Amanda Work Group Features Instruction Manual

Download

Using

@Work.Group/

Windows

Workstation Features

Version 3.xx

User’s Guide: 9/01 Edition

ii Using Amanda@Work.Group/Windows Workstation Features

Copyright and Trademark Notices

Copyright  1998–2 001 The Aman da Co mpan y. All Rights Reserved. This guide and the software described herein are copyrighted with all rights reserved. No part of this publication may be reproduced, transmitted, stored in a retrieval system, or translated into any language in any form by any means without the prior written permission of The Amanda Company.

Amanda and Amanda@ are registered trademarks and sales trademarks of The Amanda Company. Other brand names and product names are trademarks or registered trademark s 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 WARR ANTIES (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 MERC HANTABILITY, 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 NOTWITHST ANDING ANY DOCUMENT , REPRESENTA T ION, 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 COMP ANY 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 EQUIT ABLE T HEORY 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 govern ed by the laws of the State of California without regard to the conflicts of laws or provisions thereof.

Fraudulent Usage Advisory

Although the Amanda software is designed to resist fraudulent usage, including unauthorized access to a long distance network, no product, including the Amanda software, is able to prevent such unauthorized usage. The Amanda software is likewise unable to prevent such uses as may constitute an invasion of privacy or other tort. THE AMANDA COMP ANY MAKES NO EXPRESS OR IMPLIED W ARRANTY AGAINST UNLAWFUL OR UNAUTHORIZED USE OF YOUR AMANDA SYSTEM OR ITS CAPABILITIES AND HEREBY DISCLAIMS ALL LIABILITY ARISING FROM SUCH USE. YOU AGREE TO INDEMNIFY, DEFEND, AND HOLD THE AMANDA COMPANY HARMLESS FOR ANY UNAUTHORIZED OR FRAUDULENT USE OF YOUR LICENSED AMANDA SOFTWARE.

THE AMANDA COMP ANY 13765 ALTON PARKWAY, UNIT F IRVINE, CA 92618 TELEPHONE (949) 859–6279 FAX (949) 859–4380

Conventions

iii

This manual uses the following terminology and conventions:

Amanda

caller

user

The name by which this manual refers to the Amanda@Work.Group/Wi ndows system to make reading about the system easier.

Someone who calls into Amanda. A caller often obtains information, leaves a message for someone, and/or provides information.

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.

iv Using Amanda@Work.Group/Windows Workstation Features

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

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

Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

Chapter 1:

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

Introducing the Clients. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

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

Installing Amanda Unified Messenger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Installing Amanda Fax 32 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

In Windows 9x and Me. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

In Windows NT or 2000. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Installing the 16-bit Amanda Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

In Windows 3.11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

In Windows 95 and Windows 98 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

Chapter 2:

Using Amanda Messenger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Logging On to Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Logging Back On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 6

More Than One Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Changing Your Security Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Message Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Understanding Information Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Resizing and Reordering Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Sorting Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting Up Amanda Messenger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Setting Play/Record Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Converting from Stereo to Mono . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Being Notified about New Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Displaying Mailbox Names . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Saving New Messages Automatically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Prompt to Empty Trash Bin on Exit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Managing Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Playing or Viewing a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Saving a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Deleting a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Composing a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Using Message Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 4

Sending a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Forwarding a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Replying to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

Managing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29

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

vi Using Amanda@Work.Group/Windows Workstation Features

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

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

Changing Basic Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32

Managing Waiting Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Preparing for Waiting Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Managing a Call after Minimal Preparation . . . . . . . . . . . . . . . . . . . . . . . .36

Managing Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Controlling the Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Controlling the Busy Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Playing a Greeting or Name and Extension Recording . . . . . . . . . . . . . . . .40

Recording a Greeting or Name and Extension Recording. . . . . . . . . . . . . .41

Importing a Greeting or Name and Extension Recording . . . . . . . . . . . . . .41

Naming an Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42

Miscellaneous. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Viewing General Mailbox Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Managing Guests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Using the Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

System menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Edit menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

View menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Messages menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Play menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46

Fax menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Options menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Window menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Help menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Using Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Using Player Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Chapter 3:

Using Amanda Unified Messenger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Logging On to an Amanda Voice Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Adding to the Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Changing Your Security Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Setting Sound Interface Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Managing Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Sample Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Work-hours Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

After-hours Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Away-from-the-office Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Custom Busy Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Name and Extension Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Creating Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Setting Your Current Greeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Managing Voice Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Creating a Voice Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Identifying the Application that Records Messages . . . . . . . . . . . . . . . . . .60

Listening to Voice Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Identifying the Application that Plays Messages. . . . . . . . . . . . . . . . . . . . .62

Viewing Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Editing the Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Archiving Message Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Replying to an Amanda Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Forwarding an Amanda Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Using Do Not Disturb. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Identifying the Person Being Called. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Playing Date and Time of Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 5

Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Screening Incoming Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Setting Up Call Screening (for your telephone) . . . . . . . . . . . . . . . . . . . . . . . . .66

Screening a Call (over your telephone). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Setting Up Call Screening (for your workstation) . . . . . . . . . . . . . . . . . . . . . . .67

Screening a Call (using your workstation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

Using the Call History Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Editing the Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Creating Personal Distribution Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Reading Mailbox Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74

Using the Your E-mail Application’s Forward and Reply Form . . . . . . . . . . . . . . . .74

Turning Off WordMail as the Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76

Chapter 4:

Using Amanda Dialer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Starting and Exiting Amanda Dialer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79

Setting Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80

Dialing Numbers from Windows Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

With Windows 3.11. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

With Windows 95, 98 or NT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 2

Redialing a Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

vii

Chapter 5:

Using Amanda Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Introducing Amanda Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Caveats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Using the 32-bit Amanda Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .85

Sending a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86

Saving a Fax as a TIFF File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Saving a Fax as a Fax File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Sending a Fax Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Using the 16-bit Amanda Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

Sending a Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

Saving a Fax as a Fax File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

Sending a Fax Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

viii Using Amanda@Work.Group/Windows Workstation Features

Chapter 1: Installing Amanda Clients

Introducing the Clients

Amanda’ s 16-bit client appl ications were originally designed fo r W indow s 3.1 1. Ho wever , they run fine on Windows 95, Windows 98, and Windows NT. Amanda Unified Messenging is a 32-bit application. There are two versions of Amanda Fax, both a 16-bit application and a 32-bit application. The 32-bit applications cannot be installed on Window s 3.11.

Amanda Messenger 16-bit application. Allows users to access their messages

and manage calls from their workstations as well as by telephone.

Amanda Unified Messenger 32-bit application. Allows users to access their voice mail

messages from their Microsoft e-mail application.

Amanda Dialer 16-bit application. Dials telephone numbers that appear in

Microsoft Word for Windows, Microsoft Excel, and other Windows applications.

Amanda Fax 32 32-bit application. Allows you to fax anything that you

can print from a Windows application. It also allows you to convert the printable item (document, spread sheet, and so forth) into a fax file or a fax message.

Amanda Fax 16-bit application with most of the features of Amanda

Fax 32. It cannot save a fax as a TIFF file.

Installing Amanda Messenger and Amanda Dialer

The Amanda Messenger and Amanda Dialer applications can be installed on each user’s workstation. Amanda Messenger an d Amanda Di aler can run o n Windows 3.11, 95, 98, or NT.

To install Amanda Messenger and Amanda Dialer:

1. When Amanda Voice Server was installed, the installation program was placed in a shared folder on the server. From the Amanda@Work.Group/Windows server, run Clients\ClientInstall.exe.

The Welcome dialog appears.

2 Using Amanda@Work.Group/Windows Workstation Features

2. Click Nex t>. The Select Client Folder dialog box appears.

3. Use the default path (C:\AMACLNTS) or type (or browse for) another path in the Folder text box.

4. Click Nex t>. The Select Type of Installation dialog box appears.

5. Select either the Full Install/Re-Install or the Upgrade option button then click Next>. The Select Client Applications dialog box appears.

Chapter 1: Installing Amanda Clients 3

6. Select the User Clients check box to install Amanda Messenger and Amanda Dialer.

7. Click Nex t>. The Select Program Group dialog box appears.

8. Use the default group (Amanda) or type a new group name in the text box.

9. Click Finish. The Finish the Installation dialog box appears.

10. Click OK.

Installing Amanda Unified Messenger

Amanda Unified Messenger runs on Windows 95, Windows 98, Windows NT, or computers running Outlook.

Amanda Unified Messenger can communicate with Amanda Voice Server over a TCP/IP or NetBIOS/NetBEUI network protocol. However, the installation procedure differs slightly for each protocol.

To install Amanda Unified Messenger:

1. When Amanda Voice Server was installed, the installation program was placed in a shared folder on the server. From the Amanda@Work.Group/Windows server, run Clients\InboxInstall.exe.

The Welcome to Amanda Unified Messaging dialog appears.

2. Click Nex t... The Update Default Profile dialog box appears.

4 Using Amanda@Work.Group/Windows Workstation Features

3. If you are installing Amanda Unified Messaging for the first time or adding an additional Amanda server, click Yes.

If you are reinstalling, click No. If you are adding an additional mailbox for the same server, you do not need to run

the installation program—unless you want the additional mailbox to have its own address book—in which case, you click Yes here.

(See “To add an additional mailbox for the same server:” on page 5 for information about adding and removing additional mailboxes.)

The Enter Amanda Mailbox Number dialog box appears.

4. Type your mailbox number then click Next>. The Enter Amanda Mailbox Security Code dialog box appears.

Chapter 1: Installing Amanda Clients 5

5. Type your security code then click Next>. The Remember Security Code dialog box appears.

6. Do one of the following:

• If you want to enter your password every time you log on to your mail applica-

tion, click No.

• If you want Amanda Unified Messaging folders to open automatically without

password entry, click Yes.

The Enter Amanda Server Name dialog box appears.

7. Type the name of your Amanda server then click Next>. The default name is AMANDASERVER. Check with your Amanda administrator to

find out if your Amanda server has a different name. The Finish the Installation dialog box appears.

8. Click OK.

To add an additional mailbox for the same server:

1. From the Start menu, select Start⇒Settings⇒Control Panel, then the Mail icon. The MS Exchange Settings Properties dialog box appears.

2. On the Services tab, click Add... The Add Service to Profile dialog box appears.

3. Select Amanda Inbox Folders then click OK. The Amanda Unified Messenger dialog box appears.

4. On the Logon tab, type the user’ s mailb ox number and security cod e in the text boxes.

6 Using Amanda@Work.Group/Windows Workstation Features

5. (Optional) Select the Remember Security Code check box to log in automatically without having to type your security code.

6. Select the Network Settings tab.

7. Type the server name in the Server Name text box. If your network protocol is TCP/IP, the port number is displayed in the Port Number

box. If your network protocol is NetBIOS/NetBEUI, type the LANA number (1 or 0) in

the LANA Number text box.

8. Click OK. If you did not select the Remember Security Code check box in step 5, the Amanda

Unified Messenger - Mailbox Logon dialog box appears.

9. If you see the Amanda Unified Messenger - Mailbox Logon dialog box, type the security code for this mailbox then click OK.

The MS Exchange Settings Properties dialog box displays an entry for the Folder tha t will contain the messages for the specified mailbox. It consists of the server name, the port number, the mailbox number, and the word Folders.

OTE

: You should have an Amanda Address Book per server and a Folder per

mailbox. You need only one Amanda Transport.

Installing Amanda Fax 32

You can install Amanda Fax 32 on Windows 9x, Me, NT or 2000, but the instructions differ as explained in the next two procedures.

In Windows 9x and Me

To install Amanda Fax in Windows 9x and Me:

1. When Amanda server was installed, the installation program was placed in a shared folder on the server. From the Amanda server, run Clients\NTFaxInstall.exe.

The introductory dialog box appears.

Chapter 1: Installing Amanda Clients 7

2. Click Nex t>. The Name of Printer dialog box appears.

3. Type the name of the printer (or use the default Amanda Fax Service Printer).

4. Click Nex t>. The Start Menu Group dialog box defaults to Amanda Fax 32.

5. Use this group or type in a new group.

6. Click Finish.

8 Using Amanda@Work.Group/Windows Workstation Features

The next dialog reports a successful installation.

7. Click OK.

8. If you see the following Warning message, reboot your system:

In Windows NT or 2000

You must be logged in as an administrator.

To instal l Amanda Fax in Wind ows NT or 2000:

1. When Amanda server was installed, the installation program was placed in a shared folder on the server. From the Amanda server, run Clients\NTFaxInstall.exe.

Chapter 1: Installing Amanda Clients 9

The introductory dialog box appears.

2. Click Nex t>. The Warning dialog box reminds you that you must be an administrator.

3. Click OK. The Installation Folder dialog box appears.

10 Using Amanda@Work.Group/Windows Workstation Features

4. Use this folder or browse for another.

5. Click Nex t>. The Name of Printer dialog box appears.

6. Type the name of the printer (or use the default Amanda Fax Service Printer).

7. Click Nex t>.

Chapter 1: Installing Amanda Clients 11

The Start Menu Group dialog box defaults to Amanda Fax 32.

8. Use this group or type in a new group.

9. Click Finish. The next dialog reports a successful installation.

10. Click OK.

11. If you see the following Warning message, reboot your system:

12 Using Amanda@Work.Group/Windows Workstation Features

Installing the 16-bit Amanda Fax

Install Amanda Fax only after you have installed 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 Wind ow s 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 Ins t all…. The Install Driver dialog box appears.

6. T ype the path to or click Browse.. . to locate the folder on Amanda voice ser ver where 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 3.11 is concerned only with the selected folder (from which it automatically selects OEMSETUP.INF—even though that does not appear to be the case).

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

8. 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 al ready select ed) Amanda Fax.

9. Click OK. The Printers dialog box reappears. The Installed Printers list box should now include

Amanda Fax on LPT1 (or a similar listing).

10. Click Close.

Chapter 1: Installing Amanda Clients 13

In Windows 95 and Windows 98

To install Amanda Fax in Windows 95 and Windows 98:

1. From the Start menu, select Start⇒Settings⇒Printers.

The Printers window appears.

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

3. Click Nex t.

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

5. Click Nex t.

6. Click Hav e Disk…. The Install From Disk dialog box appears.

7. T ype the path to or click Browse.. . to locate the folder on Amanda voice server where 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 NT is concerned only with the selected folder (from which it automatically selects OEMSETUP.INF—even though that does not appear to be the case).

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

box.

9. Click Nex t.

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

OTE

: The port selection is unimportant because Amanda Fax does not u se

a port on this machine. Your selection only affects the icon in the Printers group. Your selection does NOT affect any other application or printer configuration.

11. Click Next.

12. You probably do NOT want Amanda Fax as your defaul t printer an d shou ld select t he No option button. If you plan to use Amanda Fax as the default printer, select the Yes option button instead.

13. Click Ne xt.

14. Click Yes to send a test fax page.

15. Click Finis h. The Amanda Fax dialog box appears.

14 Using Amanda@Work.Group/Windows Workstation Features

16. Do one of the follow ing:

• To 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 number.

• 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, dou-

ble-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.

Chapter 2: Using Amanda Messenger

Logging On to Amanda

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 the Amanda Messenger ico n. In Windows 95, 98, or NT , yo u can sel ect Amanda Messenger from the Start menu.

The Messenger Logon dialog box appears.

2. Click Network Settings…. The Network Settings dialog box appears.

3. Type the server name in the Server Name text box. See your Amanda system administrator for the correct name.

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

5. 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 Aman da system admi nistrator to be sure.

6. Type your security code in the Security Code text b ox. (This is the same security code that you use to access Amanda over the telephone.)

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

New Messages window

Saved Messages window

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

Lists all previously heard messages.

16 Using Amanda@Work.Group/Windows Workstation Features

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:

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

More Than One Logon

Using Amanda Messenger , more than one us er can log on to the s ame mailbox at the same time—as long as they all know its security cod e. For examp le, if cus tomers 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.

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.

Lists all deleted messages. Displays read-only information about

your mailbox.

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 v oice se rver. Once logged on, you can listen to your messages, send messa ges, 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 appears. For security reasons, 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.

Chapter 2: Using Amanda Messenger 17

Message Windows

The message windows (New Messages, Save d Messages, and T r ash Bin) lis t messages for each mailbox.

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 , yo ur mess age lig ht (if you h ave one) remains on, so it is i mporta nt that you mov e messages to the Saved Messages or the Trash Bin window. On the Messages menu, you can click Update Messages to save th e messages that have b een 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 that you no longer want. You put them there, but, while the messages are still in the Trash Bin window, you can change your mind and move them to the Saved Messages wind ow. Unwanted messages are permanent ly 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).

18 Using Amanda@Work.Group/Windows Workstation Features

Understanding Information Co lumns

Each message window contains five columns:

Date Displays the date associated with the message. Depending 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) order.

From Displays one of the following:

The mailbox and/or name of the Amanda user w ho is contacti ng 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 message marked it urgent.

Private: I ndicates that the caller who recorded the message marked it private (so it cannot be forwarded).

Receipt: Indicates that the message you sent to a coworker (along with a request for verification) was heard or viewed.

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

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 compo-

nents. 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. For an out-

side call, this can be the caller ID information captured using the “ccc” integration pattern or captured using the caller_id configuration parameter. For details, see Installing Amanda@Work.Group/Windows.)

To add or edit a subject, do on e of the following:

• On the Messages menu, click Edit Subject….

• Double-click the Subject column for the message.

• This column sorts in alphanumeric order.

Chapter 2: Using Amanda Messenger 19

Resizing and Reordering 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.

To reorder the columns:

• Position the mouse pointer over the colu mn header 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.

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 workstati on options ex plained in the following sections.

20 Using Amanda@Work.Group/Windows Workstation Features

Setting Play/Record Options

To play messages and to record greetings and messages, Amanda Messenger 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 you in the Extension text box.

If your Amanda system is connected to more than one telephone switching system, you can use only one of those switching systems for telephone support (for example, if and when you have the system play a message to you over the telephone). By default PBX 1 is used; to use PBX 2, include “2:” in front of you extension number. For example, if your extension number is 147, use 2:147 in the Extension text 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 your workstation. 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 call s you on the telephone to record greetings and messages.

Converting from Stereo to Mono

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

To select a stereo import conversion channel:

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

• Left Channel

• Right Channel

• A v e rage 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 dial og bo x, select the Notify about New Message check box. Clear the check box to avoid this type of notification.

Chapter 2: Using Amanda Messenger 21

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, w ith the mail box

first.

Name Followed by Mailbox Displays both the name and mailbox, with the name first. Mailbox Only Displays only the mailbox. Name Only Displays only the name.

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 selecti on, if there is no name, Amanda Messenger displays only the mailbox.

Saving New Messages Automatically

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-and-drop or either the Save or Update Messages commands on the Messages menu.

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

To save messages automatically:

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

OTE

: If you listen to a message using the telephone, the message is automati-

cally 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 exit, Amanda Messenger can remind that the messag es in the trash bin will be deleted and allow you to cancel the exit.

To exit Amanda Messenger with or without the reminder:

• From the Workstation Options dialog box, s elect the Prompt to Emp ty 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.

22 Using Amanda@Work.Group/Windows Workstation Features

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 review 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 the Edit Sub-

ject dialog box.

Saving a Message

Depending on the workstation options you set, Amanda Messenger may automatically save every new message after you play it. Otherwise, to save a mes sage, you mus t move it from the New Messages win dow or t he Trash Bin window to the Saved Messages windo w.

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 S aved Messages window. In this cas e, 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 .

OTE

To save new messages automatically, see “Saving New Messages Automatically” on page 21.

Deleting a Message

: Copying messages results in a move if the destination is a message

window. It results in a copy if the destination i s a Compose wi ndow.

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 trash 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.

Chapter 2: Using Amanda Messenger 23

• Move the messages by copying them from the original window and pasting them in the Trash Bin window. Copy and Paste are on the Edit menu and the toolbar:

Copy and Paste .

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

OTE

: Copying messages results in a move if the destination is a message

window. It results in a copy if the destinatio n is a Compo se window.

To rescue messages from the trash bin, see “Saving a Message” on page 22.

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.

Composing a Message

You can record a new message or a component for a new mes sage us ing you r teleph one 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 worksta-

tion. For example, you can record messages by speaking or playing music into a microphone, 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.

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

dow is created automatically if no Compose window is active.

24 Using Amanda@Work.Group/Windows Workstation Features

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 o r play ing a CD (o r oth er dev ice) fo r .WAV files.

4. On the Play menu, click S top. 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.

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

dow 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 commands on the Edit menu.)

4. Repeat steps 2 and 3 for any other messages that have components to be used in the new message.

: To use the entire message as part of the new mes sage, you can drag it di-

rectly from the message window to the Compose window.

Using Message Components

Every message contains from 1 to 20 compo nents. For exam ple, if a mes sage 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 another mailbox with another prefix, it will contain three components.

Chapter 2: Using Amanda Messenger 25

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 win-

dow or by using Copy and Paste. Copy and Paste are on the Edit menu and the toolbar:

Copy and Paste .

Sending a Message

Y o ur message includes all the components in the active Compose window. Y ou 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.

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 the Mailboxes, Personal List, or System List option button.

26 Using Amanda@Work.Group/Windows Workstation Features

When you make your choice, the lis t b ox to the ri gh t of t he o ption but ton s ch anges 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 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 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.

: 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.

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 the Mailboxes, Personal List, or System List option button.

Chapter 2: Using Amanda Messenger 27

When you make your choice, the lis t b ox to the ri gh t of t he o ption but ton s ch anges 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.

: 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.

• 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 microphone 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. Fini sh by pres si ng # or h anging u p.” If you finis h by pr essing #, Amanda allows you to review the recording, 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

28 Using Amanda@Work.Group/Windows Workstation Features

that identifies it. An icon and the word Voice appears to the left of the number. (This window is not active.)

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

5. Follow steps 3 through 8 in the above procedure “To forward 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 copied 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.

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.

Chapter 2: Using Amanda Messenger 29

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.

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. Y ou 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 rep ly 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 s el ected 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.

To rotate the pages in a fax message:

30 Using Amanda@Work.Group/Windows Workstation Features

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

: 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.

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 Messenger:

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.

Chapter 2: Using Amanda Messenger 31

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 displays its component

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

Managing Mailing Lists

You can create up to 29 personal mailing lists (numbered from 1 to 8 and from 10 to 30). When you add a mailbox to a mailing list, the Amanda system confirms that:

• The new mailbox shares at least one group with you

• The new mailbox (or its copy-to mailbox) can receive mail

Otherwise the mailbox cannot be added to your mailing list. For more information about groups, see Administering Amanda@Work.Group/Windows.

To create or edit a list:

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

• The 29 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

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

boxes to be added from the All Possible list box, then click >>Add>>. To remove more than one mailbox from the list at one 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 Lis t Name….

The Edit Personal List Name dialog box appears.

32 Using Amanda@Work.Group/Windows Workstation Features

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.

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

Y o ur Amanda s ystem administrator sets most of the option s that control how your calls are processed. You can:

• View these options from your workstation

• Reset those that your administrator allows you to You can reset these options using your telephone as well as Amanda Messenger. For

more information, see

• Request changes to be made by the administrator

Changing Basic Options

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

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

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

Using Amanda@Work.Group/Windows Telephone Features

Chapter 2: Using Amanda Messenger 33

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

Features

Using Amanda@Work.Group/Windows T elephone

To view basic options:

• On the Options menu, click Basic Options… The Basic Options dialog box dis plays t he optio ns that ar e descr i bed in t he f ollow ing

table.

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 Extension 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 Amanda 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 an swer the telephone. You accept or reject the call based on who is calling. Press * to have the syst em rep eat the name and company recording made by the caller.

If a mailbox has both Call Screening and Identify Called Party selected, you

hear one of the following (depending on opti ons set by your Amand a system administrator):

• Only the mailbox that the call is for. Callers are not ask ed 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.

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, Amanda plays a connection tone that only the called party can hear before connecting the caller.

OTE

: If the Extension text box in the General Mailbox Information dialog box indicates an unsupervised transfer (for example, 12 7H), 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 b y the message itself. When cleared, the date and time are not played.

OTE

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

34 Using Amanda@Work.Group/Windows Workstation Features

Managing Waiting Calls

If a call arrives while you are using your extension and you use the Manage Waiting Calls feature, the Waiting Calls dialog box appears on your workstation.

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 managing waiting calls, perform steps 1 through 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

: The amount of time depends on the setting for the

tmo_call_screening configuration option set by your Amanda system administrator—although you can red uce the number of seco nds.

• Your caller waits while you notic e that you hav e a waiti ng call and whi le 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 manage 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 35

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…. The Waiting Call Configuration dialog box appears.

2. Click the Edit... button beside the type of response: Hold Greeting, Take Message Greeting, or Transfer Greeting.

The Hold Greeting, Take Message Greeting, or Transfer Greeting dialog box appears.

3. Select one of the entries in the Greeting List box. Selecting Prompt (the default) allows you to pos tpone a deci s ion abo ut wh at greeti ng

to play until after the call arrives. (Use this if you have more than one greeting for a hold, for message taking, or for

transferring. For example, if you transfer o ne type of call to one cowork er 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 greetings.

36 Using Amanda@Work.Group/Windows Workstation Features

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.

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 sel ect p rom pt t o pos tpon e t he s elect ion 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.

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

box. To remove a mailbox from the Personal List box, 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.

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

Managing a Call after Minimal Preparation

The following procedures explain how to use Manage Waiting Calls without 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 without Manage Waiting Calls.

Chapter 2: Using Amanda Messenger 37

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 selected work-

station 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.

3. Click Hol d. After the hold, the Waiting Calls dialog box reappears so you can process this call

again.

: Configure Manage Waiting Cal ls to use either your custom busy greeting

or a specially recorded hold greeting (o ne of your 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 bo x, click Take Message.

38 Using Amanda@Work.Group/Windows Workstation Features

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.

: Configure Manage Waiting Calls to use either your usual RNA (Ring No

Answer) greeting or a specially recorded take-message greeting (one of your greetings) automatically.

To transfer this call to a coworker:

1. From the Waiting Calls dialo g bo x, 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 sys-

tem.

: 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 39

The Transfer Greeting dialog box displays your greetings.

5. Select a greeting then click OK.

: Record a special transfer greeting (one of your greetings) and con-

figure Manage Waiting Calls to 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 Amanda system administrator , you can use Amanda Messenger to record or import .WAV files for:

• Up to seven greetings. (You can switch from on e greeti ng t o ano ther as app rop ri ate.) For example, you can have one greeting for regular work days, another for after hours, another for when you are out of the office, and so forth.

• A custom busy greeting.

• A personalized Name and Extension recording.

Controlling the Greeting

You can use the system greeting or one of your own 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 sche duled. See your A manda system admi nistr ator for details.)

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

• Do Not Disturb is selected.

• Do Not Disturb is cleared, you do not answer the telephone, 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.

40 Using Amanda@Work.Group/Windows Workstation Features

To change the greeting:

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

2. Select the greeting to be used from the Greeting drop-down list box. The Maximum Length text box d efi nes t he maxim um n umber of seconds 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 appe ars.

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

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 mus i c fil e (about 30 seconds of custom music) befo re t ry ing the extension again. If the extension is still busy, Amanda changes the prompt, allowing the caller to continue holding, enter another extension, or leave a message.

The Maximum Length text box d efi nes t he maxim um n umber of seconds allowed for your custom busy greeting. You cannot change this. It is under the control of the Amanda system administrator.

OTE

: If the Extension text bo x in the General Mailbox Informat ion dialog b ox

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

Using Amanda@Work.Group/W indows Telephone Features

Playing a Greeting or Name and Extension Recording

You can listen to a greeting or your Name and Extension recording using either your telephone or your workstation’s sound card and speakers. (Which is used depends on the setting for Use Speakers. See “Setting Up Amanda Messenger , ” earlier in this chap ter, for more information.)

To play a greeting or your Name and Extension recording:

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

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

Chapter 2: Using Amanda Messenger 41

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 personal greetings and the system greeting to choose from.)

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

ing.

Recording a Greeting or Name and Extension Recording

You can record 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 sound card from 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 personal greetings to choose from.)

5. Click Record.

6. Do one of the following:

• If you have checked the Use Microph ones check box in the Workstation Options dialog box:

a. Start talking to the microphone, playing a CD, or whatever is appropriate. b. When you are done, click Stop. (The Record button changes to a Stop button .)

The Approve or Reject dialog box appears. c. Cli c k 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.

OTE

: For recordings made using the microphone, use the mixer to deter-

mine 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, 98, or NT called “Volume . ”

• If the Use Microphones check box is un checked, Amanda will call your ex tension 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 8-bit, mono .WAV file with a 11025kHz format. CD quality will also work. For a stereo .WAV file, you

42 Using Amanda@Work.Group/Windows Workstation Features

can set the Stereo Import Conversion preference. See “Setting Up Amanda Messenger” and “Stereo Import Conversion,” 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 appe ars.

2. Select 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 personal 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.

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

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

Naming an Greeting

To provide a name for a greeting:

1. On the Options menu, click Greetings…

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

3. Click Edit Name….

The Approve or Reject dialog box appears.

through 7.

about workstation options.

The Greetings dialog box appe ars.

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.

Chapter 2: Using Amanda Messenger 43

Miscellaneous

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

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 M essenger displays this information at Directory 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

Managing Guests

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

Amanda uses this information to build the employee directory (usually reach ed

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 Amanda system administrator to describe the mailbox. Controls how your incoming calls are processed. When a call accesses this mail-

box and Do Not Disturb is cleared, Amanda performs the programmed dial ac-

tions 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.

To add a guest :

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

2. Click New.

44 Using Amanda@Work.Group/Windows Workstation Features

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:

System menu

Log On Allows you log on to Amanda voice server after you have been dis-

connected for some reason. For example, the server may h ave become temporarily unavailable.

Edit menu

View menu

Stop Waiting Interrupts t he action b eing per formed. U se this co mmand if com muni-

cation between Amanda Messenger and Amanda voice server slows down significantly (due to network traffic, high levels of CPU activity, and so forth).

Exit Allows you to terminate Amanda Messenger.

Undo Reverses the last editing action for the selected messages or compo -

nents.

Cut Moves the currently selected messages or components to the internal

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

Copy Copies the currently selected messages or components 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.

Chapter 2: Using Amanda Messenger 45

Messages menu

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

box. Send… Sends the current message to the specified mailboxes. Import Message… Imports any .WAV fil e into a Compos e wind ow as a mes sage comp o-

nent. To send the message, use the Send… command on the Messages

menu. Show Components Allows you to view the components of a message. Ev ery message con-

tains from 1 to 20 components.

OTE

: You can also right-click a message to show its components.

Edit Subject… Allows you to create a subject for the selected mess age. Us e up to 50

characters. The subject appears in the window in the Subject column.

OTE

: You can also double-click a message’s subject column to edit

the subject. Save Moves the selected messages from the New Messages window or

Trash Bin window to the Saved Messages window.

OTE

: You can also drag the message to Saved Messages window.

Delete Moves the selec t e d messages from the Ne w Messages or Saved Mes-

sages window to the Trash Bin window.

OTE

: You can also drag the message to Trash Bin window, click De-

lete on the toolbar, or press the Delete key. Update Messages Moves messages you have heard or viewed from the New Messages

window to the Saved Messages window.

OTE

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

46 Using Amanda@Work.Group/Windows Workstation Features

Play menu

Fast Rewind Does one of the following:

Rewinds the voice message you are playing in approximately fivesecond intervals

Goes to the previous page of the fax message you are viewing Pause Causes the current voice message to pause or restarts it after a pause. Stop Stops the playing or recording of the current message. 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.

Record Records a message using your telephone or using your workstation,

depending on the workstation options you have set. The message appears in a Compose window and can be sent to another mailbo x 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

Chapter 2: Using Amanda Messenger 47

Fax menu

View Fax Displays a fax message from Amanda voice 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 format. 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.

Options menu

Workstation Options…

Mailbox Info… Display s the current user information (name, extension , and so forth). Security Code… Allows you to change your security code. Basic Options… Displays the current settings for the Do Not Disturb, Call Screening,

Greetings… Displays information about the Ring No Answer (RNA) and the Cus-

Personal Lists… Allows you to create personal mailing lists. You can have up to 29 per-

Guests… Allows you to create a mailbox for a guest (if your Amanda system ad-

Allows you to set workstation options. See “Setting Up Amanda Mes-

senger,” earlier in this chapter for more information.

Identify Called Party, and Play Date & Time. You can change some of

these options.

tom Busy greetings. You can change some of these options if they are

not locked. You can also use this command to make recordings if your

Amanda systems administrato r all ows y ou t o reco rd gr eet ings and/ o r

your name and extension recording.

sonal mailing lists, each of which can be identified by a name. They

are numbered 1 to 8 and 10 to 30. The nu mber 9 canno t b e us ed for a

mailing list.

ministrator has configured your mailbox for guests).

Window menu

Cascade Displays the open windows as a cascade of overlapp ing windows with

the active window on top. Tile Displays the open windows side-by-side. Arrange Icons Aligns all minimized windows.

48 Using Amanda@Work.Group/Windows Workstation Features

1 Trash Bin Selects the Trash Bin window as the active window. 2 Message

Statistics 3 Saved Messages Selects the Saved Messages window as the active window. 4 New Messages Selects the New Messages window as the active window.

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 number for Amanda

Using Toolbar Buttons

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

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

Selects the Message Statistics window as the active window.

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 intern al 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.

Moves the selected messages from the New Messages or Saved Message s 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 Messages 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 M essages menu.

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

Chapter 2: Using Amanda Messenger 49

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:

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

• Rewinds the voice messag e y ou are playing in app rox imately f i ve-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.

Stops the playing or recording of the current me ssage. This is equ ivalent 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 tele phone or your sou nd card, depen ding on th e workstation options you have set. The message appear s in a Compos e window and can be sent to another mailbox us ing 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 p laying in approximately five-sec-

ond 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

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

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

50 Using Amanda@Work.Group/Windows Workstation Features

Chapter 3: Using Amanda Unified Messenger

Getting Started

Amanda Unified Messenger allows you to access voice messages in the same Microsoft mail application that you use for your e-mail. After installing Amanda Unified Messenger , your Microsoft e-mail application shows additional folders. The following example shows Windows Messaging with one Amanda folder for mailbox 147 and a second set for mailbox 1470. If you have more than one mailbox (on one or more Amanda voice servers), each mailbox needs its own set of folders.

The Current Messages folder for mailbox 147 currently contains a variety of unread, read, urgent, non-urgent, external and internal voice and fax mail messages.

In the above figure, the Amanda server’s name is AMANDASERVER. Because this application runs on a workstation that uses the TCP/IP protocol to connect to the network, the server name is followed by the port number (in this case, 130). When the network protocol is NetBIOS/NetBEUI, the port number is replaced by the LANA number (0 or 1).

The figures in this chapter are examples of Windows Messaging. Other Microsoft mail applications, such as Outlook, will have a different appearance.

Logging On to an Amanda Voice Server

Unless you have asked Amanda to remember your password, you are occasionally asked to log on to the Amanda Voice Server:

• As you start your e-mail application

• As you access a voice mail folder

• After the server goes down and comes back up

• While mailing a voice mail message

52 Using Amanda@Work.Group/Windows Workstation Features

To log on to Amanda Voice Server:

1. When the Amanda Unified Messenger - Mailbox Logon dialog box appears, type your security code in the Security Code text box.

2. (Optional) Depending on the circumstances, this dialog box may have a Remember Security Code check box enabled.

Select the check box if you want to log on automatically in the future.

3. Click OK.

OTE

: The above figure shows the mailbo x l og on dial og b ox f or a w o rks tat ion

that uses the TCP/IP network pr otocol. If you use the NetBIOS/Net BEUI protocol, you see a LANA number rather than a port number.

Adding to the Toolbar

Amanda Unified Messenger has several toolbar buttons that can be added to your e-mail application’s toolbar. Microsoft Outlook adds them for you, but with other applications, you must add them manually.

To add the Amanda Unified Messenger toolbar buttons to your e-mail application’s toolbar:

1. From the Tools menu, click Customize Toolbar…. The Customize Toolbar dialog box appears.

2. Select the last item in the Toolbar Buttons list box (on the right).

3. Scroll down until you locate the following buttons in the Available Buttons list box (on the left):

•Fast Rewind

• Play Voice Mail

Chapter 3: Using Amanda Unified Messenger 53

• Fast Forward

• Pause/Resume

•Stop

• Compose Voice Mail

• Amanda Mailbox Settings

4. Do one of the following to move each button to the Toolbar Buttons list box (and, therefore, to the toolbar):

• Double-click each button.

• Select each button in turn, then click Add->.

5. Click Close.

TIP: You might want to add a Separator between your e-mail application’s

last toolbar button and your Amanda Unified Messenger button and between Amanda Unified Messenger’s Stop and Comp ose Voice Mail b uttons. The Separator is at the top of the Available Buttons list box.

Changing Your Security Code

You can change your security code using either Amanda Unified Messenger or your telephone. It is a good idea to change your security code immediately.

To change your security code:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the T ool s menu.

2. Click the Security Code tab.

3. Select the mailbox for which you are changing the security code from the Mailbox drop-down l ist box.

4. Type your security code in the Current Security Code text box.

5. Type the new code (up to 8 digits) in the New Security Co de text b ox.

6. Retype the code in the Verify New Security Code text box.

Setting Sound Interface Options

An important part of getting started is setting sound interface options. These options determine whether Amanda calls your telephone extension to expect you to use your workstation’s microphone and speakers when you record and play greetings and messages.

To set sound interface and related start-up options:

1. Log on to Amanda Voice Server for all your mailboxes. For example, you might log on as the e-mail application starts or as you click on an

Amanda folder.

54 Using Amanda@Work.Group/Windows Workstation Features

2. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

The Amanda Mailbox Settings dialog box appears.

3. Click the Sound Interface tab.

4. Select the mailbox for which you are setting sound interface options from the Mailbox drop-down list box.

Most people have only one mailbox and do not need to change the current setting.

5. From the Playing group bo x, s e lect the Us e Sp eakers or Use Telephone op t ion button to indicate whether Amanda should play messages or greetings over the workstation’s speakers or call your extension.

6. From the Recording group box, select the Use Microphone or Use Telephone option button to indicate whether Amanda should record messages or greetings over the workstation’s microphone or call your extension.

7. If you are using your telephone for either playing or recording, type your telephone’s extension in the Extension text box.

8. Do one of the following:

• Select the Wait for Answer check box so that Amanda waits for a voice response

before playing a message or asking you to record.

• Clear the Wait for Answer check box to have Amanda play or record as soon as

you pick up your telephone receiver.

9. Repeat steps 4 through 8 for any other mailboxes that you have.

10. If you have more than one Amanda mailbox, click the Default Mailbox tab.

• Amanda needs to know whi ch mailbox ’ s sound inte rface optio ns to use w hen you

create a message. So select that mailbox from the Mailbox drop-down list box.

OTE

: The default mailbox is not necessarily the mailbox that sends the

new message. Messages are always sent from your mailbox on the recipient’s Amanda server. If you have more than one mailbox on that server, Amanda asks you to select one of them as the sender.

Managing Greetings

Greetings are recordings played by Amanda for a variety of uses. There are system greetings for:

• When you do not answer your telephone

• When your telephone is busy

• When your mailbox needs to be identified

• When you transfer a call

Because the system greetings are generic and impersonal, your Amanda system administrator usually all ows you to rec ord (or i mport .WAV fi les for) up to seven personal greetings, a custom busy greeting, and your name and extension recording.

Chapter 3: Using Amanda Unified Messenger 55

Then, when you do not answer your telephone, Amanda plays your current greeting. When your extension is busy, Amanda plays your custom busy greeting. To identify you and/or your mailbox, Amanda plays your name and extension recording.

If you are screening call from your workstation, you control which greeting the caller hears as you transfer the call, put the caller on hold, or ask the caller to leave a message.

Sample Greetings

This section contains sample greetings for a variety of occasions. It is important that each greeting be as informative as possible.

Work-hours Greeting

When Amanda rings your extension and you do not answer, the caller hears a greeting. You can have up to seven of these greetings. For example, you can have a daytime greeting, an after-hours greeting, and a vacation or on-the-road greeting. Until you record a greeting, Amanda plays the system greeting, “Please leave a message for,” followed by your name and extension recording. (If you have not recorded the name and extension recording, Amanda plays your mailbox number.)

For example: “This is Chris. I’m away from my desk or on another line. You can bypass this greeting by pressing the # sign twice. To speak to someone else right now, enter that person’ s extension or press 0 fo r assistance. If yo u leave me a detailed mes sage at the tone, I’ll get back to you as soon as possible.”

These greetings can be manually selected by you or they can be scheduled by an administrator.

After-hours Greeting

Many Amanda administrators set up each mailbox so that greeting 1 plays for routine working hours and greeting 2 plays for after-hours calls. Here is an example:

“You have reached the office of Chris Wang at Homestead, Inc. after hours. No one at Homestead can answer your call right now. Leave a detailed message at the tone, or call during office hours: 10

Away-from-the-office Greetings

“Chris Wang of Homestead, Inc. will b e out of town until Monday, May 5th. While I am gone, my associate, Matthew Lee, is handling all my business calls. Please call Matthew at Extension 557. I will be unable to check my messages until I return.”

“Chris W ang of Homestead, Inc. will be off-site until Monday, May 5 my associate, Matthew Lee, is handling my business calls. Please call Matthew at Extension 557 or leave me a message. I will be checking my messages daily.”

A.M

. to 6 P.M., Monday through Friday.”

. While I am gone,

Your Amanda administrator can copy your messages to both you and a coworker while you are on vacation or only to that coworker. (The administrator can stop the message copying when you return.) If someone else is getting your messages, you might want to use the following greeting:

56 Using Amanda@Work.Group/Windows Workstation Features

“Chris W ang of Homestead, Inc. will be out of town until Monday, May 5th. My associate, Matthew Lee, is handling all my business calls. Call Matthew at Extension 557 or leave him a detailed message at the tone.”

Custom Busy Greeting

By default, Amanda plays a standard busy greeting when your telephone is busy—unless you are screening calls.

If your Amanda system administrator allows custom busy greetings, you can create a more personalized busy greeting. When you turn the custom busy greeting on, callers hear it instead of the standard busy greeting.

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

If you are screening calls, you can put a caller on hold and select either the custom busy greeting or one of your seven personal greetings.

Name and Extension Recording

The Name and Extension recording is just that—a recording of your name followed by your extension number. Amanda plays it:

• When a caller uses the employee directory to enter that user’s name

• As part of the system Ring No Answer (RNA) greeting. Amanda uses the system greeting when no personal greeting is recorded or allowed

• When one user replies to a message from another user

• When a user reviews his guest list

Example: “Chris Wang. Extension 247.”

Creating Greetings

A greeting cannot exceed the length set by your Amanda sys tem administrator. By default, this is 45 seconds. Parts of the following procedure can also be used to chang e the name of or listen to a greeting.

To create or change a greeting:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

2. Click the Greetings tab.

3. Select the mailbox for which you are recording the greeting from the Mailbox dropdown list box.

4. Do one of the following:

• To create a personal greeting:

a. From the Edit Greetings group box, select the General option button.

b. Select a greeting (by name or number) from the drop-down list box.

Chapter 3: Using Amanda Unified Messenger 57

• To create and use a custom busy greeting:

a. Select the Custom Busy On check box.

b. From the Edit Greetings group box, select the Custom Busy option but-

ton.

• To create a name and extension recording:

- From the Edit Greetings group box, select the Name And Extension option button .

5. Click Edit. The Edit Greeting dialog box appears.

6. If you selected General and a personal greeting, type a name for the greeting in the Greeting Name text box. Use a name that will help you remember the greeting’s contents or purpose.

You can use up to 50 characters.

7. Record or import the greeting using one of the following procedures.

To record a greeting:

• Click Record.

If you use your telephone for recording:

a. Answer the telephone when Amanda rings your extension.

Amanda says, “Begin recording at the tone. Finish by pressing # or hanging up.”

b. Follow Amanda’s instructions to complete the recording. Answer the tele-

phone.

If you use your workstation’s microphone for recording:

a. The Sound Recorder (sndrec32.exe) or some other application designated for

recording on your workstation appears.

Use this application to record and save the greeting. b. Return to the Edit Greeting dialog box. c. (Optional) Click Play to review the greeting.

You may wan t to re-record. d. Click OK until you return to where you started.

To import a greeting:

1. Click Import…. The Open dialog box appears.

2. Locate the appropriate .WAV file then click Open.

3. (Optional) Click Play to be sure you have the correct file.

4. Click OK until you return to where you started.

58 Using Amanda@Work.Group/Windows Workstation Features

Setting Your Current Greeting

When you do not answer your telephone, Amanda asks the caller to leave a message. Amanda plays your current greeting. You can record (or import .WAV files for) up to seven greetings. You can also use the system greeting as your current greeting.

If you are screening calls, you can select any of these greetings to be played as Amanda asks the caller to leave a message. However, the default is your current greeting.

You can change the current greeting using either Amanda Unified Messenger or your telephone. For example, yo u can change from y our usual greeting to a vacation greeting or from a work-hours greeting to an after-hours greeting.

To select the current greeting:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

2. Click the Greetings tab.

3. Select the mailbox for which you are setting this option from the Mailbox drop-down list box.

4. Select a greeting from the Current Greeting drop-down list box.

5. Click Apply or OK.

Managing Voice Messages

You can create, listen to, forward, and reply to voice messages.

Creating a Voice Message

The following procedure assumes that you are using the Amanda Message form for composing messages. Be aware that Amanda ignores any text within the body of the message.

To create a voice message for another Amanda user:

1. Click Compose Voice Mail from your Microsoft e-mail application’s Compose menu, Amanda Message menu, or toolbar.

The Amanda Message form appears.

Chapter 3: Using Amanda Unified Messenger 59

2. Click To…. The Address Book dialog box appears.

3. Select Addresses for the appropriate Amanda server and use the address book to select recipients.

You are not restricted to using Amanda users. For exam ple, you can sent this mes sage as e-mail to e-mail addresses.

4. (Optional) To send this message at a specific time in the future (rather than immediately), click Date….

The Future Delivery of Message dialog box appears.

To select the future date and time:

a. Select a month and year from the appropriate drop-down list boxes. b. Select a day from the calendar. c. Type each segment of the time (hours, minutes, AM/PM) separately and us e

the spin button to rotate to an appropriate setting for each.

d. Click OK.

5. (Optional) Type a subject for this message in the Subject text box.

6. (Optional) Select the Urgent check box to make this message urgent. Urgent messages have exclamation marks in the Imp ortance column (!) u ntil they are read.

(To add the Importance column, use the Columns command on the e-mail application’s View menu.)

7. (Optional) Select the Private check box to make this message private. The word Private appears in the Sensitivity column and the message cannot be forwarded.

(To add the Sensitivity co lumn, use the Columns command on the e-mail application’s View menu.)

60 Using Amanda@Work.Group/Windows Workstation Features

8. (Optional) Select the Read Receipt check box to have a Read Receipt message sent to you whenever a recipient reads this message (or marks it read).

9. To record your message, click Record on the toolbar or Player menu. Do one of the following:

• Speak clearly into your workstation’s microphone.

Then click Stop on the toolbar or Player menu.

• Answer your extension and follow the recording instructions provided by

Amanda.

10. To import a .WAV file as a voice component or a .TIF file as a fax component: Click Import on the toolbar or File menu. Then browse for and select the file.

OTE

: You can import other types of files, bu t the Amanda transport se nds

only .WAV and .TIF files. Other transports can send the other types to recipients who receive messages via that transport.

11. (Optional) To include text which can be sent via other transports, such as your e-mail application’s transport, do the following steps:

a. On the File menu, click Edit Body....

The Message Body dialog box appears.

b. Type the text message then click OK.

12. Click Send on the toolbar or File menu.

Identifying the Application that Records Messages

Unlike most vendors with unified messaging that includes voice messaging, you can send a voice message or a voice response to a message from the e-mail application—as long as the message is destined for one or more Amanda mailboxes (and not an outside source). However, creating an Amanda voice message in the Microsoft e-mail application is easiest if you are not using WordMail as your e-mail editor.

Amanda Unified Messenger starts the application your workstation has set for opening .WAV files. This is usually Sound Recorder (sndrec32.exe), which is stored in the Windows folder (usually C:\WINDOWS).

To check this setting:

1. Open the My Computer window.

2. On the View menu, click Options…. The Options dialog box appears.

3. Click the Fi le Types tab.

4. Find “WAVE Sound” or a similar name in the Registered File Types list box. Then click Edit….

The Edit File Type dialog box appears.

Chapter 3: Using Amanda Unified Messenger 61

5. Select Open from the Actions list box. Then click Edit…. The Editing Action For Type dialog box appears.

6. Notice what application appears in the Application Used To Perform Action text box.

Listening to Voice Messages

Y o u will find incoming voice mail messages in your Amanda mailbox ’s Current Messages folder. Deleted messages (until you log off) are in the Deleted Messages folder and can still be listened to.

If an outside call has a subject, it is the caller ID information captured using the “ccc” integration pattern or captured using the caller_id configuration parameter. For details, see Installing Amanda@Work.Group/Windows.)

To listen to a message:

1. Select the message from the list of messages in the folder.

2. Click Play on the toolbar or Play Voice Mail on the Amanda Message menu.

To have more control over the message you are listening to:

1. Double-click the message from the list of messages in the folder. The Amanda Message form displays each component. (If there are more than one

voice components, the first voice component is a concatenation of all the other voice components.)

2. Select the first voice component.

3. Click Play on the toolbar or Player menu.

4. You can adjust the Volume and so on from this dialog box, l isten to indi vidual components, and so on.

62 Using Amanda@Work.Group/Windows Workstation Features

5. If you change the subject (for example, to remind yourself who placed an outside call or what the call was about):

Click Save on the toolbar or File menu.

: Click Previous and Next to rotate from message to message.

Identifying the Application that Plays Messages

When you listen to a voice message, Amanda Unified Messenger starts the application your workstation has set for playing .WAV files. This is usually Sound Recorder (sndrec32.exe), but you might prefer Media Player (mplayer.exe). Both are stored in the Windows folder (usually C:\WINDOWS).

To check this setting:

1. Open the My Computer window.

2. On the View menu, click Options…. The Options dialog box appears.

3. Click the Fi le Types tab.

4. Find “WAVE Sound” or a similar name in the Registered File Types list box. Then click Edit….

The Edit File Type dialog box appears.

5. Select Play from the Actions list box. Then click Edit…. The Editing Action For Type dialog box appears.

6. Notice what application appears in the Application Used To Perform Action text box.

Viewing Fax Messages

Amanda voice server can send and receive fax documents as messages. A fax document has the fax icon rather than the voice icon beside it in the Current Messages folder . It is stored on your hard drive as a .TIF file.

To display a fax component in the viewer associated with .TIF files:

• Double-click the fax component in the Amanda Message form. The application associated with .TIF files displays the fax.

The Wang Imaging application is a typical and reliable choice for displaying fax components.

Editing the Subject

From the Amanda Message form, you can edit the subject of the message. This is helpful in identifying calls you keep in your Current Messages folder, especially outside calls which can arrive without a subject. (If an outside call has a subject, it is the caller ID information captured using the “ccc” integration pattern or captured using the caller_id configuration parameter. For details, see Inst al li ng Am and a@Work.Group/Window s.)

Chapter 3: Using Amanda Unified Messenger 63

To edit the subject:

1. Type a new subject in the Subject text box.

2. Click Save Changes on the toolbar or File menu.

Archiving Message Components

From the Amanda Message form, you can archive a voice component as a .WAV file or a fax component as a .TIF file.

To archive a message component:

1. Select the component from the Amanda Message form.

2. Select Archive Component... from the File menu.

3. Select a name and location for the new .WAV or .TIF file.

Replying to an Amanda Message

The following procedure assumes that you are using th e Amanda Message for m to reply to messages. Be aware that Amanda ignores any text within the body of the message.

To reply to a message from another Amanda user:

1. After listening to the message, click Reply on the toolbar. An Amanda Message form displays the contents of the To and Subject boxes. The rest

of the window is blank.

2. Follow the steps for creating a message. See “Creating a Voice Message” on page 58 or, if you are using your e-mail application’s message form, see “Using the Your Email Application’s Forward and Reply Form” on page 74.

Forwarding an Amanda Message

The following procedure assumes that you are using Amanda Message form to forward messages. Be aware that Amanda ignores any text within the body of the message.

To forward a message to another user ’s mailbox:

1. After listening to the message, click Forward on the toolbar. An Amanda Message form list s the comp onents to be forw arded and displays the con-

tents of the Subject box. Everything else is blank.

2. Follow the steps for creating a message. For example, you should add an initial component that explains that you are forwarding the message—and why.

See “Creating a Voice Message” on page 58 or, if you are using your e-mail application’s message form, see “Using the Your E-mail Application’s Forward and Reply Form” on page 74.

64 Using Amanda@Work.Group/Windows Workstation Features

Using Do Not Disturb

When Do Not Disturb is on, Amanda immediately asks all of your callers to leave a message.

If your Amanda system administrator allows you to control the Do Not Disturb setting, you can turn it on and off using either Amanda Unified Messenger or your telephone. (Your Amanda system administrator can also change this feature.)

To turn Do Not Disturb on or off:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

2. On the Basic Options tab, select the mailbox for which you are setting this option from the Mailbox drop-down list box.

3. Select (or clear) the Do Not Disturb check box.

4. Click Apply or OK.

OTE

: If Do Not Disturb is on, no call screening occurs. Amanda immediately

asks all callers to leave a message.

Identifying the Person Being Called

When two or more people share a telephone extension, Aman da can announce th e name of the person being called. The people who answer that extension can reject calls intended for people who are not available. Amanda asks the callers of rejected calls to leave a message.

To identify the person being called, Amanda plays th at person’s Name and Extension recording. (If there is no recording for that user, Amanda reads the digits in the user’s mailbox.)

This feature cannot be changed using the telephone. You can control the Identify Called Party setting using Amanda Unified Messenger. (Your Amanda system administrator can also change this feature.)

To turn Identify Called Party on or off:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

2. On the Basic Options tab, select the mailbox for which you are setting this option from the Mailbox drop-down list box.

3. Select (or clear) the Identify Called Party check box.

4. Click Apply or OK.

Chapter 3: Using Amanda Unified Messenger 65

OTE

: When a mailbox has both call screening and called party identification

on, the modified_call_screening option controls whether Amanda announces only the name and exte nsion of the called party or both that and the name and company of the caller. If the modified_call_screening option has been set to false, you hear both. Your Amanda system administrator controls this option.

Playing Date and Time of Message

By default, Amanda plays the date and time each message was received just before playing the message. You can shorten the time it takes to listen to your messages by turning this feature off.

This feature cannot be changed using the telephone. You turn it on and off using Amanda Unified Messenger. (Your Amanda system administrator can also change this feature.)

To play (or stop pla ying) the date and time of each messag e:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the T ool s menu.

2. On the Basic Options tab, select the mailbox for which you are setting this option from the Mailbox drop-down list box.

3. Select (or clear) the Play Date/Time Of Message check box.

4. Click Apply or OK.

Deleting Messages

You can delete messages from the Current Messages folder or from the Amanda Message form. Deleted messages go into the Deleted Messages folder until you log off the Amanda server (usually by exiting your e-mail application). Until that time, you can “undelete” any of the deleted messages.

To delete a message:

• Do any one of the following:

- Select one or more messages from the Current Messages fo lder , press Delete, and

confirm the deletion.

- Double-click the message in the Current Messages folder.

From the Amanda Message form, click Delete on the toolbar or File menu.

- Drag the messages to be deleted from the Current Messages folder to the Deleted

Messages folder.

To permanently delete all messages:

1. From the Amanda Message form, click Delete on the toolbar or File menu. A warning message appears.

2. Confirm the deletion.

66 Using Amanda@Work.Group/Windows Workstation Features

To undelete a messag e :

• Do any one of the following:

- Double-click the message in the Deleted Messages folder. From the Amanda Message form, click Undelete on the File menu.

- Drag the messages to be undeleted from the Deleted Messages folder to the Current Messages folder.

Screening Incoming Calls

You can screen incoming calls—either using your telephone, workstation, or both.

If you use your telephone, you can only screen calls that you answer. Amanda asks the caller for a name and company before dialing your extension. This name and company recording is played for you. You either accept or reject the call. Rejected callers are asked to leave a message.

If you use your workstation to screen calls, you can screen all calls or only those that arrive when your telephone is busy. You can:

• Connect the call to your telephone

• Put the caller on hold

• Have the caller leave a message

• Transfer the caller to another Amanda user

Most people use only their workstations to screen calls or only their teleph ones, depending on whether or not their workstations are equipped with sound cards, etc. Others use their telephones when their extensions are not busy and their workstations when their extensions are busy.

To keep the time a caller must wait to a minimum, you need to decide in advance what greetings you want callers to hear and what other Amanda users to transfer calls to. Also, if you use a call-screening timeout, you have only a few seconds to screen each call and take an appropriate action.

Setting Up Call Screening (for your telephone)

To screen calls over the telephone:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

The Amanda Mailbox Settings dialog box appears.

2. Select the mailbox for which you are setting call screening options from the Mailbox drop-down l ist box.

Most people have only one mailbox and do not need to change the current setting.

3. On the Basic Options tab, make sure that the Do Not Disturb check box is cleared. When Do Not Disturb is on, Amanda does not screen calls. All callers are asked to

leave a message immediately.

4. Click the Screen Calls tab.

Chapter 3: Using Amanda Unified Messenger 67

5. Select the Screen Calls Using Telephone check box.

6. Click Apply or OK.

Screening a Call (over your telephone)

To screen a call via the telephone:

• Amanda asks each caller for a name and company before dialing your telephone extension.

When you answer, you hear “Your caller is” followed by the name and company recording.

Then you hear, “To accept this call, press 1. To reject this call, press 2 and hang up. To transfer this call with notification, press 3. To transfer this call without notification, press 4.”

- If you press 1, the call is connected to your extension.

- If you press 2, the caller hears your current greeting and can leave a message.

- If you select 3 or 4, you hear “Enter the destination mailbox number.” and enter

the digits in another Amanda user’s mailbox number. If you select 3, the caller hears, “Your call is being transferred to” followed by

the Name and Extension recording for the Amanda user to whom the call is being transferred.

OTE

: If you have selected both S creen Calls Using Telephone an d Screen Calls

Using Workstation, you should be aware of the following:

•If you selected the Only When Busy option button for workstation call screening, you have telephon e screening when your ext ension is not busy and workstation screening when it is busy.

•If you selected the Always option button for workstation call screening, workstation call screen takes precedence over telephone call screening.

Setting Up Call Screening (for your workstation)

To set up call screening using your workstation:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the T ool s menu.

The Amanda Mailbox Settings dialog box appears.

2. Select the mailbox for which you are setting call screening options from the Mailbox drop-down l ist box.

Most people have only one mailbox and do not need to change the current setting.

3. On the Basic Options tab, make sure that the Do Not Disturb check box is cleared. When Do Not Disturb is on, Amanda does not screen calls. All callers are asked to

leave a message immediately.

4. Click the Screen Calls tab.

5. Select the Screen Calls Using Workstation check box.

68 Using Amanda@Work.Group/Windows Workstation Features

6. Decide when to screen calls by selecting either of the following:

• Select the Only When Busy option button to screen calls only when your telephone is busy. This is similar to a “Call Waiting” feature.

• Select the Always option button to screen all calls.

7. Let Amanda know what to do if call screening times out before you select an action. Select one of the following:

• Have Amanda dial your extension by selecting the Route To Extension After

Timeout option button.

• Have Amanda ask the caller to leave a message by selecting the Route To Voice

Mail After Timeout option button.

• Have Amanda place the caller on indefinite hold by selecting the Keep On Hold

option button.

8. Click Advanced....

The Advanced Call Screening dialog box appears.

9. If you want your workstation to beep when a new call is to be screened, select the Beep For New Active Call check box.

10. If you selected Keep On Hold as the timeout action, select Reminder Of Active Calls to have a message appear every 30 seconds reminding you that at least one call is still waiting for this mailbox.

11. (Optional) If you intend to transfer calls to other Amanda users, it is a good idea to create a personal transfer list. The transfer list should contain only the names of people to whom you would transfer calls.

a. Select the Select From Personal Transfer List option button.

b. Click Edit List....

The Personal Transfer List dialog box appears.

Chapter 3: Using Amanda Unified Messenger 69

The Show Names From The drop-down list box defaults to the address book for the correct mailbox.

c. Use the Type Name Or Select From List text box or list box to locate the

Amanda mailboxes to which you will transfer calls.

d. Double-click the mailbox (or select the mailbox and click To->) to add it to

the Transfer List box.

OTE

: You can select a mailbox then click Prop erties to f ind out more

about its owner. Do not use the Find... button. It cannot search this address book.

e. Click OK to return to the Advanced Screen Calls dialog box.

12. Use the default timeout of 30 seconds or enter another number of seconds in the Call Waiting Timeout box.

The range is from 0 to 300 seconds (5 minutes).

13. When Amanda notifies you that you have a call waiting, you will probably be working in another application. If you use an input delay, the next key that you type ends up in that application rather than the call waiting dialog box. By default, the Call Input Delay box contains 5000 ms. You can decrease this delay by typing in a new number (0–5000) or using the spin button.

14. Click OK to return to the Screen Calls tab.

15. Click Apply or OK.

Screening a Call (using your workstatio n)

When a call is to be screened, the following window appears on your workstation:

70 Using Amanda@Work.Group/Windows Workstation Features

The Call List box has the following columns:

Column Contents

Number The number given to the incoming call.

When a call arrives, Amanda Unified Messenger gives it the number 1 when there are no other calls in the Call List. Otherwise, the call is given the next available consecutive number.

Caller ID The mailbox number for a call from another

Amanda user; the caller’s number for out-

side calls that provide Caller IDs. Time Called The date and time the call arrived. Elapsed Time The number of seconds that have passed

since the call arrived. Timeout The number of seconds left before the op-

portunity to take action on this call ends. State A line of text indicating the current state of

the call, such as:

New Call

On Hold

Transferred caller: xxx

Call went to voice mail

Connecting

Caller disconnected

Caller went to another mailbox

Caller disconnected

Connected

Lost connection

Sent to voice mail after server timeout

Caller recorded message

Caller elected not to leave message

Caller recording message Description The text you entered after clicking the Set

Description... button; this becomes part of

the call history for later reference.

To screen a call on your workstation:

1. If you have speakers, click Play Name to hear the caller’s name and company.

2. Based on the caller’s description, you do one of the following:

• Connect to the caller:

a. If you are currently taking to a caller, end that call and hang up.

b. On the Amanda Call Control for Uni fied Messenger window , click Con-

nect.

c. Answer your telephone when it rings.

: To connect, you can also double-click the call or select the call

and press Enter.

• Put the caller on hold:

a. On the Amanda Call Control for Unified Messenger window, select a

greeting for the caller fr om the dr op-dow n list box be neath th e Hold button.

Chapter 3: Using Amanda Unified Messenger 71

The default is your custom busy greeting or, if you have no custom busy (or if custom busy is turned off), the default is the system busy greeting (“To leave a message, pr ess *. To try another extension, en-

ter it now. To continue holding, please stay on the line.”). b. Click Hol d.

c. (Optiona l) Click Set Description....

The Enter Call Description dialog box appears.

• Type the name of the caller or some other descriptive text in the Description text box.

This description is for future reference.

d. After you end your current call, select the number for this call, then click

Connect.

• Have the caller leave a message:

a. On the Amanda Call Control for Unified Messenger window, select a

greeting for the caller from the drop-down list box beneath the Take Message button.

The default is your current greeting or, if you have not recorded greet-

ings, the system greeting (“Please leave a message for” followed by your

Name and Extension recording). b. Click Take Message. c. To listen to the message being left by your caller, click Listen In. d. When you are through listening, click Stop Listening.

OTE

: While the caller is leaving a message, you can still click Con-

nect, Hold, or Transfer.

• Transfer the caller to another Amanda user:

a. On the Amanda Call Control for Unified Messenger window, select a

greeting for the caller from the drop-down list box beneath the Transfer

button or use the System Transfer greeting (“Your call is being trans-

ferred to” followed by t he other user’s Name and Extension recording).

b. Click To ....

Either the system list or your personal transfer list appears. c. Select a mailbox then click OK. d. Click Transfer.

OTE

: The mailbox you select appears in the To... button as the default

transfer mailbox for your next call. For example, instead of reading “To...”, the button reads “To 142” or “To James Egan.” When you click Transfer, the call goes directly to the specified mailbox. To reset the To... button, click it. Then you can m ake a selection from the system list or your personal transfer list once more.

The Amanda Call Control for Unified Messenger window remains on your monitor’s screen after you have finished screening calls. Click Close if you prefer not to see the window.

: Click the Question Mark button on the call control window, then click on

each button or list to learn more about it.

OTE

: You can add a description (by clicking Set Description...) at any time.

72 Using Amanda@Work.Group/Windows Workstation Features

Using the Call History Folder

For each call that you screen on your workstation, an entry appears in the Call History folder. As shown in the next figure, the Amanda Message - Call History form displays information about the call, such as the date and time of the call, the action taken, and any description of the call you have entered.

You can click Play Name and Company Recording to hear the name and company of the caller. You can click Open Caller’s Message... to review any message left as a result of the call. For example, if you connected yourself to this caller, no message was left and the Open Caller’s Message... button is disabled.

If you forward or reply to a call history message, the name and company recording is mailed. If the call history message is forwarded as e-mail, the text of the Description box is also sent. A message left by a caller is never forwarded this way.

Editing the Description

From the Amanda Message - Call Hi story w indow, you can edit the call history message’ s description. This is helpful in identifying individual calls.

To edit the description:

1. Type a new description in the Description text box.

2. Click Save Changes on the toolbar or File menu.

Chapter 3: Using Amanda Unified Messenger 73

Creating Personal Distribution Lists

You can send messages to Amanda users that are on one of your 29 possible personal distribution or mailing lists or the 29 possible system distributio n lists (created by the Amanda system administrator). In the Amanda Address book, these are listed with either their default names (Personal List 1 to Personal List 8; Personal List 10 to Personal List 30; System List 1 to Sy stem List 8; System List 10 to System List 30) or the names that you and your Amanda administrator have given them. They always appear in bold face type which makes them easier to locate. They also have a two-person icon indicating that they are distribution lists.

When you add a mailbox to a list, the Amanda system confirms that:

• The new mailbox shares at least one group with you

• The new mailbox (or its copy-to mailbox) can receive mail

Otherwise the mailbox cannot be added to your mailing list. For more information about groups, see Administering Amanda@Work.Group/Windows.

You can rename a personal distribution list to indicate what addresses it contains and edit its contents. However, you cannot delete a personal distribution list from Amanda U nified Messenger.

To edit a personal distribution list:

1. From the Tools menu or toolbar, click Address Book. The Address Book window appears.

2. From the Show Names From drop-down list box, select the appropriate Amanda address book.

3. To review or edit a personal distribution list, do one of the following:

• Double-click the list

• Select the list then, on the File menu, click Properties

74 Using Amanda@Work.Group/Windows Workstation Features

The Personal List Properties dialog box appears.

4. Type a descriptive name for this list in the Lis t Name text box.

5. Click Edit List....

The Personal List dialog box appears.

6. Select the users to be part of this list.

7. Click OK until you return to the main window.

Reading Mailbox Information

Amanda Unified Messenger displays:

• The name of the Amanda voice server that manages your mailbox

• The names (usually your first and last) supplied by the system administrator to identify you

• The contents of both the Extension field and Comment field (or Set Name field) associated with your mailbox.

To read your mailbox information:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the Tools menu.

2. Click the General tab.

3. Select the mailbox to be reviewed from the Mailbox drop-down list box.

Using the Your E-mail Application’s Forward and Reply Form

By default, Amanda displays the Amanda Message form when you forward voice messages or reply to them. You can use the form provided by your e-mail application for forwarding and replying to e-mail if you prefer. You can still select Amanda users as recipients.

Chapter 3: Using Amanda Unified Messenger 75

To stop using (or return to using) the Amanda Message form:

1. Click Ama nda Mailbox Settings on the toolbar, the Amanda Messa ge menu, or the T ool s menu.

2. On the Basic Options tab, select the mailbox for which you are setting this option from the Mailbox drop-down list box.

3. Clear (or select) the Use The Amanda Message Form For Forwarding And Replying check box.

4. Click Apply or OK.

To record voice attachments when using your e-mail application’s forms, use the Record Attachments command on the form’s Insert menu. If you prefer, you can add the Record Attachments button to the form’s toolbar.

To add the Record Attachments button to the window or form used to create messages in your e-mail application:

1. From the Tools menu on the form for forwarding and replying, click Customize Toolbar….

The Customize Toolbar dialog box appears.

2. Select the last item in the Toolbar Buttons list box (on the right).

3. Select the Record Attachment button from the Available Buttons list box (on the left).

4. Click Add-> to add it to the Toolbar Buttons list box (and, therefore, to the toolbar).

5. Click Close.

: You can double-click the Record Attachment button to immediately add

it to the Toolbar Buttons list box.

To forward or reply to a voice message:

1. Click Forward or Reply on the toolbar. Your e-mail application’s message window appears.

2. Address the message using your Amanda Address book for the appropriate Amanda voice server.

OTE

: You can type the name or mailbox number of the sender, but it will

match the first addressee in any mailbox with that name or number. For example, typing Steve will match the first Steve in the first of your address books (not necessarily an Amanda Address Book). However ty ping 147 is unlikely to match anything other than a n Amanda mailbox. If you have only one Amanda Add ress Book, this is an easy way to address messages.

3. Type a subject for the message.

4. Click Record Attachment on the toolbar or Insert menu. The Sound Recorder (sndrec32.exe) or a similar application appears.

76 Using Amanda@Work.Group/Windows Workstation Features

OTE

: If you use WordMail, you must start Sound Recor der or a similar ap-

plication, create a .WAV file as a message, then attach that file using the File command on the Insert menu.

5. Operate Sound Recorder to create a message. (Start recording, speak into the microphone, stop recording.)

6. Use any of the following properties from the e-mail applications message window:

• Importance High (for a priority message)

• Sensitivity Private (for a private message)

• Read Receipt (to receive a message that your message was heard)

The following figure shows the New Message Properties dialog box from which these can be set in Windows Messaging.

Importance High and Read Receipt are also toolbar buttons.

7. On the File menu or toolbar in the message window, click Send.

To send a fax message:

• Create or locate a .TIF file, then attach that file us ing the File com mand on the Insert menu.

Turning Off WordMail as the Editor

If W ordMail is your e-mail editor , the Record Attachment button is not on the toolbar or Insert menu. You must start Sound Recorder (sndrec32.exe) or a similar application, create a .WAV file as a message, then attach that file using the File command on the Insert menu. Record Attachment conveniently does all that for you.

Chapter 3: Using Amanda Unified Messenger 77

To turn off WordMail as the editor (if only while using an Amanda folder):

1. From the e-mail application’s main window, on the Compose menu, click WordMail Options.

The WordMail Options dialog box appears.

2. Clear the Enable WordMail As Email Editor check box.

3. Click Close.

78 Using Amanda@Work.Group/Windows Workstation Features

Chapter 4:

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 Settings…. The Network Settings dialog box appears.

3. Type the server name in the Server Name text box. See your system administrator for the correct name.

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

5. 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 wit h your system administrator to be sure.

6. Type your security code in the Security Code text b ox.

7. Click OK. If this is your first time using Amanda Dialer, the Amanda Dialer - Extension dialog

box appears. It displays your mailbox.

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

9. Click OK.

80 Using Amanda@Work.Group/Windows Workstation Features

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 menu.

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 O p tions dialog box:

1. Right-click the Amanda Dialer button.

The Amanda Dialer context menu appears.

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 number of digits (2-5 digits) in your telephone extension in the Extension Maximum Digits text box.

Chapter 4: Using Amanda Dialer 81

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 Progress to have Amanda perform 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 hears, “Your caller is,” followed by your Name and Extension recording.

6. Only if you selected Monitor Call Progress do you need to fill in the Number of Rings text box. Type the number of rings afte r which Amanda decides th at the called party is not answering. The defaul t 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. T y pe the area cod e of the s ite from which you are callin g 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.

82 Using Amanda@Work.Group/Windows Workstation Features

Dialing Numbers from Windows Applications

You can use Amanda Dialer with Windows 3.11, 95, 98 or NT. 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 dialed from the active window in any Windows application.

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, 98 or NT

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

To dial a number:

1. Click the Amanda Dialer button.

2. Select the telephone number to be dialed from the active window in 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

: If right-clicking the selected number displays a context menu and the

Amanda Dialer - Dial Number dialog box does mouse to another location before right-clicking. For example, in Schedule Plus, you can right-click just outsi de the text box t hat displays the selected number. If the problem persists, copy the telephone number to the Windows clipboard before clicking the Amanda Dialer button.

not

appear, move the

Chapter 4: Using Amanda Dialer 83

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.)

2. Click the number to be redialed.

84 Using Amanda@Work.Group/Windows Workstation Features

Chapter 5:

Using Amanda Fax

Introducing Amanda Fax

You can use Amanda Fax (a 16-bit application) or Amanda Fax 32 (a 32-bit application) from any Windows application that has a Print command. You can send documents, spreadsheets, pictures, or anything 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 Amanda voice server using Amanda Moni-

tor, you can fax it to callers. See the one-call and two-call faxback sections in Installing Amanda@Work.Group/Windows.

• Imported as a fax message

• (Only available with the 32-bit application) You can save the fax as a TIFF image file containing multiple pages (if the fax is longer than one image page)

If you are faxing items via Amanda voice server, you need the following:

• A fax modem attached to and properly configured for use with your Amanda v oice server (for more information s ee your Amanda system adm inistrato r or Installing Amanda@Work.Group/Windows).

In all cases, you need the following:

• Amanda Fax or Amanda Fax 32 installed on each workstation from which faxes will originate. Amanda Fax is a 16-bit application and Amanda Fax 32 is a 32-bit application.

The directions for using each of these two applications is slightly different.

Caveats

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 documents that have the page size 8 1/2 by 11 and portrait as the orientation.

Using the 32-bit Amanda Fax

The 32-bit version of Amanda Fax is the most popular and, therefore, this chapter describes it first. For a description of the 16-bit Amanda Fax appli cation, see “ Using the 16-bit Amanda Fax” on page 91.

86 Using Amanda@Work.Group/Windows Workstation Features

Sending a Fax

You can send documents, etc. from Windows applications as faxes using the Amanda voice server’s fax modem. You can fax whatever a Windows application can print, for example, all or part of a document or spread sheet.

OTE

: When you submit a fax request, Amanda sends a special message back

to your mailbox when the fax is either successfully sent or determined to be a failure. On the telephone, Amanda says one of the following:

• Fax <phone number faxed to> sent.

• Fax <phone number faxed to> deleted because the remote phone number was incorrect.

In Amanda Messenger, the fax status appears in the Subject field.

To send a fax from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax 32 then click OK. The Amanda Fax 32 dialog box appears.

3. From the Action drop-down list box, select Queue Fax To Host.

Chapter 5: Using Amanda Fax 87

4. 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 Aman da system admi nistrator to be sure.

5. Type the fax number to receive this fax in the Phone # text box. You may need to start with 9 for an outside line.

6. Type your security code in the Password text box. (This is the same security code that you use to access Amanda over the telephone.)

7. (Optional) Select the Remember Password check box to avoid typing in your s ecurity code the next time you send a fax.

8. Type the name of the Amanda voice server which controls your mailbox. See your Amanda administrator if you need help with the server name.

9. Click OK.

Saving a Fax as a TIFF File

You can save documents, etc. from Windows applications as TIFF files of one or more pages. TIFF files are image files and can be viewed from and inserted into documents created with a number of different applications, such as Microsoft Paint.

To save the current document as a TIFF file from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax 32 then click OK.

3. When the Amanda Fax 32 dialog box appears, select Save As TIFF File from the Action drop-down list box.

88 Using Amanda@Work.Group/Windows Workstation Features

The File Save As dialog box appears.

4. Provide a name and location for the new file. The default extension is, of course, .TIF.

5. Click OK.

Saving a Fax as a Fax File

You can save documents, etc. from a Windows application as fax files. The saved files can be copied to the Amanda voice server (using Amanda Monitor) or imported by Amanda Messenger as fax messages.

To save the current document as a TIFF file from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax 32 then click OK.

3. When the Amanda Fax 32 dialog box appears, select Save As Fax File from the Action drop-down list box.

Chapter 5: Using Amanda Fax 89

The File Save As dialog box appears.

4. 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.)

5. Click OK.

Sending a Fax Message

You can send documents, etc. from Windows applications as fax messages to other users of your Amanda system. This requires you to use Amanda Messenger as well as Amanda Fax.

To send a document as a fax message from a Windows application:

1. Select the application’s Print command.

2. Change the printer to Amanda Fax 32 then click OK.

3. When the Amanda Fax 32 dialog box appears, select Send To Messenger from the Action drop-down list box.

90 Using Amanda@Work.Group/Windows Workstation Features

4. Type your Amanda Messenger 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 Aman da system admi nistrator to be sure.

5. Click OK. Amanda Messenger starts (if it isn’t already running) and the fax appears as a compo-

nent in a new Compose window.

6. To take a look at the fax before you send it, double-click the fax component 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 use the commands on the Fax menu to manipulate it.

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 applic ation.

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Using the 16-bit Amanda Fax

You can use Amanda Fax to send documents, etc. as faxes, save them as fax files to be used by the Amanda voice server, or send them as fax messages to Amanda Messenger.

Sending a Fax

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 appea rs s o Amanda Fa x can verify that you have

a mailbox and security code on the Amanda voice server to be used.

92 Using Amanda@Work.Group/Windows Workstation Features

4. (Optional—if the default server name is the correct name) Indicate what Amanda voice server to use:

a. Click Network Settings….

The Network Settings dialog box appears.

b. Type the server name in the Server Name text box.

See your system administrator for the correct name.

c. Click OK.

The Amanda Fax Logon dialog box reappears.

5. 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 wit h your system administrator to be sure.

6. Type your security code in the Security Co de text box. (This is the same security code that you use to access Amanda over the telephone.)

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

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

• Type the fax number in the text portion of the Fax Number drop-down combo

box using a maximum of 65 characters. (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.

9. Click OK. The Amanda Fax dialog reappears.

10. Click C lose or perform another fax operation.

Saving a Fax as a Fax File

You can save documents, etc. from a Windows application as fax files. The saved files can be copied to the Amanda voice server (using Amanda Monitor) or imported by Amanda Messenger as fax messages.

Amanda Work Group Features Instruction Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Copyright and Trademark Notices

Limited Warranty on Software

Fraudulent Usage Advisory

Conventions

Contents

Chapter 1: Installing Amanda Clients

Introducing the Clients

Installing Amanda Messenger and Amanda Dialer

Installing Amanda Unified Messenger

Installing Amanda Fax 32

In Windows 9x and Me

In Windows NT or 2000

Installing the 16-bit Amanda Fax

In Windows 3.11

In Windows 95 and Windows 98

Chapter 2: Using Amanda Messenger

Logging On to Amanda

Logging Back On

More Than One Logon

Changing Your Security Code

Message Windows

Understanding Information Co lumns

Resizing and Reordering Columns

Sorting Rows

Setting Up Amanda Messenger

Setting Play/Record Options

Converting from Stereo to Mono

Being Notified about New Messages

Displaying Mailbox Names

Saving New Messages Automatically

Prompt to Empty Trash Bin on Exit

Managing Messages

Playing or Viewing a Message

Saving a Message

Deleting a Message

Composing a Message

Using Message Components

Sending a Message

Forwarding a Message

Replying to a Message

Managing Fax Messages

Managing Mailing Lists

Viewing Message Statistics

Controlling Call Processing

Changing Basic Options

Managing Waiting Calls

Preparing for Waiting Calls

Managing a Call after Minimal Preparation

Managing Greetings

Controlling the Greeting

Controlling the Busy Greeting

Naming an Greeting

Miscellaneous

Viewing General Mailbox Information

Managing Guests

Using the Menus

System menu

Edit menu

View menu

Messages menu

Play menu

Fax menu

Options menu

Window menu

Help menu

Using Toolbar Buttons

Using Player Controls

Chapter 3: Using Amanda Unified Messenger

Getting Started

Logging On to an Amanda Voice Server

Adding to the Toolbar

Changing Your Security Code

Setting Sound Interface Options

Managing Greetings

Sample Greetings

Work-hours Greeting