Amanda Work Group 7-xx User Guide

Using

[e-mail]/

DOS

Telephone Features

Version 7.xx

User’s Guide Edition 7/01

ii	Using [e-mail]/DOS Telephone Features

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® and Amanda@ are registered trademarks and sales trademarks 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,

iii

INCLUDING DAMAGES FROM LOSS OR CORRUPTION OF DATA, 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 [phone] FAX [phone]

iv	Using [e-mail]/DOS Telephone Features

Conventions

This manual uses the following terminology and conventions:

Amanda	The name by which this manual refers to the
	[e-mail] system to make reading
	about the system easier. Because of the name Aman-
	da, the system is also referred to as “she.”
caller	Someone who calls into Amanda. A caller often ob-
	tains information, leaves a message for someone,
	and/or provides information. Because Amanda is re-
	ferred to as “she,” callers and users are referred to as
	“he” for clarity.
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 identi-
	fy yourself.
	Indicates that you must listen to a message before
	you process it. For example, you can forward a mes-
	sage 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 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 Forwarding Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Replying to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Sending Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Being Notified about Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Changing a Pager Number by Telephone. . . . . . . . . . . . . . . . . . . . . . . 15

vi	Using [e-mail]/DOS Telephone Features

Leaving a Message for Someone Else . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Managing Personal Mailing Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Managing Messages Sent by Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Managing Guest Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Using Amanda

Introducing Amanda

[e-mail]/DOS 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 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 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 Disturb on and off 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 [e-mail]/DOS 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 call Amanda. She prompts you at every step.

2	Using [e-mail]/DOS 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.

TIP: For best results, answer your telephone at the 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 (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 +

To dial another user without having to hang-up:

•Dial .

(This is enough s to exit the menus and a to hear caller instructions.)

Using Amanda

3

To hang-up from within the menu system:

•Dial .

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 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 [e-mail]/DOS, you should record the following:

•A name and extension recording

+ + + record your name and 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.