Insert the document, then press {COPY}.
2.Enter the number of copies (up to 30).
3.Press {>} 2 times to display “COLLATE 
OFF”.
4.Press {A} or {B} repeatedly to display 
“COLLATE ON”.
5.Press {START}.
Example: Making 2 copies of a 4-page 
original documentNote:
LThe unit will store the documents into 
memory while collating the copies. If memory 
becomes full while storing, the unit will only 
print out the stored pages.
LAfter copying, the collating feature will turn 
OFF automatically.
LIf the unit has run out of recording paper, the 
unit will scan the document but will not print, 
and the data will not be stored in the memory. 
Insert more paper, press {START} then try 
copying again.
SettingRecording 
paper sizeOriginal 
document 
size
“100%” 
(default)Letter Letter
Legal Letter, A4, 
Legal
A4 A4, Letter
“92%”Letter A4
“86%”Letter A4
“72%”Letter Legal
A4 Legal
Collated pages Uncollated pages
4
3
2
1
4
3
2
1
1
1
2
2
3
3
4
4
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							7. Answering Machine
67
7 Answering Mach in e Greetin g
7.1 Recording your 
greeting message
You can record your own greeting message for 
TAM/FAX mode or TAM ONLY mode, for a 
maximum of 16 seconds (default) or 60 seconds 
in length for each line or a common greeting 
message for both lines. We recommend you 
record a message of less than 12 seconds to 
make it easier to receive faxes. If a greeting 
message is not recorded, pre-recorded greeting 
messages will be played when a call is received 
(page 68).
Sample message for TAM/FAX mode:“This is 
(your name). We are unable to answer right now. 
To send a fax, please start transmission. To 
leave a voice message please speak after the 
beep. Thank you.”
Sample message for TAM ONLY mode:“This 
is (your name). We are unable to answer right 
now. To leave a voice message, please speak 
after the beep. Thank you.”
1To record a common greeting message 
for both lines, press {LINE SELECT} 
repeatedly until “LINE 1 and LINE 2” is 
announced.
L“LINE1&LINE2” will be displayed.
To record a greeting message for either 
line individually, press {LINE SELECT} 
repeatedly until “LINE 1” or “LINE 2” is 
announced.
L“LINE1” or “LINE2” will be displayed.
2Press {GREETING/REC}.
3Within 10 seconds, press 
{GREETING/REC} again.
LA long beep will sound.
4Speak clearly about 20 cm (8 inches) away 
from {MIC}.
LThe display will show the remaining 
recording time.
5To stop recording, press {GREETING/REC}.
LYou can also stop recording by pressing 
{STOP}.
Note:
LIf 6 beeps sound and the unit announces 
“Your greeting was not recorded. Record your 
greeting again.”, start again.
LYou can change the maximum greeting 
message recording time to 60 seconds 
(feature #54 on page 82).
– If you change the setting to 60 seconds, 
we recommend that you tell the caller in 
your telephone answering machine 
greeting message to press *9 before 
starting fax transmission (TAM/FAX mode 
only).
– If you change the setting from 60 seconds 
to 16 seconds, your current greeting 
message will be deleted. The pre-
recorded greeting message will be played 
when a call is received.
LIf you change the AUTO ANSWER setting 
from TAM/FAX mode to TAM ONLY mode or 
vice versa (feature #77* and feature #77# 
on page 83), re-record an appropriate 
greeting message for the selected mode.
LIf you change the maximum recording time to 
“GREETING ONLY” (feature #10* and 
feature #10# on page 79, or feature 0621 and 
feature 0622 on page 89), the unit will answer 
a call with your current greeting message, 
and then hang up. Re-record your greeting 
message.
Sample message when the recording time 
is set to “GREETING ONLY”: “This is (your 
name). We are unable to answer right now. 
Please try again later. Thank you.”
To check the greeting message
1.Select the line(s) by pressing {LINE 
SELECT}.
2.Press {GREETING/CHECK}.
LWhen both lines are selected and they 
have separate greeting messages, the 
greeting message for LINE 1 will be 
played first.
{MIC}
{STOP}
{ERASE} {GREETING/REC}
{GREETING/CHECK}
{LINE SELECT}
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							7. Answering Machine
68
7.1.1 Erasing your recorded 
greeting message
1Select the line by pressing {LINE SELECT}.
LBe sure to select “LINE1” or “LINE2”. If 
you do not select a line or select 
“LINE1&LINE2”, no matter which 
greeting message is being played, 
greeting messages for both LINE 1 and 
LINE 2 will be erased.
2Press {GREETING/CHECK}, and then 
press {ERASE} while your greeting 
message is played.
LThe unit will answer calls for the line with 
a pre-recorded greeting message.
7.1.2 Pre-recorded greeting 
message
If you do not record a greeting message, pre-
recorded messages will be played when a call is 
received, depending on the caller’s recording 
time (feature #10* and feature #10# on page 
79, or feature 0621 and 0622 on page 89) and 
the receiving mode in the AUTO ANSWER 
setting (feature #77* and feature #77# on page 
83).
To check the pre-recorded greeting message, 
select the line(s) by pressing {LINE SELECT}, 
then press {GREETING/CHECK}.
LA pre-recorded greeting message will be 
played as follows:
– When the recording time is set to “1 MIN”, 
“2 MIN” or “3 MIN”:
In TAM/FAX mode, “Hello! We are unable to 
answer right now. To send a fax, please start 
transmission. To leave a voice message, 
please speak after the beep. Thank you.”
In TAM ONLY mode, “Hello! We are unable 
to answer right now. To leave a voice 
message, please speak after the beep. 
Thank you.”
– When the recording time is set to “GREETING 
ONLY”:
“Hello! We are unable to answer right now. 
Please try again later. Thank you.”
Inc oming Mess ages
7.2 Listening to recorded 
messages using the base 
unit
When the unit has recorded new voice 
messages:
– The {MESSAGE} indicator will flash.
– The total number of recorded messages will 
be displayed.
7.2.1 To play back messages
Press {MESSAGE}.
LOnly new messages will be played.
LAdjust the speaker volume using {A} or {B}.
LAfter playing back all of the new messages, 
the {MESSAGE} indicator will stop flashing, 
then turn OFF. If you press {MESSAGE} at 
this time, all the recorded messages will be 
played.
Note:
LTo play back messages for the desired 
line(s), press {LINE SELECT} to select the 
desired line(s) before pressing {MESSAGE}.
Example:
              02
  MESSAGE
{}{A}{B}
{STOP}
{ERASE} {LINE SELECT}
{TRANSFER}
MESSAGE
{LINE1}{LINE2}
{MENU}
{SP-PHONE}
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