Panasonic Kx Tg4500 Operating Instructions Manual

							Voice Mail System
For assistance, please visit http://www.panasonic.com/phonehelp51
Voice Mail System
The Voice Mail System allows you to 
receive and deliver voice messages using 
mailboxes. The unit accommodates one 
general delivery mailbox and a maximum 
of eight personal mailboxes which are 
assigned to the registered cordless 
handsets. The mailbox numbers are the 
same as the cordless handset numbers.
The Voice Mail System works fully with the 
Automated Attendant System, which 
routes incoming calls to a specified 
mailbox and allows a caller to leave a 
message (page 66). If a caller does not 
specify a mailbox, the call is routed to the 
general delivery mailbox. With the 
Answering System (page 71), all calls are 
routed to the general delivery mailbox. You 
can set either the Automated Attendant 
System or the Answering System to any 
line.
If you change the display language (page 
24), all voice prompts are heard in the 
selected language.
Note:
LThe maximum number of personal 
mailboxes you can use is equal to the 
number of registered cordless handsets.
The base unit and cordless handset users 
can use the Voice Mail System by 
accessing their mailboxes. Each cordless 
handset user can only access his/her own 
mailbox. The general delivery mailbox is 
managed by the base unit user (operator). 
The cordless handset users can access 
this mailbox. The following functions are 
possible:
Llistening to messages (pages 52 and 
55);
Ltransferring a message to other 
mailboxes (pages 54 and 64);
Ldelivering your own message to other 
mailboxes (page 57).You can also access the Voice Mail 
System’s features remotely from a touch 
tone phone (page 63).
Note:
LAll messages (greetings, incoming, etc.) 
and two way recordings, are stored in 
digital memory. The total recording 
time is approximately 100 minutes. 
The maximum recording time for each 
call is three minutes. A maximum of 255 
messages (including greeting 
messages) can be recorded.
LThe base unit user can monitor incoming 
calls that are being recorded in the 
general delivery mailbox (page 85).
LThe base unit user can check the 
remaining recording time and number of 
messages which can still be recorded 
(page 59).
Setting the mailbox password
 
To prevent unauthorized people accessing 
mailboxes and listening to messages 
remotely from a touch tone phone, assign 
a 4-digit password (0000-9999) to each 
mailbox. The default password for the 
general delivery mailbox is “0000”. The 
preset password for each mailbox is a 
4-digit number using the mailbox number 
(Example: “1111” for Mailbox 1, “2222” for 
Mailbox 2). Each password must be 
unique.
The general mailbox password must be 
set using the base unit. Personal mailbox 
passwords must be set using cordless 
handsets. 
Setting the general mailbox password 
using the base unit
1Press {MENU}.
2Scroll to “Initial setting” by 
pressing {}, then press 
{ENTER}.
Base UnitHandset 
						

							Voice Mail System
52For assistance, please visit http://www.panasonic.com/phonehelp
3Scroll to “Mailbox ” by pressing  {< } or 
{ > }, then press  {ENTER }.
4Scroll to “ Set password ” by pressing 
{ < } or  {> }, then press  {ENTER }.
L The current password is displayed.
L
If the password has already been set 
correctly, press  {
ENTER} to leave the 
password unchanged and proceed to 
the completion screen.
5Enter a 4-digit password.
L If you enter an incorrect digit, press 
{CLEAR }, and enter the digit again.
To delete the entire password, press 
and hold 
{CLEAR } for three seconds.
6Press  {ENTER }.
L Confirmation tone is heard. 
Note:
LTo check the password, repeat step 1 to 
step 4 to display the password. When 
finished, press  {EXIT }.
Setting a personal mailbox password 
and direct handset access using a 
cordless handset
Direct handset access mode can be set to 
OFF on any cordless handset. When set to 
OFF, no one can access personal mailbox 
messages or features without entering the 
password. Your cord less handset comes 
from the factory set to ON.
1Press .
2Scroll to “ Initial setting ” by 
pressing  {V} or {^} , then press  .
3 Scroll to “ Mailbox” by pressing  {V} or 
{^} , then press  .
4Scroll to “ Set password ” by pressing 
{V}  or {^} , then press  .
LThe current password is displayed.
L
If the password has already been set 
correctly, press   to leave the 
password unchanged and proceed to 
step 7.
5Enter a 4-digit password.
L If you enter an incorrect digit, press 
{Clear }, and enter the digit again.
To delete the entire password, press 
and hold  {Clear } for three seconds.
6Press  to sa ve the new 
password.
7Press  {V} or {^}  to select whether to 
turn the direct handset access ON or 
OFF.
8Press   to save th e direct handset 
access setting.
L Confirmation tone is heard. 
Note:
LTo check the password, repeat step 1 to 
step 4 to display the password. When 
finished, press  {OFF }.
Listening to messages from the 
base unit
If the  F indicator flashes, a new message 
has been received in the general delivery 
mailbox. 
The base unit user (operator) is 
responsible for handling the following 
aspects of the general delivery mailbox:
L Checking the mailbox for messages and 
transferring them to the appropriate 
mailboxes.
L Erasing unnecessary messages.
Note:
L When there is no storage space left for 
new messages, the base displays 
“Message full ”.
L When there is available recording space 
for less than ten messages, the base 
displays “ Message space: 9msg ”.
L When available recording time is less 
than ten minutes, the base displays 
“Message space: 9min ”.
During playback the  F indicator lights.
Menu
Select
Select
Select
Next
Next
Save
Base Unit 
						

							Voice Mail System
For assistance, please visit http://www.panasonic.com/phonehelp53
Listening to only new messages
1While in standby mode and the F 
indicator is flashing, press F.
L“This is the general delivery mailbox.” is 
announced.
LIf there is one new message, “You  ha v e  
one new message.” is announced.
LIf there is more than one new message, 
“You have  new messages.” 
is announced.
LIf you have more than 100 new 
messages, “You have more than 100 
new messages.” is announced.
LIf you have no new messages, “You 
have no new messages.” is announced.
2New messages are played.
LThe first message is played back, and 
the message number is displayed. The 
name and number are displayed if you 
have subscribed to Caller ID services 
(page 47).
LFor each message “Message recorded 
on  at .” is announced, 
followed by confirmation tone.
LAfter each message playback, the next 
message plays.
LPress {f} or {g} to repeat the current 
message or move on to the next 
message, as required. Before the 
current message is repeated, “Repeat” 
is announced. Before the next message 
is played, “Next” is announced.
LAfter the last message is played, “This 
is the last message.” is announced.
3Press {EXIT} to return to standby 
mode.
Listening to all messages
1While the base unit is in standby mode 
and the F indicator is flashing, press 
F.
L“This is the general delivery mailbox.” is 
announced.
LIf there is one new message, “You  ha v e  
one new message.” is announced.
LIf there is more than one new message, 
“You have  new messages.” 
is announced.
LIf you have more than 100 new 
messages, “You have more than 100 
new messages.” is announced.
LIf you have no new messages, “You 
have no new messages.” is announced.
2Scroll to “Play all messages” by 
pressing {}, then press 
{ENTER}.
LIf you have messages, “Yo u h av e  
 messages.” is announced.
LAll messages are played.
LIf there are no messages, “There are no 
messages.” is announced.
LThe first message is played back, and 
the message number is displayed. The 
name and number are displayed if you 
have subscribed to Caller ID services 
(
page 47).
LFor each message, “Message recorded 
on  at .” is announced, 
followed by confirmation tone.
LPress {f} or {g} to repeat the current 
message or move on to the next 
message, as required. Before the 
current message is repeated, “Repeat” 
is announced. Before the next message 
is played, “Next” is announced.
LAfter the last message is played, “This 
is the last message.” is announced.
3Press {EXIT} to return to standby 
mode. 
						

							Voice Mail System
54For assistance, please visit http://www.panasonic.com/phonehelp
Calling back a caller who left a message
This feature allows you to call back the 
caller who left a recorded message.
Note:
LThis option is only available if you have 
subscribed to Caller ID services 
(page 47).
1While a message is being played back, 
press {SP-PHONE}, lift the handset or 
press a line key.
LThe unit stops playback and the caller is 
automatically called back.
2Continue the call as normal.
Transferring a message
While listening to a message, you can 
transfer it to other mailboxes.
1During playback, enter the destination 
mailbox number(s) using the 
{INTERCOM} keys {1} to {8}.
L“Enter the destination mailbox number.” 
is announced.
LPress {INTERCOM ALL} to select all 
mailboxes.
LPress {CLEAR} to erase the displayed 
mailbox number.
2Press {ENTER}.
L“Message transferred via mailbox 
 and mailbox 
...” is announced.
LIf there is a message after the 
transferred message it will be played.
LAfter the last message is played, “This 
is the last message.” is announced.
LIf you enter your own mailbox number, 
“This is your mailbox.” is announced.
LIf an invalid mailbox number is entered, 
“Incorrect entry.” is announced.
Erasing a message
We recommend that you erase 
unnecessary messages after each 
playback.
1While a message is being played back, 
press 
{CLEAR}.
L“Message erased.” is announced.
LConfirmation tone is heard.
Listening to personal mailbox 
messages from the base unit
If the cordless handset battery has no 
power or the cordless handset cannot be 
used for some reason, you (or the 
operator) can access your mailbox from 
the base unit.
Note:
LThe base unit cannot access an 
unregistered cordless handset’s 
mailbox.
1From the base unit, press F.
2Select the cordless handset’s mailbox 
that you wish to access, by pressing 
{INTERCOM} {1} to {8}.
3Enter the corresponding cordless 
handset’s mailbox password, if 
requested (page 51).
4Press {ENTER}.
L“Mailbox .” is 
announced.
LIf an invalid mailbox number is entered, 
“Incorrect entry.” is announced, and 
“
Invalid mailbox” is displayed.
LIf the mailbox chosen is in use, “Sorry, 
this mailbox is in use.” is announced 
and displayed.
LYou can listen to all messages 
(page 52), and create and send 
messages (page 57).
LTo end the operation, press 
{EXIT}. 
						

							Voice Mail System
For assistance, please visit http://www.panasonic.com/phonehelp55
Listening to messages with the 
cordless handset
You can access your cordless handset 
mailbox and listen to messages, transfer 
messages to other mailboxes and erase 
unnecessary messages. You can also 
access the general delivery mailbox from 
your cordless handset.
If the F indicator and the antenna flash, 
new messages have been received in your 
mailbox. During playback the message 
indicator lights.
Listening to new messages
1While in standby mode, press  .
LIf direct handset access is disabled 
(off), the Set Password screen is 
displayed. Enter the password as 
described under “Setting the mailbox 
password” on page 51.
L“Mailbox .” is announced.
LIf there is one new message, “You  ha v e  
one new message.” is announced.
LIf there is more than one new message, 
“You have  new messages.” 
is announced.
LIf you have more than 100 new 
messages, “You have more than 100 
new messages.” is announced.
LIf you have no new messages, “You 
have no new messages.” is announced.
2New messages are played.
LThe first message is played back, and 
the message number is displayed. The 
name and number are displayed, if you 
have subscribed to Caller ID services 
(page 47).
LFor each message “Message recorded 
on  at .” is announced, 
followed by confirmation tone.
LPress {f} or {g} to repeat the current 
message or move on to the next 
message, as required. Before the 
current message is repeated, “Repeat” 
is announced. Before the next message 
is played, “Next” is announced.LAfter the last message is played, “This 
is the last message.” is announced.
3Press {OFF} to return to standby mode.
Listening to all messages
1While in standby mode, press  .
LIf direct handset access is disabled 
(off), the Set Password screen is 
displayed. Enter the password as 
described in “Setting the mailbox 
password” on page 51.
L“Mailbox .” is announced.
LIf there is one new message, “You  ha v e  
one new message.” is announced.
LIf there is more than one new message, 
“You have  new messages.” 
is announced.
LIf you have more than 100 new 
messages, “You have more than 100 
new messages.” is announced.
LIf you have no new messages, “You 
have no new messages.” is announced.
2Scroll to “Play all msg.” by pressing 
{V} or {^}, then press  .
LIf you have messages, “Yo u h av e  
 messages.” is announced.
LAll messages are played.
LThe first message is played back, and 
the message number is displayed. The 
name and number are displayed, if you 
have subscribed to Caller ID services 
(page 47).
LFor each message “Message recorded 
on  at .” is announced, 
followed by confirmation tone.
LPress {f} or {g} to repeat the current 
message or move on to the next 
message, as required. Before the 
current message is repeated, “Repeat” 
is announced. Before the next message 
is played, “Next” is announced.
LAfter the last message is played, “This 
is the last message.” is announced.
3Press {OFF} to return to standby mode.
Handset
M.box
M.box
Select 
						

							Voice Mail System
56For assistance, please visit http://www.panasonic.com/phonehelp
Calling back a caller who left a message
This feature allows you to call back a caller 
who left a message.
Note:
LThis option is only available if you have 
subscribed to Caller ID services 
(
page 47).
1While a message is being played back, 
press {s}, {C} or press a line key.
LPlayback stops and caller is 
automatically called back.
2Continue the call as normal.
Transferring a message
While listening to a message, you can 
transfer it to other mailboxes.
1During playback, press {INTERCOM}.
L“Enter the destination mailbox number.” 
is announced.
2Scroll to the required cordless 
handset(s) or the base by pressing {V} 
or {^}. Press {OK} to select the 
highlighted recipient. Continue until all 
recipients are selected.
LAlternatively, key-in the desired 
cordless handset number using the 
keypad keys ({0} to {8}). For the 
general delivery mailbox, press {0}.
LPress {*} to select all available 
cordless handsets/base.
LQ is displayed against selected 
cordless handset(s)/base.
LThe current cordless handset is not 
displayed.
LPress {CLEAR} to erase the displayed 
mailbox number.
3Press .
L“Message transferred via mailbox 
 and mailbox 
...” is announced.
LIf there is a message after the 
transferred message, it will be played.
LAfter the last message is played, “This 
is the last message.” is announced.
Erasing a message
We recommend that you erase 
unnecessary messages after each 
playback.
While the message you want to erase is 
being played or before the start of the next 
message, press  .
L“Message erased.” is heard, followed by 
confirmation tone. The next message is 
played.
LAfter the last message is played, “This is 
the last message.” is announced.
Listening to messages in the general 
delivery mailbox
You can access the general delivery 
mailbox from your cordless handset.
1While in standby mode, press  .
2Scroll to “General mailbox” by 
pressing {V} or {^}, then press  .
LThe current settings are displayed, and 
“This is the general delivery mailbox.” is 
announced.
LYou can listen to all messages (old and 
new) as described on page 52.
LTo exit the general mailbox, scroll to 
“
Return mailbox” followed by 
.
LIf the general delivery mailbox is in use 
when access is attempted, “Sorry, this 
mailbox is in use.” is announced.
Select
Erase
M.box
Select
Select 
						

							Voice Mail System
For assistance, please visit http://www.panasonic.com/phonehelp57
Creating and sending messages
 
The base unit user or cordless handset 
user can send an identical message of up 
to three minutes, to several mailboxes in 
a single operation.
Using the base unit
1While in standby mode, press F.
L“This is the general delivery mailbox.” is 
announced.
LIf there is one new message, “You  ha v e  
one new message.” is announced.
LIf there is more than one new message, 
“You have  new messages.” 
is announced.
LIf you have more than 100 new 
messages, “You have more than 100 
new messages.” is announced.
LIf you have no new messages, “You 
have no new messages.” is announced.
2Scroll to “Deliver message” by 
pressing {}, then press 
{ENTER}.
L“Enter the destination mailbox number.” 
is announced.
3Key-in the desired mailbox number 
using the corresponding keypad keys 
({0} to {8}), or {INTERCOM} {1} to {8}.
LPress {INTERCOM ALL} to select all 
mailboxes, press it again to de-select all 
mailboxes.
LPress {CLEAR} to erase the displayed 
mailbox number.
4Press {ENTER}.
L“Message record” is displayed.
5Press {g}.
L“Please leave a message at the tone. 
To end recording, press 1.” is 
announced.
6After the tone, talk clearly, about 8 
inches (20 cm) away from the 
microphone. To end, press {1}.
LTo change the message, press {1} and 
record the message again.
LAfter recording “The message is” is 
announced followed by the recorded 
message.
7Press {2} to accept the recording.
LThe message is automatically delivered 
to the specified mailbox.
L“Message transferred via mailbox 
 and mailbox 
...” is announced.
LIf an invalid mailbox is entered in step 3, 
“Incorrect entry.” is announced. Key-in 
the correct mailbox number at the 
prompt.
Note:
LIf the elapsed recording time exceeds 
three minutes, recording will stop.
Using the cordless handset
1While in standby mode, press  .
LIf the direct handset access mode is 
OFF (page 52), enter the mailbox 
password, then press  .
LIf you have new messages, listen to all 
of them.
L“Mailbox .” is 
announced.
LIf there is one new message, “You  ha v e  
one new message.” is announced.
LIf there is more than one new message, 
“You have  new messages.” 
is announced.
LIf you have more than 100 new 
messages, “You have more than 100 
new messages.” is announced.
LIf you have no new messages, “You 
have no new messages.” is announced.
2Scroll to “Deliver msg.” by pressing 
{V} or {^}, then press  .
L“Enter the destination mailbox number.” 
is announced.
LUnregistered cordless handsets are not 
displayed.
Base UnitHandset
M.box
Next
Select 
						

							Voice Mail System
58For assistance, please visit http://www.panasonic.com/phonehelp
3Scroll to the required mailbox number 
by pressing {V} or {^}. Press {MENU} 
to select the highlighted recipient. 
Continue until all recipients are 
selected.
LAlternatively, key-in the desired mailbox 
number using the keypad keys ({0} to 
{8}). For the general delivery mailbox, 
press {0}.
LPress {*} to select all available 
cordless handsets and the base.
L3 is displayed against the selected 
cordless handset(s)/base.
LPress {CLEAR} to erase the current 
selection.
4Press .
L“Message record” is displayed.
5Press .
L“Please leave a message at the tone. 
To end record, press End.” is 
announced.
6After the tone, talk clearly. To end, 
press .
LAfter recording “The message is” is 
announced followed by the recorded 
message.
LTo change the message, press 
 and record the message 
again.
7Press   to accept the recording.
LThe message is automatically delivered 
to the specified mailbox.
L“Message transferred via mailbox 
 and mailbox 
...” is announced.
Note:
LIf the elapsed recording time exceeds 
three minutes, recording will stop.
Transferring a call to a personal 
mailbox
After the base unit user (operator) answers 
an incoming call, the call can be 
transferred to the general mailbox where 
the caller can leave a message.
LIf the line’s Answer ON status is idle or 
the Mailbox is on, transferred calls are 
sent to the General Delivery Mailbox. 
LIf the line’s Answer ON status is Auto 
Attendant ON, calls are directed to the 
Auto Attendant, where the caller hears 
the pre-recorded or user-defined 
message.
To transfer a call to voice mail from the 
base unit
When answering a call, you may tell the 
caller that the person they wish to speak to 
is unavailable, then press F, and hang 
up.
LThe caller will then hear the line’s 
greeting message. While the greeting is 
playing, the caller can press the 
extension number ({1} to {8}) followed 
by {#}.
– If the cordless handset answer mode 
of the extension is on (page 62), the 
caller will hear the personal greeting 
message at the end of the second 
ring, then he/she can leave a 
message at the tone.
– If the cordless handset answer mode 
is off (page 62), the caller will hear 
“Sorry, no one is available to answer 
the call. To leave a message, press 1. 
To call another extension, press 2. To 
call the operator, press 0.” at the end 
of the fifth ring.
Note:
LIf the line setting is set to AUTO 
ATTENDANT ON, the caller is directed 
to the auto attendant.
Select
Star t
End
Change
OK
Base UnitHandset 
						

							Voice Mail System
For assistance, please visit http://www.panasonic.com/phonehelp59
To transfer a caller to voice mail from a 
cordless handset
1During a call, press {INTERCOM}/
{HOLD}/{TRANSFER}.
2Press {V} or {^} to scroll to “Mailbox” 
or press {9}.
3Press .
LThe call is transferred to the general 
mailbox.
Note:
LIf the line setting is set to AUTO 
ATTENDANT ON, the caller is directed 
to the auto attendant.
Checking the remaining 
recording time and number of 
messages
If the remaining recording time is less than 
ten minutes or the number of messages 
which can still be recorded is less than ten, 
the base unit will display the time or 
number while in standby mode.
1While in standby mode, press {MENU}.
2Scroll to “Initial setting” by 
pressing {}, then press 
{ENTER}.
3Scroll to “Mailbox” by pressing {}, then press {ENTER}.
4Scroll to “Remaining space” by 
pressing {}, then press 
{ENTER}.
LThe current settings are displayed. The 
display returns to the previous screen 
after two seconds.
Erasing all messages stored in a 
mailbox
The base unit user can erase all incoming 
messages in any mailbox. Inform the 
mailbox owner(s) before erasing, and 
check that there are no new messages in 
the mailbox(es).
1While in standby mode, press {MENU}.
2Scroll to “Initial setting” by 
pressing {}, then press 
{ENTER}.
3Scroll to “Initialize base” by 
pressing {}, then press 
{ENTER}.
4Scroll to “Messages” by pressing {}, then press {ENTER}.
5Select the mailbox(es) to delete using 
the corresponding keypad keys {0} to 
{8}. You can also use the 
{INTERCOM} keys. Select all 
mailboxes by pressing the {INTERCOM 
ALL} key.
Note:
LPressing a key toggles the current 
setting. For example, press {1} once to 
select mailbox 1, then press it again to 
de-select.
LPressing a key for an invalid mailbox will 
result in an error tone.
6When all valid mailbox numbers have 
been entered, press {g}.
7Select whether to delete just messages, 
or messages and greetings by pressing 
{}.
8Press {CLEAR} to complete the 
operation.
LConfirmation tone is heard. 
Example:
Select
Base Unit
Remaining space
Messages : 100 Time     : 
						

							Voice Mail System
60For assistance, please visit http://www.panasonic.com/phonehelp
User greetings 
You can create up to five user greetings for 
the base unit. 
Note:
LThe maximum length of a stored user 
greeting is two minutes.
Creating a greeting
1Press the {ANSWER ON} key.
2Scroll to “Setup” by pressing {}, then press {ENTER}.
3Scroll to “User greetings” by 
pressing {}, then press 
{ENTER}.
4Scroll to the required greeting message 
by pressing {}, then press 
{ENTER}.
LThe selected greeting is played, if 
stored. 
5If a greeting has not been stored, press 
{g} to start recording. 
6Press {1} to finish recording.
LThe newly recorded greeting message 
is played back.
7Press {1} to change the greeting or {2} 
to accept the greeting.
LConfirmation tone is heard if you accept 
the greeting.
Playing a greeting
1Press the {ANSWER ON} key.
2Scroll to “Setup” by pressing {}, then press {ENTER}.
3Scroll to “User greetings” by 
pressing {}, then press 
{ENTER}.
4Scroll to the required greeting message 
by pressing {}, then press 
{ENTER}.
LThe selected greeting is played.
Erasing a greeting
1Press the {ANSWER ON} key.
2Scroll to “Setup” by pressing {}, then press {ENTER}.
3Scroll to “User greetings” by 
pressing {}, then press 
{ENTER}.
4Scroll to the required greeting message 
by pressing {}, then press 
{ENTER}.
LThe selected greeting is played. 
5While the current greeting is being 
announced, press {CLEAR}.
Personal greetings 
You can create a greeting for each 
cordless handset. 
You can play, record and erase a cordless 
handset’s personal greeting from the base 
unit.
Note:
LIf you receive an incoming call while 
recording a greeting, recording stops. 
The base unit/cordless handset returns 
to standby mode, and you can answer 
the call in the usual way (page 32).
Playing a handset’s personal greeting 
from the base unit
1While in standby mode, press F.
2Enter the required handset number 
using the {INTERCOM} keys {1} to {8}.
3Key-in the handset’s password.
4Scroll to “Personal greeting” by 
pressing {}, then press 
{ENTER}.
L“Personal greeting is” is announced, 
followed by the personal greeting, if 
stored. If a personal greeting has not 
Base Unit
Base Unit
Handset