Panasonic Kx Tg4500 Operating Instructions Manual

							Voice Mail System
For assistance, please visit http://www.panasonic.com/phonehelp61
been stored, the pre-recorded greeting 
is played.
Creating a personal greeting from the 
base unit
1While in standby mode, press  F.
2Enter the required handset number 
using the  {INTERCOM } keys  {1 } to  {8 }.
L The required mailbox must be 
registered and not in use.
3Key-in the handset’s password, then 
press  {ENTER }.
4Scroll to “ Personal greeting ” by 
pressing  {< } or  {> }, then press 
{ ENTER }.
L “Personal greeting is ” is announced, 
followed by the personal greeting, if 
stored. If a personal greeting has not 
been stored, the pre-recorded greeting 
is played.
5Press  {1 } to change the greeting, 
followed by  {g} to start recording.
6Press  {1 } to finish recording.
L The newly recorded greeting message 
is played back.
7Press  {1 } followed by  {g} to change 
the greeting, or  {2 } to accept the 
greeting.
L Confirmation tone is heard if you accept 
the greeting.
Erasing a personal greeting from the 
base unit
Note:
LThis option is not available when the 
pre-greeting is set.
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  {< } or  {> }, then press 
{ ENTER }.
L “Personal greeting is ” is announced, 
followed by the personal greeting, if 
stored.
5While the current greeting is being 
announced, press  {CLEAR }.
L “Message erased ” is announced.
Playing a personal greeting from a 
cordless handset
1Press .
2Scroll to “Personal greet ” by 
pressing  {V} or {^} , then press  .
L“Personal greeting is ” is announced, 
followed by the personal greeting.
3Press   to accept the greeting.
L Confirmation tone is heard.
Creating a personal greeting from a 
cordless handset
1Press .
2Scroll to “ Personal greet ” by 
pressing  {V} or {^} , then press  .
L“Personal greeting is ” is announced, 
followed by the personal greeting.
3Press  to cha nge the current 
greeting.
4Press .
L “Record greeting at the tone. To end 
recording, press End. ” is announced.
5Record your personal greeting after the 
tone.
6Press   to finish recording.
L“Personal greeting is ” is announced, 
followed by the personal greeting.
7Press   to modify the greeting or   to accept the greeting.
LIf you press  , confirmation tone 
is heard.
M.box
Select
OK
M.box
Select
Change
Star t
End
Change
OK
OK 
						

							Voice Mail System
62For assistance, please visit http://www.panasonic.com/phonehelp
Erasing a personal greeting using a 
cordless handset
This feature enables you to erase a 
user-defined greeting.
Note:
LThis option is not available when a 
pre-greeting is set.
1Press .
2Scroll to “Personal greet” by 
pressing {V} or {^}, then press  .
L“Personal greeting is” is announced, 
followed by the personal greeting.
3While the current greeting is being 
announced, press {CLEAR}.
L“Message erased.” is announced.
Turning the cordless handset 
answer mode on or off
Handset answer mode can be turned ON 
or OFF either at the base unit, or using the 
handset.
When set to ON, incoming calls are 
handled by the answering system and 
callers may leave a message. Handsets 
ring as normal when answer mode is set to 
OFF.
Setting handset answer mode using 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, then 
press {ENTER}.
4Scroll to “Answer on/off” by pressing 
{}, then press {ENTER}.
5Select “On” or “Off” by pressing {}, then press {ENTER}.
LConfirmation tone is heard.
Setting handset answer mode using the 
cordless handset
1Press .
2Scroll to “Answer on/off” by pressing 
{V} or {^}, then press  .
3Select “On” or “Off” by pressing {V} or 
{^}, then press  .
LConfirmation tone is heard.M.box
Select
Base UnitHandset
M.box
Select
Save 
						

							Remote access
For assistance, please visit http://www.panasonic.com/phonehelp63
Remote access
You can access the Voice Mail System from any touch-tone phone if the Automated 
Attendant System or the Answering System is on for any of the lines. You can listen to 
recorded messages in your mailbox and the general delivery mailbox, transfer messages 
and send messages to other mailboxes.
When you access your mailbox, you are required to enter the mailbox password 
(page 51).
Note:
LThe Automated Attendant System and Answering System cannot be turned on from a 
remote location.
Accessing the voice mail system remotely
Call the line’s phone number to which the Automated 
Attendant System or the Answering System is assigned.
.
Enter your mailbox password during or after the greeting 
message.
After the number of new messages is announced, the new 
messages are played. After each message playback, the 
Message Menu is announced.
“To repeat this message, press 1. To play the next message, 
press 2. To erase this message, press 3. To transfer this 
message, press 7.”
If required, enter a command.
After playing back all new messages, the Command Menu is announced:
To end remote operation, press {*} and hang up.
Base unit mailbox only:
“To play all messages, press 1. To 
deliver a message, press 2. To end 
this call, press *.”
If required, enter a command.Handset mailbox(es) only:
“To play all messages, press 1. To 
deliver a message, press 2. To change 
the personal greeting, press 3. To 
change to the general delivery mailbox, 
press 4. To end this call, press *.”
If required, enter a command. 
						

							Remote access
64For assistance, please visit http://www.panasonic.com/phonehelp
Accessing the general mailbox 
remotely
1While the user greeting is being played 
to an outside line, enter the general 
mailbox’s registered password.
L“This is the general delivery mailbox. 
Press 1 for English. 
Presione 2 pare el 
Espanol
.” is announced.
2Press {1} for English prompts, or press 
{2} for Spanish prompts.
LIf you do not enter a digit within four 
seconds, the prompts default to 
English.
Note:
LIf you attempt to access the general 
mailbox while it is in use by another user, 
“Sorry, this mailbox is in use.” is 
announced, and the call is terminated.
Accessing your personal mailbox 
remotely
1While the user greeting is being played 
to an outside line, enter your personal 
mailbox’s registered password.
L“Mailbox . Press 1 for 
English. 
Presione 2 pare el Espanol.” 
is announced.
2Press {1} for English prompts, or press 
{2} for Spanish prompts.
LIf you do not enter a digit within four 
seconds, the prompts default to 
English.
Note:
LIf you attempt to access your personal 
mailbox while it is in use by another user, 
“Sorry, this mailbox is in use.” is 
announced, and the call is terminated.
While listening to new messages
During playback, or before the start of the 
next new message:
LTo repeat the message, press {1}.
LTo play the next message, press {2}.
LTo erase the message, press {3}.
LTo transfer the message, press {7}.
Transferring a message
While listening to a message, you can 
transfer it to other mailboxes.
1During playback, or before the start of 
the next message, press {7}.
L“Enter the destination mailbox number.” 
is announced.
2Enter the destination mailbox(es) using 
the corresponding dialing keys ({0}, {1} 
to {8}). For the general delivery 
mailbox, press {0}.
LIf an invalid mailbox number is entered, 
“Incorrect entry.” is announced.
3Press {#} to accept.
LThe message is transferred to the 
selected mailbox(es).
Delivering your own message
You can send an identical message, of up 
to three minutes in length, to several 
mailboxes.
1While the Command Menu is being 
announced (page 63), press {2}.
L“Enter the destination mailbox number.” 
is announced.
2Enter the destination mailbox 
number(s) using the corresponding 
dialing keys ({0}, {1} to {8}). For the 
general delivery mailbox, press {0}.
LIf an invalid mailbox number is entered, 
“Incorrect entry.” is announced.
3Press {#} to accept.
L“Please leave a message at the tone. 
To end recording, press 1.” is 
announced. 
						

							Remote access
For assistance, please visit http://www.panasonic.com/phonehelp65
4Talk clearly after the tone. To end, 
press {1}.
L“The message is...” is announced, 
followed by the new message.
L“To change, press 1. To accept, press 
2.” is announced.
5To accept, press {2}.
LIf {1} is pressed, the recording 
process restarts.
LConfirmation tone is heard and the 
message is sent to the chosen 
mailbox(es).
6While the Command Menu is being 
announced, press {*} and hang up.
Changing the personal greeting 
message (for personal mailboxes only)
You can change the mailbox personal 
greeting message.
1While the Command Menu is being 
announced (page 63), press {3}.
LThe current personal greeting is played.
L“To change, press 1. To accept, press 2. 
To erase, press 3.” is announced.
2Press {1}.
L“Record greeting at the tone. To end 
recording, press 1.” is announced.
3Talk clearly after the tone. To end, 
press {1}.
4To accept, press {2}.
LConfirmation tone is heard.
5While the Command Menu is being 
announced, press {*} and hang up.
Switching to the general delivery 
mailbox from your personal mailbox
After entering your mailbox, you can 
switch to the general delivery mailbox to 
listen to messages.
1While the Command Menu is being 
announced (page 63), press {4}.
L“This is the general delivery mailbox.” is 
announced.
LAfter the number of new messages is 
announced, new messages are played.
2After listening to all new messages, the 
following is announced: “To play all 
messages, press 1. To deliver a 
message, press 2. To end this call, 
press *.”
Calling the Answering System to leave 
a message in the general delivery 
mailbox without entering the password
Press {*} twice during the greeting 
message. The unit skips the rest of the 
message, and you can leave your 
message after the tone. 
						

							Automated Attendant System
66For assistance, please visit http://www.panasonic.com/phonehelp
Automated Attendant System
How the Automated Attendant System works
The Automated Attendant System is a flexible communication tool that can enhance your 
productivity by improving your call management. The Automated Attendant answers 
incoming calls and then routes the callers to the base unit or the desired cordless handset.
The base unit plays the role of operator with the cordless handsets as the extensions. The 
extension numbers are the same as the cordless handset numbers (page 25). Callers can 
reach the desired mailbox using the Automated Attendant System to leave messages.
The Automated Attendant System can be assigned to any line (page 67).
If you change the display language (page 24), all voice prompts are heard in the selected 
language.
Calling the Automated Attendant
When a caller calls a line to which the Automated Attendant System is assigned, the caller 
will first hear a greeting message. You can record this message yourself or use the 
pre-recorded message (page 67).
If callers select neither extension nor operator, or call from rotary telephones, the greeting 
message will be repeated three times, and then they will be transferred to the general 
delivery mailbox where they can leave messages.
The Automated Attendant 
announces the greeting message 
up to three times.
Call is received.
Automated Attendant System
.(The line indicator 
light flashes on the 
base unit and the 
line status icon 
flashes on the 
handset display).
Caller presses the required 
extension number ({1} to 
{8}) and {#}.Caller presses {0} 
and {#} for the 
operator.
Call Transfer Status (page 
69): The extension (cordless 
handset) answers.Call Operator Status 
(page 70): The 
operator (base unit) 
answers.
No operation
“Welcome to the 
general delivery 
mailbox. Please leave 
a message at the tone.”
Records a message 
						

							Automated Attendant System
For assistance, please visit http://www.panasonic.com/phonehelp67
Setting the Automated 
Attendant System
The Automated Attendant System can be 
assigned to any line. You can record up to 
five greeting messages of up to two 
minutes each. The same messages can 
be used for the Answering System 
(page 71).
Note:
LTry to record brief messages to leave 
more time for recording new messages.
The following greeting message is 
pre-recorded:
“Hello, this is Automated Attendant 
System. Press 1 for English. Presione 2 
pare el Espanol. Please enter your party’s 
extension, followed by #. If you are using a 
rotary telephone, please stay on the line.”
Turning on the Automated Attendant 
System
1Press the line’s {ANSWER ON} key.
2Scroll to “Auto attendant” by 
pressing {}, then press 
{ENTER}.
LThe current greeting is played.
LThe line indicator icon is displayed.
Selecting the pre-recorded greeting 
message
1Press the line’s {ANSWER ON} key.
LThe current setting is displayed.
2Select “Setup” by pressing {}, then press {ENTER}.
3Select “Auto attendant” by pressing 
{}, then press {ENTER}.
4Select “Select greeting” then press 
{ENTER}.
5Select “Prerecord”, then press 
{ENTER}.
LThe pre-recorded message is played.
Recording a user greeting message
1Press the line’s {ANSWER ON} key.
LThe current setting is displayed.
2Select “Setup” by pressing {}, then press {ENTER}.
3Select “User greetings” by pressing 
{}, then press {ENTER}.
4Select a greeting, “Greeting 1” to 
“Greeting 5” by pressing {}, 
then press {ENTER}.
LThe current user greeting message is 
played, if stored.
LIf a greeting has not been stored, 
“
(none)” is displayed against the 
greeting.
5Press {1} to change the greeting, 
followed by {g} to start recording.
6After the tone, talk clearly, about 8 
inches (20 cm) away from the 
microphone (see page 18 for its 
location). To end, press 
{1}.
LIf the elapsed recording time exceeds 
two minutes, the unit will stop recording.
LThe recorded message will be played.
LTo change the message, press {1} and 
restart from step 5.
7Press {2} to accept the recorded 
message.
Selecting/changing the recorded 
message
1Press the line’s {ANSWER ON} key.
2Scroll to “Setup” by pressing {}, then press {ENTER}.
3Scroll to “User greetings” by 
pressing {}, then press 
{ENTER}.
4Select “Greeting 1” to “Greeting 5” 
by pressing {}, then press 
{ENTER}.
LThe current greeting is played.
Base Unit 
						

							Automated Attendant System
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5To accept the message, press {2}.
Or:
To change the message:
Press {1}. Press {g} to start recording. 
After the tone, talk into the microphone.
To end, press {1}. Press {2} to accept 
the message.
Erasing a user greeting message
1Press the line’s {ANSWER ON} key.
LThe current setting is displayed.
2Select “Setup” by pressing {}, then press {ENTER}.
3Select “User greetings” by pressing 
{}, then press {ENTER}.
4Select the user greeting you intend to 
erase, “Greeting 1” for instance, by 
pressing {}, then press 
{ENTER}. 
5While the user greeting is playing, press 
{CLEAR} to erase the greeting.
Turning off the automated attendant 
system
1Press the line’s {ANSWER ON} key.
LThe current setting is displayed.
2Select “Off” by pressing {}, 
then press {ENTER}
LThe Auto Attendant System turns off. 
						

							Automated Attendant System
For assistance, please visit http://www.panasonic.com/phonehelp69
Call transfer status
When a caller specifies an extension by pressing the extension number ({1} to {8}) 
followed by {#}, the call is connected to that extension, and the extension can take the 
call. If the extension user is engaged in another call or does not answer, a list of options 
(Incomplete Call Handling Menu) is announced to guide the caller. If the cordless handset 
answer mode is ON, the caller can leave a message in the mailbox.
If a caller presses an invalid extension number, “Sorry, this number is not assigned” is 
announced. The caller can call the operator or another extension, or leave a message in 
the general delivery mailbox following the Incomplete Call Handling Menu.
Handset Answer mode OFF Handset Answer mode ON
The Incomplete Call Handling Menu is 
announced up to three times:
“To leave a message, press 1. To call 
another extension, press 2. To call the 
operator, press 0.”
Caller specifies an extension.
* If the memory is full, three 
beeps sound and “Sorry, 
there is no space for 
recording.” is announced. 
The caller can call another 
extension or the operator 
following the Incomplete 
Call Handling Menu. Call taken 
within five 
ringsBusy
Records a message
Not answered 
within five 
rings
Records a messageThe personal greeting 
message is announced after 
the second ring.
“Sorry, 
this line 
is busy”
Ta l k
Incomplete Call Handling Status*
102
*
Calls another 
extensionCalls the operator 
(page 70).
“Please wait a moment.”
“Sorry, no-one 
is available to 
answer the 
call” 
						

							Automated Attendant System
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Call operator status
When a caller specifies the operator by pressing {0} and {#}, the call is connected to the 
operator. If the operator is on another call or does not answer, a list of options (Incomplete 
Call Handling Menu) is announced to guide the caller. The caller can leave a message in 
the general delivery mailbox or call an extension.
The operator will also be responsible for answering and handling calls that have been 
transferred.
* If the memory is full, the caller cannot leave a message, the caller can only call an 
extension.
The Incomplete Call Handling Menu is 
announced up to three times:
“To leave a message, press 1. To call 
another extension, press 2.” *
Caller specifies the operator
Call taken within 
five ringsBusy
Not answered 
within five rings
Records a message
“Calling the operator. Please wait a moment.”
“Sorry, this line is busy”
Incomplete Call Handling Status
Calls another extension
12
“Please leave a 
message at the tone.” Ta l k
If no action taken within 
five seconds of the third 
announcement, the unit 
will hang up the line and 
return to standby mode.
“Sorry, no-one 
is available to 
answer the 
call”