Amanda Portal Telephone Features Service Manual

Using

Amanda Portal

Telephone Features

Version 1.xx

User’s Guide: 10/01 Edition

ii Using Amanda Portal Telephone Features

Copyright and Trademark Notices

Copyright  1998–2001 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 and Amanda@ are registered trademarks and sales trademarks of
The Amanda Company. Other brand names and product names 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 DOC UMENT,
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,

INTERRUPTED USE, LOST PROFITS, COST OF PROCURING
SUBSTITUTE GOODS, TECHNOLOGY OR SERVICES, EVEN IF THE
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THEORY SHALL NOT EXCEED ANY AMOUNTS PAID BY YOU FOR
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thereof.

Fraudulent Usage Advisory

iii

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 COMP ANY
13765 ALTON PARKWAY, UNIT F
IRVINE, CA 92618
TELEPHONE [phone] FAX [phone]

iv Using Amanda Portal Telephone Features

Conventions

This manual uses the following terminology and conventions:

Amanda

The name by which this manual refers to the
Amanda Portal system to make reading about the system
easier. Because of the name Amanda, the system is also re­ferred to as “she.”

caller

user

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” for clarity.

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 p ersonal o p­tions such as Do Not Disturb.

Indicates that you must log into Amanda and identify your­self.

Indicates that you must listen to a message before you pro­cess it. For example, you can forward a messag e you have
just heard.

Contents

Copyright and Trademark Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

Limited Warranty on Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

Fraudulent Usage Advisory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv

Using Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Logging into Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Setting Up Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Recording Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Sample Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

After-hours Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Away-from-the-office Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Managing Recorded Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Changing Your Security Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Controlling Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Screening Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

When You Are Unavailable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Reviewing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Scheduling Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Managing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Listening to Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Replying to Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Forwarding Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Being Notified about Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Changing a Pager Number by Telephone. . . . . . . . . . . . . . . . . . . . . . . 16

vi Using Amanda Portal Telephone Features

Leaving a Message for Someone Else. . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Managing Personal Mailing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Managing Messages Sent by Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Managing Guest Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Setting Up a Security Phrase. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using Amanda

Amanda Portal is an automated telephone attendant and voice processing
system designed especially for ease of use and flexibility. To you and the
people who call you, Amanda is also a voice on the telepho ne guiding you to
people, services, and messages.

Each user of the Amanda system has both a mailbox and a telephone
extension number. These are usually 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. The system administrator
initially (and ultimately) controls the contents of these fields, but you can
change many of them. For example, you may turn Do Not D isturb on and of f
during a hectic day. You change the contents of these fields from a touch­tone telephone using a series of menus.

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 Portal effe ctively from your of fice
telephone extension and whi le you are out of the office. However, you don ’ t
need this guide at your side every time you call Amanda. She prompts yo u at
every step.

2 Using Amanda Portal Telephone Features

Depending on decisions made by your Amanda system administrator, you
may not have access to all the features described here. Check with your
system administrator if some of the features appear to be different or
missing.

IP

T

: For best results, a nswer y our t el eph on e at t he beginning of

a ring.

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.

Dial:

_______ (Amanda’s number) + + mailbox + + security code +

OR

Dial:

_______ (Amanda’s number) + security code +

OTE

N

: 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 +

To dial another user without having to hang-up:

• Dial .
(This is enough s to exit the menus and a to hear caller in-

structions.)

Using Amanda 3

To hang-up from within the menu system:

• Dial .

OTE

N

: You can hang up on Amanda at any time. Ho wever, if y ou

have an older model telep hone swi tching syst em, Am anda
waits to be sure a disconnect has occurred.

If you dial before hanging up, Amanda
doesn’t need to wait, and the port becomes available faster.

When you see this symbol, use one of the methods
of logging into Amanda and identifying yourself
that is described in this section.

Setting Up Amanda

As a new Amanda user, you should create a name and extension recording,
one or more greetings, a busy message. These preparations allow your
callers to know that they have reached you and feel comfortable about your
whereabouts. You should also change your security code to ensure that only
you and other authorized personnel can access your messages.

Recording Greetings

As a user of Amanda Portal, you should record the following:

• A name and extension recording

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.

+ + + record your name and extension +

4 Using Amanda Portal Telephone Features

Until you make this recording, Amanda says only the number of the
mailbox:

“mailbox 2-4-7.”

• At least one greeting

+ + the greeting’s number (1-7) + +

record greeting +

When Amanda rings your extension and you do not answer, she plays a
greeting. You can have up to seven of these greetin gs. For ex ample, y ou
can have a daytime greeting, an after-hours greeting, and a vacation or
on-the-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 o n ano ther 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 they can be sched­uled by an administrator.

• A busy messag e (which callers hear when your line is busy)

+ + + record your busy message +

Amanda plays either a system-wide busy message or your personal busy
message whenever your extension is busy.

For example: “This is Chris. I’m talking to someone else at the moment.
Press * to hold, enter another extension, or stay on the line to leave me a
message.”

Using Amanda 5

After any recording (this is called the post-record menu):

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 3 for a standard example of each type of recording: the
Name and Extension recording, the Ring No Answer greeting, and Custom
Busy greeting.

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 t one, or call during office hours: 10
through Friday.”

A.M

. to 6 P.M., Monday

6 Using Amanda Portal Telephone Features

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 5
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.”

Your Amanda administrator can copy your messages to both you and a
coworker while you are on vacation or only to that coworker. (The
administrator can stop the message copying when you return.) 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 5
My associate, Matthew Lee, is handling all my business calls. Call Matthew
at Extension 557 or leave him a detailed message at the tone.”

Managing Recorded Greetings

Use the greetings menu to listen to the current greeting, use a different
greeting or rerecord a greeting. (See “Recording Greetings” on page 3 for
information about recording greetings.)

To listen to the current greeting:

+ +

th

.

th

.

To change which greeting is heard:

the greeting’s number (1-7) +

+ +

(for the system greeting) +

(Optional) (to listen to the greeting)

Using Amanda 7

Changing Your Security Code

Y o ur initial security code is usually your mailbox number or 997. It is a good
idea to change it immediately and often.

To change your security code:

+ + + new code + + new code (to confirm)

Controlling Calls

This section explains how you can screen calls, turn do not disturb on and
off, and control what your callers hear when your line is busy or when you
cannot answer your telephone.

Screening Calls

By screening calls, you can accept or reject specific calls based on who is
calling. Normally, Amanda ask s for and records the caller’s name and

company. You can press to have Amanda repeat the name and company
recording.

You press to accept or to reject the caller.

If you share an extension or answer calls for more than one mailbox, you
may want to screen calls based on what mailbox is being called. Ask your
administrator for more information.

To turn call screening on or off:

+ +

8 Using Amanda Portal Telephone Features

When You Are Unavailable

On hectic days or when you are out of the office, you can use Amanda’s Do
Not Disturb to keep your extension from ringing. 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:

+ +

Reviewing Options

You can review the current settings for options such as Do Not Disturb and
call screening.

To review option settings:

+ +

Scheduling Changes

Amanda can be configured to automatically change your extension, do-not­disturb setting, call screening setting, and your greeting at particular dates
and times. See your administrator for details.

Managing Messages

You can listen to messages, then forward them, reply to them, or delete them.

Using Amanda 9

Listening to Messages

You will use Amanda primarily to listen to and send message s.

Usually , Amanda plays m essages in the order that they were received ( oldest
to newest). She makes an exception for urgent messages, playing them in
newest to oldest order and prior to any other messages.

Normally, messages are saved until you delete them, so delete old messages
from your mailbox as soon as possible.

Your Amanda system may have been configured differently. For example, it
may play new messages first or purge old messages after a number of days.
Check with your administrator.

To play messages you have received:

+

+

Options: More options:

Next message Replay message 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 mess age)

+

Rewind a bit Decrease volume Fast forward a bit Continuous dele te

+

Continuous play Mark current message as new/unheard

+ +

10 Using Amanda Portal Telephone Features

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 + +

forwarding messages)

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. You can bypass this step.

The next few pages show diagrams about how forwarding messages works.

(use options listed for

Send without
verification

(With verification, you are
notified when the recipient
hears the message.)

Send with
verification

Using Amanda 11

To forward the message you just listened to:

+ +

Select mailbox or
list of mailboxes

mailbox number + +

+ list number + +

A personal
list is:

through

(but not 9).

A system list is:

through

(but not *9).

.

Add Prefix (Recommended)

record prefix + +
hang up or add options +

(see options below)

to send with
verification

.

(With verification, you are no-

to send with­out verification

tified when the recipient hears
the message.)

Note: If your Amanda system does not have the fast_send_msg

configuration option set to true, forwarding and sending
messages requires more steps. You must press:

before you input a mailbox number
before you input a list number (instead of the )

before you record a prefix

to save that prefix followed by to send withou t ver-

ification and to send with verification

12 Using Amanda Portal Telephone Features

Options Dial

Make the message urgent.

Make the message private.

(Private messages cannot be forwarded.)

Specify a delivery date
and time

OTE

N

: 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.

+ any combination of the following:

+ the month + +

+ the day of the month + +

+ the year (use 2 or 4 digits) + +

+ the hour + +

+ the minutes + +

(for A.M.) +

(for P.M.) +

Using Amanda 13

For example, if you create a message Friday afternoon that no one should listen to until
Monday mo rning (June 2

+

+

(

+

+ (the hour) + + (for

+ (the minutes) + + (to finish)

(the day of the month) + +

nd

), set June 2nd at 9:00 A.M. as the delivery date and time:

the month) + +

A.M

.)

If you set a date and time in the past, the message is sent immediately.

OTES

N

: After forwarding a message you have received or sending

a message you have created to one mailbox o r list, you can
repeat the procedure for another mailbox or list. A config­uration option (set by your Amanda administrator) allows
messages to be sent to more than one mailbox or list.

If your administrator chose an alternate TUI (telephone
user interface for your company, you are automatically
asked for a preface as you forward a message and do not

have to press as shown for the prefix in the diagram
above.

When addressing a message as a user, your can press

(or whatever the extension is for your employee

directory) to find another user’s extension.
Depending on the optio ns set on your sys tem, you might be

prompted: “To select this extension, press *. Otherwise,
press # to continue.” When there are no more matching di­rectory entries, the prompt is: “To search the directory
again, press *. Otherwise, press #.”

If your administrator has set the fast_forward configuration option to True,
you can forward messages using a minimum number of keystrokes and a
predetermined set of steps. Amanda asks you for the destination mailbox
number, confirms your choice by playing that mailbox owner’s name and
extension recording, and asks for a prefix. Then you hear the post-record
menu and your message is sent as you save it. This variatio n is shown belo w.

14 Using Amanda Portal Telephone Features

To forward a message when fast_forward is set to true:

+ + mailbox number + +record prefix + +

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 ’s deletes additional messages.

For example, pressing deletes this message and the next.

To restore the most recently deleted message:

+

repeat to restore
additional messages

(to save and to send without verification)

+

This works after deleting the message, but not if you have hung up or
changed menus.

To delete all messages:

+

Using Amanda 15

Sending Messages

When you have an annou ncement t o make to several users or want to l eave a
message for a user that you know is out of t he off ice, you can se nd a message
to an individual mailbox or a list of mailboxes.

See “Managing Personal Mailing Lists” on page 18 for more information
about lists.)

Select mailbox or

list of mailboxes

mailbox + +

record message + +

+ +

+ list number +

A personal

list is:

through

(but not 9).

A system list is:

through

(but not *9).

.

add one or more options +
(use options for
forwarding messages)

Send with
verification

(With verification, you are
notified when the recipient
hears the message.)

Send without
verification

If your Amanda system does not use the "fast" method to forward and send
messages, you must press:

before you input a mailbox number

before you input a list number (instead of the )

before you record a prefix

to save that prefix followed by to send without verif ication and

to send with verification

16 Using Amanda Portal Telephone Features

OTE

N

: When addressing a message as a user, your can press

(or whatever the extension is for your employee

directory) to find another user’s extension.
Depending on the opt ions set on yo ur system, you might be

prompted: “To select this extension, press *. Otherwise,
press # to continue.” When there are no more matching di­rectory entries, the prompt is: “To search the directory
again, press *. Otherwise, press #.”

Being Notified about Messages

Amanda can be configured to notify you when you have a message. She can
call your pager to display the total number of messages and the number of
new messages. She can use relay paging to display or forward a telephone
number entered by your caller (if he pressed # while listening to your
greeting). She can even call you at home or on your cellular telephone. She
can notify you about all messages and/or about messages marked urgent. All
notification methods can be s cheduled by time and da y of the week. See y our
administrator for details.

Changing a Pager Number by Telephone

You can change the telephone number for a pager over the telephone.

To change the pager number:

+ + + notification record’s number (1–10) +

new pager number +

To exit without changing a notification record, press instead of a record
number or pager number.

OTE

N

: To be changed, the notification record must be active and

currently contain a number in its Variable field. That field
might be a home telephone number or some other number
rather than a pager number.

Using Amanda 17

Leaving a Message for Someone Else

If you answer the telephone for more than one person, or even if you get a
wrong number, yo u can allow a caller to leave a message for another user (or
mailbox).

How you do this depend s o n how your telephone switching system t ran sfers
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 swi tching sy stem. 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.)

18 Using Amanda Portal Telephone Features

Managing Personal Mailing Lists

Amanda allows you to have 29 personal mailing lists, which you create and
manage using the lists menu. You use these lists to send and forward
messages.

To create a mailing list:

+ +

+ + the list’s number (1-8, 10-30)

(repeat for each mailbox)

record a name or description to identify the list +

+

+ mailbox + +

Using Amanda 19

To modify an existing mailing list:

Do any (or all) of these:

(to review the list)

1

(to add users to the list)

+ mailbox + +

+ + the list’s number (1-8, 10-30) +

Managing Messages Sent by Fax

A message can be faxed to your mailbox. Amanda lets you know that the
message is a fax. You can retrieve it by:

• Calling from a fax machine

• Providing the telephone number for a fax machine

To get a particular fax message when calling from a fax machine:

+ + locate the fax message + + +

(repeat for each mailbox)

(to delete users from the list)

+ mailbox + +

(repeat for each mailbox)

(to rename the list)

+ rerecord list name +

or description

press the Start button on your fax machine

20 Using Amanda Portal Telephone Features

To get all fax messages when calling from a fax machine:

+ + + +

press the Start button on your fax machine

When not calling from a fax machine:

+ + locate the fax message + + +

fax machine’s telephone number +

Managing Guest Mailboxes

If your Amanda system administrator has configured the system to allow
guests, you can give a gu est mailbox to another per son. In t his way, someone
working for you temporarily can receive messages. He can check for those
messages using any extension that has access to Amanda.

The guest mailbox’s privileges are those defined by the guest mailbox
template (usually mailbox 996). Check with your Amanda system
administrator to determine the security code.

To create a guest mailbox:

+ + + write down the guest mailbox

The security code is usually the same number as the guest mailbox. Check
with your administrator to be sure.

To access a guest mailbox:

Dial:

_______ (Amanda’s number) +

host’s mailbox + + + guest mailbox + guest’s security code

or ) +

(

Using Amanda 21

Now the guest can use Amanda’s services.

To leave a message for a guest:

Dial:

_______ (Amanda’s number) +

host’s mailbox + + guest mailbox + hear guest’s greeting + leave message

or ) +

(

To delete a guest mailbox:

+ + + the guest mailbox to be deleted

To review your guest mailboxes:

+ +

Amanda plays the name and extension recordings for your guest mailboxes.

Setting Up a Security Phrase

Depending on the voice mail options selected by your company, you may
use voice security phrase as an alternative to a security code entered from a
telephone keypad. As Amanda learns the phrase, you will be asked to repeat
it at least twice. Wait for the tone each time.

To set up a security phrase:

+ + + state and restate the phrase as often as asked

22 Using Amanda Portal Telephone Features

Index

A

accessing

guest mailboxes
after-hours greetings
Amanda

2

calling

setting up

user’s introduction
auto-scheduling

call processing changes
away-from-the-office greet-

6

ings

B

busy message

recording

C

call control
call processing

call screening
calling

calls

changing

7

scheduling changes

Amanda

controlling

screening

greetings

mailing lists

2

20
5

3

1

4

8

7

7

7

6

19

8

pager telephone number

for notification

16

security code

changing lists

managing

controlling

7

calls
conventions
copyright
creating

custom busy message

D

deleting

Do Not Disturb

E

examples

F

faxes

forwarding

ii

guest mailboxes

mailing lists

recording

guest mailboxes

messages

greetings

messages sent as

messages

7

19

iv

18

4

14

8

5

10

20

21

19

G

greetings

after-hours
away-from-the-office
changing current
examples
listening to
offsite
recording
system
vacation

guests

accessing mailboxes
creating mailboxes
deleting mailboxes
leaving messages f or
mailboxes
removing mailboxes
reviewing mailboxes
using mailboxes

H

hearing

messages

I

introducing

Amanda

L

leaving

messages

5

6

4

6

6

20

9

1

17, 21

5

6

6

6

20
20
21

21

21

21

20

Index I–23

24 Using Amanda Portal Telephone Features

listening

greetings

listening to

messages

lists

creating

M

mailboxes

guests
scheduling changes

mailing lists

creating
managing
modifying
updating

making

recordings

managing

guest mailboxes
messages
personal mailing lists
recorded greetings

messages

deleting
faxed
forwarding
leaving
managing
notification
playing
recording bu sy message
replying to
sending

6

9

18

20

18

17

19

19

3

8

14

19

10

17, 21

8

16

9

10

9, 15

20

6

8

17

4

modifying

3

number

16

6

8

16

18

17

9

4

cording

10

19

16

19

4

3

21

mailing lists

N

Name and Extension recording

recording

notification

changing pager telephone

messages

O

offsite greetings
options

reviewing

P

pager

number

personal mailing lists

creating
managing

playing

messages

R

receiving

faxed messages

recording

custom busy message
greetings
Name and Extension re-

removing

guest mailboxes

replying to

messages

reviewing

greetings
guest mailboxes
options

S

samples

greetings

scheduling

call processing changes

screening

calls

security codes

changing
security phrases
sending

messages
setting up

Amanda
system

greeting

T

trademarks

U

updating

mailing lists
uses

fraudulent
using

guest mailboxes

system greeting

V

vacation greetings

W

warranty

6

8

5

7

7

21

9, 15
3
6

ii

19

iii

ii

21

8

20

6

6

Amanda Portal
Quick Reference

1. Internal: Dial Ext. No. _______
External: Dial Phone No. __________

Enabling Network Telephony

for the Communicating PC

Use the Main Menu

Listen to messages

Manage greetings

Manage opti o ns

Send new message

Listen to Messages

Play next message

Replay message

Manage lists

Manage guests

Exit user mode

Hang up

Forward message

Reply to message

2. Enter + _______ + (Some systems

3. Enter _______ +

security code

mailbox skip step 2.)

Manage Lists

to Select a list

Review current list Record a list comment
Add mailbox to list

Delete mailbox from list

Use Special Functions

Get fax immediately

Send fax to fax mach.

Return to prev. menu

Skip to new message

Continuous delete

Delete message

Play prev. message

Special functions

Return to prev. menu

Undelete message

Play message date/time

Continuous play

Listening Hints and Tips

While listening to your messages:

Increase volume or Decrease volume
Skip ahead (fast forward)
Rewind

Manage Greetings

to Select a greeting

Select system greeting

Pause for 30 seconds until you press again

Hang up from within Amanda’s menus

Dial another user

Send New Message

Select user Select list Return

Record message

Return to prev. menu

Manage Options

Do Not Disturb

Call screening

Security code Set security phrase

Record busy message

Record name & ext.

Review the current greeting

Return to previous menu

Send New Message (cont.)

Review

Re-record

Append

Cancel

Send message

Send with verification

Make urgent

Make private

Set delivery time

Save

Return to prev. menu

Notes:

Select busy message

Return to prev. menu

Review options