Panasonic Kx Fpg391 Operating Instructions Manual

							4. Fax
59
Note:
LThe maximum incoming message recording 
time can be changed (feature #10 on page 
75, or page 84).
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 79).
LIf the unit announces “Memory full” and “ALL 
MAILBOX FULL” is displayed on the base 
unit, erase unnecessary messages (page 68, 
page 70).
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.
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 in TAM/FAX 
mode
You can select from “2”, “3” (default), “4”, “5”, 
“6”, “7” or “TOLL SAVER”. This setting can be 
changed by feature #06 on page 75, or page 84.
–“TOLL SAVER”: 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 71), 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
1Make sure feature #77 is set to “FAX ONLY” 
(page 80) beforehand.
2Press {AUTO ANSWER} repeatedly to 
display the following.
FAXONLYMODE
3 RINGS
LThe display will show the ring setting in 
FAX ONLY mode. If you wish to change it, 
press {A} or {B} repeatedly to display 
the desired setting, and press {SET}.
LThe {AUTO A NSWER} indicator turns 
ON.
How faxes are received
When receiving calls, the unit will automatically 
answer all calls and only receive fax documents.
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							4. Fax
60
4.7 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, faxes originating from numbers that 
match a programmable junk fax prohibitor list will 
not be accepted by the fax machine (page 60).
LKeep the front cover page open for button 
locations.
Important:
LThis feature does not work when:
–the unit is set to the TEL mode, or
–manual reception is performed.
4.7.1 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.
4.8 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 to 
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
61
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 {A} or {B} repeatedly to select “ON”.
4Press {SET}.
5Press {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.
–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 62). In the example, the ring pattern 
assigned for fax is a triple ring, so you should 
program “C” (triple ring).
{SET}{MENU} {A}{B}
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
62
5.4 Programming the ring 
pattern assigned for fax
LKeep the front cover page open for button 
locations.
1Set feature #31 to “ON” (page 61).
2Press {MENU}.
3Press {#}, then {3}{2}.
4Press {A} or {B} repeatedly to select the 
ring pattern assigned for fax.
“A”: Standard ring (one long ring)
“B”: Double ring (two short rings)
“C”: Triple ring (short-long-short-rings)
“D”: Other triple ring (short-short-long rings)
“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
63
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 54).
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 77) 
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.
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}{START}
{COPY}
1
Original document Enlarged copy
SettingRecording 
paper sizeOriginal 
document 
size
“100%” 
(default)Letter Letter
Legal Letter, A4, 
Legal
A4 A4, Letter
“92%”Letter A4
AB
CDAB
CD
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							6. Copy
64
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 document
Note:
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.
“86%”Letter A4
“72%”Letter Legal
A4 Legal
Collated pages Uncollated pages
SettingRecording 
paper sizeOriginal 
document 
size
4
3
2
1
4
3
2
1
1
1
2
2
3
3
4
4
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							7. Answering Machine
65
7 Answering Mach in e Voice Mailbox
7.1 Mailbox features
This unit provides 3 mailboxes (mailbox 1, 2, 3) 
for recording voice messages. Callers using a 
touch tone phone can leave a message in a 
specific mailbox by entering a mailbox number. 
Callers who use rotary phones or do not specify 
a mailbox can leave messages in mailbox 1. 
Also, passwords can be assigned to mailboxes 2 
and 3. This is useful if you share the unit with 
other people, because only the person who 
knows the mailbox password can listen to 
messages in a mailbox.
7.1.1 To use a mailbox
1Record your TAM/FAX greeting message 
(page 66).
2Program a password for mailbox 2 or 3, if 
necessary.
–For mailbox 2 password, see feature #51 
of the base unit programming (page 78).
–For mailbox 3 password, see feature #52 
of the base unit programming (page 78).
LYou can also program a password using 
the handset (page 85).
3Set the unit to TAM/FAX mode (page 58).
7.1.2 When a caller calls
1Call your unit from a remote touch tone 
telephone.
LThe TAM/FAX greeting message will be 
played.
2To record a message in mailbox 1, press 
{#}{1}.
To record a message in mailbox 2, press 
{#}{2}.
To record a message in mailbox 3, press 
{#}{3}.
LIf the caller does not enter a mailbox 
number, the message will be recorded in 
mailbox 1.
3After your unit announces “Please leave your 
message.”, leave a message.
Note:
LThe total recording time of all messages 
(greeting, incoming and memo) is about 15 
minutes (about 7 minutes if “ENHANCED” is 
selected for the recording quality. See feature 
#53 on page 78 for details). If messages are 
recorded in noisy rooms, the time may be 
shortened by up to 3 minutes.LA maximum of 64 messages (including the 
greeting message and memo messages) can 
be recorded.
LIf the person that the caller wants to talk to is 
unavailable, you can transfer the call to that 
person’s mailbox (page 68).
Caller’s recording time
You can select the caller’s recording time 
(feature #10 on page 75, or page 84). The 
default setting is 3 minutes.
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							7. Answering Machine
66
Greetin g
7.2 Recording your 
greeting message
You can record your own greeting message for 
TAM/FAX mode, for a maximum of 16 seconds 
(default) or 60 seconds in length. 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, one of two 
pre-recorded greetings will be played when a call 
is received (page 66).
Sample message:“This is (your name). We are 
unable to answer right now. To send a fax, start 
transmission. To leave a message for John, 
press 
{#} and {1}, for Jane press {#} and {2}, 
for Jack press 
{#} and {3}. Or just stay on the 
line and leave a message after the beep. Thank 
you.”
1Press {GREETING/REC}.
LThe unit announces “To record greeting, 
press record again.”.
2Within 10 seconds, press 
{GREETING/REC} again.
LA long beep will sound.
3Speak clearly about 20 cm (8 inches) away 
from {MIC}.
LThe display will show the remaining 
recording time.
4To 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 TAM/FAX 
greeting message recording time to 60 
seconds (feature #54 on page 79).
–If you change the setting to 60 seconds, 
we recommend that you tell the caller in 
your TAM/FAX greeting message to press 
*9 before starting fax transmission.
–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.
To check the greeting message
Press {GREETING/CHECK}.
LThe unit will play the greeting message.
7.2.1 Erasing your recorded 
greeting message
Press {GREETING/CHECK}, and then press 
{ERASE} while your greeting message is 
played.
LThe unit will answer a call with a pre-recorded 
greeting message.
7.2.2 Pre-recorded greeting 
message
If you do not record a greeting message, one of 
two pre-recorded messages will be played when 
a call is received, depending on the caller’s 
recording time (feature #10 on page 75, or page 
84).
To check the pre-recorded greeting, press 
{GREETING/CHECK}.
LA pre-recorded greeting will be played as 
follows:
–When the recording time is set to “1 MIN”, “2 
MIN” or “3 MIN”:
“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.”
–When the recording time is set to “GREETING 
ONLY”:
“Hello! We are unable to answer right now. 
Please try again later. Thank you.”
{STOP}
{MIC}{ERASE}
{GREETING/REC} {GREETING/CHECK}
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							7. Answering Machine
67
Inco ming  Mes sag es
7.3 Listening to recorded 
messages using the base 
unit
When the unit has recorded new voice 
messages:
–The {AUTO ANSWER} indicator will flash 
when AUTO ANSWER is turned ON.
–The mailbox icons which contain new 
messages will flash on the base unit display.
If only old messages exist in a mailbox:
–The {AU TO A N SW E R} indicator will be lit but 
will not flash when AUTO ANSWER is turned 
ON.
–The mailbox icons will be lit but will not flash.
Example: 10 messages exist in total;
Mailbox 1 has new messages;
Mailbox 2 has old messages;
Mailbox 3 has no messages.
7.3.1 To play back messages
Press the {MAILBOX} button whose icon is 
flashing on the display ({MAILBOX 1}, 
{MAILBOX 2} or {MAILBOX 3}).
LThe unit will announce “Mailbox (no.)” and 
the number of new messages in the mailbox, 
and will play back the new messages.
LIf old messages exist with new messages in 
the mailbox, only new messages will be 
played back.
LWhen the mailbox has no new messages, 
the unit will announce “Mailbox (no.), no new 
messages. All message playback”, and will 
play back all messages in the mailbox.
LIf you press another {MAILBOX} button 
during play back, new messages in the 
selected mailbox will be played back.
When mailbox 2 or 3 has the password
1Press {MAILBOX 2} or {MAILBOX 3}.
LThe unit will announce “Enter mailbox 
password” and “PASSWORD=” will be 
displayed.
2Enter the mailbox password (feature #51 on 
page 78, feature #52 on page 78, or page 
85).
LThe unit will announce “Mailbox (no.)” 
and the number of new messages in the 
mailbox, and will play back the new 
messages. If there are no new 
messages, all messages in the mailbox 
will be played back.
During playback
LThe display shows the message number of 
the mailbox.
Example: While the first message of the 
mailbox is being played back.
LAdjust the speaker volume using {A} or {B}.
12MAILBOX MESSAGE(S)10
AUTO ANSWER
{STOP} {ERASE} {TRANSFER}
{MAILBOX}
{SP-PHONE} {}{A}{B}
{HOLD/INTERCOM}
REPEAT, SKIP 01
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							7. Answering Machine
68
LAt the end of the last message of the mailbox, 
the unit announces “End of final message”. 
The unit will announce the remaining 
recording time if it is less than 3 minutes.
LIf a call is received, the unit will ring and 
playback will stop. To answer the call, press 
{SP-PHONE}. For playback, start again from 
the beginning after hanging up.
LIf the unit announces “Memory full” after 
playback, erase unnecessary messages 
(page 68).
To repeat a message
Press {