Amanda Work Group 7-xx Instruction Manual

Using

Am

A

nd

@Work.Group/

A

DOS

Workstation Features

Version 7.xx

User’s Guide Edition 7/01

ii Using [e-mail]/DO S Workstat ion Featur es

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 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
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.

iii

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

iv Using [e-mail]/DO S Workstat ion Featur es

Conventions

This manual uses the following terminology and conventions:

Amanda

The name by which this manual refers to the Aman­[e-mail] system to mak e reading about th e
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 personal options such as Do Not Disturb.

Contents

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

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

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

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

Chapter 1

Installing Amanda Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Installing Amanda Messenger and Amanda Dialer . . . . . . . . . . . . . . . . . . . . . . . 1

Installing Amanda Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

In Windows 3.11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

In Windows 95 or 98 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Chapter 2

Using Amanda Messenger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Logging On to Amanda Voice Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Logging Back On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

More Than One Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Changing Your Security Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Message Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Understanding Information Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Resizing and Reordering Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Sorting Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Setting Up Amanda Messenger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Setting Play/Record Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Converting from Stereo to Mono . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Being Notified about New Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Displaying Mailbox Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Saving New Messages Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Prompt to Empty Trash Bin on Exit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

vi Using [e-mail]/DOS Workstation Features

Managing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Playing or Viewing a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Saving a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Deleting a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Composing a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Using Message Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Sending a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Forwarding a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Replying to a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Managing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Managing Mailing Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Viewing Message Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Controlling Call Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Changing Basic Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Managing Waiting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Preparing for Waiting Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Managing a Call after Minimal Preparation . . . . . . . . . . . . . . . . . . . . 40

Managing Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Controlling the RNA Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Controlling the Busy Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Playing a Greeting or Name and Extension Recording. . . . . . . . . . . . 45

Recording a Greeting or Name and Extension Recording. . . . . . . . . . 46

Importing a Greeting or Name and Extension Recording . . . . . . . . . . 47

Naming an RNA Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Miscellaneous . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Viewing General Mailbox Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Managing Guests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Using the Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

System menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Edit menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

View menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Messages menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Play menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Fax menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Options menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Window menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Help menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Using Toolbar Buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Using Player Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Chapter 3

Using Amanda Dialer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Starting and Exiting Amanda Dialer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Setting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Dialing Numbers from Windows Applications. . . . . . . . . . . . . . . . . . . . . . . . . 63

With Windows 3.11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

With Windows 95 or 98 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Redialing a Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Chapter 4

Using Amanda Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Introducing Amanda Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Sending a Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Saving a Fax as a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Sending a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Caveats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

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viii Using [e-mail]/DOS Workstation Features

Chapter 1 Installing Amanda Clients

Installing Amanda Messenger and Amanda Dialer

The Amanda Messenger and Amanda Dialer applications must be installed
on each user’s workstation. They can be installed from a network drive if
your Amanda system administr ator or your n etwork administrator copies the
files on the User Clients disk to a network location. They run on Windows

3.11, Windows 95, 98, NT, or 2000.

To instal l Amanda Messenger or Amanda Dialer:

1. Run SETUP.EXE from the User Clients disk or from the location on
your network where the disk has been copied. You can do any of the
following:

• Double-click the name of this file in File Manager (Windows 3.11)

or Explorer (Windows 95).

• Select Run… from File Manager’s File menu or from Windows

95’s Start menu. Then type the path to SETUP.EXE in the text box
or click Browse… to locate SETUP.EXE.

The Setup dialog box appears.

2. Click Continue.
The Installing Amanda Clients dialog box appears.

3. Click Yes.

2 Using [e-mail] /DOS Workstat ion Feat ur es

The Destination Path dialog box appears.
Use the default path (C:\AMACLNTS) for the Amanda Clients or type

(or browse for) another path in the Path text box.

4. Click Continue.
The Destination Group dialog box appears.

5. Use the default gr oup (Amanda) or type a new grou p name in the Grou p
text box.

Click Continue.

Installing Amanda Fax

Install Amanda Fax only af ter you h ave install ed the Amanda Messenger and
Amanda Dialer software. That installation process automatically installs the
SENDFAX.EXE file that is required by Amanda Fax.

In Windows 3.11

To install Amanda Fax in Windows 3.11:

1. From Program Manager’s Main group, double-click the Control Panel
icon.

The Control Panel group appears.

2. Double-click the Printers icon.
The Printers dialog box appears.

3. Click Add>>.
The dialog box expands.

4. In the List of Printers list box, select Install Unlisted or Updated
Printer—if it isn’t already selected.

5. Click Install….

Chapter 1 Installing Amanda Clients 3

The Install Driver dialog box appears.

6. Do one of the following:

• If you are installing from a floppy disk, insert the
[e-mail] User Client floppy disk into a floppy disk
drive. Make sure that the name of the drive containing the floppy
disk appears in the text box. (For example, if you inserted the
floppy disk in the A: drive, A:\ appears in the text box.) Go on to
step 7.

• If you are installing from a network location, click Browse… and
use the Browse dialog box to locate the files from the
[e-mail] User Client dis k. ( Windows 3.11 is looking
for the directory that stores the OEMSETUP.INF file. Ask your
Amanda system administrator for the exact path to this directory, if
necessary.)

Click OK to return to the Install From Disk dialog box.

7. Click OK to exit from the Install Driver dialog box.
The Add Unlisted or Updated Printer dialog box appears. Its List of

Printers list box should display (and have already selected) Amanda
Fax.

8. Click OK.
The Printers dialog box reappears. The Installed Printers list box should

now include Amanda Fax on LPT1 (or a similar listing).

9. Click Close.

In Windows 95 or 98

To install Amanda Fax in Wind ows 95:

1. From the Start menu, select Settings then Printers.
The Printers window appears.

2. Double-click the Add Printers icon.

4 Using [e-mail] /DOS Workstat ion Feat ur es

The Add Printer Wizard dialog box appears.

3. Click Next.

4. Select the Local Printer option button—if it is not already selected.

5. Click Next.

6. Click Have Disk…
The Install From Disk dialog box appears.

7. Do one of the following:

• If you are installing from a floppy disk, insert the

[e-mail] User Client floppy disk into a floppy disk
drive. Make sure that the name of the drive containing the floppy
disk appears in the Copy Manufacturer’s Files From text box. (For
example, if you inserted the floppy d isk in th e A: d rive, A:\ appear s
in the text box.) Go on to step 8.

• If you are installing from a network location, click Browse… and

use the Open dialog box to locate the files from the
[e-mail] User Client disk. (Windows 95 is looking
for the folder that stores the OEMSETUP.INF file. Ask your
Amanda system administrator for the exact path to this folder, if
necessary.)

Notice that you cannot select a file from this Open dialog box.
_OSETUP.INF appears to be selected, but that is not the case. Win­dows 95 is concerned only with the selected folder (from which it
automatically selects OEMSETUP. INF—even though that does not
appear to be the case).

Click OK to return to the Install From Disk dialog box.

8. Click OK to exit the Install From Disk dialog box.
The Add Printer Wizard dialog box reappears. Amanda Fax appears in

the Printers list box.

9. Click Next.

Chapter 1 Installing Amanda Clients 5

10. Select the FAX port (or any port other than FILE) from the Available
Ports list box.

OTE

N

: The port selection is unimportant because Amanda

Fax does not use a port on this machine. Your selecti on
only affects the icon in the Printers group. Your s elec­tion does NOT affect any other application or printer
configuration.

11. Click Next.

12. You probably do NOT wa nt Amanda F ax as your default printer and
should select the No option button. If you plan to use Amanda Fax as
the default printer, select the Yes option button instead.

13. Click Next.

14. Click Yes to send a test fax page.

15. Click Fini sh.
The Amanda Fax dialog box appears.

16. Do one of the following:

• T o send the test page to your fax machine, select Fax Out then click

OK.
You are asked for your mailbox and security code, then a fax num-

ber.

• To send the test page as a message, select Send to Messenger…

then click OK.
You are asked for your Amanda Messenger mailbox.
Within Amanda Messenger, click the Compose window to make it

active, double-click the fax component to view the page.

17. If the test page is OK, click Yes in answer to the question about that in
the Amanda Fax dialog box.

6 Using [e-mail] /DOS Workstat ion Feat ur es

Chapter 2 Using Amanda Messenger

Logging On to Amanda Voice Serve r

Amanda Messenger provides a workstation interface for managing
messages. It is easier to use and has more options than are available when
using a touch-tone telephone.

When you start Amanda Messenger, you must log on to the Amanda Voice
Server.

To use Amanda Messenger:

1. Double-click t he Amanda Messenger icon. In Windows 95, yo u can
select Amanda Messenger from the Start menu.

The Messenger Logon dialog box appears.

2. Click Network Settings….
The Network Settings dialog box appears. Its default settings, which are

AMANDASER VER for the Server Name and 0 for L ocal Area Network
Adapter (LANA), are accurate in most cases. See your system adminis­trator to be sure.

3. Click OK.
The Messenger Logon dialog box reappears.

4. Type your mailbox in the Mailbox text box.

8 Using [e-mail] /DOS Workstat ion Feat ur es

Your mailbox is probably the same as your extension number, but it
doesn’t have to be. Check with your syste m administrat or to be sure.

5. Type your security code in the Security Code text box.
(This is the same security code that you use to access Amanda over the

telephone.)

6. Click OK.
Amanda Messenger appears. Its main window contains:

New Messages window

Lists all unheard messages and any that
were not saved or deleted after having
been heard.

Saved Messages window
Trash Bin window
Message Statistics

Logging Back On

If you lose connection to Amanda Voice Server while you are using Amanda
Messenger, you can log back on without exiting Amanda Messenger.

To log back on to Amanda Voice Server:

• On the System menu, click Log On.
A message indicates that you are logged on or that the server is unavail-

able.

More Than One Logon

Using Amanda Messenger, more than one user can log on to the same
mailbox at the same time—as long as they all know its security code. For
example, if customers who call when all the lines are busy can choose to
leave a message, customer service representatives might all monitor the
mailbox that stores those messages. On busy days, some employees may be
answering calls, while others process the oldest messages that have been left.

Lists all previously heard messages.
Lists all deleted messages.
Displays read-only information about

your mailbox.

Chapter 2 Using Amanda Messenger 9

To prevent others from processing the same messages, employees must
remove messages from the New Messages window as they start to process
them. The supervisor can use Amanda Messenger to monitor that mailbox,
determining how to schedule employees’ time, when to answer messages
along with the others, and so forth.

Changing Your Security Code

As you start Amanda Messenger, you are prompted for your security code.
Amanda Messenger uses that code to log you on to Amanda Voice Server.
Once logged on, you can listen to your messages, send messages, and so
forth.

It is a good idea to change your security code occasionally. You can change
it at any time. Use up to eight digits. Security codes are always numeric so
they can be entered using a touch-tone telephone.

To change your security code:

1. On the Options menu, click Security Code….
The Change Security Code dialog box ap pears. For security r easons, the

dialog box does not display security codes.

2. Type your current code in the Current Security Code text box.
Asterisks appear as you type.

3. Type the new code in the New Security Code text box.

4. Confirm the new security code by retyping it into the Verify New Secu­rity Code text box.

Message Windows

The message windows (New Messages, Saved Messages, and Trash Bin) list
messages for each mailbox.

10 Using [e-mail]/DO S Workstat ion Featur es

Amanda Messenger puts every incoming message in the New Messages
window. In general, you should use this window only for messages that you
haven’t played or, in the case of fax messages, haven’t viewed. However,
unless new messages are automatically saved, the New Messages window
lists any messages that you have not saved or deleted, regardless of whether
you have played or viewed them. While there are messages in this window,
your message light (if you have one) remains on, so it is important that you
move messages to the Saved Messages or the Trash Bin window. On the
Messages menu, you can click Update Messages to save the messages that
have been listened to or viewed all at once.

The Saved Messages window is for messages you want to keep for a while.
For example, they may contain information you need to get your job done.
Depending on the workstation options you set, Amanda Messenger may
automatically save every new message as you play or view it.

The Trash Bin window lists messages t hat you no long er want. You put the m
there, but, while the messages are still in the Trash Bin window, you can
change your mind and move them to the Saved Messages window.
Unwanted messages are permanently deleted as you exit Amanda
Messenger.

By default, the oldest message is at the top of each list and the newest
message is at the bottom (sorted by date and time).

Chapter 2 Using Amanda Messenger 11

Understanding Information Co lumns

Each message window contains five columns:

Date Displays the date associated with the message. Depend-

ing on Amanda Voice Server options, it is either the date
the message was recorded or the date the message was
forwarded. This column sorts in ascending (oldest to
newest) or der.

From Displays one of the following:

The mailbox and/or name of the Amanda user who is con­tacting you. What information you see here depends on
the workstation options you have set.

The word “Outside” if the call originated outside the
Amanda system.

This column sorts in alphanumeric order.

Attributes Displays additional message markings: Urgent, Private,

Receipt
Urgent: Indicates that the caller who recorded the mes-

sage marked it urgent.
Private: Indicates that the caller who recorded the mes-

sage marked it private (so it cannot be forwarded).
Receipt: Indicates that the message you sent to a cowork-

er (along with a request for verification) was heard or
viewed.

This column sorts from highest to lowest: Urgent, Private,
Receipt, none

12 Using [e-mail]/DO S Workstat ion Featur es

Length Displays one of the following:

For a one component voice message, displays the total
length in seconds.

For a one component fax message, displays the total num­ber of pages.

For a multi-component message, displays the total num­ber of components. A multi-component message can con­tain both fax and voice messages.

This column sorts in ascending numerical length.

Subject Displays the subject (up to 50 characters) of the message.

To add or edit a subject, do one of the following:
On the Messages menu, click Edit Subject….
Double-click the Subject column for the message.
This column sorts in alphanumeric order.

Resizing and Reorde ring Columns

You can adjust the width of columns and reorder them for convenience. For
example, you might want the Subject column to be wider and be the third
column.

To adjust a column’s width:

• Position the mouse pointer over the separator to the right of the col­umn and drag the separator horizontally to change the column’s
width.

This changes the size of the column preceding the separator and the last
column.

To hide a column:

• Position the mouse pointer over the separator to the right of the col­umn and drag the separator to the left as far as possible.

To hide the last column, widen the second-to-last column.

Chapter 2 Using Amanda Messenger 13

To reorder the columns:

• Position the mouse pointer over the column h eader and drag it to the
column’s new position.

Sorting Rows

By default the rows are sorted by date, but you can sort them based on the
data in any column. For example, you might want to sort them by who they
are from so you can review all the messages from a particular person more
easily.

To sort the rows:

• Click a header to sort the messages based on the contents of that col­umn.

This column becomes the primary sort column. The previous primary
sort column becomes the secondary sort column, and so on.

The number to the right of the header indicates the column’s order in the
sort: 1 indicates the primary sort column, 2 indicates the secondary sort
column, and so on.

To create a secondary sort:

1. Click the column header for the column on which the secondary sort is
to be based.

2. Click the column header for the column on which the primary sort is to
be based.

14 Using [e-mail]/DO S Workstat ion Featur es

Setting Up Amanda Messenger

To make sure that Amanda Messenger operates the way you want it to, you
need to set workstation options.

To set up Amanda Messenger:

1. On the Options menu, click Workstation Options….
The Workstation Options dialog box appears.

2. Set any of the workstation options explained in the following sections.

Setting Play/Record Options

To play messages and to recor d greetings and mes sages, Amanda Messeng er
needs information about your telephone extension and how you plan to use
your workstation’s sound card.

To set up Amanda Messenger for playing and recording:

1. From the Workstation Options dialog box, type your extension or the
digits Amanda Messenger should dial to reach y ou in the Ex tens ion tex t
box.

2. Select the Wait for Answer check box to make Amanda wait for a voice
response before playing or recording. Clear it to avoid a wait if, for
example, your telephone switching system does not allow Amanda to
wait for an answer.

3. Select the Use Speakers option to play messages from y our works tation.
When cleared, the play functionality on your workstation is disabled and

Amanda Messenger calls you on the telephone to play your messages.

4. Select the Use Microphone option if you want to record using your
workstation. For example, sound can reach the sound card via your
workstation’s microphone or CD ROM drive.

When cleared, Amanda Messenger calls you on the telephone to record
greetings and messages.

Chapter 2 Using Amanda Messenger 15

Converting from Stereo to Mono

When importing a stereo .WAV file, it must be converted to mono. You
select the stereo channel on which to base its conversion.

To select a stereo import conversion channel:

• From the Workstation O ptions dialog box, click one of the following
option buttons:

• Left Channel

• Right Channel

• Average of Both

Being Notified about New Messages

If Amanda Messenger is running (even in the minimized mode), it can notify
you every time a new message is received by displaying a message on your
workstation.

To be notified about new messages by Amanda Messenger:

• From the Workstation Options dialog box, select the Notify about
New Message check box. Clear the check box to avoid this type of
notification.

Displaying Mailbox Names

You can control how mailboxes and their names (the contents of both
Directory Name 1 and Directory Name 2) are displayed in Amanda
Messenger.

Select one of the following option buttons:

Mailbox Followed by Name Displays both the name and the mailbox,

Name Followed by Mailbox Displays both the name and mailbox, with

Mailbox Only Displays only the mailbox.
Name Only Displays only the name.

with the mailbox first.

the name first.

16 Using [e-mail]/DO S Workstat ion Featur es

Your selection determines the order a mailbox and name is displayed in the
From column in the New and Saved Messages windows and in user lists.
Regardless of your selection, if there is no name, Amanda Messenger
displays only the mailbox.

Saving New Messages Aut omatically

Normally new messages stay in the New Messages window until you move
them to either the Saved Messages or the Trash Bin window using drag-and­drop or either the Save or Update Messages commands on the Messages
menu.

However, Amanda Messenger can move messages to the Saved Messages
window for you automatically as soon as they are heard or viewed.

To save messages automatically:

• From the Workstation Options dialog box, se lect the Autosave New
Message check box. Clear the check box to save messages manually.

OTE

N

: If you listen to a message using the telephone, the message

is automatically moved to the Saved Messages window
with or without this option.

Prompt to Empty Trash Bin on Exit

Amanda Messenger automatically deletes all the messages in the Trash Bin
window as you exit. When you exi t, A man da Mes senger can remind that the
messages in the trash bin will be deleted and allow you to cancel the exit.

To exit Amanda Message with or without the reminder:

• From the Workstation Opt ions dialog box, se lect the Prompt to Emp­ty Trash Bin on Exit check box to be notified that messages will be
deleted if you exit. Clear the check box to exit (and delete the mes­sages) without the reminder.

Chapter 2 Using Amanda Messenger 17

Managing Messages

This section explains how to handle both voice messages and fax messages.

Playing or Viewing a Message

As you receive voice or fax messages, your message light goes on and your
workstation prompts you (unless you have stopped new message
notification). You, of course, will want to revi ew them.

To play a voice message or view a fax message:

• Double-click the message.

You can also select the message and click Play on the Play menu, View Fax
on the Fax menu, or Play from the player controls.

OTE

: Double-clicking the subject column for a message displays

N

the Edit Subject dialog box.

Saving a Message

Depending on the workstation options you set, Amanda Messenger may
automatically save every new message after you play it. Oth erwise, to save a
message, you must move it from the New Messa ges window or the Trash
Bin window to the Saved Messages window.

To save messages manually, do one of the following:

• Drag the messages to the Saved Messages window.

• Select the messages. Then, on the Messages menu, click Save.

• On the Messages menu, click Update Messages to move all the mes­sages that have been listened to or viewed to the Saved Messages
window. In this case, you do not need to select them.

• Move the messages by copying them from the original window and
pasting them in the Saved Messages window.

Copy and Paste are on the Edit menu and the toolbar:

Copy and Paste .

18 Using [e-mail]/DO S Workstat ion Featur es

OTE

N

: Copying messages results in a move if the destination

is a message window. It results in a copy if the destina­tion is a Compose window.

To save new messages automatically, see “Saving New Messages
Automatically” on page 16.

Deleting a Message

You move selected messages from the New Messages or Saved Messages
window to the Trash Bin window when you no longer want those messages.

To put messages in the t rash bin, do one of the following:

• Drag the messages to the Trash Bin window.

• Select the messages. Then, on the Messages menu, click Delete.

• Select the messages. Then, press the Delete key.

• Move the messages by copying them from the orig inal windo w and
pasting them in the Trash Bin window.

While the messages are still in the Trash Bin window, you can rescue them.

OTE

N

: Copying messages results in a move if the destination

is a message window. It results in a copy if the destina­tion is a Compose window.

To rescue messages from the trash bin, see “Saving a Message” on page 17.

To permanently delete messages, you empty the Trash Bin window or exit
Amanda Messenger .

To empty the trash bin, do one of the following:

• From the Messages menu, click Empty Trash Bin.

• Allow the trash to be emptied automatically as you exit Amanda
Messenger.

Chapter 2 Using Amanda Messenger 19

Composing a Message

Y o u can record a new mess age or a comp onent for a new message us ing your
telephone or your workstation. Your workstation options indicate what
device you use to record. You can also add a component from an existing
message or import an existing .WAV file as a component.

To use your telephone or your workstation:

1. On the Options menu, click Workstation Options….
The Workstation Options dialog box appears.

2. Do one of the following:

• Select the Use Microphone check box to record messages using

your workstation. For example, you can record messages by speak­ing or playing music into a microph one, from a CD, and/ or via your
in-line jack.

• Clear the Use Microphone check box to record messages using

your telephone.

To record a message using the telephone:

1. On the Messages menu, click New Message.
An empty Compose window appears.

2. On the Play menu, click Record.
Your extension rings.

3. Answer the telephone and Amanda will prompt you through the record­ing process.

After you save the recording, its component number appears in the
active window.

IP

T

: You can start with step 2. When you save the recording, a

Compose window is created automatically if no Compose
window is active.

20 Using [e-mail]/DO S Workstat ion Featur es

To record a message using the workstation’s sound card:

1. On the Messages menu, click New Message.
An empty Compose window appears.

2. On the Play menu, click Record.

3. Immediately start speaking into the microphone or playing a CD (or
other device) for .WAV files.

4. On the Play menu, click Stop.
The Approve or Reject dialog box appears.

5. Click Review to listen to your recording.

6. Click Save to save it or Cancel to reject it. If you reject the recording,
redo steps 2 through 6.

The number for the recorded component appears in the Compose win­dow.

IP

T

: You can start with step 2. When you save the recording, a

Compose window is created automatically if no Compose
window is active.

To create a message using components from other messages:

1. On the Messages menu, click New Message.
An empty Compose window appears.

2. From a message window, right-click a message that contains a compo­nent to be used in the new message.

A Message Components window lists (by number) the components in
the selected message.

You can double-click a component to play it.

3. Drag one or more of the components from the Message Components
window to the Compose window. (Or use the Copy and Paste.)

Chapter 2 Using Amanda Messenger 21

4. Repeat steps 2 and 3 f or any other messages that have compo nents to be
used in the new message.

IP

T

: To use the entire message as part of th e new m essage, yo u

can drag it directly from the message window to the Com­pose window.

Using Message Components

Every message contains from 1 to 20 compo nents. For example, if a message
is forwarded from one mailbox to another, it may have two components: the
original message and the prefix recorded by the person who forwarded the
message. If that same message is forwarded to anothe r mailbox with another
prefix, it will contain three components.

To list a message’s components, do one of the following:

• Right-click on the message

• Select the message. Then, on the Messages menu, click Show Com­ponents.

A Message Components window lists (by number) the components in
the selected message. You can do any of the following:

• Double-click a component to play it.

• Copy components to a Compose window by dragging them to

the new window or by using Copy and Paste.

Sending a Message

Your message includes all the components in the active Compose window.
You can send it to only one of the following:

• Individual users

• Personal mailing lists

• System mailing lists

For example, to send a message to two individuals, two personal mailing
lists, and one system mailing list, you need to send the message three times.

22 Using [e-mail]/DO S Workstat ion Featur es

To send a message that has been composed:

1. Select the Compose window that contains the message to be sent.

2. On the Messages menu, click Send….
The Message Send Information dialog box appears.

3. Indicate whether you are sending the message to a mailbox or a list of
mailboxes by selecting th e Mailboxes, Per s onal List, or Syst em List
option button.

When you make your choice, the list box to the right of the option but­tons changes to display mailboxes, personal mailing lists, or system
mailing lists.

4. Do one of the following:

• If you selected the Mailboxes option button, select one or more

mailboxes.
You can type the first mailbox number in the text b ox above th e list.

If the name is displayed before the mailbox, type the first few letters

Chapter 2 Using Amanda Messenger 23

of the user’s name. (This is faster than scrolling to find a recipient
for your message.)

• If you selected the Personal List or System List option buttons,
select one or more of the lists displayed in the list box.

IP

T

: Double-click a mailbox or list to immediately send the

message to that mailbox or list. To send to more than
one mailbox or more than one list, use multiple selec­tion (using Shift+click or Ctrl+click) then click OK.

5. Select any combination of the following check boxes:

• Select Urgent to mark the message as urgent.

• Select Private to make your message unforwardable.

• Select Return Receipt Request to receive a message from Amanda
when each recipient plays the message. It is also shown as an
attribute of the message in Amanda Messenger.

6. Type a subject for the message (up to 50 characters) in the Subject text
box.

7. Click When to Send if you want to send the message at a future date and
time.

The Future Delivery Date and Time dialog box appears.

8. Type or use the spin boxes to select the delivery date and time.
If you select a date or time in the past, Amanda delivers the message

immediately.

9. Click OK to return to the Message Send Information dialog box.

Forwarding a Message

You can forward more than one message as one message. You can forward it
exactly as it is with no prefix, or you can forward it with a prefix and other
additional components.

24 Using [e-mail]/DO S Workstat ion Featur es

To forward a message exactly as it is:

1. Select the message or messages to be forwarded from a message
window.

2. Do one of the following:

• Click Forward Immediately on the toolbar.

• On the Messages menu, click Forward Immediately….

The Message Send Information dialog box appears.

3. Indicate whether you are sending the message to a mailbox or a list of
mailboxes by selecting th e Mailboxes, Per s onal List, or Syst em List
option button.

When you make your choice, the list box to the right of the option but­tons changes to display mailboxes, personal mailing lists, or system
mailing lists.

Do one of the following:

• If you selected the Mailboxes option button:

a. Select one or more mailboxes.

b. Type the first mailbox number in the text box above the list.

If the name is displayed before the mailbox, type the first
few letters of the user’s name. (This is faster than scrolling
to find the first recipient for your message.)

• If you selected the Personal List or System List option buttons,

select one or more of the lists from the list box.

IP

T

: Double-click a mailbox or list to immediately send the

message to that mailbox or list. To send to more than
one mailbox or more than one list, use multiple selec­tion (using Shift+click or Ctrl+click) then click OK.

4. Select any combination of the following check boxes:

• Select Urgent to mark the message as urgent.

• Select Private to make your message unforwardable.

Chapter 2 Using Amanda Messenger 25

• Select Return Receipt Request to receive a message from Amanda
when each recipient plays the message. It is also shown as an
attribute of the message in Amanda Messenger.

5. Type a subject for the message (up to 50 characters) in the Subject text
box.

6. Click When to Send if you want to send the message at a future date and
time.

The Future Delivery Date and Time dialog box appears.

7. Type or use the spin boxes to select the delivery date and time.
If you select a date or time in the past, Amanda delivers the message

immediately.

8. Click OK to return to the Message Send Information dialog box.

To forward a message with a prefix or other additional components:

1. Select the message or messages to be forwarded from a message
window.

2. On the Messages menu, click Forward….
The Prefix Message dialog box appears.

3. Click Record.
If you are using a sound card and microphone, speak into the micro-

phone and click Stop when you have finished. The Approve or Reject
dialog box appears. Use it to review, save, or cancel your prefix.

If recording through the telephone, Amanda rings your extension and
says, “Begin recording at the tone. Finish by pressing # or hanging up.”
If you finish by pressing #, Amanda allows yo u to review the r ecording,
append it to the previous recording, or reject it.

A Compose window displays the components of the message to be for­warded preceded by the component you just recorded. Each component
has a ten-digit number that identifies it. An icon and the word Voice
appears to the left of the number. (This window is not active.)

26 Using [e-mail]/DO S Workstat ion Featur es

4. After saving your prefix, the Message Send Information dialog box
appears.

5. Follow steps 3 thro ugh 8 in the above procedure “To fo rward a message
exactly as it is.”

To record an additional component:

1. On the Play menu or from the player controls, click Record.
After you approve the recording, a component appears in the Compose

window.

2. You can repeat step 1 to create additional recorded components. For
example, you might create a prefix and a postfix for a component cop ied
from another message.

To copy a component from another message:

1. Right-click the message.

2. A Message Components window appears.

3. Copy one or more components from the window.

4. Paste the components into the Compose window.

5. You can repeat steps 1 through 3 to copy components from other mes­sages.

To import a .WAV file as a message component:

1. On the Messages menu, click Import Message....

The File Open dialog box appears.

2. Use this dialog box to locate the .WAV file then click OK.

3. You can repeat steps 1 and 2 for additional .WAV files.

Chapter 2 Using Amanda Messenger 27

To import an image file as a message component:

You can import .TIF, .DCX (multiple-page .PCX), and other image files into
Amanda Messenger and then send them as fax messages to coworkers. If
you created a file from another application, such as Microsoft Word, using
the Amanda Fax Driver, that file has the .FAX extension and can also be
imported.

1. Do one of the following:

• Click Open Fax on the toolbar.

• On the Fax menu, click Open....

The File Open dialog box appears.

2. Use the dialog box to select the file to be viewed then click OK.
The image appears in a window.

3. On the Fax menu, click Import Fax.
The image file is converted to a fax component. The component number

appears in a new Compose window.

4. Drag the new component to the Compose window where you are creat­ing your message.

Replying to a Message

When you reply to a message sent to you by someone on the Amanda
system, Amanda Messenger automatically addresses your reply to that
person.

To reply to a message:

1. Select the message to be replied to.

2. On the Messages menu, click Reply.
An empty Compose window appears.

28 Using [e-mail]/DO S Workstat ion Featur es

3. On the Play menu or player controls, click Record and record your
response.

See “Composing a Message,” earlier in this chapter, for more informa­tion.

4. On the Messages menu, click Send….
Amanda Messenger addresses the message for you.
See “Sending a Message,” earlier in this chapter, for more information.

Managing Fax Messages

You can view fax messages, rotate their pages, print them, and save them as
image files using .TIF (Group 3) or .DCX format. You can also open .TIF or
.DCX files for viewing in Amanda Messenger. Once it is open, you can
import it as a fax message.

If a fax message was sent to you from an internal source, you can forward it
and reply to it. See the “Forwarding a Message” and “Replying to a
Message” sections, earlier in this chapter.

To view a fax message, do one of the following:

• Double-click the selected fax in a message window.

• Select the message. Then, on the Fax menu, click View Fax.

• Select the message. Then, on the Play menu, click Play.

• Select the message. Then, on the Player control toolbar,
click Play .

Amanda Messenger displays the selected fax message in a new Fax window.
Each page is represented as a small thumb-nail-sized rectangle called a
“thumbnail.” Click the first thumbnail to view the first page. Click it a
second time to return to the thumbnail.

After displaying a fax, click Rewind or Fast Forward on the player controls
toolbar to move to the previous and next pages.

Chapter 2 Using Amanda Messenger 29

To rotate the pages in a fax message:

1. On the Fax menu, click Rotate Fax….
The Rotate Fax dialog box appears.

2. Select an option button to rotate all the pages in the message:

• 90 degrees (clockwise or counter-clockwise)

• 180 degrees (upside-down)

• Around the x-axis (mirror image)

• Around the y-axis (upside-down mirror image)

To print all or part of a fax message:

1. On the Fax menu, click Print….
The Print dialog box appears.

2. Do one of the following:

• Select the All option button to print the entire fax message.

• Select the Pages option button and supply a range of pages.

3. Set any other options that are appropriate (such as number of copies).

4. Click Setup to change printer options if necessary.
(You can also change printer options by selecting Print Setup… from

the Fax menu.)

OTE

N

: You can preview the message before printing it. (On the

Fax menu, click Print Preview.) From the preview window,
you can print the fax after viewing its pages one at a time
or in pairs. You can magnify pages for better viewing, but
you cannot rotate them.

30 Using [e-mail]/DO S Workstat ion Featur es

To save a fax message as a .TIF or .DCX file:

1. On the Fax menu, click Save As….
The File Save As dialog box appears.

2. Provide a name and location for the new file.
If the extension is not .TIF or .DCX, the Verify Save Type dialog box

asks you what format the file has.

To view a .TIF or .DCX file in Amanda Messeng er:

1. On the Fax menu, click Open….
The File Open dialog box appears.

2. Provide the name and location for the file then click OK.
A window displays the pages of the file. The file’s name appears in the

title bar.

To import an image file as a fax message:

1. On the Fax menu, click Open….
The File Open dialog box appears.

2. Provide the name and location for the file then click OK.
A window displays the pages of the file. The file’s name appears in the

title bar.

3. On the Fax menu, click Import Fax.
Amanda Messenger converts the image file to a message and d isplays its

component number in a Component window.
Now you can send it.

Chapter 2 Using Amanda Messenger 31

Managing Mailing Lists

You can create up to seven personal mailing lists.

To create or edit a list:

1. On the Options menu, click Personal Lists….
The Personal Lists dialog box displays three list boxes:

• The seven possible lists in the Lists box

• The mailboxes for all possible users in the All Possible list box

• The mailboxes currently on the list in the Current List box

2. Type or select the number of the list to be created or edited.

3. Double-click mailboxes in the All Possible list box to add them to the
Current List box (if they are not already on the list).

4. Double-click mailboxes in the Current List box to remove them from
the list.

IPS

T

: To add more than one mailbox to the list at one time,

select the mailboxes to be added from the All Possible
list box, then click >>Add>>.
To remove more than one ma ilbox fro m the list at on e
time, select the mailboxes to be removed from the Cur­rent list box, then click <<Remove<<.
After selecting the list box that contains the list num­ber or mailbox, type the first character in the list or
mailbox. Amanda Messenger immediately goes to the
first entry that begins with the character you typed.
Type that character again to go to the next match.

5. (Optional) To give the list a name to remind you of its contents, click
Edit List Name….

The Edit Personal List Name dialog box appears.

6. Type a name for the list in the List Name text box.
You can use up to 71 characters, but the Lists box displays about 15.

32 Using [e-mail]/DO S Workstat ion Featur es

To empty a list:

1. On the Options menu, click Personal Lists….

2. Select the number of the list to be emptied.

3. Click Empty List.

Viewing Message Statistics

The Message Statistics window display statistics about your messages.

Controlling Call Processing

Your system administrator sets most of the options that control how your
calls are processed. You can:

• View these options from your workstation

• Reset those that your administrator allows you to

Chapter 2 Using Amanda Messenger 33

You can reset these options using your telephone as well as Amanda
Messenger. For more information, see

Telephone Features

• Request changes to be made by the administrator

.

Using [e-mail]

Changing Basic Options

You can view and often change your mailbox’s basic options. For example,
you can:

• Always control options such as whether Aman da plays the date and
time

• Control options such as Do Not Disturb only when your system ad­ministrator has not locked those features

The options that you can control can be changed using Amanda Messenger
or using the telephone. For more information, see

Telephone Features

To view basic options:

• On the Options menu, click Basic Options…
The Basic Options dialog box displays the options that are described in

the following table.

.

Using [e-mail]

34 Using [e-mail]/DO S Workstat ion Featur es

Basic Options

Option Description

Do Not Disturb

Call Screening

When this check box is selected, Amanda plays the Ring No Answer

(RNA) greeting without trying to call you. When cleared, Amanda
performs the programmed dial actions in the Extens ion text box. Usu­ally, this calls your extension.

You can screen calls if the following conditions exist:

• This option is selected

• Do Not Disturb is cleared

• The System Administrator has configured Amanda to per­form supervised transfers

Amanda asks the caller, “At the tone, please say your name and com­pany.” The caller’s response is played for you when you answer the
telephone. You accept or reject the call based on who is calling.

If a mailbox has both Call Screening and Identify C alled Party select-

ed, you hear one of the following (depending on options set by your
system administrator):

• Only the mailbox that the call is for. Callers are not asked for
their name and company. In this way, you can accept or reject
the call based on the called party. (This is designed for exten­sions that receive calls for more than one user, department, and
so forth.)

• Both the mailbox and the caller’s name and company. This al­lows you to accept or reject the call after hearing information
about both the caller and the called party.

Chapter 2 Using Amanda Messenger 35

Basic Options (Continued)

Option Description

Identify Called Party

Play Date & Time

When this check box is selected and Amanda performs a supervised

transfer, Amanda plays the Name and Extension recording of the
mailbox that was called. This is useful when two or more mailboxes
ring the same telephone extension. (Messages are stored with the
mailboxes, so each user’s messages are private.)
When Identify Called Party is cleared, she plays a connection tone
that only the called party can hear before she connects the caller.

OTE

N

: If the Extension tex t box i n the G eneral Mailbox Inform ation
dialog box indicates an unsupervised transfer (for example, 127H),
Identify Called Party is not available.

When this check box is selected and a message is played, Amanda

plays the date and time when that message was recorded followed by
the message itself. When cleared, the date and time are not played.

OTE

N

: If you are listening to th e message over the telephone, you can
press 74 at any time during the message to hear its date—even if this
option is cleared.

Managing Waiting Calls

If a call arrives while you are usi ng you r exte nsi on and y ou u se the Manage
Waiting Calls feature, the Waiting Calls dialog box appears on your
workstation.

36 Using [e-mail]/DO S Workstat ion Featur es

Use it to:

• Connect to the waiting caller (after you terminate the current call)

• Transfer the caller to a coworker

• Place the caller on hold

• Have Amanda take the caller’s message

Preparing for Waiting Calls

For minimal preparation for manag ing waitin g calls, perfor m steps 1 throug h
3 of the following procedure. While this is the simplest way to set up for
waiting calls, remember:

• You have only a few seconds to respond to a waiting call after
Amanda notifies you about it. After the time expires, Amanda treats
your waiting call as though Manage Call Waiting was not being used
and puts the caller on hold.

OTE

N

: The amount of time depends on the setting for the

tmo_call_screening configuration option set by your
Amanda system administrator—although you can re­duce the number of seconds.

• Your caller waits while you notice that you have a waiting call and
while you decide what to do with it.

It is best to make complete preparations for waiting calls.

To set up Amanda Messenger so that you can manag e waiting calls:

1. On the Options menu, click Workstation Options….
The Workstation Options dialog box appears.

2. Select Use Speakers so you can play the name and company after your
caller records it (if you have a sound card).

3. Select Manage Waiting Calls so the Waiting Calls dialog box appears on
your workstation when your extension is busy and another call arrives.

4. Click Notification… to control how Amanda Messenger notifies you
about calls that arrive while your extension is busy.

The Notification Options dialog box appears.

Chapter 2 Using Amanda Messenger 37

5. By default, the Waiting Call dialog is made active, even if Amanda
Messenger is minimized. It is best to keep Make Window Active and
Restore if Minimized selected.

• To hear a beep, select beep then click OK.

6. Click Configuration… to streamline the way waiting calls are pro­cessed. Save yourself (and your caller) time by deciding in advance
about:

• Which greeting to play when you want to:

• Put the caller on hold

• Have the caller leave a message

• Transfer the caller to a coworker

• Which coworker to transfer calls to or which coworkers to put on

your personal transfer list

Use the following procedures to set the remaining options you need.

To specify greetings for waiting calls:

1. Click Configuration….

38 Using [e-mail]/DO S Workstat ion Featur es

The Waiting Call Configuration dialog box appears.

2. Click the Edit... button beside the ty pe of r esponse: Hold Greeting, Take
Message Greeting, or Transfer Greeting.

The Hold Greeting, Take Message Greeting, or T ransfer Greeting dialog
box appears.

3. Select one of the entries in the Greeting List box.
Selecting Prompt (the default) allows you to postpone a decision about

what greeting to play until after the call arrives.
(Use this if you have mor e t han o ne g reet ing for a hold, for message tak-

ing, or for transferring. For example, if you transfer one type of call to
one coworker and another type of call to another coworker, you might
have a separate greeting for each type of call.)

In the Hold Greeting dialog box, you can select the custom busy greet­ing in addition to one of the seven RNA greetings.

Amanda Messenger will automatically play this greeting whenever you
respond to a waiting call with this type of response.

4. Repeat steps 2 and 3 for other types of call responses.

Chapter 2 Using Amanda Messenger 39

To specify a single coworker:

1. Click Configuration….
The Waiting Call Configuration dialog box appears.

2. Click the Edit... button beside Transfer to Mailbox.
The Transfer Mailbox dialog box appears.

3. Select the mailbox (or select prompt to postpone the selection of a mail­box until after the call arrives).

Amanda Messenger will transfer all the waiting calls that you decide to
transfer to this mailbox.

To create a personal list of mailboxes to which you transfer calls:

1. Click Configuration….
The Waiting Call Configuration dialog box appears.

2. Select one or more mailboxes from the Mailbox List box.

3. Click >>Add>> to add them to the Personal List box.
Amanda Messenger will display this list when you decide to transfer a

waiting call.

IP

T

: Double-click a mailbox to immediately add it to the

Personal List box.
To remove a mailbox from the P erson al List b ox, dou­ble-click it.
To remove more than one at a time, select them then
click <<Remove<<.

To reduce the amount of time you have to manage the call:

1. Click Configuration….
The Waiting Call Configuration dialog box appears.

2. Clear the Default check box.
The Time Out text box becomes enabled.

40 Using [e-mail]/DO S Workstat ion Featur es

3. Type a number of seconds in the text box.

Managing a Call after Minimal Preparation

The following procedures explain how to use Manage Wait ing C al ls wit hou t
doing any preplanning. A little preparation on your part can save you steps
and, more importantly, time. You have only a few seconds to manage the call
before Amanda places it on hold—just as she does without Manage Waiting
Calls.

To listen to the name and company name of your caller:

1. From the Waiting Calls dialog box, click Play Name.

Note: Play Name is not available if Use Speakers is not a se-

lected workstation option.

2. Do one of the following procedures.

To place this waiting call on hold:

1. From the Waiting Calls dialog box, click Hold.
The Hold Greeting dialog box appears.

2. Select the greeting that Amanda will play to your caller from the Greet­ing list box.

Chapter 2 Using Amanda Messenger 41

3. Click Hold.
After the hold, the Waiting Calls dialog box reappears so you can pro-

cess this call again.

IP

T

: Configure Manage Waiting Calls to use either your custom

busy greeting or a specially recorded hold greeting (one o f
your RNA greetings) automatically.

To connect yourself to the caller:

• From the Waiting Calls dialog box, end your current call then click
Connect.

To have the caller leave a message:

1. From the Waiting Calls dialog box, click Take Message.
The Take Message Greeting dialog box appears.

2. Select the greeting that Amanda will play to your caller from the Greet­ing list box.

3. Click Take Message.

IP

T

: Configure Manage Waiting Calls to use either your usual

RNA (Ring No Answer) greeting or a specially recorded
take-message greeting (one of your RNA greetings) auto­matically.

42 Using [e-mail]/DO S Workstat ion Featur es

To transfer this call to a coworker:

1. From the Waiting Calls dialog box, click Transfer.
The Transfer Greeting dialog box appears.

2. Select the greeting that Amanda will play to your caller from the Greet­ing list box.

3. Click Transfer.
The Transfer Waiting Call dialog box displays all the mailboxes on the

Amanda system.

IP

T

: Configure a mailbox for all transfers or make a transfer

list so you can select from a smaller list instead of all
the mailboxes in the Amanda system. (If you have a
personal transfer list, you can still view all the mail­boxes on the system by checking the Show All Mail­boxes check box.)

4. Select a mailbox then click OK.

Chapter 2 Using Amanda Messenger 43

The Transfer Greeting dialog box displays your greetings.

5. Select a greeting then click OK.

IP

: Record a special transfer greeting (one of your RNA

T

greetings) and configure Manag e Waiting Calls t o use
it automatically.

Managing Greetings

Amanda provides a system Ring No Answer (RNA) greeting and a system
busy greeting for when you do not answer or your extension is busy.
Amanda also provides a default Name and Extension recording that
identifies you by your mailbox.

Unless these options have been locked by your system administrator, you
can use Amanda Messenger to record or import .WAV files for:

• Up to seven RNA greetings. (You can switch from one greeting to
another as appropriate.) For example, you can have one gr eeting for
regular work days, an other for after ho urs, anoth er for w hen you ar e
out of the office, and so forth.

• A custom busy greeting.

• A personalized Name and Extension recording.

44 Using [e-mail]/DO S Workstat ion Featur es

Controlling the RNA Greeting

You can use the system greeting or one of your own custom RNA greetings.
You can change them to suit your needs. For example, to use different
greetings for when you are at your desk and when you are not, change your
greeting as you leave and return. (Routine changes, such as for daytime and
after-hours, can be scheduled. See your Amanda system administrator for
details.)

Amanda plays the selected RNA greeting when any of the following is true:

• Do Not Disturb is selected.

• Do Not Disturb is cleared, you do not answ er the t elepho ne, and the
RNA Chain is blank.

• Call screening is selected and you reject the call.

If the mailbox is a message taker, Amanda plays the system greeting when
the specified greeting does not exist.

To change the RNA greeting:

1. On the Options menu, click Greetings…
The Greetings dialog box appears.

2. Select the greeting to be used from the Greeting drop-down list box.
The Maximum Length text box defines the ma ximum numbe r of sec-

onds allowed for each greeting. You cannot change this. It is under the
control of the Amanda system administrator.

Controlling the Busy Greeting

You can use the system busy greeting or your own custom busy greeting (if
your administrator has not locked the Custom Busy Greeting option).

To switch between the system and custom busy greetings:

1. On the Options menu, click Greetings…
The Greetings dialog box appears.

Chapter 2 Using Amanda Messenger 45

2. Select the On check box to use your custom busy greeting. Clear it to
use the system busy greeting.

When this check box is selected, Amanda uses your custom busy greet­ing when your extension is busy. You can record the custom busy greet­ing only via the telephone. For more information, see

[e-mail] Telephone Features

When cleared, the system busy greeting is used. The system busy greet­ing allows the caller to hold for the extension by pressing *, which, in
turn, causes Amanda to play the Busy-Hold music file (about 30 sec­onds of custom music) before trying the extension again. If the exten­sion is still busy, Amanda changes her prompt, allowing the caller to
continue holding, enter another extension, or leave a message.

The Maximum Length text box defines the maximum number of sec­onds allowed for your custom busy greeting. You cannot change this. It
is under the control of the Amanda system administrator.

OTE

N

: If the Extension text box in the General Mailbox Informa-

tion dialog box indicates an unsupervised transfer (for ex­ample, 127H), calls cannot be placed on hold.

.

Using

Playing a Greeting or Name and Extension Recording

You can listen to a greeting or your Name and Extension recording using
either your telepho ne or you r workst ation’s sound card and sp eakers. (Wh ich
is used depends on the setting for Use Speakers. See “Setting Up Amanda
Messenger,” earlier in this chapter, for more information.)

To play a greeting or your Name and Extension recording:

1. On the Options menu, click Greetings…
The Greetings dialog box appears.

2. Select Greeting , N ame and Extension, or Custom Busy.

3. If you se lect Greeting, you also se lect the greeting to be played from the
Greeting drop-down combo box.

(You have up to seven custom greetings and the system greeting to
choose from.)

46 Using [e-mail]/DO S Workstat ion Featur es

4. Click Play.
Amanda Messenger plays the greeting or calls you on the telephone to

play the greeting.

Recording a Greeting or Name and Extension Recording

You can record custom greetings or your Name and Extension recording
using your telephone or your workstation’s sound card. (Which is used
depends on the setting for Use Speakers. See “Setting Up Amanda
Messenger,” earlier in this chapter, for more information.) When recording
on your workstation’s sound card, the sound can go to the sou nd card fro m a
microphone, CD ROM drive, or an inline jack.

To record a greeting or your Name and Extension recording:

1. On the Options menu, click Greetings…

2. The Greetings dialog box appears.

3. Select Greeting, Name and Extension, or Custom Busy.

4. If you select Greeting, you also select the greeting to be played from the
Greeting drop-down combo box.

(You have up to seven custom greetings to choose from.)

5. Click Record.

6. Do one of the following:

• If you have checked the Use Microphones check box in the Work-

station Options dialog box:

a. Start talking to the microphone, playing a CD, or whatever

is appropriate.

b. W hen you are done, cli ck Stop . (The Recor d but ton chang-

es to a Stop button.)
The Approve or Reject dialog box appears.
c. Click Review to listen to your recording.
d. Click Save to save it or Cancel to reject it. If you reject the

recording, redo steps 3 and 4.

Chapter 2 Using Amanda Messenger 47

OTE

N

: For recordings made using the microphone, use the

mixer to determine where the input is coming from.
The mixer is usually a program that comes with the
sound card. It is also a standard multimedia application
within Windows 95 called “Volume.”

• If the Use Microphones check box is unchecked, Amanda will call
your extension and prompt you through the recording session.

See “Setting Up Amanda Messenger,” earlier in this chapter, for more
information about workstation options.

Importing a Greeting or Name and Extension Recording

You can import a .WAV file for use as a greeting. For best results, use an 8­bit, mono .WAV file with a 11025kHz format. CD quality will also work. For
a stereo .WAV file, you can set the Stereo Import Conv ersion preference. See
“Setting Up Amanda Messenger” and “Stereo Import Conv ersion,” earlier in
this chapter for more information about converting .WAV files.

To import a .WAV file as a greeting or your Name and Extension
recording:

1. On the Options menu, click Greetings…
The Greetings dialog box appears.

2. Sel ect Greeting, Name and Extension, or Custom Busy.

3. If you select Greeting, you also select the greeting to be played from the
Greeting drop-down combo box.

(You have up to seven custom greetings to choose from.)

4. Click Import… .
The File Open dialog box appears.

5. Use the File Open dialog box to provide the path (drive, directory, and
filename) for the .WAV file to be imported.

6. Click OK.

48 Using [e-mail]/DO S Workstat ion Featur es

The Approve or Reject dialog box appears.

7. Click Review to listen to the .WAV file.

8. Click Save to save it or Cancel to reject it. If you reject it, you can redo
steps 3 through 7.

9. See “Setting Up Amanda Messenger,” earlier in this chapter, for more
information about workstation options.

Naming an RNA Greeting

To provide a name for an RNA greeting:

1. On the Options menu, click Greetin gs …
The Greetings dialog box appears.

2. Select a greeting to be imported from the Greeting drop-down combo
box.

3. Click Edit Name….
The Greeting Name dialog box appears.

4. Type a name for the greeting in the text box.
While you can type up to 50 characters in the text box, be aware that you

can see only about 20 of those characters in the Greetings drop-down
combo box.

Miscellaneous

The next few sections cover general user information, managing guest
mailboxes, and using Amanda Messenger’s menus, toolbar, and player
controls.

Chapter 2 Using Amanda Messenger 49

Viewing General Mailbox Information

You can view, but not change, general information about your mailbox.

To view this read-only information:

• On the Options menu, click Mailbox Info….
The General Mailbox Information dialog box displays the following:

• The two names used for you in the employee directory. Callers can

type the first few digits of these names and be given your extension.
Amanda Messenger displays this information at Directo ry Name 1
and Directory Name 2.

• The comment associated with your mailbox.

• The contents of your mailbox’s Extension text box. Usually this

contains your extension. However, the administrator can use the
Token Programming Language to program this text box.

General Mailbox Information

Option Description

Directory Name 1

Directory Name 2

Comment

Extension

Server Name

Amanda uses this information to build the employee directory (usu-

ally reached by dialing mailbox 411) automatically.

Same as Directory Name 1. Amanda uses the second directory name

to allow for an additional name, e.g., a last name or nickname.
Used by your system administrator to describe the mailbox.
Controls how your incoming calls are processed. When a call ac-

cesses this mailbox and Do Not Disturb is cleared, Amanda per-

forms the programmed dial actions in this text box. Typically this

text box contains the extension that Amanda should ring.
The name of the Amanda Server to which you are logged on.

50 Using [e-mail]/DO S Workstat ion Featur es

Managing Guests

Your system administrator can allow you to create mailboxes for guests. For
example, you may have a part time employee who n eeds to access voice mail
for a few months.

To add a guest:

1. On the Options menu, click Guests…
The Guest List dialog box appears.

2. Click New.
The appropriate guest mailbox number appears in the guest list.

To delete a guest:

1. On the Options menu, click Guests…
The Guest List dialog box appears.

2. Select the guest mailbox to be deleted.

3. Click Delete.

Using the Menus

Amanda Messenger provides a menu bar with the following menus and
options:

Chapter 2 Using Amanda Messenger 51

System menu

Log On Allows you log on to Amanda Voice Server after

you have been disconnected for some reason. For
example, the server may have become temporarily
unavailable.

Stop Waiting Interrupts the action being performed. Use this

command if communication between Amanda Mes­senger and Amanda Voice Server slows down sig­nificant ly (due to ne twork traffi c, high levels of
CPU activity, and so forth).

Exit Allows you to terminate Amanda Messenger.

Edit menu

Undo Reverses the last editing action for the selected mes-

sages or components.

Cut Moves the currently selected messages or compo-

nents to the internal clipboard (not the Windows
clipboard). The selected items replace the previous
contents of the clipboard.

View menu

Copy Copies the currently selected messages or compo-

nents to the internal clipboard. The selected items
replace the previous contents of the clipboard.

Paste Copies the messages or components currently

stored in the internal clipboard to a message or
Compose window.

Toolbar Displays or hides the toolbar.
Status Bar Displays or hides the status bar at the bottom of the

window.

Player Controls Displays or hides the player controls and the slider.

52 Using [e-mail]/DO S Workstat ion Featur es

Messages menu

New Message Opens a new Compose window.
Forward Opens a Compose window containing the compo-

nents of the selected message. On the Messages
menu, you click Record to add a component that
explains why you are forwarding the message,
then click Send… to mail the contents of the Com­pose window.

Forward Immedi­ately…

Forwards the current message to another mailbox
without allowing you to edit the message.

Reply Replies to the current message if it was received

from another mailbox.

Send… Sends the current message to the specified mail-

boxes.

Import Message… Imports any .WAV file into a C ompose window as

a message component. To send the message, use
the Send… command on the Messages menu.

Show Components Allows you to view the components of a message.

Every message contains from 1 to 20 compon ents .

OTE

N

: You can also right-click a message to show

its components.

Edit Subject… Allows you to create a subject for the selected mes-

sage. Use up to 50 characters. The subject appears
in the window in the Subject column.

OTE

N

: You can also double-click a message’s sub-

ject column to edit the subject.

Save Moves the selected messages from the New Mes-

sages window or Trash Bin window to the Saved
Messages window.

OTE

N

: You can also drag the message to Saved

Messages window.

Chapter 2 Using Amanda Messenger 53

Delete Moves the selected message s from the New Mes-

sages or Saved Messages w indow to the Tras h Bin
window.

OTE

N

: You can also drag the message to Trash Bin
window, click Delete on the toolbar, or press the
Delete key.

Update Messages Moves messages you have heard or viewed from

the New Messages window to the S aved Messages
window.

OTE

N

: This is only available if the Auto Save
New Messages feature is cleared.

Empty Trash Bin Permanently deletes all the messages from the

Trash Bin wi ndow.

Archive Message… Allows you to save a message as a .WAV file.

Play menu

Fast Rewind Does one of the following:

Rewinds the voice message you are playing in ap­proximately five-second intervals

Goes to the previous page of the fax message you
are viewing

Pause Causes the current voice message to pause or re-

starts it after a pause.

Stop Stops the playing or recording of the current mes-

sage.

Play Does one of the following:

• Plays the selected voice message

• Displays the selected fax message in a
new Fax window. Each page is represent­ed by a small thumb-nail-sized rectangle
called a “thumbnail.” Click the thumbnail
to magnify the page.

54 Using [e-mail]/DO S Workstat ion Featur es

Record Records a message using your telephone or using

your workstation, depen ding on th e workstati on op­tions you have set. The message appears in a Com­pose window and can be sent to another mailbox
using the Send… command on the Messages menu.

Fast Forward Does one of the following:

Fast forwards the voice message you are playing in
approximately five-second intervals

Goes to the next page of the fax message you are
viewing

Fax menu

View Fax Displays a fax message from Amanda Vo ice Server

and displays it in Amanda Messenger.
Rotate Fax… Rotates or flips all the pages of a fax message.
Zoom In Magnifies the display of the fax.
Zoom Out De-magnifies the display of the fax.
Import Fax Allows you to import the image file you are viewing

as a component of a fax message.
Open… Opens an image file in TIFF, DCX, FAX and other

image formats.
Save As… Saves the current fax message in TIFF or DCX for-

mat.
Print… Prints the current fax document.
Print Preview Displays the fax document as it would appear when

printed.
Print Setup… Allows you to select and configure your printer.

Chapter 2 Using Amanda Messenger 55

Options menu

Workstation
Options…

Mailbox Info… Displays the current user information (name, exten-

Security Code… Allows you to change your security code.
Basic Options… Displays the current settings for the Do Not Disturb,

Greetings… Displays information about the Ring No Answer

Personal Lists… Allows you to create personal mailing lists. You can

Guests… Allows you to create a mailbox for a guest (if your

Allows you to set workstation options. See “Setting
Up Amanda Messenger,” earlier in this chapter for
more information.

sion, and so forth).

Call Screening, Identify Called Party, and Play Date
& Time. You can change some of these options.

(RNA) and the Custom Busy greetings. You can
change some of these options if they are not locked.
You can also use this command to make recording s
if your Amanda systems administrator allows you
to record greetings and/or your name and extension
recording.

have up to seven personal mailing lists, each of
which can be identified by a name.

system administrator has configured your mailbox
for guests).

Window menu

Cascade Displays the open windows as a cascade of over-

lapping windows with the active window on top.
Tile Displays the open windows side-by-side.
Arrange Icons Aligns all minimized windows.
1 Trash Bin Selects the Trash Bin window as the active win-

dow.

56 Using [e-mail]/DO S Workstat ion Featur es

2 Message
Statistics

3 Saved Messages Selects the Saved Messages window as the active

4 New Messages Selects the New Messages window as the active

Help menu

Contents Displays the contents for online help.
Using Help Explains how to use online help.
About Messenger Displays copyright information and the version

Using Toolbar Buttons

Opens a new Compose window. This is equivalent to the New Message
command on the Messages menu.

Opens an image file to be viewed. This is equivalent to the Open… com­mand on the Fax menu.

Selects the Message Statistics window as the ac­tive window.

window.

window.

number for Amanda Messenger.

Moves the selected messages from the New Messages window to the
Saved Messages window. This is equivalent to the Update Messages
command on the Messages menu.

Removes the selected messages or components and stores them in an in­ternal clipboard (not the Windows clipboard). This is equivalent to the
Cut command on the Edit menu.

Copies the selected messages or components into the internal clipboard.
This is equivalent to the Copy command on the Edit menu.

Pastes the contents of the internal clipboard into the Compose window.
This is equivalent to the Paste command on the Edit menu.

Chapter 2 Using Amanda Messenger 57

Moves the selected messages from the New Messages or Saved Messages
windows to the Trash Bin window. This is equivalent to the Delete com­mand on the Messages menu.

Replies to the selected message. This is equivalent to the Message Reply
command on the M essages menu.

Forwards the selected message to one or more mailboxes immediately
(without letting you edit the message). This is equivalent to the Forward
Immediately command on the Messages menu.

Sends the components in the active Compose window. This is equivalent
to the Send… command on the Messages menu.

Prints the Fax message you are viewing. This is equivalent to the Print…
command on the Fax menu.

Displays the help contents page. This is equivalent to the Contents com­mand on the Help menu.

Enables Context Sensitive Help, allowing you to click on buttons, menus,
or windows, to display help about them.

Using Player Controls

Does one of the following:

• Go es t o the prev i ous page of the fa x mess age y ou are view ing

• Rewinds the vo ice mess age yo u are play ing in app rox imately
five-second intervals

This is equivalent to the Fast Rewind command on the Play menu.

Causes the current voice message to pause or restarts it after a
pause. This is equivalent to the Pause command on the Messages
menu.

58 Using [e-mail]/DO S Workstat ion Featur es

Stops the playing or recording of the current message. This is
equivalent to the Stop command on the Play menu.

Does one of the following:

• Plays the selected voice message.

• Displays the selected fax messages in a new Fax window.
This is equivalent to the Play command on the Play menu.

Records a message using your telephone or your sound card, de­pending on the workstation opti o ns y ou have s et. The m ess age ap ­pears in a Compose window and can be sent to another mailbox
using the Send… command on the Messages menu.

This is equivalent to the Record command on the Play menu.

Does one of the following:

• Goes to the next page of the fax message you are viewing

• Fast forwards the voice message you are playing in approxi­mately five-second intervals

This is equivalent to the Fast Forward command on the Play menu.

This is used when the desktop PC is equipped with a sound card
and a mouse. Rather than using the rewind and fast forward but­tons, you drag the slider pointer to a certain part of the current mes­sage while it is playing.

OTE

N

: When messages are played to you over the telephone, you

control the playback of a message by pressing * (back­wards) or # (forwards).

Chapter 3

Using Amanda Dialer

Getting Started

Amanda Dialer dials telephone numbers from a variety of Windows
applications on your workstation. You select the number to be dialed.
Amanda Dialer dials it for you and notifies you when the call is ready.

Starting and Exiting Amanda Dialer

When you start Amanda Dialer, you log on to the Amanda Voice Server.

To use Amanda Dialer:

1. Click the Amanda Dialer icon. In Windows 95, you can select Amanda
Dialer from the Start menu.

The Dialer Log On dialog box appears.

2. Click Network S e ttings….
The Network Settings dialog box appears. Its default settings, which are

AMANDASER VER for the Server Name and 0 for L ocal Area Network
Adapter (LANA), are correct in most cases. See your system adminis­trator to be sure.

3. Click OK.
The Dialer Log On dialog box reappears.

4. Type your mailbox in the Mailbox text box.

60 Using [e-mail]/DO S Workstat ion Featur es

Your mailbox is probably the same as your extension number, but it
doesn’t have to be. Check with your syste m administrat or to be sure.

5. Type your security code in the Security Code text box.

6. Click OK.
If this is your first time using Amanda Dialer, the Amanda Dialer -

Extension dialog box appears. It displays your mailbox.

7. If your mailbox and your extension are different numbers, type your
extension number in Your Extension text box.

8. Click OK.

The Amanda Dialer button appears in the upper right corner of the
screen. You can drag it to a more convenient location.

To exit Amanda Dialer:

• Right-click the dialing button, then select Exit from the context

Setting Options

Amanda Dialer can add your outside line prefix, long distance access code,
and international access code to the number to be dialed automatically if you
set the Amanda Dialer options.

To set up Amanda Dialer using the Dialing Options dialog box:

1. Right-click the Amanda Dialer button.

menu.

The Amanda Dialer context menu appears.

Chapter 3 Using Amanda Dialer 61

2. Click Dialing Options….
The Dialing Options dialog box appears.

3. If the telephone extension in Your Extension text box is incorrect, type
the correct extension (not your mailbox—although they may be the
same).

4. Type the numb er of di gits (2-5 d igits) in your t eleph one ext ension i n the
Extension Maximum Digits text box.

5. By default Monitor Call Progress is cleared so that Amanda performs an
unsupervised transfer. After the number is dialed, Amanda calls your
extension then releases the port. (Your telephone switching system must
be able to transfer an outside ringing line to an internal extension.)

Select Monitor Call Progres s to have Aman da p erform supervised trans­fers. During a supervised transfer, Amanda monitors the call for a con­nection status (answer, busy, or RNA). Once the status is determined,
Amanda either calls your extension or displays a message on the screen
explaining the connection status. If the call is answered, the called party

62 Using [e-mail]/DO S Workstat ion Featur es

hears, “Your caller is,” followed by your Name and Extens ion recor ding.

6. Only if you selected Monitor Call Pro gress do you need to fill in th e
Number of Rings text box. Type the number of rings after which
Amanda decides that the called party is not answering. The default is 4
rings.

7. Type the number of digits in a local number in the Local Number Maxi­mum Digits text box.

8. The default is 7 because in the United States, local telephone numbers
are seven digits in length.

9. Type the area code of the site from which you are calling in the Local
Area Code text box.

10. Type the digits necessary to get an outside line in the Outside Line Pre­fix text box. The default is 9 followed by a comma (for a two-second
pause).

11. Select the International Access Code check box if numbers longer than
the usual long distance call are international. (The usual long distance
call contains the number of digits in a local call plus the number of digits
in an area code) If cleared, Amanda Dialer ignores International Access
Code.

12. If you selected International Access Code, type that code in the text box.
The default is 011, the international access code for the United States.

To restore the default settings:

• Click Defaults.

Chapter 3 Using Amanda Dialer 63

Dialing Numbers from Windows Applica­tions

You can use Amanda Dialer with Windows 3.11 or Windows 95. Most
Windows programs are compatible with Amanda Dialer because they use
Ctrl+C to copy selected text to the Windows clipboard. If you have a
problem using Amanda Dialer from any application, copy the telephone
number to the Windows clipboard before clicking the Amanda Dialer button.

With Windows 3.11

Once the floating dialing button is visible, you can dial a telephone number.

To dial a number:

1. Select the telephone number to be d ialed fr om t he a ctiv e w ind ow in any
Window s appli cat ion.

2. Click the Amanda Dialer button.
The number should appear in the Amanda Dialer - Dial Number dialog

box.

3. If it is incorrect, edit the number. When it is correct, click Dial.
Amanda dials the displayed number.

With Windows 95 or 98

Once the floating dialing button is visible, you can dial a telephone number.

64 Using [e-mail]/DO S Workstat ion Featur es

To dial a number:

1. Click the Amanda Dialer button.

2. Select the telephone number to be dialed from the active wi nd ow i n any
Windows application.

3. Right-click the selected number.
The number should appear in the Number to Dial dialog box.

4. If it is correct, select Dial.
Amanda dials the displayed number.

OTE

N

: If right-clicking the selected number displays a context

menu and the Amanda Dialer - Dial Number dialog box
does

not

appear, move the mouse to another location before
right-clicking. For example, in Schedule Plus, you can
right-click just outside the text box that displays the select­ed number. If the problem persists, copy the telephone
number to the Windows clipboard before clicking the
Amanda Dialer button.

Redialing a Number

Dialer saves the last four telephone numbers that you dialed.

To redial a previously dialed number:

1. Right-click the Amanda Dialer button.

The Amanda Dialer context menu displays up to four recently dialed
numbers. (In parentheses is the number of times each of these numbers
has been dialed during this Dialer session.)

Chapter 3 Using Amanda Dialer 65

2. Click the num ber to be redialed.

66 Using [e-mail]/DO S Workstat ion Featur es

Chapter 4

Using Amanda Fax

Introducing Amanda Fax

You can use Amanda Fax from any Windows application that has a Print
command. You can send documents, spreadsheets, pictures, o r any t hing else
that the application can print. You can:

• Fax an item to another location via Amanda Voice Server’s fax mo­dem

• Create a fax message to be mailed to users on your Amanda system

• Save the item as a file that can be:

• Sent later as a fax via Amanda Voice Server’s fax modem

For example, if you copy this file to Amand a Server us ing Amand a
Monitor, you can fax it to callers. See the one-call and two-call fax­back sections later in this document.

• Imported as a fax message

If you are faxing items vi a Amanda Voice Server or creating fax messages to
be sent via Amanda Messenger, you need the following:

• [e-mail] 6.01 or higher in server mode

• A fax modem attached to and properly configured for use with your
Amanda Voice Server (for more information see your system ad­ministrator or

In all cases, you need the following:

• Amanda Fax installed on each workstation from which faxes will
originate

Installing [e-mail]

)

68 Using [e-mail]/DO S Workstat ion Featur es

Sending a Fax

You can send a fax through the Amanda Voice Server’s fax modem from a
Windows application.

To send a fax from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax then click OK.
The Amanda Fax dialog box appears.

3. Click Fax Out….
The Amanda Fax Logon dialog box appears so Amanda Fax can verify

that you have a mailbox and security code on the Amanda Voice Server
to be used.

4. Click Networ k Settings….
The Network Settings dialog box appears. Its default settings, which are

AMANDASER VER for the Server Name and 0 for Local Area Network
Adapter (LANA), are accurate in most cases. See your system adminis­trator to be sure.

5. Change the settings if necessary then click OK.
The Amanda Fax Logon dialog box reappears.

6. Type your mailbox in the Mailbox text box.
Your mailbox is probably the same as your extension number, but it

doesn’t have to be. Check with your syste m administrat or to be sure.

7. Type your security code in the Security Code text box.
(This is the same security code that you use to access Amanda over the

telephone.)

8. Click OK.
The Fax Number dialog box appears.

Chapter 4 Using Amanda Fax 69

9. Indicate where to send this fax by doing one of the following:

• Type the fax number in the text portion of the Fax Number drop­down combo box. (It may be necessary to prefix the fax number
with an access code, such as 9 followed by a comma for an outside
line.)

• Select a previously used fax number from the list portion of the
drop-down combo box.

10. Click OK.
The Amanda Fax dialog reappears.

11. Click Close or send this fax again.

Saving a Fax as a File

You can save a fax as a file from a Windows application. That file can be
copied to Amanda Voice Server (using Amanda Monitor) or imported by
Amanda Messenger as a fax message.

To save an item as a fax file from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax then click OK.

3. The Amanda Fax dialog box appears.

4. Click Save to File….
The File Save As dialog box appears.

5. Provide a name and location for the new file.
The default extension is .FAX, but you can use another extension. (The

information is stored in The Amanda Company’s proprietary format,
regardless of the extension.)

70 Using [e-mail]/DO S Workstat ion Featur es

6. Click OK.
The Amanda Fax dialog box reappears.

7. Click Close or send this fax again.

Sending a Fax Message

You can send a fax message to another user of your Amanda system from a
Windows ap plication. Thi s require s you t o use A manda Messenger as well as
Amanda Fax.

To send a fax message from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax then click OK.
The Amanda Fax dialog box appears.

3. Click Send to Messenger….
The Messenger Identification dialog box appears.

4. Type your mailbox in the Messenger Mailbox text box then click OK.
If Amanda Messenger is running, the fax appears as a component of the

active Compose window. If no Compose window is active, a new Com­pose window is opened to receive this component. Go to Step 6.

5. If Amanda Messenger is not running, the Messenger Logon dialog box
appears and you must log on to Amanda Messenger as you normally
would:

a. Click Network Settings….

The Network Settings dialog box appears. Its default settings,
which are AMANDASERVER for the Server Name and 0 for Local
Area Network Adapter (LANA), are accurate in most cases. See
your system ad ministrator to be sure.

Chapter 4 Using Amanda Fax 71

b. Change the settings if necessary then click OK.

The Messenger Logon dialog box reappears.

c. Type your mailbox in the Mailbox text box.

Your mailbox is probably t he sam e as yo ur ext ension num ber, but it
doesn’t have to be. Check with your system administrator to be
sure.

d. Type your security code in the Security Code text box.

(This is the same security code that you u se to acces s Amand a ov er
the telephone.)

e. Click OK.

Messenger starts and the fax appears as a component in a new
Compose window.

6. To take a look at the fax before yo u sen d i t, doub le- cl ick th e fax comp o­nent in the Compose window.

A Fax window appears which displays the pages of the fax as thumb­nails, small rectangles about the size of a thumb nail. You can click the
thumbnail for a better view of it and us e the commands on th e Fax menu
to manipulate it.

Caveats

7. When you are ready to send the fax, make the Compose window active.
Then, on the Messages menu, click Send… to send this fax to one or
more mailboxes and lists.

After you send the message, you can stay in Messenger or return to the
Amanda Fax dialog or the Windows application.

8. The Amanda Fax dialog box is still open. Click Close or send this fax
again.

Try some test items from any Windows application to be used for fax
purposes before faxing items to others. For example, in Word for Windows,
for best readability, print documen ts th at have the page size 8 1/2 by 11 and
portrait as the orientation.

72 Using [e-mail]/DO S Workstat ion Featur es

Index

Numerics

49

411

A

adding

50

guests

Amanda Dialer

description
dialing numbers
exiting
installing
logging on
redialing numbers
restoring dialing defaults

59

60

1

59

62

setting up
Windows 3.11
Windows 95

Amanda Fax

description
installing
with Windows applica-

Amanda Messenger

description
Edit menu
Fax menu
Help menu
installing
logging back on
logging on

60

2

2

tions

7

51

54

56

1

7

63

67

63

63

8

64

menu bar
message information
message windows
Messages menu
Options menu
Play menu
player controls
setting up
shortcut toolbar
System menu
toolbar
View menu
Window menu

Amanda Voice Server

logging on

announcing

called party

autosaving

messages

B

Basic Options

Call Screening
Do Not Disturb
Identify Called Party
Play Date & Time

basic options

viewing

busy greeting

custom
maximum length

56

33

45

50

53

14

7

16

45

51

35

55

57

51

55

34

52

56

34

45

9

35

11

35

45

system

C

call processing

controlling
Call Screening
call waiting
called party

calls

cautions
clients

columns

Comment
components

composing

configuring

controlling

conventions
copyright

35

identifying

35

on hold

71

installing

12

hiding

reordering

resizing

12

49

21

listing

messages

messages

Amanda Dialer

Amanda Messenger

call processing

iv

ii

32

34

35

1

13

20, 21
19

60

14

32

74 Using [e-mail]/DOS Workstation Features

creating

mailing lists
messages

custom

busy greeting

D

dates

message

deleting

guests
messages

dialing

telephone numbers

directories

employee
Directory Name 1
Directory Name 2
displaying names

mailboxes
Do Not Disturb

locking

E

Edit menu

Amanda Messenger
editing

mailing lists
employee directory
emptying

mailing lists

trash bin
exiting

Amanda Dialer
Extension text box

F

Fax menu

Amanda Messenger
fax messages

inverting

mirror image

31

20

35

50

18

49

15

34

34

31

32

16, 18

28

29

45

49
49

49

49

29

60

63, 64

51

54

printing
rotating
saving as file
sending
viewing

faxes

printing
saving
sending

files

created by Amanda Fax

flipping

fax messages

forwarding

messages with prefix
messages without pr efix

29
29

30
70
28

54

69

68

29

24

G

General User Information

Comment
Directory Name 1
Directory Name 2
Extension text box

general user information

viewing

greetings

busy greeting
current greeting
custom busy
importing
locking
managing
maximum length
naming
playing
recording

guests

adding
deleting

49

49
49

49

49

45

44

44

47

44

43

44
48
45

46

50

50

25

69

managing

H

Help menu

Amanda Messenger

hiding

columns

I

Identify Called Party
identifying

called party

image files

importing as messages
opening

importing

image files as messages
RNA greetings
WAV files

installing

Amanda Dialer
Amanda Fax
Amanda Messenger

inverting

fax messages

L

length

busy greeting
greetings

listing

components

lists

creating
editing
emptying
managing

locking

Call Screening
Do Not Disturb
greetings

50

12

35

30

15

2

29

45

44, 45

21

31

31

32

31

44

56

35

30

30

47

1

1

34

34

Index 75

logging on

Amanda Dialer
Amanda Messenger

M

mailboxes

49

411
displaying names

mailing lists

creating
editing
emptying
managing

managing

custom busy greeting
greetings
guests
mailing lists
messages
waiting calls

maximum

time of busy greeting
time per greeting

menu bar

Amanda Messenger
message windows
messages

autosaving

components

composing

copying

creating from components

31

31

32

31

43

50

31

17

35

9

16

20, 21, 52

19

51

20

51

cutting

dates and times

deleting

forwarding

importing image files

information

managing

18, 53

24, 25, 52

11

17

59

7, 8

15

44, 45

50

35

44

45

30

notification

51

pasting

17, 53, 58

playing
playing options
recording
recording options
recording over telephone

recording with worksta-

replying

17

saving

automatically

manually
see fax messages
sending
sending faxes from Win-

statistics
undoing edits
updating
viewing

Messages menu

Amanda Messenger

mirror images

fax messages

modified_call_screening

N

names

displayed with mailboxes

notification messages
numbers

see telephone numbers

O

opening

image files

15

14

54, 58

14

19

tion’s sound card

20

27

16

17

28

21

dows applications

70

32

51

53

17

52

29

34

15

15

30

63

options

Options menu

P

personal lists

phone numbers

Play Date & Time
Play menu

player controls

playing

playing options

printing

R

recording

recording options

redialing

reordering

replying

resizing

Amanda Dialer
security code

Amanda Messenger

creating

31

editing
emptying
managing

see numbers

60

9

31

32

31

63, 64

35

Amanda Messenger

Amanda Messenger

messages
RNA greetings

messages

fax messages

messages
RNA greetings

messages

telephone numbers

columns

messages

columns

17

45

14

29

19, 20

46, 48

14

13

27

12

55

53
57

64

76 Using [e-mail]/DOS Workstation Features

rotating

fax messages

rows

sorting

S

saving

fax messages as files

69

faxes

messages
Security Code
security code

changing
sending

fax messages

68

faxes

messages
setting up

Amanda Dialer

Amanda Messenger

restoring dialing defaults

29

13

17

55

9

70

21

62

shortcut toolbar

Amanda Messenger
sorting

13

rows
Sound card

14

60

30

14

56

statistics

system

System menu

T

telephone numbers

time

times

toolbar

trademarks
trash bin

U

user information

user optio ns
uses

messages

busy greeting

Amanda Messenger

dialing

busy greeting maximum

32

45

51

63, 64

45

greeting maximum

message

Amanda Messenger

35

44, 45

56

ii

emptying

viewing

16, 18

49

55

fraudulent

iii

using

Amanda Dialer
Amanda Fax

V

View menu

Amanda Messenger

viewing

basic options
fax messages
general user information

messages

W

waiting calls

managing
warranty
WAV files

importing
Window menu

Amanda Messenger
Windows 3.11

Amanda Dialer use
Windows 95

Amanda Dialer use
Windows applications

with Amanda Fax

63, 64

67

51

33
28

49

17

35

ii

15

55
63
63

67