Amanda Telephone Features Manual
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Using Amanda5 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.” After any recording (this is called the post-record menu): Sample Greetings This section contains sample greetings for a variety of occasions. It is important that each greeting be as informative as possible. See “Recording Greetings” on page 3 for a standard example of each type of recording: the Name and Extension recording, the Ring No Answer greeting, and Custom Busy greeting. After-hours Greeting Many Amanda administrators set up each mailbox so that greeting 1 plays for routine working hours and greeting 2 plays for after-hours calls. Here is an example: “You have reached the office of Chris Wang at Homestead, Inc. after hours. No one at Homestead can answer your call right now. Leave a detailed message at the tone, or call during office hours: 10 A.M. to 6 P.M., Monday through Friday.”To D i a l Review the recording Rerecord Add to the end of the recording Cancel the recording Save the recording
6 Using [email protected]/Windows Telephone Features Away-from-the-office Greetings “Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th. While I am gone, my associate, Matthew Lee, is handling all my business calls. Please call Matthew at Extension 557. I will be unable to check my messages until I return.” “Chris Wang of Homestead, Inc. will be off-site until Monday, May 5 th. While I am gone, my associate, Matthew Lee, is handling my business calls. Please call Matthew at Extension 557 or leave me a message. I will be checking my messages daily.” Your Amanda administrator can copy your messages to both you and a coworker while you are on vacation or only to that coworker. (The administrator can stop the message copying when you return.) If someone else is getting your messages, you might want to use the following greeting: “Chris Wang of Homestead, Inc. will be out of town until Monday, May 5 th. My associate, Matthew Lee, is handling all my business calls. Call Matthew at Extension 557 or leave him a detailed message at the tone.” Managing Recorded Greetings Use the greetings menu to listen to the current greeting, use a different greeting or rerecord a greeting. (See “Recording Greetings” on page 3 for information about recording greetings.) To listen to the current greeting: + + To change which greeting is heard: the greeting’s number (1-7) + + + (Optional) (to listen to the greeting) (for the system greeting) +
Using Amanda7 Changing Your Security Code Your initial security code is usually your mailbox number or 997. It is a good idea to change it immediately and often. To change your security code: + + + new code + + new code (to confirm) Controlling Calls This section explains how you can screen calls, turn do not disturb on and off, and control what your callers hear when your line is busy or when you cannot answer your telephone. Screening Calls By screening calls, you can accept or reject specific calls based on who is calling. Normally, Amanda asks for and records the caller’s name and company. You can press to have Amanda repeat the name and company recording. You press to accept or to reject the caller. If you share an extension or answer calls for more than one mailbox, you may want to screen calls based on what mailbox is being called. Ask your administrator for more information. To turn call screening on or off: + +
8 Using [email protected]/Windows Telephone Features When You Are Unavailable On hectic days or when you are out of the office, you can use Amanda’s Do Not Disturb to keep your extension from ringing. Callers hear your greeting immediately and can leave you a message. Your coworkers are also not disturbed by your ringing extension. To turn Do Not Disturb on or off: + + Reviewing Options You can review the current settings for options such as Do Not Disturb and call screening. To review option settings: + + Scheduling Changes Amanda can be configured to automatically change your extension, do-not- disturb setting, call screening setting, and your greeting at particular dates and times. See your administrator for details. Managing Messages You can listen to messages, then forward them, reply to them, or delete them.
Using Amanda9 Listening to Messages You will use Amanda primarily to listen to and send messages. Usually, Amanda plays messages in the order that they were received (oldest to newest). She makes an exception for urgent messages, playing them in newest to oldest order and prior to any other messages. Normally, messages are saved until you delete them, so delete old messages from your mailbox as soon as possible. Your Amanda system may have been configured differently. For example, it may play new messages first or purge old messages after a number of days. Check with your administrator. To play messages you have received: + + Options: More options: Next messageReplay messageDelete messageRestore the message you just deleted + Previous messageForward messageReply to messagePlay date/time of current message + Pause 30 sec./ResumeIncrease volumePrevious menuNext new message (or next message) + Rewind a bitDecrease volumeFast forward a bitContinuous delete + Continuous playMark current message as new/unheard + +
10 Using [email protected]/Windows Telephone Features Replying to Messages You can reply to any messages you received from other Amanda users. To reply to the message that you just listened to: Forwarding Messages You can forward messages left for you to any other Amanda user. For example, you might need to reroute a message to the coworker who should have received it in the first place. Adding a prefix to the forwarded message lets the other user know that you received the message first and allows you to provide instructions regarding the message. You can bypass this step. The next few pages show diagrams about how forwarding messages works. + + + record your reply + + hang up or add options + + (use options listed for forwarding messages) Send without verification Send with verification (With verification, you are notified when the recipient hears the message.)
Using Amanda11 To forward the message you just listened to: Note: If your Amanda system does not have the fast_send_msg configuration option set to true, forwarding and sending messages requires more steps. You must press: before you input a mailbox number before you input a list number (instead of the ) before you record a prefix to save that prefix followed by to send without ver- ification and to send with verification Select mailbox or list of mailboxes Add Prefix (Recommended) mailbox number + + + + record prefix + + hang up or add options + (see options below) + list number + + A personal list is: through (but not 9).. A system list is: through (but not *9).. to send with verificationto send with- out verification (With verification, you are no- tified when the recipient hears the message.)
12 Using [email protected]/Windows Telephone Features OptionsDial Make the message urgent. Make the message private. (Private messages cannot be forwarded.) Specify a delivery date and time + any combination of the following: NOTE: Any item (day, mon., yr., hr., or min.) not specified takes its value from the current date and time. If you use 13 through 23 for hours after noon, you are not asked whether you meant A.M. or P.M. + the month + + + the day of the month + + + the year (use 2 or 4 digits) + + (for A.M.) + + the hour + + (for P.M.) + + the minutes + +
Using Amanda13 NOTES:After forwarding a message you have received or sending a message you have created to one mailbox or list, you can repeat the procedure for another mailbox or list. A config- uration option (set by your Amanda administrator) allows messages to be sent to more than one mailbox or list. If your administrator chose an alternate TUI (telephone user interface for your company, you are automatically asked for a preface as you forward a message and do not have to press as shown for the prefix in the diagram above. When addressing a message as a user, your can press (or whatever the extension is for your employee directory) to find another user’s extension. Depending on the options set on your system, you might be prompted: “To select this extension, press *. Otherwise, press # to continue.” When there are no more matching di- rectory entries, the prompt is: “To search the directory again, press *. Otherwise, press #.” If your administrator has set the fast_forward configuration option to True, you can forward messages using a minimum number of keystrokes and a predetermined set of steps. Amanda asks you for the destination mailbox number, confirms your choice by playing that mailbox owner’s name and extension recording, and asks for a prefix. Then you hear the post-record menu and your message is sent as you save it. This variation is shown below. For example, if you create a message Friday afternoon that no one should listen to until Monday morning (June 2nd), set June 2nd at 9:00 A.M. as the delivery date and time: + + (the month) + + + (the day of the month) + + + (the hour) + + (for A.M.) + (the minutes) + + (to finish) If you set a date and time in the past, the message is sent immediately.
14 Using [email protected]/Windows Telephone Features To forward a message when fast_forward is set to true: Deleting Messages You can delete messages. If you make a mistake, you can restore a deleted message—but only if you have not changed menus or hung up. To delete the message that you just listened to: + Be careful because pressing additional ’s deletes additional messages. For example, pressing deletes this message and the next. To restore the most recently deleted message: + repeat to restore additional messages This works after deleting the message, but not if you have hung up or changed menus. To delete all messages: + + + mailbox number + +record prefix + + (to save and to send without verification)