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The display on a Nortel set will say "message for you" if there's a message in your mailbox. To access your voicemail you can press your open voicemail key if its programmed or press feature 981.If you wish to retrieve your messages remotely, call your office, when the autoattendant answers the call press ** followed by your extension number, your password then # (ex. **2231234#).
To access the System Administrator Mailbox: 1. Dial into voice mail: From any phone on system dial 150 2. When the system answers, dial [*] + [#] followed by the System Administrator Mailbox number: (# 0 0 ) The system will announce: “Mailbox 15-00”, which is the System Administrator Mailbox number. 3. When requested, enter the System Administrator password. Default = +[#]+. How to program greetings 1. Access the System Administrator Mailbox as described above. The System Administrator Mailbox Menu plays. 2. Press  to access system greetings. The system will prompt you for the greeting number 3. Enter the desired greeting number. For example: 1 = Default Day greeting 2 = Default Night greeting 3 = Default Temporary greeting 4. You will be prompted with the following three choices: Press  to Review. Press  to Record. You will be prompted to record the greeting When you finish recording, press [#] to save the recording. You can then Press  to Review. Press [*] + [*] + [*] to exit the system completely
It is telling you that the voice mail ports are busy and can not take another call in to the voice mail system. If the port the does not clear up after a min or two then reset the voice mail system . Unplug the power cord from the wall and let it set for a min , then plug it back in and wait about 5 min for the system to come back up , that should free up the ports .
As bsmither said, how voice mail is accessed is very dependent on your phone company and how they've set things up. They would be the best place to ask about any problems you're having there.
As for programming the voice mail buttons on the 25204, I was confused by that one as well until I finally figured it out. Specializations aside, they're just speed dial buttons, and are programmed in exactly the same way as the ones along the right side of the phone. RCA could have documented that detail better than they did.
In my case, with Vonage, I just programmed the buttons with the numbers for the lines that they're associated with. When they dial and I'm connected to the voice mail system, I'm prompted for my VM password, which I then enter manually.
The voice mail turns the message waiting light on and off. The voice mail is a separate part from your phone system. Usually this is a standard setting at default for each extension but most voice mails will allow you to turn it off.
Any way you look at it, this would be a system programming issue. You will need to either pay a company to make the change or you need to know which Panasonic system (and voice mail) you have and obtain system "programming" manuals. (not user guides)