Using AmAndA@SOHO - files

Using
AmAndA@SOHO
Version 3.xx
User’s Guide: 7/01 Edition
ii
Using Amanda@SOHO
Copyright and Trademark Notices
Copyright  1992–2001 The Amanda Company. All Rights Reserved. This
guide and the software described herein are copyrighted with all rights
reserved. No part of this publication may be reproduced, transmitted, stored
in a retrieval system, or translated into any language in any form by any
means without the prior written permission of The Amanda Company.
Amanda® is a registered trademark of The Amanda Company. Other brand
names and product names mentioned in this manual are trademarks or
registered trademarks of their respective owners.
Limited Warranty on Software
The Amanda Company warrants the media on which the software is recorded
to be free from defects in materials and faulty workmanship for a period of
90 days from the date the software is delivered. If a defect in the media
should occur during this period, you may return the media to The Amanda
Company and The Amanda Company will replace the media without charge.
THE AMANDA COMPANY MAKES NO WARRANTIES (OTHER
THAN THOSE SET FORTH ABOVE) TO ANY PERSON OR ENTITY
WITH RESPECT TO THE PRODUCT OR ANY DERIVATIVES
THEREOF OR ANY SERVICES OR LICENSES AND DISCLAIMS ALL
IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION
WARRANTIES OF MERCHANTABILITY, PERFORMANCE,
NONINFRINGEMENT, AND FITNESS FOR A PARTICULAR
PURPOSE. THE AMANDA COMPANY WILL NOT BE LIABLE FOR
ANY BUG, ERROR, OMISSION, DEFECT, DEFICIENCY, OR
NONCONFORMITY IN ANY SOFTWARE. THE SOFTWARE IS
LICENSED “AS IS,” AND THE PURCHASER ASSUMES THE ENTIRE
RISK AS TO ITS QUALITY AND PERFORMANCE.
IN NO EVENT AND NOTWITHSTANDING ANY DOCUMENT,
REPRESENTATION, OR OTHERWISE, SHALL THE AMANDA
COMPANY BE LIABLE TO YOU FOR DIRECT, INDIRECT, SPECIAL,
INCIDENTAL, CONTINGENT, OR CONSEQUENTIAL DAMAGES,
INCLUDING DAMAGES FROM LOSS OR CORRUPTION OF DATA,
iii
INTERRUPTED USE, LOST PROFITS, COST OF PROCURING
SUBSTITUTE GOODS, TECHNOLOGY OR SERVICES, EVEN IF THE
AMANDA COMPANY OR AN AUTHORIZED AMANDA COMPANY
DEALER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
DAMAGES. YOU AGREE THAT THE AMANDA COMPANY’S
LIABILITY ARISING OUT OF CONTRACT, NEGLIGENCE, STRICT
LIABILITY, WARRANTY, OR OTHER LEGAL OR EQUITABLE
THEORY SHALL NOT EXCEED ANY AMOUNTS PAID BY YOU FOR
THIS PRODUCT. Any written or oral information or advice given by
Amanda Company dealers, distributors, agents, or employees will in no way
increase the scope of this warranty, nor may you rely on such oral or written
communication. Some states do not allow the exclusion or limitation of
implied warranties or liability for incidental or consequential damages, so
the above limitation or exclusion may not apply to you. This warranty gives
you specific legal rights, and you may also have other rights which vary
from state to state. This Agreement shall be governed by the laws of the
State of California without regard to the conflicts of laws or provisions
thereof.
Fraudulent Usage Advisory
Although the Amanda software is designed to resist fraudulent usage,
including unauthorized access to a long distance network, no product,
including the Amanda software, is able to prevent such unauthorized usage.
The Amanda software is likewise unable to prevent such uses as may
constitute an invasion of privacy or other tort. THE AMANDA COMPANY
MAKES NO EXPRESS OR IMPLIED WARRANTY AGAINST
UNLAWFUL OR UNAUTHORIZED USE OF YOUR AMANDA
SYSTEM OR ITS CAPABILITIES AND HEREBY DISCLAIMS ALL
LIABILITY ARISING FROM SUCH USE. YOU AGREE TO
INDEMNIFY, DEFEND, AND HOLD THE AMANDA COMPANY
HARMLESS FOR ANY UNAUTHORIZED OR FRAUDULENT USE OF
YOUR LICENSED AMANDA SOFTWARE.
THE AMANDA COMPANY
13765 ALTON PARKWAY, UNIT F
IRVINE, CA 92618
TELEPHONE (949) 859–6279 FAX (949) 859–4380
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Using Amanda@SOHO
Conventions
This manual uses the following terminology and conventions:
Amanda
The name by which this manual refers to the Amanda system to make reading about the system easier. Because of
the name Amanda, the system is also referred to as “she.”
caller
Someone who calls into Amanda. A caller often obtains information, leaves a message for someone, and/or provides
information. Because Amanda is referred to as “she,” callers and users are referred to as “he.”
user
Someone with an extension that Amanda transfers calls to
and/or stores messages for. A user can access Amanda to
play, delete, and send messages as well as set personal options such as Do Not Disturb.
Indicates that you must log into Amanda and identify yourself.
Indicates that you must listen to the message before you
process it. For example, you can forward the message you
have just heard.
Contents
Copyright and Trademark Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
Limited Warranty on Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
Fraudulent Usage Advisory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv
Using Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Introducing Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Logging into Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Setting Up Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Putting Your Name in the Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Changing Your Security Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Recording Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Sample Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
After-hours Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Away-from-the-office Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Combining a Greeting with a Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Sample Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Managing Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Reviewing the Current Greeting or Name and Extension Recording. . . . . 10
Changing What Greeting is Currently Played . . . . . . . . . . . . . . . . . . . . . . 11
Scheduling Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Reviewing All Your Greeting Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Becoming Unavailable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Being Notified about Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Creating Notification Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Reviewing Notification Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Disabling Notification Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Managing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Listening to Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
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Using Amanda@SOHO
Forwarding Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Replying to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Leaving a Message for Someone Else . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Personal Mailing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
19
21
21
22
23
23
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using Amanda
Introducing Amanda
Amanda is an automated telephone attendant and voice messaging system
designed especially for ease of use and flexibility. To you and the people
who call you, Amanda is also a voice on the telephone guiding you to
people, services, and messages.
Each user of the Amanda system has both a mailbox and a telephone
extension number. These are always the same number. The extension
number is what Amanda dials to reach you when you have a call. The
mailbox identifies a record in Amanda’s database. The record contains fields
that define how Amanda processes your calls. You can change the contents
of these fields from a touch-tone telephone using a series of menus. For
example, you may turn Do Not Disturb on and off during a hectic day.
In addition to these fields, each mailbox has greetings that you record. For
example, when you cannot answer the telephone, callers hear a greeting that
asks them to leave a message.
Your mailbox is configured to ring a telephone extension and record
messages from callers. You periodically check your mailbox for messages,
or you may be notified that a message exists in a variety of ways.
This chapter explains how to use Amanda effectively from your office
telephone extension and while you are out of the office. However, you don’t
need this guide at your side every time you log into Amanda. She prompts
you at every step.
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Using Amanda@SOHO
Logging into Amanda
To perform the operations explained in this chapter, you must log into
Amanda, identifying yourself with your mailbox and/or security code. The
blank space in the following sets of instructions is for Amanda’s telephone
number. You get this number from your Amanda administrator. Initially your
security code is the same number as your mailbox.
To log into Amanda:
Dial: _______ (Amanda’s number) +
+ mailbox +
+ security code +
OR (if your telephone switching system uses an auto-login feature):
Dial: _______ (Amanda’s number) + security code +
NOTE: If Amanda asks for a security code immediately and you are
at someone else’s extension, use:
Dial: _______ (Amanda’s number) +
mailbox +
+
+
+ security code +
OR
You can dial your security code (even though Amanda will say it is
an invalid security code). Then provide your mailbox:
Dial: _______ + security code +
+ mailbox +
To log into Amanda from outside of the office:
Dial: _______ (the office number) +
+ mailbox +
+ security code +
NOTE: You can hang up on Amanda at any time. However, if you
have an older model telephone switching system, Amanda
waits to be sure a disconnect has occurred.
If you have a message light and message button on your
telephone, you can log into Amanda by pressing the message button while the message light is on.
When you see this symbol, use one of the methods
of logging into Amanda and identifying yourself
that is described in this section.
Using Amanda
3
Setting Up Amanda
As a new Amanda user, you should:
•
•
•
•
•
•
Create a name and extension recording
Put your name in the employee directory
Change your security code
Tell Amanda how you want to be notified about new messages
Record one or more greetings
Schedule greetings (if appropriate)
The first time you log into Amanda, she asks you if you want to set up your
mailbox. You press
to set it up or
to set it up at another time.
When you press
, Amanda walks you through the first three of these
activities and then offers a menu that allows you to perform the others.
Follow the directions she gives you over the telephone to set up your
mailbox properly.
At the end, Amanda allows you to save or reject your changes. If you reject
the changes, Amanda walks you through these activities again the next time
you log into.
After the initial setup, you can change any of your settings individually as
explained later in this guide. You can also reset your mailbox to eliminate all
the current settings and be treated by Amanda as a first-time user once again.
To reset your mailbox:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+ follow the directions from Amanda
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Using Amanda@SOHO
Putting Your Name in the Directory
If you put the first few digits of your first and last names in the employee
directory, callers can find you even if they do not know your extension
number. Amanda tells callers that they can dial 411 to locate you in the
directory.
To change your FIRST NAME in the employee directory:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+
a maximum of 8 digits representing +
your first name
To change your LAST NAME in the employee directory:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+
a maximum of 8 digits representing +
your last name
Changing Your Security Code
Your initial security code is usually your mailbox number or 997. It is a good
idea to change it immediately and often. Changing your security code
ensures that only you and other authorized personnel can access your
messages.
To change your security code:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+ new code +
+ new code (to confirm) +
Using Amanda
5
Recording Greetings
The recordings let your callers know that they have reached you and feel
comfortable about your whereabouts.
As a user of Amanda, you can record the following:
•
•
A name and extension recording
At least one greeting (to be used when you do not answer or your extension is busy)
To record your name and extension recording:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+ record your name/extension +
+
Example: “Chris Wang. Extension 247.”
Amanda plays this when callers use the employee directory (usually 411) to
find your extension number. It is also used to identify you. For example, if a
message is sent to you with verification, the sender hears this recording as
part of the verification message.
Until you make this recording, Amanda says only the number of the
mailbox:
“Mailbox 2-4-7.”
To record a greeting:
(For login information, see “Logging into Amanda” on page 2.)
+
+ the greeting’s number (1-3) +
+ record greeting +
+
(to save)
When Amanda rings your extension and you do not answer, she plays a
greeting. You can have up to three of these greetings. For example, you can
have a daytime greeting, an after-hours greeting, and a vacation or on-the-
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Using Amanda@SOHO
road greeting. Until you record a greeting, Amanda plays the system
greeting, “Please leave a message for,” followed by your name and extension
recording. (If you have not recorded the name and extension recording,
Amanda plays your mailbox number.)
For example: “This is Chris. I’m away from my desk or on another line. You
can bypass this greeting by pressing the # sign twice. To speak to someone
else right now, enter that person’s extension or press 0 for assistance. If you
leave me a detailed message at the tone, I’ll get back to you as soon as
possible.”
These greetings can be manually selected by you or scheduled to start
playing at certain times on certain days. See “Managing Greetings” on
page 9.
After any recording:
To
Dial
Review the recording
Rerecord
Add to the end of the recording
Cancel the recording
Save the recording
Sample Greetings
This section contains sample greetings for a variety of occasions. It is
important that each greeting be as informative as possible. See “Recording
Greetings” on page 5 for a standard example of each type of recording: the
Name and Extension recording and the Ring No Answer greeting.
Using Amanda
7
After-hours Greeting
Many Amanda administrators set up each mailbox so that greeting 1 plays
for routine working hours and greeting 2 plays for after-hours calls. Here is
an example:
“You have reached the office of Chris Wang at Homestead, Inc. after hours.
No one at Homestead can answer your call right now. Leave a detailed
message at the tone, or call during office hours: 10 A.M. to 6 P.M., Monday
through Friday.”
Away-from-the-office Greetings
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th.
While I am gone, my associate, Matthew Lee, is handling all my business
calls. Please call Matthew at Extension 557. I will be unable to check my
messages until I return.”
“Chris Wang of Homestead, Inc. will be off-site until Monday, May 5th.
While I am gone, my associate, Matthew Lee, is handling my business calls.
Please call Matthew at Extension 557 or leave me a message. I will be
checking my messages daily.”
If someone else is getting your messages, you might want to use the
following greeting:
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th.
My associate, Matthew Lee, is handling all my business calls. Call Matthew
at Extension 557 or leave him a detailed message at the tone.”
Combining a Greeting with a Menu
You can create a menu for your mailbox. For example, your greeting (which
plays when you do not answer your telephone) can provide menu options for
your caller. It might say:
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th.
While I am gone, my associates, Sierra Raby and Matthew Lee, are handling
all my business calls. To call Sierra, press 1. To call Matthew, press 2.”
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Using Amanda@SOHO
Then you create a menu that tells Amanda to redirect the call to Sierra’s
mailbox (511) if the caller presses 1 or to Matthew’s mailbox (557) if the
caller presses 2. The mailboxes that you use in your menu must already exist.
You could also create a menu that offers the caller answers to questions you
are most often asked. To do this, you need the numbers for some
informational mailboxes and help from your system administrator. Your
greeting explains what options provide answers to what questions. Amanda
redirects the caller to an informational mailbox, and the greeting for that
mailbox answers the caller’s question.
To create a menu for your mailbox:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+ the digit (0-9) +
of the menu
the mailbox that Amanda +
calls for that digit
(Amanda repeats
both the option and
mailbox numbers)
(repeat for each option on the menu)
To review the menu options in a menu:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
Using Amanda
9
To change a menu option:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
the digit (0-9) +
to be changed
the new mailbox for that digit +
To remove a menu option:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
the digit (0-9) +
to be removed
Sample Menu
If you had created the menu that allowed your caller to reach Sierra or
Matthew using menu options, you would have done the following:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+
+
+
+
+
+
Managing Greetings
Use the greetings menu to:
•
•
Listen to the current greeting
Use a different greeting
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Using Amanda@SOHO
•
•
Record or rerecord a greeting (See “Recording Greetings” on page 5
for information about recording greetings.)
Schedule a greeting to start playing at specific times on weekdays,
weekends, or everyday
Reviewing the Current Greeting or Name and Extension
Recording
You can review your current greeting or your Name and Extension
recording.
Review your greeting to find out what your callers hear when you do not
answer your extension or when you have turned on Do Not Disturb.
To listen to the current greeting:
(For login information, see “Logging into Amanda” on page 2.)
+
+
You hear the greeting number, the time and days for which the greeting is
scheduled (if it is scheduled), and the greeting.
Review your Name and Extension recording to know what callers hear when
they search for you in the employee directory. The Name and Extension
recording is used to identify you in other ways, too. For example, it is part of
the system greeting.
To review your current Name and Extension recording (as well as the
setting for Do Not Disturb):
(For login information, see “Logging into Amanda” on page 2.)
+
+
Using Amanda
11
Changing What Greeting is Currently Played
To change which greeting is played for callers:
the greeting’s number (1-3) +
+
(Optional)
+
(See “Logging into Amanda” on
(to listen to the greeting)
(for the system greeting) +
page 2.)
Scheduling Greetings
Amanda can be configured to automatically change your greeting at a
particular time on weekdays, weekends, every day, or holidays. When you
schedule a greeting, you schedule the time it will start playing. It plays until
another greeting starts. The new greeting can start because it was scheduled
or because you selected it as the current greeting. For example, if greeting 3
explains that you have stepped out of the office, you select it before you
leave and select a different greeting when you return. For events that occur
with regularity, such as coming to work at a certain time or leaving work at a
certain time, you can schedule the change of greeting. For example, you may
want greeting 1 to be your work-hours greeting and greeting 2 to be your
after-hours greeting. In this case, you might schedule greeting 1 to start
playing at 8 A.M. weekdays and greeting 2 to start playing at 5 P.M.
weekdays. Notice that greeting 2 plays on week nights and all weekend—if
only greetings 1 and 2 are scheduled.
Notice that you cannot schedule the system greeting—although you can
make it the current greeting.
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Using Amanda@SOHO
To schedule a start time for a greeting:
(For login information, see “Logging into Amanda” on page 2.)
+
+ greeting number (1-3) +
(weekdays)
+
(weekends)
(for A.M.)
+ the hour and minutes +
+
(everyday)
(for P.M.)
NOTE: Use 1 or 2 digits for the hour and 2 digits for the minutes.
If you use 13 through 23 for hours after noon, you are not
asked whether you meant A.M. or P.M.
To play a holiday greeting on business holidays:
(For login information, see “Logging into Amanda” on page 2.)
+
+
(Use greeting number 3 +
for holiday greetings.)
(for A.M.)
+
(holidays) + the hour +
and minutes
+
(for P.M.)
A holiday list must be made by your Amanda administrator for this to be
effective.
Using Amanda
13
Reviewing All Your Greeting Schedules
You can hear a list of what greetings are scheduled at what time, giving you
an overall idea of how you set up your greetings.
To listen to all scheduling information:
(For login information, see “Logging into Amanda” on page 2.)
+
+
Becoming Unavailable
On hectic days or when you are out of the office, you can use Amanda’s Do
Not Disturb to keep Amanda from ringing your extension. Callers hear your
greeting immediately and can leave you a message. Your coworkers are also
not disturbed by your ringing extension.
To turn Do Not Disturb on or off:
(For login information, see “Logging into Amanda” on page 2.)
+
+
To review the current setting for Do Not Disturb (as well as listen to
your Name and Extension recording):
(For login information, see “Logging into Amanda” on page 2.)
+
+
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Using Amanda@SOHO
Being Notified about Messages
If your telephone has a message light, Amanda automatically turns it on
when you have messages waiting and turns it off after you listen to those
messages. You can add other types of notification so that Amanda calls:
•
•
•
Your extension. This is often used by users whose telephones do not
have message lights.
An outside number. For example, Amanda can call you at home.
Your pager number.
You can also review your notification records to double-check their accuracy
or to remind yourself about the records you created.
Creating Notification Records
You can create up to three notification records. You specify the days of the
week that you want to be notified and where Amanda should call or page
you.
When you provide a number for a pager or an outside line, be sure to include
any extra numbers that must be included. For example, you might need to
dial
for an outside line or
for long distance. Use
for a two-second
pause. For example, if you need a pause between the number for an outside
line and the telephone or pager number, you would start with
.
Using Amanda
15
To be called at your extension when a message is left for you:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+ the number of the notification record (1-3)
(to be called on weekdays)
+
+
(to be called on weekends)
+ extension +
number
(to be called every day)
Amanda calls your extension number and plays the following four times:
your Name and Extension recording, the total number of messages, and the
number of unheard messages. Because she does not know if she has been
successful, she will recall your extension at half hour intervals until you pick
up your messages or until she has tried to reach you six times.
To be called at an outside number when a message is left for you:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+ the number of the notification record (1-3)
(to be called on weekdays)
+
+
(to be called on weekends)
+ telephone number +
(including outside
line, area code, etc.)
(to be called every day)
Amanda calls the telephone number and plays the following four times: your
Name and Extension recording, the total number of messages, and the
number of unheard messages. Because she does not know if she has been
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Using Amanda@SOHO
successful, she will recall the telephone number at half hour intervals until
you pick up your messages or until she has tried to reach you six times.
To be paged when a message is left for you:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+ the number of the notification record (1-3)
(to be called on weekdays)
+
+
(to be called on weekends)
+ pager number +
(including outside
line, area code, etc.)
(to be called every day)
Amanda calls the pager number, waits four seconds, dials your extension
number, and hangs up. Because she does not know if she has been
successful, she will recall the pager number at half hour intervals until you
pick up your messages or until she has tried to reach you six times.
Reviewing Notification Records
You can review your notification records at any time. Amanda tells you the
number for the record and the number it calls.
To review notification records:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
Using Amanda
17
Disabling Notification Records
When a notification record is in error or obsolete, you can disable it.
To disable a notification record:
(For login information, see “Logging into Amanda” on page 2.)
+
+
+
+
+ the notification record (1-3)
Managing Messages
You can listen to messages, then forward them, reply to them, or delete them.
Listening to Messages
Usually, Amanda plays messages in the order that they were received (oldest
to newest).
Messages are saved until you delete them, so delete old messages from your
mailbox as soon as possible.
18
Using Amanda@SOHO
To play messages you have received:
(For login information, see “Logging into Amanda” on page 2.)
+
+
Options:
Next message
Replay message
More options:
Delete message
Restore the message you just deleted
+
Previous message
Forward message
Reply to message
Play date/time of current message
+
Pause 30 sec./Resume
Increase volume
Previous menu
Next new message (or next message)
+
Rewind a bit
Decrease volume
Fast forward a bit
Continuous delete
+
Continuous play
+
Using Amanda
19
Forwarding Messages
You can forward messages left for you to any other Amanda user. For
example, you might need to reroute a message to the coworker who should
have received it in the first place.
Adding a prefix to the forwarded message lets the other user know that you
received the message first and allows you to provide instructions regarding
the message.
To forward the message you just listened to:
Add Prefix (Recommended)
Select mailbox or
list of mailboxes
+ mailbox +
+
+ record prefix +
+
+
+
hang up or add options +
(see options below)
+
+ list number +
A personal
list is:
,
or
.
A system
list is:
,
, or
.
Send without
verification
Send with
verification
(With verification, you are notified when the recipient hears
the message.)
20
Using Amanda@SOHO
Options
Dial
Make the message private.
(Private messages cannot be forwarded.)
Specify a delivery date
and time
+ any combination of the following:
NOTE: Any item (day,
mon., yr., hr., or
min.) not specified takes its
value from the
current date and
time. If you use
13 through 23 for
hours after noon,
you are not asked
whether you
meant A.M. or
P.M.
+ the month +
+
+ the day of the month +
+ the year +
+
+ the hour +
+
+
(for A.M.) +
(for P.M.) +
+ the minutes +
For example, if you create a message Friday afternoon that
no one should listen to until Monday morning (June 2nd),
set June 2nd at 9:00 A.M. as the delivery date and time:
+
+
(the month)
+
(the day of the month) +
+
(the hour) +
+
(the minutes) +
+
+
+
+
(for A.M.) +
+
(to finish)
If you set a date and time in the past, the message is sent
immediately.
Using Amanda
21
NOTE: After forwarding a message you have received or sending
a message you have created to one mailbox, personal mailing list, or system mailing list, you can repeat the procedure
for another mailbox or list.
Replying to Messages
You can reply to any messages you received from other Amanda users.
To reply to the message that you just listened to:
+
+
+ record your reply +
+ hang up or add options +
(use options listed for
forwarding messages)
Send without
verification
+
Send with
verification
(With verification, you are
notified when the recipient
hears the message.)
Deleting Messages
You can delete messages. If you make a mistake, you can restore a deleted
message—but only if you have not changed menus or hung up.
To delete the message that you just listened to:
+
Be careful because pressing additional
For example, pressing
’s deletes additional messages.
deletes this message and the next.
22
Using Amanda@SOHO
To restore the most recently deleted message:
+
(repeat to restore
additional messages)
This works after deleting the message, but not if you have hung up or
returned to the top-level menu.
Sending Messages
When you have an announcement to make to several users or want to leave a
message for a user that you know is out of the office, you can send a message
to an individual mailbox or a list of mailboxes.
(See “Managing Personal Mailing Lists” on page 23 for more information
about lists.)
Select mailbox or
list of mailboxes
+ mailbox +
+
(For login information, see
“Logging into Amanda” on
page 2.)
+
+ record message +
+
+ list’s number +
A personal
list is:
add one or more options +
(use options for
forwarding messages)
+
+
,
or
.
A system
list is:
,
, or
.
Send without
verification
Send with
verification
(With verification, you are
notified when the recipient
hears the message.)
23
Using Amanda@SOHO
Leaving a Message for Someone Else
If you answer the telephone for more than one person, or even if you get a
wrong number, you can allow a caller to leave a message for another user (or
mailbox).
How you do this depends on how your telephone switching system transfers
or conferences calls. The following procedure tries to cover all cases, but
check with your administrator for specific instructions.
To allow a caller to leave a message for someone:
1.
Transfer the call to Amanda. (Usually, you press the Conference or
Transfer button on your telephone.)
2.
After Amanda answers, dial
or
.
works on any telephone switching system. However,
if you hear Amanda say, “That was an invalid entry,” just use:
.
3.
Enter the mailbox to receive the message.
4.
Complete the call transfer. (Usually, you just hang up.)
Managing Personal Mailing Lists
Amanda allows you to have three personal mailing lists, which you create
and manage using the lists menu. You use these lists to send and forward
messages.
24
Using Amanda@SOHO
To create a mailing list:
(For login information, see “Logging into Amanda” on page 2.)
+
+ the list’s number (1-3)
+
+ mailbox +
(repeat for each mailbox)
+
+ record a name or description to identify the
list +
To modify an existing mailing list:
Do any (or all) of these:
(to review the list)
1
(to add mailboxes to the list)
+ mailbox +
+
+ the list’s number (1-3) +
(For login information, see
“Logging into Amanda” on page 2.)
+
(repeat for each mailbox)
(to delete mailboxes from the
list)
+ mailbox +
+
(repeat for each mailbox)
(to rename the list)
+ rerecord list name +
or description
Index
A
adding
names to employee directory 4
after-hours greetings 7
Amanda
calling 2
setting up 3
user’s introduction 1
away-from-the-office greetings 7
C
call control 13
calling
about waiting messages 14
Amanda 2
calls
controlling 13
changing
greetings 11
mailing lists 24
menu options 9
security code 4
changing lists
managing 24
controlling
calls 13
conventions iv
copyright ii
creating
mailing lists 24
menus 7
notification records 14
D
deleting
menu options 9
messages 21
notification records 17
directory
employee 4
disabling
notification records 17
Do Not Disturb 13
E
employee directory
adding your names 4
examples
greetings 6
menu 9
extension
calling when messages
waiting 15
F
forwarding
messages 19
G
greetings
after-hours 7
away-from-the-office 7
changing current 11
examples 6
listening to 9
offsite 7
recording 5
reviewing schedules 13
system 11
vacation 7
with menus 7
H
hearing
messages 17
I
introducing
Amanda 1
L
leaving
messages 23
listening
greetings 9
listening to
messages 17
lists
creating 24
M
mailboxes
scheduling changes
mailing lists
creating 24
managing 23
11
26
modifying 24
updating 24
making
recordings 5
managing
messages 17
personal mailing lists 23
recorded greetings 9
menu options
changing 9
removing 9
menus
creating 7
reviewing 8
sample 9
messages
deleting 21
forwarding 19
leaving 23
managing 17
notification 14
notification at an outside
number 15
notification at your extension 15
notification via paging 16
playing 17
replying to 21
sending 17, 22
modifying
mailing lists 24
N
Name and Extension recording
recording 5
Using Amanda@SOHO
names
adding to employee directory 4
notification
messages 14
notification records
disabling 17
reviewing 16
O
offsite greetings 7
options
reviewing 10, 13
outside number
calling about waiting messages 15
P
paging
about waiting messages 16
when message left 14
personal mailing lists
creating 24
managing 23
playing
messages 17
R
recording
greetings 5
Name and Extension recording 5
removing
menu options 9
replying to
messages 21
reviewing
greetings 9
menus 8
notification records 16
options 10, 13
scheduled greetings 13
S
samples
greetings 6
schedules
reviewing 13
schedulling
mailbox changes 11
security codes
changing 4
sending
messages 17, 22
setting up
Amanda 3
system
greeting 11
T
trademarks ii
U
updating
mailing lists 24
uses
fraudulent iii
using
system greeting 11
V
vacation greetings 7
W
warranty ii
Amanda@SOHO
Quick Reference
Enabling Network Telephony
for the Communicating PC
Use the Main Menu
Internal: Dial Ext. No. _______
External: Dial Phone No. __________
2.
Enter
3.
Enter _______ +
security code
+ _______ +
mailbox
(Some systems
skip step 2.)
Manage Lists
Listen to messages
Manage lists
Manage greetings
Exit user mode
Change options
1.
Hang up
Select a list
Review current list
Record a list comment
Add mailbox to list
Return to prev. menu
Delete mailbox from list
Send a new message
Listening Hints and Tips
Listen to Messages
Increase volume or
Play next message
Forward message
Replay message
Reply to message
Delete message
Special functions
Decrease volume
Skip ahead (fast forward)
Rewind
Pause for 30 seconds until you press
again
Undelete message
Play prev. message
Return to prev. menu
Send New Message
Select user
Record message
Select list
Skip to new message
Send New Message (cont.)
Return
Review
Cancel
Re-record
Make private
Append
Set delivery time
Save
Return to prev. menu
Send message
Send with verification
Return to prev. menu
Manage Greetings
Change Selected Greeting
Select a greeting
Review selected greeting
Select system greeting
Re-record selected greeting
Review the current greeting
Schedule selected greeting
Review greeting schedules
Return to previous menu
Return to previous menu
Manage Options
Use Special Options
Do Not Disturb
Special options
Set up notification
Review mailbox menu
Security code
Review options
Change names
in employee directory
Reset mailbox
Record name & ext.
Return to prev. menu
Create mailbox menu
Return to prev. menu
Set Up Notification
Informational Mailbox Menu
(when you call an informational mailbox)
Review notification records
Manage greetings
Exit user mode
Create notification record
Create menu
Hang up
Disable notification record
Return to prev. menu
Review menu