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Operating Instructions - Syd-Com

1. 3 1 1 User You can specify the Help file change the language of the PC Phone specify the extension number and select the font of screens and so on a Press Option on the Tool Bar The Option dialogue box appears click the User tab Ring Sound Group Paging E mail DDI Response User all Log Correspondence Schedular Message Recording He p C Program Files Panasonic PGPho Browse Language English Intercom Number fo Font Setting Font How Ar ial Font Change Back Ground Colour BE Colour Automatic Hold CON i OFF Cancel b Assign the following items depending on your needs Help for specifying the Help file Language to determine the desired language of the PC Phone Extension Number to determine the extension number of the PC Phone Font Setting to determine the applicable font for all the screens Automatic Hold to enable or disable to automatically put the call you are currently answering on hold when you make or receive another call Background Colour for specifying the background colour of the Call Status Screen 58 On line Help 3 1 Option Settings c Click OK 3 1 2 Call Log You can assign the maximum number of Call Log entries or specify the timing to save the Call Log entries to a log file as Call Log History See 1 2 9 Call Log and 1 2 10 Call Log History a Press Option on the Tool Bar The Option dialogue box ap
2. 2 5 7 Cancel Dialling You can cancel dialling the busy extension a Press Cancel in the dialogue box 48 On line Help 2 6 When the Called Extension Sets Do Not Disturb DND 2 6 When the Called Extension Sets Do Not Disturb DND The following sections in this chapter discuss the operations you can perform when the extension you called has set Do Not Disturb DND A dialogue box will appear when you called an extension that DND has set OND Operation EA Cancel 2 6 1 DND Override You can override the DND programmed on the called extension s telephone and cause the telephone to ring a Press DOVER in the dialogue If the overridden extension is busy another dialogue box will appear For more information how to operate refer to 2 5 When the Called Extension is Busy 2 6 2 Cancel Dialling You can cancel dialling the extension set DND a Press Cancel in the dialogue box On line Help 49 2 7 Using Other Useful Features 2 Using Other Useful Features 2 7 1 FWD DND Setting Forwarding or Refusing Calls 50 Setting the Forwarding FWD or Do Not Disturb DND You can specify how to handle incoming calls when you cannot answer them or do not want to be disturbed e If you set Forwarding FWD mode the calls will be forwarded to another extension or an outside telephone You can apply separate settings for incoming intercom and outside calls e If you set Do Not Disturb DND
3. Ge Viewing the Function key Screen Press Function Key on the Tool Bar FE Function Key Screen fel Ea Make Call Answer Release Transfer Hold Conference Auta Park Manual Park Park Retrieve Message Group Page Redial Pick Up Speed VIM TRANS Split FWE ONCE AWAY REC EFA Account DTMIF TONE DOOR TRANS 5P CONF 5F Z You can access initiate and utilise various system features from this screen For brief descriptions of each button refer to 2 8 Feature List Customising the Screen You can position and hide show the buttons according to your needs Also it is possible to change background colours of the buttons e To change the position of a button Drag a button to the desired position and drop e To hide unnecessary button from the screen Reduce the size of the screen so that the unnecessary buttons disappear from the view Resizing the screen will not change the size of buttons e To show the hidden buttons Expand the size of the screen e To change the background colours of the buttons Right click a button and select the desired colour from the list On line Help 31 1 2 Utilising the Operation Screen 1 2 13 Speed The Speed Dial Screen contains all speed dials and their corresponding Caller Names and dial numbers In addition to creating new records and searching the list you can also make calls from this screen See 2 1 2 Making an Outside Call to
4. Panasonic PC Phone Software Operating Instructions wodeino KX T DA0350 Please read this manual before using PC Phone Software Thank you for purchasing the Panasonic Model KX TDA0350 PC Phone Software Table of Contents 2 1 Screen Descriptions and Operation Instructions 5 1 1 Working with th SChOCINS assisia nannaa aaa aiia aaa 6 1 1 1 UN SUIS COI E E E E E E A E ee seeeesawoseaasee 6 1 1 2 operation Sree escini ee ee ee eee ee eee eee eee ee 7 1 1 3 Changing the Display Format ccccccccssceceescceeeeecececseeeeceueeceueeeseeeessasessaeees 9 1 2 Utilising the Operation Screen ccccccseeeseeseeeeesseeseeseeseenseeseenseeeeeneeseoneeneeneees 11 1 2 1 Make Call ESEE 11 12 2 Bilele g lacie e a E E cr rere Trt tet 12 1 2 3 FAS COL CNG eea E E E E E E A E 12 1 2 4 TAM Telephone Answering Machine ccccccccseeeeseeeeseeeeeseeeeseeeesseeeeneeees 13 1 2 5 WES S AG e E EE E E O E trounce 13 1 2 6 WOIGC MOMO cea E 16 1 2 7 TET MOMO esstsses bcescrsetiers veeartcrsacioa eae naannccnsomtnaesacaeancracaeamonmadacotannesesesanasanieccenieesesee 17 1 2 8 FF TNS TOON seeps ane gee eee A vee ceeeneees 18 1 2 9 UN SOO areas EEE oe Hepes seve sae E A E A ET 26 1 2 10 6721 Lele RISTO eee eee eee Ree ener E 29 1 2 11 OOM eaer concn es cuwesmoeasenebeeaevesetecesdecesse ane ucowsaeuetee saint sbaecunseet aneneceeraaees 30 1 2 12 PUNCUON KOY ois cecarecannadnndenctinnoaenteuci
5. Select the extension name from the list or type the extension number d Press the Enter key on the keyboard On line Help 41 2 3 Holding Calls 2 3 Holding Calls The following sections in this chapter discuss different way of holding calls When in Automatic Hold Mode the call you are currently answering will be put on hold if you make or answer an another call To enable this mode see 3 1 1 User 2 3 1 Hold Regular To put a call on hold press Hold in the Function Key Screen or press Hold again after selecting a held call during the conversation To view the Function Key Screen press Function Key on the Tool Bar It is also possible to hold a call by double clicking the Call Status Screen only when the Call Status is Talking Note The operation may vary depending on the settings of your PBX For more information refer to the documentation of your PBX 2 3 2 Exclusive Hold Preventing Other People from Retrieving the Call on Hold You can prevent other extension users from retrieving a call you put on hold To use this feature select the desired held call and press Hold again or just press Hold once in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar Note The operation may vary depending on the settings of your PBX For more information refer to the documentation of your PBX 2 3 3 Retrieving a Call on Hold You can retrieve the call you put on hold
6. a Double click the Call Status Screen or press Answer in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar 2 3 4 Call Park Holding in System Parking Area You can park a Call into a system parking area the parking area contains 100 parking locations A parked call may be retrieved by any extension user Automatic Area Allocation You can park a call without specifying a location in the parking area After you have parked a call the PC Phone informs you of the parking location number 42 On line Help 2 3 Holding Calls a During a conversation press Auto Park in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar A dialogue box appears to inform you of the parking location number Specific Area Allocation You can specify the parking location in which you want to park a call a During a conversation press Manual Park in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar Manual Park dialogue box appears Manual Park Please input specific park area number E 0 99 Cancel b Type the Parking Location Number 0 99 If another call has already been parked in the location you have specified your entry will be rejected thereby you must specify another location Park Retrieve Retrieving calls in the parking area a Press Function Key on the Tool Bar b Press Park Re
7. Call on the Tool Bar or by double clicking the Call Status Screen only when the Call Status is Arriving It is also possible to answer the call by pressing Answer in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar You can determine a priority of incoming outside calls This enables you to reorder incoming outside calls automatically depending on the priority For information setting the priority refer to 3 1 9 DDI Notice In the Automatic Hold mode the current conversation will automatically be put on hold when you answer the next incoming call by pressing Answer in the Function Key Screen For more information about Automatic Hold mode refer to 3 1 1 User 2 2 2 Answering a Specific Call Rather than answering by priority you can also specify which call to answer manually a Select the desired call so as to the corresponding Call Status Screen will be come up to the top b Do one of the following e Double click e Press Make Call on the Tool Bar or Answer in the Function Key Screen 2 2 3 Call Pickup Answering a Call Ringing at Another Telephone You can answer a Call ringing at another extension Direct Call Pickup Answering a call at a specific extension You can answer a call ringing at another extension when the owner of that extension is not available to answer the call a Press Function Key on the Tool Bar b Press Pickup in the Function Key Screen C
8. On line Help 53 2 8 Feature List 2 8 Feature List 54 This chapter briefly describes all the available features with the PC Phone Default Shortcut Make Call Making and receiving a call Reference 2 1 Making Calls Insert Making a call using a Speed Dial number only available when you are idle Reference 2 1 2 Making an Outside Call Radial Redialling only available when you are idle Reference 2 1 3 Redial Account Obtaining financial information on an outside call Reference 2 1 4 Making a Call with an Account Code Release Releasing a call Reference 2 1 5 Releasing Calls Answer Answering a call Reference 2 2 Answering Calls Pickup Answering a call ringing at another extension only available when you are idle If Automatic Hold is set also available during a conversation Reference 2 2 3 Call Pickup Answering a Call Ringing at Another Telephone Hold Holding a call j Reference 2 3 Holding Calls Auto Park Parking a call in any parking area Reference 2 3 4 Call Park Holding in System Parking Area Manual Park Parking a call in a specific parking area Reference 2 3 4 Call Park Holding in System Parking Area Park Retrieve Retrieving a call in parking area Reference 2 3 4 Call Park Holding in System Parking Area t Transfer Transferring a call Reference 2 4 Transferring Calls TRANS SP Transferring a call using a Speed Dial number Reference 2 4 2 Transferring
9. Screen a Press Phone Book on the Tool Bar b Select the desired entry from the list c Press Call on the Tool Bar Calling from the Call Log Screen or the Call Log History Screen a Press Call Log or Call Log History on the Tool Bar b Select the desired entry from the list c Press Call on the Tool Bar 2 1 2 Making an Outside Call There are 4 ways to make an outside call Calling with the Make Call button or shortcut key a Press Function Key on the Tool Bar b Press Make Call in the Function Key Screen or press a shortcut key assigned C Select the desired name from the list or type the phone number Note When typing manually be sure to add an outside line access number to the beginning of the phone number d Press the Enter key on the keyboard 38 On line Help 2 1 Making Calls Calling from the Phone Book Screen a Press Phone Book on the Tool Bar b Select the desired entry from the list c Press Call on the Tool Bar Calling from the Call Log Screen or Call Log History Screen a Press Call Log or Call Log History on the Tool Bar b Select the desired entry from the list c Press Call on the Tool Bar Calling with the Speed Dial There are 2 ways to call with the Speed Dial In the Speed Dial Screen a Press Speed Dial on the Tool Bar b Select the desired entry from the list c Press the Enter key on the keyboard or double click the entry selected In the Function Key Screen a
10. a Text Memo as your personal reminder when you get a callback from the extension and outside caller you have informed of a message waiting with the Text Memo When the call arrives from the extension you left a message waiting notification the Text Memo pops up on your screen to remind you of the message e Press Save to save the memo onto HDD The file names will have the following format textXXX txt XXX is a 3 digit number 000 999 to indicate the order of saving files By default the log file will be saved in the PC Phone folder in the Panasonic folder under the Program Files Note You can view the contents of memos in the Call Log Screen and Call Log History Screen See 1 2 9 Call Log Press Cancel to clear 1 2 8 Phone Book Each record stored in the Phone Book provides details about individual person e g name telephone number address etc You can make calls and send e mails from this screen Viewing the Phone Book Screen Press Phone Book on the Tool Bar 18 On line Help 1 2 Utilising the Operation Screen A PhoneBook sii Ana amp Property Add Mew Delete Call E mail Ga m Outside Extension Both lst All Search Search in Name Phone Number Department E mail e hei 205 ene Dacin Conte a Fi George Willson 118 Panasonic Factory Auto willine panasonic m W Gwendlyne do Kok 374855677370 Direct TEC Translation ewent juno Gplara c Jan Wolters 32404
11. as follows 11 h 20 min 30 s Disconnection time determines the sort order of the log entries Phone Number j Caller ID or outside line number if Caller ID is not available for incoming calls e Dialled outside telephone or extension number for outgoing calls Caller Name e Caller Name if registered in the Phone Book for outside calls e Extension Names for intercom calls Duration e Duration which a line is active from the time a call is received to that the line is disconnected e Extension Names for intercom calls Ringing time Time stops counting at the time of answering the call Call Condition The following will be displayed for logs of calls no information will be displayed when the call is answered and released by an operator e Transfer when the call is transferred to another person Park when the call is placed in system parking area No Answer when the caller hangs up unanswered Call Detail Destination extension or outside telephone number when transferred depending on Parking Location number when placed in system parking area Call Condition The contents of a Text Memo or the file name of a Voice Memo e ifthe both Memos are left to one call the column displays the contents of the Text Memo In this case you can find there also is a Voice Memo by confirming the Memo Open on the Tool Bar turns active when you specify the corresponding Call Log entry If more than one Text Memo or Voice Memo is le
12. click Searching for Names Type the name to search in Search in Name field The list reflects the search results each time you type a single character Adding New Speed Dial Numbers a Press Add Speed Dial in the screen The Add Speed Dial dialogue box appears The new Speed Dial number automatically receives the smallest vacant dial number Add speed Dial Screen Speed Dial No poo Caller Name Dial Nu mber coca b Type the Caller Name and Dial Number in the appropriate fields You can also specify the desired Speed Dial number If the number specified is already used assign another number or overwrite the existing record If you overwrite the existing record you will also change the data in your PBX Note Be sure to add an outside line access number to the beginning of the phone number c Click OK On line Help 33 1 2 Utilising the Operation Screen 1 2 14 Help Shows the Help file specified in 3 1 1 User in Option Settings 1 Press Help on the Tool Bar 1 2 15 Exit Exits from the PC Phone gt f 1 Press Exit on the Tool Bar 34 On line Help 1 3 Key Setting 1 3 Key Setting 1 3 1 Shortcut Keys You can assign a shortcut to any function key you see in the Function Key Screen Note The Space key on the keyboard is not available for this assignment a Click Short Cut Key in the shortcut menu To view the shortcut menu right click the Operation Screen The Short Cut K
13. for internal use with TDA Except above you may not reproduce this manual in any form in whole or part without the prior written consent of KME 2000 Kyushu Matsushita Electric Co Ltd All rights Reserved Kyushu Matsushita Electric Co Ltd 1 62 4 chome Minoshima Hakata ku Fukuoka 812 8531 Japan Printed in Japan PSQX2239ZA KW0601EB0 Version 1
14. no limit to the length of your Voice Memo Press Pause if you like to pause during the recording press the button again to restart c Press Stop to end the memo d You will have 3 options of handling the memo e Press E mail to send the memo via E mail For instructions refer to 1 2 5 Message e Press Save to save the memo onto HDD The file names will have the following format voiceXxXX wav XXX is a 3 digit number 000 999 to indicate the order of saving files By default the files will be saved in the PC Phone folder in the Panasonic folder under the Program Files Note You can open the file from the Call Log Screen or the Call Log History Screen See 1 2 9 Call Log Press Cancel to clear To rerecord the memo repeat steps 1 3 1 2 7 Text Memo You can take Text Memos as well as Voice Memos during a conversation The memos you have taken can be sent by e mail or used as your personal reminders when you get callbacks from extensions you have informed of messages waiting Taking the Text Memo a Press Text Memo on the Tool Bar The Text Memo dialogue box appears On line Help 17 1 2 Utilising the Operation Screen Text blemo E Mail Message Save Cancel b Type the message c You will have 4 options of handling the memo e Press E mail to send the text memo via e mail For instructions refer to 1 2 5 Message e Press Message to use Message Waiting with Memo You can use
15. number automatically when making an outside call from the Call Log Screen or Call Log History Screen On line Help 59 3 1 Option Settings c Click OK 3 1 3 Correspondence Specifies the greeting message for the Telephone Answering Machine TAM A maximum of 11 greeting messages can be specified SelectionO Selection1 0 You can set a specific massage to the persons registered in the Phone Book respectively See Adding New Entries to Your Phone Book in 1 2 8 Phone Book Specifying a greeting message a Press Option on the Tool Bar The Option dialogue box appears click the Correspondence tab Ringe Sound Group Paging E Mail DDI Responce User Call Log Correspondence schedular Message Recording celectionil 10 Setting Details OO CO Ooo ee oo hI em Modity Delete Cancel b Select the desired entry and then press Modify The selection setting dialogue box appears Selection Setting Selection Title SACS Greeting File Browse Setting To Email C Phone Number Phone Number Cancel 60 On line Help 3 1 Option Settings c Enter the desired name of a greeting message in the Selection Title field d Click Browse to specify the desired WAV format file of a greeting message in the Greeting File field e Check Setting In this field you can assign what to do when a message is left to TAM This setting is only optional a
16. on the Tool Bar when receiving a call 1 2 2 Disconnect To disconnect an active line press Disconnect on the Tool Bar during a conversation 1 2 3 Recording You can record your conversation automatically or manually To change the recording configuration refer to 3 1 5 Recording in Option Settings The icon shows the status either or not it is being recorded Indicates the recording status Indicates the non recording status When in Automatic Recording mode The recording starts at a time when a conversation is established Press Recording if you like to pause during the recording press the button again to restart The recording stops automatically when the line is disconnected When in Manual Recording mode Press Recording to start recording during a conversation Press Recording if you like to pause during the recording press the button again to restart The recording stops automatically when the line is disconnected Notes In the both modes you cannot stop recording unless the line is disconnected You can perform either the Recording feature or the Voice Memo feature at a time but not both If you want to select which one to perform every time when having a conversation be sure to set the Manual Recording mode in 3 1 5 Recording in Option Settings 12 On line Help 1 2 Utilising the Operation Screen The file names will have the following format YYYYMMDDHHmmSS wav lf the record is saved at 14 13 5 0
17. on the keyboard e Talk to the destination party to confirm whether or not he will take the call This step is only optional and can be skipped f After confirming the call is dialled to the destination party press Transfer Transferring a call with a Speed Dial a Press Function Key on the Tool Bar b Press TRANS SP in the Function Key Screen C Select the desired entry from the list d Press Call e Talk to the destination party to confirm whether or not he will take the call This step is only optional and can be skipped After confirming the call is dialled to the destination party press Transfer or TRANS SP a On line Help 2 4 Transferring Calls 2 4 3 Call Splitting Talking to Two Parties Alternately When talking to one party while having another party on hold for transferring or having a conference you can alternate between the active and held calls Press Split in the Function Key Screen to put the active call on hold to talk to another party press Split again to go back to the conversation with the caller just been put on hold To view the Function Key Screen press Function Key on the Tool Bar 2 4 4 Cancelling the Transfer Press Release in the Function Key Screen to cancel transferring without losing the caller temporarily on hold Be sure to retrieve the call on hold when using this feature to change the destination party to another one On line Help 45 2 5 When the Calle
18. this section for detailed information Deleting Entries a Select the desired entry b Press Delete on the Tool Bar A confirmation dialogue box appears c Click OK or Cancel 1 Tool Bar You can easily access some features by using the Tool Bar TH Hh FObWa eA SH amp nm f Outside Extension Both 1st All Property Add New Delete Call E mail e Outside Displays only non extension users outside line users e Extension Displays only extension users Both Displays both extension users and non extension users outside line users e 1st Displays the 1st phone numbers 24 On line Help 1 2 Utilising the Operation Screen All Displays all registered phone numbers 1st 2nd and 3rd e Property Displays the registered information of any specified person in the Phone Book If you want to modify the information click the Modify tab Current record displays To modify refer to Adding New Entries to Your Phone Book for instructions e Add New Adds a new eniry to the Phone Book Refer to Adding New Entries to Your Phone Book for detailed information e Delete Deletes the desired entry e Call Makes a call to the desired destination e E mail Sends an e mail to the specified destination See 1 2 5 Message Searching for entries You can search the Phone Book for a specific record by the following categories search search in Ae EE Extension Type Extension Depart
19. 094098 Main TTS Translation jan w livedoolcam j Jennifer Grant 123 Prasonic Device jenny pan asanic k Jordi Gaballer ia 419727209275 Auto BaZ Gaballer ia Translation jordi moonside net W Jual Gurtis 6032541797899 Other ORALLY Support Genter laweoourt juryeyste W Mike Scimon 0A241401 Main Movement Network Solu mike 4 movement 6 Sarah hic lar len 00945402 Ge llu lar Techside Network Prod sarahde tikinet c Ei Tonny Lathom 124 Panasonic Network Prod tonnymark panaso a Information registered in the Phone Book is displayed You can sort the entries by clicking any of the column headings Also you can change the width and positions of columns with your mouse Adding New Entries to Your Phone Book a Press Add New on the Tool Bar The Add Phone Book dialogue box appears Add Phone Book Name Company Popup C Extension Outside Indication Mame P Last Name 0 First Name Po E mail FO Access Number jo 1st Phone No fC O 2nd Phone Mao Access Number Phone Nurmber Type 3rd Phone No Access Number Phone Number Type Correspondence Selection0 Bk Colour cancel b Specify the information using the following table as a guide Name Tab Assigns individual information such as phone number and name See above to view the image On line Help 19 1 2 Utilising the Operation Screen 20 o Max Extension Outside Specifies that the record is an exten
20. 2 Function Key e Speed Dial Click to open the Speed Dial Screen Refer to 1 2 13 Speed e Shortcut Key Click to assign shortcut keys as you like Refer to 1 3 1 Shortcut Keys e TAM Click to enable or disable a Telephone Answering Machine TAM Refer to 1 2 4 TAM Telephone Answering Machine e Message Click to confirm the message stored when activating TAM Refer to 1 2 5 Message e Option Click to Customise your PC Phone Refer to 1 2 11 Option e Button Size Small Big Click to switch the size Small or Big of icons in the Operation Screen Refer to 1 1 3 Changing the Display Format e Button Customise Click to select the desired icons to display in the Operation Screen Refer to 1 1 3 Changing the Display Format e Help Click to open the Help file e Exit Click to exit from the PC Phone 1 1 3 Changing the Display Format You can change the display format of the Operation Screen such as resizing the icons and selecting the icons displayed You can also change the font of the screen in the Option Setting see 3 1 1 User Changing the Size of the Icons on the Tool Bar a Right click the Operation Screen b Specify Button in the Menu C Specify Size and then select Small or Big Selecting the Icons Displayed on the Tool Bar a Right click the Operation Screen b Specify Button in the Menu and then press Customise The Button Customise dialogue box appears On line Help 9 1 1 Worki
21. 3 in the 27th of July in 2001 the file name would be 20010727141303 wav By default the files will be saved in the Wav folder in the PC Phone folder of the Panasonic folder under the Program Files To specify the desired directory refer to 3 1 5 Recording in Option Settings 1 2 4 TAM Telephone Answering Machine To activate the Telephone Answering Machine TAM press TAM on the Tool Bar To stop it press the button again The icon shows the status either or not it is activating Q 3B To specify the greeting message refer to 3 1 3 Correspondence in Option Settings Indicates the activating status Indicates the non activating status 1 2 5 Message You can replay the voice messages recorded in the Telephone Answering Machine TAM The icon shows the status either or not there is more than one message stays non replayed Indicates there is more than one non replayed message Indicates all the messages have been replayed Viewing the Message Screen Press Message on the Tool Bar On line Help 13 1 2 Utilising the Operation Screen Play Back E Mail Gall Back nave Delete Caller ID 2001 0727 15 00 151 Haman Viewing the information The table below describes the contents of the screen Time Day Time and date when the message is recorded Caller ID Corresponding Caller ID Name Corresponding caller name if registered in the phone book Duration Duration of a recording Yo
22. Press Function Key on the Tool Bar b Press Speed c Type the Speed Dial Number To clear the current entry press Cancel d Press the Enter key on the keyboard 2 1 3 Redial Calling with the Redial button Use the Redial button to call the last number dialled a Press Function Key on the Took Bar b Press Redial in the Function Key Screen C Select the desired entry from the list d Press OK or the Enter key on the keyboard On line Help 39 2 1 Making Calls 2 1 4 Making a Call with an Account Code Using Account Code Follow the procedure below to use an Account Code to obtain information about outside calls for accounting and billing purposes You can use this feature only before having a conversation a b C d e Press Function Key on the Tool Bar Press Account in the Function Key Screen Type the Account Number Press the Enter key on the keyboard Make a call See 2 1 2 Making an Outside Call 2 1 5 Releasing Calls 40 To release a call press Release in the Function Key Screen The Call Status Screen disappear after it has been released On line Help 2 2 Answering Calls 2 2 Answering Calls The following sections in this chapter discuss different ways to answering intercom and outside calls 2 2 1 Answering Calls When there is an incoming call on your PC Phone you can answer the call which the Call Status Screen is the top of the PC display by pressing Make
23. Screen a Save Memo apen Sall 3min 6sec 2sec 31sec 5sec Park 35sec Osec Park 1min 53sec Osec Osec fsec No Answer 1min 3sec 3sec Transfer 47sec Ssec Transfer 16sec Ssec Transfer 29sec 3sec 2min 39sec 13sec Osec 1min 52sec No Answer Groupe Groupe Groupe Internal 109 Osec 7sec No Answer Internal 116 Osec Bsec No Answer External f 0924771411 Osec 15sec No Answer External 0924771401 Osec 17sec No Answer External 0924771410 Osec 1min 48sec No Answer Viewing the Information The table below describes the contents of the screen Log Type Type of logged information The icons change to indicated incoming and outgoing calls Text information provide the following information e received calls or settings related to the operation of the extension e g Login Logout t made calls Wrap up In Out your Wrap up status Group number Login Logout your Login Logout status to specific Incoming Group s Local Alarm reception of a Local Alarm Start Time Time at which a call arrives in the PC Phone For example if a call has arrived at 30 seconds past 11 20 AM the display will be as follows 11 h 20 min 30 s On line Help 27 1 2 Utilising the Operation Screen Disconnection Time at which the status of a call becomes other than Talk except for when Time you put the call on hold For example if a call has disconnected at 30 seconds past 11 20 AM the display will be
24. aghatsiacmmeniabsdaisatunbensoues 68 On line Help 3 4 On line Help Section 1 Screen Descriptions and Operation Instructions On line Help 5 1 1 Working with the Screens 1 1 Working with the Screens There are 2 types of the screens The PC Phone presents the Main Screens described below While you are receiving an incoming call the Call Status Screen provides the detailed information of the call The PC Phone presents the Operation Screen that contains buttons to access other screen to perform specific operations and configurations For detailed information about Operation Screen refer to 1 2 Utilising the Operation Screen Any changes you make the display format including resizing and positioning of the screen will be retained when you open the screen next time 1 1 1 Call Status Screen The Call Status Screen informs you of the status of the call you are currently receiving or handling You can access to some features from this screen Viewing the Call Status Screen The Call Status Screen appears in the following occasions e When making a call by pressing the Make Call button so as to transfer a call to another destination etc e When receiving a call Arriving Extension 511 delo Henrik Viewing the Information You will see the following information displayed on each line of the Call Status Screen Line 1 The status of the active call is displayed as shown below Talking Ringing Ar
25. al e Open Opens another previously saved log file selected e Phone Book Applies the corresponding information of the specified call to your Phone Book See Adding New Entries to Your Phone Book in 1 2 8 Phone Book e Speed Dial Applies the corresponding phone number of the specified call to the Speed Dial See Adding New Speed Dial Numbers in 1 2 13 Speed E mail Sends an e mail to the specified destination See E mail in 1 2 5 Message e Delete Deletes the desired entry you selected e Print Prints out the entry contents of the screen e Call Makes a call to the specified destination Searching for entries You can search the Call Log History Screen for a specific record by the following categories Search Search in Caller Hame necting Time Phone Mu mher Calle a Select the search category from the list in Search in field b Type the search entry in the field next to Search in field The list reflects the search results each time you type a single character ne Tyne 1 2 11 Option You can customise the PC Phone For example you can change the initial settings for your convenience For detailed information refer to 3 1 Option Settings 30 On line Help 1 2 Utilising the Operation Screen a Mann nnn ee a ee 1 2 12 Function Key The Function Key Screen contains all available function keys of the PC Phone which provide one touch operation of certain system functions
26. assioceuquitenoataxsiusieisnceweesmevininagueeeduetoa acct sadanen 31 1 2 13 TS aera sete pence eee mere pseeceeateeen nee eeen ag patonetenysekaneee tans ss aaeenseoecteanesece 32 1 2 14 Fel OY o A N EAEE E AEN E A E O E E 34 1 2 15 BN ese E see gee ee eeepc ane e eee ees ceceestaeeesinceet acne ecee 34 1 3 BO OU UN ise sats cere cet ewes ee Sees E A E A EE A A O E E T 35 1 3 1 SOM CUE IC OY Si icwin since setadasoneyotanceunntpeurannd mnie onaivin Giney oaetpisapaendsntethuinousanantenacais 35 2 Feature Descriptions and Operation Instructions 37 2 1 IV ARUN C ISen EEEO a 38 2 1 1 Making an Intercom Call cccccccceececeeeeeeeeeeeeeeeeeeeeeeeeeseaeeeseeeeeesseeeeessaeeeeeas 38 2 1 2 MAKING am Qutside Call ieccsccesecccnsiesadivcancnkssnsceswcks ctsctananctasGscaccelacecustdeesmsines 38 2 1 3 FC cas E E E T EE EE A E E E E E oe 39 2 1 4 Making a Call with an Account Code ccccccccccseececceeeeeeeeeeeeseeeeeeseeeeessaeeeeas 40 2 1 5 RE CEEL E E E E AA EET 40 2 2 PAIS WOETIING C AlS siini aiaa Ei E a aa 41 2 2 1 AN WS MIG o ANG e E leant eanueecaatade 41 2 2 2 Answering a Specific Call cccccccccceecceeeeeeeeseeeeeeseeeeeseeeeeseaeeeesaaeeeseeeeeesaeees 41 2 2 3 Call Pickup Answering a Call Ringing at Another Telephone 0068 41 2 3 HOLANDO CANS parse esses EEEE 42 2 3 1 TIONG REGUIT ex arsessseceenieee ce ceecu E E T sucee sanoaecsenectcenentenen 42 2 3 2 Exclusive Hold Preventing Othe
27. b On line Help 67 3 1 Option Settings User Call Log Correspondence Schedular Message Recording Ring Sound Group Faging E Mail DDI Responce Check DDI Number DDI Name Back Ground Selection 1 Iw 012345678 Panasonic Sales BE Colour Selection 2 987654321 Panasonic IT Salut BE Colour Selection0 3 Iv 093782645 PANA Marketing Bel olour Selection3 4 iv 753951524 PANA CS Selection x 5 PO Po BK Colour Selection i a BK Colour o P Po BK Colour o P E ee A fo BK Colour o S PO as BK Colour o Oo co w Dl ef a co Cancel Check the numbers 1 10 Type a DDI number in the DDI Number filed Type a DDI name in the DDI Name filed oad amp call with the assigned DDI number reaches to your PC Phone r a Press BK Colour to specify the background colour of the list in the Incoming Call Screen when the Select the desired greeting message from the list in the Selection If enabled the Telephone Answering Machine TAM answers the call to the corresponding DDI number with the greeting message selected here To assign the greeting messages refer to 3 1 38 Correspondence in this section g Click OK 3 1 10 Response Sets the timing to replay a message stored in a Telephone Answering Machine TAM and or handled by the Scheduler Message when the PC Phone calls to the assigned destination a Press Option on the Tool Ba
28. d Extension is Busy 2 5 When the Called Extension is Busy The following sections in this chapter discuss the operations you can perform when the extension you called is busy A dialogue box will appear when you called a busy extension Busy Operation Messare Biss BOWER CMON C BACK Text Memo Cancel Wiad You can use all of the following features from the dialogue box 2 5 1 Message Waiting Leaving a Message Waiting Notification You can leave a message waiting notification to let the busy extension to call you back a Press Message in the dialogue box The line is disconnected automatically 2 5 2 Busy Station Signalling BSS Sending a Call Waiting Tone Depending on the predetermined setting between you and your called party either Off Hook Call Announcement OHCA or Whisper OHCA will be utilised OHCA You can talk to the busy extension through the telephone s built in speaker W OHCA You can talk to the busy extension through the telephone s handset your voice can only heard by your called party a Press BSS in the dialogue box 46 On line Help 2 5 When the Called Extension is Busy Camp On Transfer BSS Operation When a Transferred Destination is Busy You can transfer a call to a busy extension by using the BSS feature To perform this operation press BSS in the dialogue box 2 5 3 Executive Busy Override Joining an Existing Call You can join in the co
29. ed extension and e mail address in the appropriate fields You can also type the extension number or the e mail address manually c You have 3 options to handle the file Press Submit to send the contents to your mailer Up and run your mailer and send the e mail Press Open to open the e mail to change its contents on the mailer On line Help 15 1 2 Utilising the Operation Screen Press Cancel to cancel sending The contents will automatically be saved Call Back Calls back to the destination who left the message a Press Call Back Save saves the message as a WAV format file a Press Save b Specify the directory and then save the file Delete Deletes the message specified a Press Delete 1 2 6 Voice Memo With the Voice Memo applications offered by the PC Phone you can quickly and easily take memos any time during conversations The memos you have taken can be sent by e mail The memos will be saved on the hard disk drive of your PC with the active links to the Call Log Screen of the PC Phone The available disk space on the HDD determines the total capacity of the files you can save Taking the Voice Memo a Press Voice Memo on the Tool Bar The Voice Memo dialogue box appears 16 On line Help 1 2 Utilising the Operation Screen Voice Memo Screen b Press Record to record the memo Recording time starts to count and is displayed in the dialogue box e g Duration 10 s There is
30. elecom section Software DDI number of the caller The picture area will be empty unless an image file is specified Also you must specify a ring file for the Pop Ring to sound For instructions refer to Specifying the Image and Ring Files Working with the Pop Up Screen Press Make Call to answer the call and start conversation The Pop up Screen stays open during the conversation It closes under the following conditions e If you press CLOSE during the conversation Closing the Pop up Screen will not release the call you can close the screen without losing the conversation e Ifthe status of the call is no longer Talk The Pop up Screen closes automatically when you release hod or transfer the call 1 2 9 Call Log The Call Log Screen contains a list of incoming outgoing intercom outside calls along with their detailed information The maximum number of the calls on the list can be determined in 3 1 2 Call Log in Option Settings If the Call Log entry exceeds the maximum number you assigned the Call 26 On line Help 1 2 Utilising the Operation Screen Log information will be put in the Call Log History if Automatic Log File Save has been enabled see 1 2 10 Call Log History Otherwise the log entries will be deleted sequentially from the oldest one As well as monitoring the calls you can also perform operations such as adding this screen Viewing the Call Log Screen Press Call Log on the Tool Bar m Call Log
31. ey dialogue box lists all the keys to which you can assign shortcuts Short Gut Key ssien Make Call ANSWwer Enter Release Transfer Hold CONF Auto Park Manual Park Park Retrieve Message Group Page Fedial Pick Up Speed YM TENS Cir lit key Assign Key Name Make Call key Cancel l Delete fe Ctrl r ott P Shift c Type the Shortcut Key you want to assign and if desired check Ctrl Alt or Shift e g if you want to assign Ctrl z as a shortcut keep pressing Ctrl on the keyboard and press zZ lf the shortcut you want to assign is already been used you must choose another one d Click OK On line Help 35 1 3 Key Setting 36 On line Help Section 2 Feature Descriptions and Operation Instructions On line Help 37 2 1 Making Calls 2 1 Making Calls The following sections in this chapter discuss different ways of making calls to either intercom or outside parties The PC Phone can handle up to 10 calls at a time when handling maximum number of calls you cannot make any more call 2 1 1 Making an Intercom Call There are 3 ways to make an intercom call Calling with the Make Call button or the shortcut key a Press Function Key on the Tool Bar b Press Make Call in the Function Key Screen or the shortcut key assigned C Select the extension name from the list or type the extension number d Press Call or the Enter key on the keyboard Calling from the Phone Book
32. figuration and Telephone Answering Machine TAM settings a Press Option on the Tool Bar Option dialogue appears click the Recording tab On line Help 3 1 Option Settings Ring Sound Group Paging E Mail DDI Responce User Calllog Correspondence Schedular Message Recording Recording Configuration Pitignual E Telephone Answer Setting Ringing Waiting Time 30 sec U 3UU Recording Time 1 minutes 1 10 Hard Disk Capacity Warning Message 200 MB Low 1 999 Error Message 100 A MB Low 1 989 Save Folder C Program Files Panasonic PCPh GBrowse Cancel o Assign the following items Recording Configuration e Manual to start recording a conversation with pressing Record on the Tool Bar e Automatic to start recording at a time when a conversation is established Telephone Answer Setting e Ringing Waiting Time to determine the timing to let the TAM answer a call e Recording Time to determine a recording time length Hard Disc Capacity e Warning Message to display a warning message when the rest of the Hard Disk Capacity becomes less than the assigned limit e Error Message to display a error message when the rest of the Hard Disk capacity becomes less than the assigned limit Save Folder to specify the folder to save the WAV format files of the voice messages O Click OK 3 1 6 Ring Sound Specifies Ring Sound in accorda
33. ft and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the united States and or other countries e All other trademarks identified herein are the property of their respective owners e Screen shots reprinted with permission from Microsoft Corporation Incorporating PC_Phone Schedule_In You should first incorporate PC_Phone Schedule_In in your Outlook with the macro setting a Pending Specifying a notification message a Press Option on the Tool Bar The Option dialogue box appears click the Scheduler Message tab Ringe Sound Group Paging E Mail DDI Responce Uzer all Log Correspondence Scheduler Message Recording Message 1 10 OO 4 mth amp wo bo eee Modity Delete Cancel 62 On line Help 3 1 Option Settings b Select the desired entry and then press Modify The Message Sending dialogue box appears Title Greeting File Browse Cancel c Enter the desired name of a notification message in the Title field d Click Browse to specify the desired WAV format file of a greeting message in the Message File field e Press OK Deleting an entry a Select the desired entry b Press Delete c Press OK Modifying the contents of an entry a Select the desired entry and then press Modify b Modify the contents c Press OK Setting the Scheduler Message a Pending 3 1 5 Recording Specifies the Recording Con
34. ft to one call you can view or open the lastly saved one Tool Bar You can easily access some features by using the Tool Bar Sen L4 Phone Book speed Dial E mail DAVE bemo Open Call e Phone Book Applies the corresponding information of the specified call to your Phone Book See Adding New Entries to Your Phone Book in 1 2 8 Phone Book e Speed Dial Applies the corresponding phone number of the specified call to the Speed Dial See Adding New Speed Dial Numbers in 1 2 13 Speed 28 On line Help 1 2 Utilising the Operation Screen E mail Sends an e mail to the specified destination See E mail in 1 2 5 Message e Save Saves the logs See 3 1 2 Call Log in Option Settings e Memo Open Opens the Voice Memo attached e Call Makes a call to the specified destination 1 2 10 Call Log History The Call Log History Screen is used to view the contents of any previously saved call log file In addition to the basic operations possible from the Call Log Screen you will be able to make outside calls search the list for specific log entries and print all the log information using this screen Viewing the Call Log History Screen Press Call Log History on the Tool Bar ge Call Log History ae Open Phonebook Speed Dyal Eee DPIEte Print Sall Search Saa in Caller Name Log Type Start Time Disconnection Time Phone Number Caller Name Duration Ring Call Condition Call Details Memo 4 gt I
35. know how to make a call with the Speed Dialling Number Viewing the Speed Dial Screen Press Speed Dial on the Tool Bar Hi Speed Dial Tom Qhland 00354891001 Jan Garrets 00354591002 Jordi Gaballer ia 00354891003 Caplan Sahaline 00354891004 Ashley Wande llas 00354891005 Pana Customer Service 00364897006 Justine Henin 00354591007 James Bond 00354591005 Simone Simon 00354891009 Lazor Lobos 00354891010 Febecca Mash g0g24 F140 r vella Gray ggd 1402 Thoma Stekhausen 90924771403 Bright Noah g d 771404 Char Aznable 90924771405 Louis Helm 90924771406 Qluattroa Bazinna 90924 e140 Kamiu Aidan mL Ee r a a LA L The PC Phone accommodated the data of your PBX to provide information about the Speed Dial numbers along with their corresponding caller names and telephone numbers The information in this screen will automatically be updated to reflect the most recent data in your PBX when you start the PC Phone Viewing the Information The table below describes the contents of the screen Speed Dial numbers You can assign up to 1000 000 999 Speed Dials 32 On line Help 1 2 Utilising the Operation Screen Caller Name Corresponding Caller Name Dial Number Corresponding Dial Number You can sort the entries by clicking any of the column headings You can also change the column width with your mouse Operations Making Calls a Select the desired Speed Dial number b Press the Enter key on the keyboard or double
36. l Bar b Press Group Page in the Function Key Screen The Group Paging dialogue box appears On line Help 51 2 7 Using Other Useful Features Group Paging Please Input Group No il a cC Type a paging group number and then press OK in the dialogue Note If you have specified the Paging Group number in the Option Setting this dialogue box will not appear d Confirm a parking location number in the Park dialogue box The call will be parked to an available location lf the PC Phone does not have an active call this will be skipped e Press OK in the dialogue f Announce g Press Release in the Function Key Screen 2 4 Using User Supplied Equipment When Door Phone is Connected Opening the Door Press DOOR in the Function Key Screen while you are talking to the door phone To view the Function Key Screen press Function Key on the Tool Bar When Voice Processing System is Connected VM Transfer Transferring to the Voice Mail When your transferring destination party is not available to answer the call you can transfer it to the Voice Mail so that the caller can leave a message in the mailbox of the desired extension a Press Function Key on the Tool Bar b During a conversation press VM TRANS in the Function Key Screen c Fulfil the following items in the dialogue Extension Number Enter the extension number of the person who is owning the mailbox you want to transfer Sa
37. ld C Select the destination name from the list or type the phone number Note If the added party is outside be sure to add an outside line access number to the beginning of the phone number when typing manually d Press OK To dial another party while the call is not answered release the line and try the above steps again e When the called party answers press Conference again f Repeat steps 2 5 to add another party Establishing the Conference with a Speed Dial a Press Function Key on the Tool Bar b During a conversation press CONF SP in the Function Key Screen The conversation will temporarily be put on hold C Select the desired entry from the list Q Press Call To dial another party while the call is not answered release the line and try the above steps again e When the called party answers press Conference or CONF SP f Repeat steps 2 5 to add another party Note When having a 8 party conversation the button Conference and CONF SP will be inactive 2 3 Group Paging Making an announcement to a Group You can make a voice announcement through the telephone and if available external soeakers to a specific group of extension users at a time Anyone within the paged group can answer your paging from a nearby telephone You can specify the paging group number in the option setting see 3 1 7 Group Paging for instructions or enter it manually a Press Function Key on the Too
38. lephone number 32 Correspondence Specifies a greeting message of Telephone Answering Machine TAM when the TAM answers the call from the corresponding person If you select nothing the TAM answers the call with the greeting message assigned to SelectionO See 3 1 3 Correspondence BK Colour Specifies a background colour of the Call Status Screen Company Tab On line Help 1 2 Utilising the Operation Screen Assigns the information of company Applicable only after filling up the necessary entries on the Name tab Add Phone Book Name Company Popup Company Name P Department FO section FO Address FO ZIP PO FAK PO Cancel Company Name Name of the company Department Name of the department Popup Tab Specify an image file or ring file for the Pop up and or Phone Book screens Applicable only after filling up the necessary entries on the Name tab On line Help 21 1 2 Utilising the Operation Screen 22 Add Phone Book Name Company Popup M Ring File C O Browse Gg C POPUP M POP RING M 1 InterLockingURL M 2 InterLockingURL M 3 nterLocking URL hero Cancel Image File Image for Phone Book Property and Pop up screens See Specifying the Image and Ring Files in this section Ring File Ring file for Pop Ring See Specifying the Image and Ring Files in this section POP UP Enables disables the use of Pop up Screen see Using the Pop up Screen in thi
39. ll using a Speed Dial number so as to establish a conference Reference 2 7 2 Conference Having a Multi Party Conversation Group Page Making a voice announcement through the telephone and if available external speakers to a specific group Reference 2 7 3 Group Paging Making an announcement to a Group DOOR Opening the door Reference 2 7 4 Using User Supplied Equipment When Door Phone is Connected VM TRANS Transferring a call to a mailbox only available during a conversation Reference 2 7 4 Using User Supplied Equipment VM Transfer Transferring to the Voice Mail Sending DTMF signals Reference 2 7 4 Using User Supplied Equipment Sending DTMF Signals V DTMF TONE o o On line Help 55 2 8 Feature List Default Shortcut 2WAY REC Recording a conversation into a mailbox Reference 2 7 4 Using User Supplied Equipment Two way Recording Recording a Conversation into Your Mailbox EFA Accessing external services of your host PBX or Centrex only available during a conversation with an outside party Reference 2 7 5 External Feature Access Accessing External Service Cancelling the operation regarding dialling and inputting 56 On line Help Section 3 Customising the PC Phone On line Help 57 3 1 Option Settings 3 1 Option Settings You can customise the PC Phone For example you can change the initial settings for your convenience a eee ee ma ee
40. mails used for Memo and Call Log sending e Destination address for Remote Alarms Remote Alarm When the system error occurs and the PBX detects it in on line mode the alarm information will be sent to the pre assigned party via e mail If the multiple errors occur simultaneously e mail is created and transmitted for every alarm a Press Option on the Tool Bar Option dialogue appears click the E mail tab 66 On line Help 3 1 Option Settings User Call Log Correspondence schedular Message Recording Ring Sound Group Faging E Mail DDI Responce E mail Default Sentence Use for Memo and Call Lag Sending Title Text l For Remote Alarm Address Title Cancel b Perform the following E mail Default Sentence Type the default Title and Contents of the e mail in Title and Text fields Every e mail sent from the PC Phone will reflect these entries Remote Alarm Check For Remote Alarm and type the destination e mail address and title in the Address and Title fields The Remote Alarms will be sent by e mail with the specified title to the address defined c Click OK The mailer set as the standard of Windows is used 3 1 9 DDI You can register DDI numbers so as to receive incoming calls depending on priorities The number 1 has the 1st priority 2 has the 2nd priority and 10 has the 10th priority a Press Option in the Tool Bar The Option dialogue box appears click the DDI ta
41. ment E mail a Select the search category from the list in Search in field b Type the search entry in the field next to Search in field The list reflects the search results each time you type a single character Using the Pop up Screen When a call arrives you can have the PC Phone display a Pop up screen that contains important information about the caller registered in the Phone Book In addition you can specify a certain WAV file Pop ring to playback when the Pop up Screen opens You can enable or disable the use of Pop up Screen for each individual record in the Phone Book see Adding New Entries to Your Phone Book so you can restrict its use to the calls from important callers only The use of Pop Ring may be enabled or disabled to accompany the Pop up screen Viewing the Information When you receive an incoming calls the PC Phone automatically searches for the matching information to the caller s telephone number in the 1st phone number entries of the Phone Book to open the appropriate Pop up Screen If the corresponding number cannot be found then the PC Phone sequentially searches the 2nd phone number and 3rd phone number entries On line Help 25 1 2 Utilising the Operation Screen The Pop up Screen of the first corresponding record displays along with the Pop Ring sound if enabled Pop up x DDI Number DDI Name Name Mr Rowen Dial Number 506 Company Name Panasonic Department T
42. mode you can appear busy to all incoming calls a Press Function Key on the Tool Bar b Press FWD DND in the Function Key Screen The FWD DND dialogue box appears Ihtercom Outside Intercom Both Outside Nove fist PO mesi c Select Intercom Outside or Both d Select FWD or DND mode e Select DND to refuse the incoming calls e If you want to forward incoming calls Select FWD Select the desired forwarding mode see the table below for descriptions Mode Description All Forward all incoming calls NO ANSWER Forward calls when you cannot answer BUSY Forward calls when your line is busy BUSY NOANS Forward calls when you cannot answer or your line is busy Type the destination number max 32 characters Note If the destination is outside be sure to add an outside line access number to the beginning of the phone number e Select None to clear the setting e Click OK On line Help 2 7 Using Other Useful Features 2 7 2 Conference Having a Multi Party Conversation You can add parties to your conversation to establish a multi party conversation You can have a conversation involving the maximum of 8 people simultaneously There are 2 ways to establish the Conference Using the Conference button a Press Function Key on the Tool Bar b During a conversation press Conference in the Function Key Screen The conversation will temporarily be put on ho
43. nce with a call type a Press Option on the Tool Bar Option dialogue appears click the Ring Sound tab 64 On line Help 3 1 Option Settings User Call Log Correspondence Schedular Message Recording Ring Sound Group Paging E Mail DDI Responce Guiside 10 Browse Intercom M E Browse Cancel b Check the check box for the desired entry and press Browse to specify the sound file The applicable file is the one in WAV format The sound files are provided at the time of PC Phone installation You can specify the same sound for more than one entries c Click OK 3 1 7 Group Paging Specifies the Paging Group Refer to 2 7 3 Group Paging Making an announcement to a Group a Press Option on the Tool Bar Option dialogue appears click the Group Paging tab On line Help 65 3 1 Option Settings User Call Log Correspondence Schedular Message Recording Ring Sound Group Paging E Mail DDI Responce Mumber Input 1 1 32 Cancel b Select the one of the following 1 None you can specify a Paging Group number manually every time you page 2 Number Input when checking the Specified Group you can specify a Paging Group number beforehand Every Paging you make will be directed to the destination assigned here c Click OK 3 1 8 E mail You can simplify the e mailing process from the PC Phone by specifying the following e Default title and contents of e
44. nd can be skipped There are 2 types of settings To E mail Sends an E mail that has a title determined in the Title field to the address registered in the Address field with attaching a message file that contents is determined in the Text field W Setting i To E Mail C Phone Number Address Title Text Phone Number Dials out to the destination assigned in the Phone Number field when a message is left to TAM and automatically replays the message To specify the timing to start replaying the message refer to 3 1 10 Response in this chapter M Setting C To E Mail f Phone Number Phone Number f Press Add Deleting an entry a Select the desired entry b Press Delete c Press OK Modifying the contents of an entry a Select the desired entry and then press Modify b Modify the contents c Press OK On line Help 61 3 1 Option Settings 3 1 4 Scheduler Message PC Phone dials out to the assigned destination cooperatively with Microsoft Outlook on a pre assigned time that functions as an alarm to notify you of your schedule with a prerecorded message If e g you are out of the office the PC Phone calls to your cellular phone on the assigned time to replay a message such as To the conference room Z by 14 0 clock A maximum of 10 messages can be assigned To specify the timing to start replaying a message refer to 3 1 10 Response in this chapter Trademarks e Microso
45. ng with the Screens Button Customize We Ciption v lee Function Key la ER Sroaard Cancel c Check the icons you want to display on the Tool Bar d Press OK 10 On line Help 1 2 Utilising the Operation Screen 1 2 Utilising the Operation Screen The following sections in this chapter discuss how to operate the PC Phone with the buttons on the Tool Bar of the Operation Screen 1 2 1 Make Call PC Phone offers the button so as to make and answer calls to from intercom or outside parties fin Making calls a Press Make Call on the Tool Bar The Make Call dialogue box appears Make Call Number Call Caller ID Mr Burning 3501 Mir Burning 0123456709 Mr Burning 0966545241 Chris 0999746512 Chris 01246859523 Mir Gerrits 4055 6375 Mr Gerrits 0301456542 Mr Gerrits 405535709 Mir Smith 0924771404 Dn A ee d b Aa L b Perform one of the following 1 Type the phone number in the Number field Note If the destination is outside be sure to add an outside line access number to the beginning of the phone number 2 Check Search In Name and type the desired destination name in the field next to Search In Name check box The list reflects the search results each time you type a single character Select the desired entry from the list c Press Call On line Help 11 1 2 Utilising the Operation Screen Answering calls a Press Make Call
46. nternal 16 45 16 48 153 3min 6s 2sec gt Internal 16 49 16 50 146 31sec 5sec Park gt Internal 16 50 16 51 146 35sec Osec Park Internal 16 51 16 53 146 1min 5 Osec Internal 16 55 16 55 540 Osec fsec No Answer gt Internal 16 55 16 56 533 1min 3s 3sec Transfer 540 gt Internal 16 56 16 57 533 4 sec Ssec Transfer 640 gt Internal 16 57 16 58 142 16sec Ssec Transfer 143 Internal 16 58 16 59 142 29sec 3sec Internal 16 59 17 02 142 2min 3 13sec Exter 17 13 17 15 Osec 1min No Answer Group 14 21 No Answer Group 14 21 No Answer Group 14 21 No Answer Internal 16 01 16 01 109 Osec fsec No Answer Internal 16 01 16 01 116 Osec 5sec No Answer Exter 17 25 17 26 0924771411 Osec 15sec No Answer A Exter 17 26 17 26 0924771401 Osec 17sec No Answer By default the screen opens with the contents of the most recent log file To view the contents of another previously saved log file click Open on the Tool Bar and then select the desired file On line Help 29 1 2 Utilising the Operation Screen Viewing the Information For details about the information in this screen refer to Viewing the Information in 1 2 9 Call Log Unlike in the Call Log Screen you can sort the entries by clicking any of the column headings Tool Bar You can easily access some features by using the Tool Bar ae 3 J if amp Open Phone Book Speed Dial E mail Delete Print C
47. nversation at the busy extension to establish a 3 party conversation a Press BOVER in the dialogue box 2 5 4 Call Monitor Monitoring a Conversation between Other Extensions You can monitor the conversation at the busy extension Your voice will not be heard by either party of the conversation a Press CMON in the dialogue box 2 5 5 Automatic Callback Busy Reserving a Busy Line You can receive callback ringing after the busy line becomes idle The table below describes the results after answering the callback ringing in the following condition Condition Extension was busy The extension number will be dialled automatically a Press C BACK in the dialogue box 2 5 6 Text Memo You can leave a Text Memo to a busy extension a Press Text Memo in the dialogue box b Type the message c You will have 4 options of handling the memo e Press E mail to send the text memo via e mail For instructions refer to E mail in 1 2 5 Message e Press Message to use Message Waiting with Memo For instructions refer to 1 2 7 Text Memo e Press Save to save the memo onto HDD The file names will have the following format textXXX txt XXX is a 3 digit number 000 999 to indicate the order of saving files By default the log file will be saved in the PC Phone folder in the Panasonic folder under the Program Files e Press Cancel to clear On line Help 47 2 5 When the Called Extension is Busy
48. pears click the Call Log tab Ring Sound Group Paging E Mail DDI Responce User Gall Log Correspondence sochedular Message Recording M Automatic Log File Save e Wher Po Phone Ends C Line Count C Every Day O0 00 Call Log Save Interval po o oo 100 1000 Call Log Display Interval 100 100 1000 W Call Info WwW Remote Alarm Access Number fo Cancel b Assign the following items depending on your needs Automatic Log File Save to determine the timing to save the Call Log entries to a log file e When PC Phone Ends saves the log when you exit from PC Phone e Every Day 00 00 saves the log every day at 00 00 AM e Line Count saves the log when the Call Log entry exceeds the maximum number you assigned e Call Log Save Interval assigns the maximum number of the Call Log entries If the entry exceeds the assigned limit it will be saved to a log file and you can view it with the Call Log History Screen Call Log Display Interval to determine the maximum number of the Call Log entries that can be displayed in the Call Log Screen If the entry exceeds the assigned limit the entry is deleted sequentially from the oldest one The types of information you want to log e Call Info to log information about the calls handled e Remote Alarm to log information about Remote Alarm Access Number to assign an outside line access number to be added to the beginning of a dialled
49. r The Option dialogue box appears click the Response tab 68 On line Help 3 1 Option Settings User Call Log Correspondence ochedular Message Recording Ring Sound Group Paging E Mail DOI Responce Retry Count J times 0 10 Retry Interval 30 sec 1 160 Retray Time 30 sec 0 300 Play Back After Call U sec 0 60 Cancel Assign the following items depending on your needs o Response Setting Retry Count to determine the number of times to retry automatic dialling when the called destination is busy If the call is not answered in the determined number of times the line will be disconnected automatically Response Seiting Retry Interval to determine the interval to retry automatic dialling when the called destination is bury The automatic dialling will be kept on until the call is answered Retry Time only for TAM messages to dial out after the time assigned here when a message Is stored ina TAM Play Back After Dial only for analogue CO line to determine the interval to replay a message after the automatic dialling On line Help 69 3 1 Option Settings 70 On line Help CE This product complies with the essential requirements of the Directive 1999 5 EC Radio and telecommunications terminal equipment directive Copyright This manual is copyrighted by Kyushu Matsushita Electric Co Ltd KME You may print out this manual solely
50. r People from Retrieving the Call on Hold 42 2 3 3 Retrieving a Gall on THONG ssstez2ctevcansccusecnchermtankducela ane deednceneshinntdudtnedtaiderecacneceneee 42 2 3 4 Call Park Holding in System Parking Area ccccsccceecseeceseeseeeseeeeeeseeeeeens 42 2 4 Transterrmg Calls nao aaa a a Ea 44 2 4 1 Transferring to an EXteNnSiONn ccccsscccssecccseecseeeeceueecneueeceueeessusessueesseueessaes 44 2 4 2 Transferring to an Outside Party cccccceccccseececeeeeeeeeeeeeseeeeeeseeeessenseeseeeees 44 2 4 3 Call Splitting Talking to Two Parties Alternately cccccecccseeceeeeseeeeeeeeees 45 2 4 4 Cancelling the Transfer cccccccccccccceeeeeceeeeeseeeceeseeeeesseaeeesseeeeeseaeeeeseeeeesages 45 2 5 When the Called Extension is BUSY ccceesscesseseeeeeseeseenseeeeenseeeeeseeseenseeees 46 2 5 1 Message Waiting Leaving a Message Waiting Notification c0ccee 46 On line Help 2 5 2 Busy Station Signalling BSS Sending a Call Waiting Tone 0 46 2 5 3 Executive Busy Override Joining an Existing Call ccccesseeeeeeeeeeeeeeeeeees 47 2 5 4 Call Monitor Monitoring a Conversation between Other Extensions 47 2 5 5 Automatic Callback Busy Reserving a Busy Line ccccssseeeeseeeeeeeeeeeees 47 2 0 6 TONG IVES NO ee E dat Garncece ue saw ctece aga sesannenceaceesecoeeteerest 47 2 5 7 SOEDAN en E E E E E O 48 2 6 When
51. r Ring File in the Add New or Phone Book Property Modify screen b Press Browse and then select the desired file Valid file types are as follows Image File BMP file fileName omp TIFF file fileName tif or fileName tiff PCX file fileName pcx JPEG file fileName jpg or fileName jpeg Ring File WAV file fileName wav c Click Open You can listen to the Pop Ring sound by clicking e in the Add New or Phone Book Property Modify screen Viewing and Modifying Properties You can view and or modify the registered information of any person in the Phone Book a Select the desired entry b Press Property on the Tool Bar or double click The Phone Book Property dialogue box appears with registered information On line Help 23 1 2 Utilising the Operation Screen Phone Book Property Name Goodman John John Goodman 1st Phone No 0924771401 E mail goodi 4movement cam And Phone No 09012345678 ard Phone No 53015466325 EXT 331 Company Name Movement Deparment Network Solution i section Consulting POP UP POP RING Address 969 Clementine Codia Ct AIP 10sx FAA 0924771403 1 InetLocking URL http Awww movement _linktoweb ogn 2nd_haltindex html nertLockingURL C company dataimovementischedule xls SInertLockingURL ftp npr goodman com searcheg oF 40 ob SoD CFE Memo Birthday 4th wlay Cancel c If you want to modify the information refer to Adding New Entries to Your Phone Book in
52. riving Holding IRNA Transfer Transfer Recall Hold Recall IRNA Intercept Routing No Answer is a PBX feature that redirects an incoming outside call automatically to a specified destination if it is not answered within a programmed number of ringing 6 On line Help 1 1 Working with the Screens Line 2 Line 3 and Line 4 The contents of the display depends on the call status the call type and the caller s condition etc When the call status is Talking Arriving Holding IRNA Transfer Transfer Recall Hold Recall Outside Call Ifthe caller has Caller ID number Caller ID name if DDI name if the caller ID registered inthe registered in the information Phone Book DDI table If the caller does The seized outside not have the line number caller ID information Intercom Call Extension number Extension name _ None When the call status is Ringing Dialled number Dialled name if selected from the directory Right clicking the Call Status Screen Transter Hold Guta Park Release e Transfer Click to transfer the call to another destination Refer to 2 4 Transferring Calls e Hold Click to put the call on hold Refer to 2 3 Holding Calls e Auto Park Click to park a call without specifying a location in a parking area Refer to 2 3 4 Call Park Holding in System Parking Area e Release Click to release the line 1 1 2 Operation Screen PC Phone offers Operation Screen to access to
53. s section POP RING Enables disables the use of Pop Ring See Using the Pop up Screen in this section InterLockingURL Specifies a URL to reach or a directory to open when receiving a call This independently functions without interlocking the Pop up screen If you assign more than one address all of them will be activated simultaneously For a convenient use This is convenient e g to open a schedule by assigning the file directory to the corresponding Phone Book entry or to use your PC as an interface of television telephone if the caller uses an IP network camera and you assigned his OP address to the corresponding entry the picture image through the camera will be opened automatically when receiving a call Memo to be viewed on the Phone Book Property dialogue box See Viewing and Modifying Properties in this section On line Help 1 2 Utilising the Operation Screen C Click OK to add the record When you modifying a record see Viewing and Modifying Properties in this section click OK to save the changed data Specifying the Image and Ring Files You can specify an image and ring file for any individual record registered in the Phone Book e The image file determines the image to be displayed in the Pop up and Phone Book Property screens e The ring file determines the sound that rings Pop Ring when the Pop up Screen displays For more information refer to Using the Pop up Screen a Check Image File o
54. sion or outside record Indication Name Name to be displayed in the list The name specified here will Must be entered have the first priority when identified e g when you receive the call from the person who was registered in your Phone Book this Indication Name will be displayed z z2 Access Number Outside line access number to be added to the beginning of the registered phone number automatically when making a call using the Phone Book The automatic line access number assigned to your PBX is set in the default status Applicable for Outside record 1st Phone No 1st telephone number Must be entered Applicable for Outside record Type Shows the following information depending on the phone number type Main indication phone number of the person e g a switchboard Direct phone number which a call is directed to a specific outside party e g a DDI number Cellular cellular phone number Auto Attend Automated Attendant When accessing the desired extension simply by pressing one digit number according to a greeting message Other other phone number NO g NO 1 NO Additional Number Extension number for your reference in such a case that you only know the switchboard when you want to be directed to a specific person Extension Number Extension number 30 Must be entered Applicable for Extension record 2nd Phone No 2nd telephone number 32 3rd Phone No 3rd te
55. the Called Extension Sets Do Not Disturb DND cecsseeeeeeeenes 49 2 6 1 DND OVEridE sesazccsancrsansessounnansncauasenaaenensessmeaangncennseapetaiantinsaabaseancenexeheauesanenene 49 2 6 2 cancel DIIN ee E E 49 2 7 Using Other Useful Features ccccccssecesssseeecesseeseesseeseesseesenseessenneesenneensoees 50 2 7 1 FWD DND Setting Forwarding or Refusing Calls ccccceccseeeeeeeeeeeeeeeeees 50 2 T2 Conference Having a Multi Party Conversation c ccccccseseeeeeeeeeeeeeeeeeees 51 2 7 3 Group Paging Making an announcement to a GrOUP cceeeeeeeeeeeeeeeee ees 51 2 7 4 Using User Supplied Equipment cccccccseeccceseeeeceeeeeeceeseesseeeeseeeeeesaeeess 52 2 7 5 External Feature Access Accessing External Service ccccccseeeeeeeeeeeees 53 2 8 Feature LISTo E EEEE E E 54 3 Customising the PC PhOne ccccceseeenseeeeseeeeneecensesenseneaes 57 3 1 OPON SENINGS roerei EE AE 58 3 1 1 EE E E A E OE A A EE ee E ee T 58 3 1 2 RN OD ee E E E 59 3 1 3 Corresponde E siirinsesi inienn o nia iN ae EE i AREE iiaei 60 3 1 4 oCneduler WSSSA Ce oeieo E E EN 62 3 1 5 FASC Ol GING oe r E EE cance 63 3 1 6 RO ONG serene set E A 64 3 1 7 GOUD P AGING eere enan E T EE E 65 3 1 8 EENE E E E E E 66 3 1 9 CM tee Sane E E dees deeb greenies sade santeeuate tee gece easeratees 67 3 1 10 FC SOON SS cen ttectiaarentiaccnda eae guste sdepmntutabsiotnenbaman ane sabtnesdeainentat
56. to an Outside Party Talking to two parties alternately Reference 2 4 3 Call Splitting Talking to Two Parties Alternately Message Leaving a message waiting notification to a busy extension available only when ringing or during a conversation Reference 2 5 1 Message Waiting Leaving a Message Waiting Notification U U O O D D Q On line Help 2 8 Feature List Default Shortcut Sending a call waiting tone to a busy extension only available when hearing a busy tone Reference 2 5 2 Busy Station Signalling BSS Sending a Call Waiting Tone BOVER Joining a conversation on a busy line Reference 2 5 3 Executive Busy Override Joining an Existing Call CMON Monitoring a conversation of another extension Reference 2 5 4 Call Monitor Monitoring a Conversation between Other Extensions C BCK Reserving a busy phone line Reference 2 5 5 Automatic Callback Busy Reserving a Busy Line Text Memo Leaving a text memo to a busy extension Reference 2 5 6 Text Memo DOVER Calling an extension that is refusing calls Reference 2 6 1 DND Override Forwarding or refusing a call when you cannot answer it or do not want to be disturbed Reference 2 7 1 FWD DND Setting Forwarding or Refusing Calls FWD DND Conference Adding other parties to an exiting call only available during a conversation Reference 2 7 2 Conference Having a Multi Party Conversation C CONF SP Making a ca
57. trieve in the Function Key Screen c Type the Parking Location Number 0 99 d Press the Enter key on the keyboard or double click If you do not know the parking location number of the call you want to retrieve consult your operator On line Help 43 2 4 Transferring Calls 2 4 Transferring Calls You can transfer calls to an outside telephone extension or Voice Mail The Call Status Screen disappear after it has been transferred 2 4 1 Transferring to an Extension a Press Function Key on the Tool Bar b Press Transfer in the Function Key Screen The caller will temporarily be put on hold C Select the extension name from the list or type the extension number d Press the Enter key on the keyboard e Talk to the destination party to confirm whether or not he will take the call This step is only optional and can be skipped f After confirming the call is dialled to the destination party press Transfer 2 4 2 Transferring to an Outside Party 44 Follow the procedure below to transfer a call to an outside party There are 2 ways to transfer a call to an outside destination Using the Transfer button a Press Function Key on the Tool Bar b Press Transfer in the Function Key Screen C Select the desired name from the list or type the phone number Note When typing manually be sure to add an outside line access number to the beginning of the phone number d Press Call or the Enter key
58. u can sort the entries by clicking any of the column headings You can also change the column width with your mouse Tool Bar You can access some features by using the Tool Bar 32 a A Play Back E Mail Call Back Saye Delete Play Back Replays the stored message a Press Play Back 14 On line Help 1 2 Utilising the Operation Screen E mail Sends an e mail to the specified destination a Press E mail The PC Phone automatically attaches the appropriate file to the e mail The E mail Sending Screen appears Email Sending Screen Extension Address Search Address Phone Book Title Meaning Attaced Files 20010727 145903 way omes Title and Meaning reflect the E mail Default Sentence in the Option Setting Refer to 3 1 8 E mail b Perform one of the following 1 Type the desired extension number in the Extension field and then press Address Search If the corresponding e mail address to the extension number is stored in the Phone Book the e mail address will be displayed 2 Press Phone Book The E mail Phone Book screen appears if stored E Email Phone Book Phone Number E mail Mr Burning 3501 burning kme Chris chrisisacrame Mr Gerrits jangigtec com Mr Smith geargei panas Jordi jordiacaballert Bremin Anna anna bremin c Jan TTS janiatts de Double click the desired destination from the list The E mail Phone Book screen reflects the desir
59. various system features PC Phone The PC Phone offers the following buttons from the left On line Help 7 1 1 Working with the Screens 8 v Recording short Gut Key e 1 2 1 Make Call e 1 2 2 Disconnect e 1 2 3 Recording e 1 2 4 TAM Telephone Answering Machine e 1 2 5 Message e 1 2 6 Voice Memo e 1 2 7 Text Memo e 1 2 8 Phone Book e 1 2 9 Call Log e 1 2 10 Call Log History e 1 2 11 Option e 1 2 12 Function Key e 1 2 13 Speed e 1 2 14 Help e 1 2 15 Exit Right clicking the Operation Screen You can view the shortcut menu by right clicking the Operation Screen as shown below Phone Book Call Log Call Log k Call Log History Me mc k NOICE Function Key Text Speed Dial TAM Message Option Button E Size t Small Customize Big Help Exit Phone Book Click to open the Phone Book Refer to 1 2 8 Phone Book Call Log Call Log Click to open the Call Log Screen Refer to 1 2 9 Call Log Call Log Call Log History Click to open the Call Log History Screen Refer to 1 2 10 Call Log History Recording Click to record a conversation Refer to 1 2 3 Recording Memo Voice Click to record a Voice Memo during a conversation Refer to 1 2 6 Voice Memo Memo Text On line Help 1 1 Working with the Screens Click to type a Text Memo during a conversation Refer to 1 2 7 Text Memo e Function Key Click to open the Function Key Screen Refer to 1 2 1
60. ve Voice Mail Extension Check the box if the voice mail extension umber is the same every time you transfer the call Voice Mail Extension No Enter the vice mail extension number you want to transfer d Press OK in the dialogue box 52 On line Help 2 7 Using Other Useful Features Two way Recording Recording a Conversation into Your Mailbox You can record your conversation into your mailbox while talking on the phone e To use this feature press 2WAY REC in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar e To stop recording press 2WAY REC again Note When you record your 2 way conversation you should inform the other party that the conversation is being recorded Sending DTMF Signals You can have the PC Phone to transmit DTMF dialling signals to access special services e g Voice Mail services for a certain period of time specified in your PBX e To use this feature press DIMF TONE in the Function Key Screen To view the Function Key Screen press Function Key on the Tool Bar e To cancel press DIMF TONE again or release the call 2 5 External Feature Access Accessing External Service You can access special features e g Call Waiting offered by a host PBX or telephone company by pressing EFA in the Function Key Screen To view the Function Key Screen press Function Key in the Tool Bar This features is available only with an outside call

Operating Instructions - Syd-Com

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