Amanda SOHO Service Manual

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Using

ndA@SOHO

Version 3.xx

User’s Guide: 7/01 Edition

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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 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,

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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

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 (949) 859–6279 FAX (949) 859–4380

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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

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.”

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 the message before you process it. For example, you can forward the message yo u have just heard.

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Contents

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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Forwarding Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Replying to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Leaving a Message for Someone Else. . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Managing Personal Mailing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

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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 whi le 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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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 +

OTE

: 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 +

OTE

: You can hang up on Amanda at any time. H owever , i f y ou

have an older model telephone switch in g s yst em, Amand a 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.

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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 s et 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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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 page2.)

+ + + + + a maximum of 8 digits re presenting +

your first name

To change your LAST NAME in the employee directory:

(For login information, see “Logging into Amanda” on page2.)

+ + + + + a maximum of 8 digits re presenting +

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) +

your last name

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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 us ed when you do no t 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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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 C hri s. I ’m aw ay fr om 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.

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

A.M

. to 6 P.M., Monday

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 h and ling m y 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 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.”

Combining a Greeting with a Menu

You can create a menu for your mailbox. For exampl e, yo ur g reeting ( which plays when you do not answer your telepho ne) can provide menu opti ons for your caller. It might say:

“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5 While I am gone, my associates, Sierra Raby and Matthew Lee , are hand ling all my business calls. To call Sierra, press 1. To call Matthew, press 2.”

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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 m ust 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) + the mailbox that Amanda + (Amanda repeats

of the menu calls for that digit 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.)

+ + +

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Using Amanda 9

To change a menu option:

(For login information, see “Logging into Amanda” on page 2.)

Sample Menu

+ + + + the digit (0-9) + the new mailbox for that digit +

to be changed

To remove a menu option:

(For login information, see “Logging into Amanda” on page 2.)

+ + + + the digit (0-9) +

to be removed

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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• 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 kn ow what callers hear when they search for you in the employee directory. The Name and Extension recording is used to identify you in o ther ways , too. For example, it is par t 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.)

+ +

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Using Amanda 11

Changing What Greeting is Currently Played

To change which greeting is played for callers:

the greeting’s number (1-3) +

+ +

(Optional) (to listen to the greeting)

(See “Logging into Amanda” on 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 , s uch as coming to work at a certain time or leaving work at a certain time, you can schedule the change of g reeting. 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 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.

(for the system greeting) +

A.M

. weekdays and greeting 2 to start playing at 5 P.M.

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12 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) (for A.M.)

(weekends) + the hour and

(everyday)

OTE

: Use 1 or 2 digits for the hour and 2 digits for the minutes.

minutes

If you use 13 through 23 for hours after noon, you are not asked whether you meant

A.M

To play a holiday greeting on business holidays:

(For login information, see “Logging into Amanda” on page 2.)

+ + (Use greeting number 3 +

+ (holidays) + the hour + +

for holiday greetings.)

and minutes

+ +

. or P.M.

(for

A.M

(for P.M.)

A holiday list must be made by your Amanda administrator for this to be effective.

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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 ri nging your extension. Callers hear your greeting immediately and can leave you a message. Your cowork ers are als o 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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14 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 te lephones 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 doub le-check their accur acy 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, b e 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 .

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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 an d Extension recording, th e 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 +

(to be called every day)

(including outside line, area code, etc.)

Amanda calls the telephone number and plays the follo wing four ti mes: 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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16 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 +

(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.)

+ + + +

(including outside line, area code, etc.)

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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 m essages 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.

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18 Using Amanda@SOHO

To play messages you have received:

(For login information, see “Logging into Amanda” on page 2.)

Options: More options:

Next message Replay message Delete message Restore the message yo u 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 forw ard a bit Continuous dele te

Continuous play

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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:

+ +

Select mailbox or list of mailboxes

+ mailbox + +

+ list number +

A personal

list is:

or . A system list is:

, , or

Add Prefix (Recommended)

+ record prefix + +

hang up or add options + (see options below)

Send without verification

Send with verification

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

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Options Dial

Make the message private.

(Private messages cannot be forwarded.)

Specify a delivery date and time

OTE

: 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

A.M

meant

P.M

. or

+ any combination of the following:

+ the month + +

+ the day of the month + +

+ the year + +

(for A.M.) +

+ the hour + +

(for P.M.) +

+ the minutes +

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

at 9:00 A.M. as the delivery date and time:

the month) + +

(

set June 2

+ (the hour) + + (for

(the day of the month) + +

(the minutes) + + (to finish)

A.M

.) +

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

Page 27

Using Amanda 21

OTE

: 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 + +

forwarding messages)

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.

(use options listed for

Send without verification

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

Send with verification

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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 of fice, you can send a messag e to an individual mailbox or a list of mailboxes.

(See “Managing Personal Mailing Lists” on page 23 for more information about list s.)

Select mailbox or

list of mailboxes

+ +

(For login information, see “Logging into Amanda” on page 2.)

+ mailbox + +

+ list’s number +

A personal list is:

or . A system list is:

, , or

+ record message + +

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

Send without verification

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

Send with verification

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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, yo u can allow a caller to leav e a message fo r another u ser (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.

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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)

To modify an existing mailing list:

+ + the list’s number (1-3) +

(For login information, see “Logging into Amanda” on page 2.)

+ mailbox +

(repeat for each mailbox)

record a name or description to identify the list +

Do any (or all) of these:

(to review the list)

(to add mailboxes to the list)

+ mailbox + +

(repeat for each mailbox)

(to delete mailboxes from the list)

+ mailbox + +

(repeat for each mailbox)

(to rename the list)

+ rerecord list name +

or description

Page 31

Index

adding

names to employee direc-

tory after-hours greetings Amanda

calling setting up user’s introduction

away-from-the-office greet-

ings

call control calling

calls

changing

changing lists

controlling

conventions copyright

about waiting messages Amanda

controlling

greetings mailing lists menu optio ns security code

managing

calls

creating

mailing lists menus notification records

deleting

menu options messages notification records