Panasonic Kx Fpg391 Operating Instructions Manual

							7. Answering Machine
69
7.4 Listening to recorded 
messages using the 
handset (Remote 
operation)
When the unit has recorded new voice 
messages:
–“{PLAY}” will flash on the handset display.
If only old messages exist in a mailbox:
–“{PLAY}” will be lit but will not flash.
7.4.1 To play back messages
1Press the soft key ({PLAY}).
LA beep will sound and the unit will 
announce “Please select mailbox.”. To 
switch to the receiver, press {TA L K}. To 
switch back to the speaker, press {SP-
PHONE}.
LThe mailboxes that have new messages 
will flash.
Example: Mailbox 1 has new 
messages.
2Press the soft key ({BOX1}, {BOX2} or 
{BOX3}).
LIf “Enter mailbox password” is announced 
and displayed, mailbox 2 or 3 has a 
password. Enter it (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.LAfter playback, the voice menu will start 
(page 69).
3Press {OFF} to end the operation.
Note:
LIf you do not select a mailbox in step 2, 
messages in mailbox 1 will be played.
During playback
LAdjust the speaker or receiver volume using 
{v} or {e}.
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 
{TA L K} or {SP-PHONE}. For playback, start 
again from the beginning after hanging up.
LIf the unit announces “Memory full” after 
playback, erase unnecessary messages 
(page 70).
Voice menu
If you do not press any keys at the end of the last 
message, the unit will announce “End of final 
message”, and the voice menu will begin.
The unit will announce “Press 4 to play back new 
messages. Press 5 to play back all messages.”
LYou can press buttons for other playback 
options even if the voice menu has started.
To switch to another mailbox
Press {#} and the mailbox number ({1}, {2} or 
{3}) during playback.
To repeat a message
Press the soft key ({REPEAT}) or {1} while 
listening to the message.
LIf pressed within 5 seconds of the beginning 
of the message, the previous message will be 
played.
To skip a message
Press the soft key ({SKIP}) or {2} to play the 
next message.
To playback new messages
Press {4}.
LOnly new messages are played back.
To playback all messages
Press {5}.
LAll messages are played back.
{TALK} {BOX1}{REPEAT} {PLAY}{BOX2}
{SKIP}
{SP-PHONE}{OFF} {e}{v} {BOX3}
{CALL}
Example:
Remote operation
BOX1 BOX2BOX3
FPG391_en.book  Page 69  Friday, July 16, 2004  5:38 PM 
						

							7. Answering Machine
70
To stop playback temporarily
Press {9}.
LTo resume operation, enter a remote 
command within 15 seconds, or the voice 
menu will start (page 69).
To turn OFF the AUTO ANSWER mode
Press {0}.
LThe receiving mode will be set to TEL mode.
To turn ON the AUTO ANSWER mode
Press {8}.
LWhen AUTO ANSWER is turned ON, the 
receiving mode will be set to FAX ONLY or 
TAM/FAX mode, depending on the setting of 
feature #77 (page 80).
For Caller ID service users (page 43)
During playback, the display shows the name 
and/or number of the caller whose message is 
being played.
To call the displayed number:
1.Press the soft key ({CALL}).
LThe unit stops playback.
LIf you need to edit the phone number to 
call back, see page 45.
2.Press the soft key ({CALL}), {TA L K}, or 
{SP-PHONE}.
LThe unit dials the phone number.
7.4.2 Erasing recorded 
messages
To erase a specific message
Press {*}{4} while listening to the message you 
want to erase.
LA short beep will sound and the next 
message will be played.
To erase all messages
Press {*}{5} while listening to a message.
LA long beep will sound and the unit will 
announce “Mailbox (no.), no messages.”.
Memo Message
7.5 Leaving a message for 
others or yourself
You can record a voice memo to leave a private 
message for yourself or someone else.
LKeep the front cover page open for button 
locations.
1Press {MEMO}.
LThe unit will announce “Please select 
mailbox.”.
2Within 5 seconds, press a {MAILBOX} 
button ({MAILBOX 1}, {MAILBOX 2} or 
{MAILBOX 3}).
LA long beep will sound.
3Speak clearly about 20 cm (8 inches) away 
from {MIC}.
4To stop recording, press {MEMO}.
LYou can also stop recording by pressing 
{STOP}.
Note:
LIf you record for over 3 minutes, the unit will 
stop recording.
LIf 6 beeps sound and the unit announces 
“Your message was not recorded. Record 
your message again.”, start again.
LIf 6 beeps sound and the unit announces 
“Memory full”, the unit will exit recording 
mode. Erase unnecessary messages (page 
68, 70) and try again.
FPG391_en.book  Page 70  Friday, July 16, 2004  5:38 PM 
						

							7. Answering Machine
71
Remote Operation
7.6 Operating from a remote location
You can call your unit from a remote location and access the answering machine.
Important:
LProgram the remote operation ID beforehand (feature #11 on page 75, or page 85).
LSet the unit to TAM/FAX mode before going out (page 58).
LUse a touch tone telephone for remote operations.
Helpful hints:
LWhen you press a key, press firmly.
LPlease make a copy of the following table, and carry it with you when you go out.
7.6.1 Summary of remote 
operation
1Call your unit.
2During or after the TAM/FAX greeting 
message;
For mailbox 1
Press the remote operation ID.
For mailbox 2 or 3 (when you program the 
password)
Enter the password.
3When there are new recorded messages
LThe unit will announce “Mailbox (no.)” 
and the number of new messages in the 
mailbox, and will play back the new 
messages.
When there are no new messages
Voice guide:
“Mailbox (no.), no new messages.”
When voice memory is full
Voice guide:
“Memory full”Erase any unnecessary messages.
4After 3 seconds, the voice menu will start 
(page 72). Follow the menu or enter a remote 
command (page 72).
5To end remote operation, hang up.
OR
To listen to messages in another mailbox, 
press {#}{1} (mailbox 1), {#}{2} (mailbox 
2) or {#}{3} (mailbox 3).
LIf the unit announces “Enter mailbox 
password.”, mailbox 2 or 3 has a 
password (feature #51 on page 78, 
feature #52 on page 78, or page 85). 
Enter the password.
Note:
LThe unit will announce the remaining 
recording time after playback, if it is less than 
3 minutes.
LThe messages are saved.
Answering machine remote operation
1.Call your unit.
2.During or after the greeting message,
–to access mailbox 1, enter the remote 
operation ID.
–If mailbox 2 or 3 has a password, enter the 
password of the mailbox you want to 
access.
3.Enter a remote command within 10 seconds.
LTo record a message, call your unit, press 
{#} and the mailbox number (1, 2 or 3), then 
leave a message.{4}New message playback
{5}All message playback
{7}Records greeting message
{9}Stops the operation temporarily
{*}{4}Erases a specific message
{*}{5}Erases all messages
{0}Turns OFF the answering machine
Key Remote command{#}{1}Selecting mailbox 1
{1}Repeats a message{#}{2}Selecting mailbox 2
{2}Skips a message{#}{3}Selecting mailbox 3
FPG391_en.book  Page 71  Friday, July 16, 2004  5:38 PM 
						

							7. Answering Machine
72
7.6.2 Remote operations 
following voice menu
During remote operation, the unit will provide 
voice prompts in the following order.
{1}: All recorded messages in the mailbox will be 
played back.
{2}: Voice prompt 2 is announced.
{1}: Only new messages in the mailbox will be 
played back.
{2}: Voice prompt 3 is announced.
{1}: The unit will announce “Please leave your 
message.” and a long beep will sound, then you 
can leave your own voice message in the 
mailbox. When you finish recording, hang up.
{2}: Voice prompt 4 is announced.
{1}: All recorded messages in the mailbox will be 
erased and the unit will announce “Mailbox (no.), 
no messages.”.
{2}: Voice prompt 5 is announced.
{1}: The unit will announce “Press 7 to record 
your greeting. Press 9 to end recording”.
Press {7}. After the long beep, talk for up to 16 
seconds. Press {9} to end. Your new greeting 
message will be played back for confirmation.
{2}: Voice prompt 1 is announced.
Note:
LIf you do not press any keys within 10 
seconds after a voice prompt, “Thank you for 
your call” will be heard and the call will be 
disconnected.
7.6.3 Remote operation using 
remote commands
{1} Repeat (During playback)
LThe current message is repeated.
LIf pressed within 5 seconds of playback, the 
previous message will be played.{2} Skip (During playback)
LThe current message is skipped. The next 
message is played.
{4} New message playback
LOnly new messages are played back.
{5} All message playback
LAll messages are played back.
{7} Record greeting message
LAfter the long beep, talk for up to 16 seconds. 
Press {9} to end. The new greeting message 
will be played back.
{9} Stop
LOperation is stopped temporarily.
LTo resume operation, enter a remote 
command within 15 seconds, or the voice 
menu will start (page 72).
{*}{4} To erase a specific message (During 
playback)
LThe current message is erased.
LA short beep will sound and the next 
message will be played.
{*}{5} To erase all messages
LAll recorded messages in the mailbox are 
erased.
LA long beep will sound and the unit will 
announce “Mailbox (no.), no messages.”.
{0} To turn OFF the answering machine
LThe unit hangs up and will not answer calls 
until turned ON again (page 58, 72).
{#}{1} To select mailbox 1
LMailbox 1 is selected and the unit announces 
the number of new messages in the mailbox.
{#}{2} To select mailbox 2
LIf mailbox 2 has a password (feature #51 on 
page 78, or page 85), enter it. Mailbox 2 is 
selected and the unit announces the number 
of new messages in the mailbox.
{#}{3} To select mailbox 3
LIf mailbox 3 has a password (feature #52 on 
page 78, or page 85), enter it. Mailbox 3 is 
selected and the unit announces the number 
of new messages in the mailbox.
To turn ON the AUTO ANSWER mode
Call your unit and let it ring 15 rings.
LThe unit will answer your call with the 
greeting message, and AUTO ANSWER 
mode will be turned ON.
LWhen AUTO ANSWER is turned ON, the 
receiving mode will be set to FAX ONLY or 
TAM/FAX mode, depending on the setting of 
feature #77 (page 80). 1“Press 1 to play back all messages.
Press 2 for other functions.”
2“Press 1 to play back new messages.
Press 2 for other functions.”
3“Press 1 to record your message.
Press 2 for other functions.”
4“Press 1 to erase all messages.
Press 2 for other functions.”
5“Press 1 to record your greeting.
Press 2 for other functions.”
FPG391_en.book  Page 72  Friday, July 16, 2004  5:38 PM 
						

							7. Answering Machine
73
7.6.4 Interrupting remote 
operation
If you mistakenly answer the call while a user is 
accessing a mailbox from a remote location:
1Press {HOLD/INTERCOM} on the handset 
or {TRANSFER} on the base unit.
2Press {9}.
LThe user can then access a mailbox by 
entering the remote code or the mailbox 
password.
FPG391_en.book  Page 73  Friday, July 16, 2004  5:38 PM 
						

							8. Programmable Features
74
8 Progra mma ble  Features Features (Base Unit)
8.1 Base unit 
programming
8.1.1 Programming basic 
features
1Press {MENU}.
2Select the feature you wish to program.
Press {} repeatedly to display the 
desired feature.
LThe current setting of the feature will be 
displayed.
3Press {A} or {B} repeatedly to display the 
desired setting.
LThis step may be slightly different 
depending on the feature.
4Press {SET}.
LThe setting you selected is set, and the 
next feature will be displayed.
5To exit programming, press {MENU}.
8.1.2 Programming advanced 
features
1Press {MENU}.
2Press {} repeatedly to display 
“ADVANCE SETTINGS”.
3Press {SET}.
4Select the feature you wish to program.
Press {} repeatedly to display the 
desired feature.
LThe current setting of the feature will be 
displayed.
5Press {A} or {B} repeatedly to display the 
desired setting.
LThis step may be slightly different 
depending on the feature.
6Press {SET}.
LThe setting you selected is set, and the 
next feature will be displayed.
7To exit programming, press {MENU}.
Note:
LTo exit programming, press {MENU} at any 
time.
Programming by entering the program 
code number directly
You can select a feature by directly entering its 
program code (# and a 2-digit number) instead of 
using {}.
1.Press {MENU}.
2.Press {#} and the 2-digit code (page 75 to 
page 80).
3.Press {A} or {B} repeatedly to display the 
desired setting.
LThis step may be slightly different 
depending on the feature.
4.Press {SET}.
5.To exit programming, press {MENU}.
{SET}{MENU}
{}{A}{B}
FPG391_en.book  Page 74  Friday, July 16, 2004  5:38 PM 
						

							8. Programmable Features
75
8.2 Basic features
Code #00: Setting the Quick Setup
QUICK SETUP
PRESS SET
See page 23 for details.
Code #01: Setting the date and time
SET DATE & TIME
PRESS SET
See page 31 for details.
Code #02: Setting your logo
YOUR LOGO
PRESS SET
See page 32 for details.
Code #03: Setting your fax number
YOUR FAX NO.
PRESS SET
See page 34 for details.
Code #04: Printing a sending report
SENDING REPORT
MODE=ERROR [±]
To print a sending report for fax transmission 
results (page 54).
“ERROR” (default): A sending report will be 
printed only when fax transmission fails.
“ON”: A sending report will be printed after every 
transmission.
“OFF”: Sending reports will not be printed.
Code #06: Changing the ring setting in FAX 
ONLY mode
FAX RING COUNT
RINGS=3 [±]
To change the number of rings before the unit 
answers a call in FAX ONLY mode.
You can select “1”, “2”, “3” (default) or “4”.
Code #06: Changing the ring setting in 
TA M / FA X  m o d e
TAM RING COUNT
RINGS=3 [±]
To change the number of rings before the unit 
answers a call in TAM/FAX mode. You can select 
“2”, “3” (default), “4”, “5”, “6”, “7” or “TOLL 
SAVER”. See page 59 for details.Note:
LYou can also program this feature with the 
handset (page 84).
Code #10: Changing the maximum recording 
time for incoming messages
RECORDING TIME
MODE=3 MIN [±]
“1 MIN”, “2 MIN” or “3 MIN” (default): 1 
minute to 3 minutes.
“GREETING ONLY”: Only plays your greeting 
message.
Note:
LIf you select “GREETING ONLY”, the unit will 
answer a call with the greeting message, and 
then hang up. The unit will not record any 
incoming messages.
LYou can also program this feature with the 
handset (page 84).
Code #11: Setting the remote operation ID
REMOTE TAM ID
ID=11
1.Press {MENU}.
2.Press {#}, then {1}{1}.
3.Enter a 2-digit number (00–99).
LThe default ID is “11”.
4.Press {SET}.
5.Press {MENU}.
Note:
LYou can also program this feature with the 
handset (page 85).
Code #13: Setting the dialing mode
DIALING MODE
MODE=TONE [±]
If you cannot make calls, change this setting 
depending on your telephone line service.
“TONE” (default): For tone dial service.
“PULSE”: For rotary pulse dial service.
Note:
LYou can also program this feature with the 
handset (page 86).
Code #16: Setting the recording paper size
PAPER SIZE 
=LETTER [±]
“LETTER” (default): Letter or legal size paper.
“A4”: A4 size paper.
FPG391_en.book  Page 75  Friday, July 16, 2004  5:38 PM 
						

							8. Programmable Features
76
Code #17: Setting the ringer tone for outside 
calls
RINGER TONE
=TONE 1 [±]
To set the base unit ringer tone from one of 7 
patterns for outside calls. You can select “TONE 
1” (default), “TONE 2”, “TONE 3”, “MELODY 
1”, “MELODY 2”, “MELODY 3” or “MELODY 4”.
Note:
LYou can also program this feature with the 
handset (page 83).
LTo set the handset ringer tone, see page 83.
LIf you have downloaded ringer melodies 
using the openLCR service, they can also be 
selected. See page 109 for details.
8.3 Advanced features
Code #21: Activating the Talking Caller ID 
feature
TALK CALLER ID
MODE=ON [±]
“ON” (default): Caller names will be announced 
from the speakerphone.
“OFF”: Deactivates this feature.
Note:
LIf the ringer volume is OFF, caller names will 
not be announced.
Code #22: Setting the journal report to print 
automatically
AUTO JOURNAL
MODE=ON [±]
“ON” (default): The unit will print a journal report 
automatically after every 30 new fax 
transmissions and receptions (page 54).
“OFF”: The unit will not print a journal report, but 
will keep a record of the last 30 fax transmissions 
and receptions.
Code #23: Sending documents overseas
OVERSEAS MODE
MODE=ERROR [±]
If you cannot send a fax overseas even if the 
number is correct and the line is connected, 
activate this feature before sending the fax.
This feature improves the reliability by reducing 
the transmission speed.
“NEXT FAX”: This setting is effective only for the 
next attempted fax transmission. After 
transmission, the unit will return to the previous 
setting.
“ERROR” (default): When the previous fax 
transmission fails and you wish to re-send the 
document.
“OFF”: Deactivates this feature.
Note:
LThis feature is not available for broadcast 
transmission.
LCalling charges may be higher than usual.
Code #25: Sending a fax at a specific time
DELAYED SEND
MODE=OFF [±]
This feature allows you to take advantage of low-
cost calling hours offered by your telephone 
company. This feature can be set up to 24 hours 
in advance of the desired time.
FPG391_en.book  Page 76  Friday, July 16, 2004  5:38 PM 
						

							8. Programmable Features
77
To send a document:
1.Insert the document.
2.If necessary, press {A} or {B} repeatedly to 
select the desired resolution (page 53).
3.Press {MENU}.
4.Press {#} then {2}{5}.
5.Press {A} or {B} repeatedly to select “ON”.
6.Press {SET}.
7.Enter the fax number.
8.Press {SET}.
9.Enter the transmission start time.
LPress {*} repeatedly to select “AM” or 
“PM”.
10.Press {SET}.
11.Press {MENU}.
Note:
LTo cancel after programming, press {STOP} 
then {SET}.
Code #26: Setting the Caller ID list to print 
automatically
AUTO CALL. LIST
MODE=OFF [±]
“ON”: The Caller ID list will be printed 
automatically each time the base unit logs 30 
different callers (page 43).
“OFF” (default): The Caller ID list will not be 
printed, but the unit will keep a record of the 
information for the last 30 different callers.
Code #31: Activating the Distinctive Ring 
feature
DISTINCTIVE RING
MODE=OFF [±]
See page 61 for details.
Code #32: Setting the ring pattern for fax 
(Distinctive Ring feature)
FAX RING PATTERN
RING=B–D [±]
See page 62 for details.
Code #34: Setting the quick scan
QUICK SCAN
MODE=OFF [±]
This feature is helpful when you want to remove 
the document for other uses, because the unit 
will release the document before sending or 
copying.“ON”: The unit will scan the document and store 
it into memory first, then the unit will start 
sending or copying.
“OFF” (default): Deactivates this feature.
Note:
LIf the document exceeds the memory 
capacity, sending of the whole document or 
copying of the exceeded document will be 
canceled and this feature will be turned OFF 
automatically.
Code #36: Receiving oversized documents
RCV REDUCTION
MODE=92% [±]
If the size of the document sent by the other 
party is as large as or larger than the recording 
paper, the unit can reduce the document and 
print it. Select the desired reduction rate.
Code #39: Changing the base unit display 
contrast
LCD CONTRAST
MODE=NORMAL [±]
“NORMAL” (default): For normal contrast.
“DARKER”: Used when the display contrast is too 
light.
Note:
LTo change the handset display contrast, see 
page 86.
Code #41: Changing the fax activation code
FAX ACTIVATION
MODE=ON [±]
If you wish to use a handset (page 57) or an 
extension telephone (page 57) to receive faxes, 
SettingRecording 
paper sizeOriginal 
document 
size
“100%”Legal Letter, A4
A4 Letter
“92%” 
(default)Letter Letter
Legal Legal
A4 A4
“86%”Letter A4
“72%”Letter Legal
A4 Legal
FPG391_en.book  Page 77  Friday, July 16, 2004  5:38 PM 
						

							8. Programmable Features
78
activate this feature and program the activation 
code.
1.Press {MENU}.
2.Press {#}, then {4}{1}.
3.Press {A} or {B} repeatedly to select “ON”.
4.Press {SET}.
5.Enter your code from 2 to 4 digits, using 0–9, 
{*} and {#}.
LThe default code is “;#9”.
LDo not enter “0000”.
6.Press {SET}.
7.Press {MENU}.
Code #44: Setting the memory reception alert
RECEIVE ALERT
MODE=ON [±]
To alert you with a beeping sound when a 
received fax document is stored into memory 
due to some existing problem.
The slow beeps will continue until you clear the 
printing problem and make sure the unit is 
supplied with enough paper to print the stored 
document.
“ON” (default): You will hear a beeping sound.
“OFF”: Deactivates this feature.
Code #46: Setting friendly reception
FRIENDLY RCV
MODE=ON [±]
To receive a fax automatically when you answer 
a call and hear a fax calling tone (slow beep).
“ON” (default): You do not have to press 
{FA X / S TA R T} for fax reception.
“OFF”: You have to press {FAX/START} for fax 
reception.
Code #47: Setting the fax voice guidance
FAX GUIDANCE
MODE=ON [±]
If you wish to hear voice guidance for fax 
transmission/reception, activate this feature.
“ON” (default): You will hear voice guidance.
“OFF”: Deactivates this feature.
“ERROR”: To hear voice guidance only when fax 
transmission/reception fails.
Code #51: Setting the mailbox 2 password
BOX2 PASSWORD
ID=
To prevent other users from retrieving your 
messages, program a password for mailbox 2.
1.Press {MENU}.2.Press {#}, then {5}{1}.
LIf the password has already been 
assigned to the mailbox, it is displayed.
3.Enter a 2-digit number (00–99).
LIf you entered a wrong number, press 
{STOP} and enter the password again.
4.Press {SET}.
5.Press {MENU}.
To check the password
Repeat steps 1 and 2.
LThe password is displayed. When finished, 
press {MENU}.
To erase the password
Press {STOP} in step 3, and press {SET}.
LYou will be able to access the mailbox without 
entering the password.
Note:
LYou can also program this feature with the 
handset (page 85).
Code #52: Setting the mailbox 3 password
BOX3 PASSWORD
ID=
To prevent other users from retrieving your 
messages, program a password for mailbox 3.
1.Press {MENU}.
2.Press {#}, then {5}{2}.
LIf the password has already been 
assigned to the mailbox, it is displayed.
3.Enter a 2-digit number (00–99).
LIf you entered a wrong number, press 
{STOP} and enter the password again.
4.Press {SET}.
5.Press {MENU}.
To check the password
Repeat steps 1 and 2.
LThe password is displayed. When finished, 
press {MENU}.
To erase the password
Press {STOP} in step 3, and press {SET}.
LYou will be able to access the mailbox without 
entering the password.
Note:
LYou can also program this feature with the 
handset (page 85).
Code #53: Changing the recording sound 
quality for incoming messages
RECORDING MODE
=STANDARD [±]
FPG391_en.book  Page 78  Friday, July 16, 2004  5:38 PM