Amanda Work Group 7xx User Guide

							Using
Am
[email protected]/
DOS
Telephone Features
Version 7.xx
User’s Guide Edition 7/01 
						

							ii Using [email protected]/DOS Telephone Features
Copyright and Trademark Notices
Copyright  1992–2001 The Amanda Company. All Rights Reserved. This 
guide and the software described herein are copyrighted with all rights 
reserved. No part of this publication may be reproduced, transmitted, stored 
in a retrieval system, or translated into any language in any form by any 
means without the prior written permission of The Amanda Company.
Amanda® and Amanda@ are registered trademarks and sales trademarks of 
The Amanda Company. Other brand names and product names mentioned in 
this manual are trademarks or registered trademarks of their respective 
owners.
Limited Warranty on Software
The Amanda Company warrants the media on which the software is recorded 
to be free from defects in materials and faulty workmanship for a period of 
90 days from the date the software is delivered. If a defect in the media 
should occur during this period, you may return the media to The Amanda 
Company and The Amanda Company will replace the media without charge.
THE AMANDA COMPANY MAKES NO WARRANTIES (OTHER 
THAN THOSE SET FORTH ABOVE) TO ANY PERSON OR ENTITY 
WITH RESPECT TO THE PRODUCT OR ANY DERIVATIVES 
THEREOF OR ANY SERVICES OR LICENSES AND DISCLAIMS ALL 
IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION 
WARRANTIES OF MERCHANTABILITY, PERFORMANCE, 
NONINFRINGEMENT, AND FITNESS FOR A PARTICULAR 
PURPOSE. THE AMANDA COMPANY WILL NOT BE LIABLE FOR 
ANY BUG, ERROR, OMISSION, DEFECT, DEFICIENCY, OR 
NONCONFORMITY IN ANY SOFTWARE. THE SOFTWARE IS 
LICENSED “AS IS,” AND THE PURCHASER ASSUMES THE ENTIRE 
RISK AS TO ITS QUALITY AND PERFORMANCE.
IN NO EVENT AND NOTWITHSTANDING ANY DOCUMENT, 
REPRESENTATION, OR OTHERWISE, SHALL THE AMANDA 
COMPANY BE LIABLE TO YOU FOR DIRECT, INDIRECT, SPECIAL, 
INCIDENTAL, CONTINGENT, OR CONSEQUENTIAL DAMAGES,  
						

							iii
INCLUDING DAMAGES FROM LOSS OR CORRUPTION OF DATA, 
INTERRUPTED USE, LOST PROFITS, COST OF PROCURING 
SUBSTITUTE GOODS, TECHNOLOGY OR SERVICES, EVEN IF THE 
AMANDA COMPANY OR AN AUTHORIZED AMANDA COMPANY 
DEALER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH 
DAMAGES. YOU AGREE THAT THE AMANDA COMPANY’S 
LIABILITY ARISING OUT OF CONTRACT, NEGLIGENCE, STRICT 
LIABILITY, WARRANTY, OR OTHER LEGAL OR EQUITABLE 
THEORY SHALL NOT EXCEED ANY AMOUNTS PAID BY YOU FOR 
THIS PRODUCT. Any written or oral information or advice given by 
Amanda Company dealers, distributors, agents, or employees will in no way 
increase the scope of this warranty, nor may you rely on such oral or written 
communication. Some states do not allow the exclusion or limitation of 
implied warranties or liability for incidental or consequential damages, so 
the above limitation or exclusion may not apply to you. This warranty gives 
you specific legal rights, and you may also have other rights which vary 
from state to state. This Agreement shall be governed by the laws of the 
State of California without regard to the conflicts of laws or provisions 
thereof.
Fraudulent Usage Advisory
Although the Amanda software is designed to resist fraudulent usage, 
including unauthorized access to a long distance network, no product, 
including the Amanda software, is able to prevent such unauthorized usage. 
The Amanda software is likewise unable to prevent such uses as may 
constitute an invasion of privacy or other tort. THE AMANDA COMPANY 
MAKES NO EXPRESS OR IMPLIED WARRANTY AGAINST 
UNLAWFUL OR UNAUTHORIZED USE OF YOUR AMANDA 
SYSTEM OR ITS CAPABILITIES AND HEREBY DISCLAIMS ALL 
LIABILITY ARISING FROM SUCH USE. YOU AGREE TO 
INDEMNIFY, DEFEND, AND HOLD THE AMANDA COMPANY 
HARMLESS FOR ANY UNAUTHORIZED OR FRAUDULENT USE OF 
YOUR LICENSED AMANDA SOFTWARE.
THE AMANDA COMPANY
13765 ALTON PARKWAY, UNIT F
IRVINE, CA  92618
TELEPHONE (949) 859–6279  FAX (949) 859–4380 
						

							iv Using [email protected]/DOS Telephone Features
Conventions
This manual uses the following terminology and conventions:
AmandaThe name by which this manual refers to the 
[email protected] system to make reading 
about the system easier. Because of the name Aman-
da, the system is also referred to as “she.”
callerSomeone who calls into Amanda. A caller often ob-
tains information, leaves a message for someone, 
and/or provides information. Because Amanda is re-
ferred to as “she,” callers and users are referred to as 
“he” for clarity.
userSomeone with an extension that Amanda transfers 
calls to and/or stores messages for. A user can access 
Amanda to play, delete, and send messages as well 
as set personal options such as Do Not Disturb.
Indicates that you must log into Amanda and identi-
fy yourself.
Indicates that you must listen to a message before 
you process it. For example, you can forward a mes-
sage you have just heard. 
						

							Contents
Copyright and Trademark Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
Limited Warranty on Software  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
Fraudulent Usage Advisory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  iii
Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iv
Using Amanda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Introducing Amanda  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Logging into Amanda  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Setting Up Amanda  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Recording Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Sample Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
After-hours Greeting  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Away-from-the-office Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Managing Recorded Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Changing Your Security Code  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Controlling Calls  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Screening Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
When You Are Unavailable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Reviewing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Scheduling Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Managing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Forwarding Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Replying to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Deleting Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Being Notified about Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Changing a Pager Number by Telephone. . . . . . . . . . . . . . . . . . . . . . . 15 
						

							vi Using [email protected]/DOS Telephone Features
Leaving a Message for Someone Else . . . . . . . . . . . . . . . . . . . . . . . . . . . .  15
Managing Personal Mailing Lists  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  16
Managing Messages Sent by Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  17
Managing Guest Mailboxes  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  18
Index  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21 
						

							Using Amanda
Introducing Amanda
[email protected]/DOS is an automated telephone attendant and voice 
processing system designed especially for ease of use and flexibility. To you 
and the people who call you, Amanda is also a voice on the telephone 
guiding you to people, services, and messages. 
Each user of the Amanda system has both a mailbox and a telephone 
extension number. These are usually the same number. The extension 
number is what Amanda dials to reach you when you have a call. The 
mailbox identifies a record in Amanda’s database. The record contains fields 
that define how Amanda processes your calls. The system administrator 
initially (and ultimately) controls the contents of these fields, but you can 
change many of them. For example, you may turn Do Not Disturb on and off 
during a hectic day. You change the contents of these fields from a touch-
tone telephone using a series of menus. 
In addition to these fields, each mailbox has greetings that you record. For 
example, when you cannot answer the telephone, callers hear a greeting that 
asks them to leave a message.
Your mailbox is configured to ring a telephone extension and record 
messages from callers. You periodically check your mailbox for messages, 
or you may be notified that a message exists in a variety of ways. 
This chapter explains how to use [email protected]/DOS effectively 
from your office telephone extension and while you are out of the office. 
However, you don’t need this guide at your side every time you call 
Amanda. She prompts you at every step. 
						

							2 Using [email protected]/DOS Telephone Features
Depending on decisions made by your Amanda system administrator, you 
may not have access to all the features described here. Check with your 
system administrator if some of the features appear to be different or 
missing.
T
IP: For best results, answer your telephone at the beginning of 
a ring.
Logging into Amanda
To perform the operations explained in this chapter, you must log into 
Amanda, identifying yourself with your mailbox and/or security code. The 
blank space in the following sets of instructions is for Amanda’s telephone 
number. You get this number from your Amanda administrator.
Dial:
 _______ (Amanda’s number)  +     +  mailbox  +     +  security code  +  
OR (if your telephone switching system uses an auto-login feature):
Dial:
 _______ (Amanda’s number)  +  security code  +  
NOTE:If Amanda asks for a security code immediately and you are 
at someone else’s extension, use:
Dial:
 _______ (Amanda’s number)  +     +       + 
mailbox  +     +  security code  +  
OR 
You can dial your security code (even though Amanda will say it is 
an invalid security code). Then provide your mailbox:
Dial: _______ +  security code  +     +  mailbox  +     
To log into Amanda from outside of the office:
Dial:
 _______ (the office number)  +     +  mailbox  +     +  security code  +  
To dial another user without having to hang-up:
 Dial . 
(This is enough  s to exit the menus and a   to hear caller in-
structions.) 
						

							Using Amanda3
To hang-up from within the menu system:
 Dial . 
N
OTE:You can hang up on Amanda at any time. However, if you 
have an older model telephone switching system, Amanda 
waits to be sure a disconnect has occurred. 
If you dial   before hanging up, Amanda 
doesn’t need to wait, and the port becomes available faster.
Setting Up Amanda
As a new Amanda user, you should create a name and extension recording, 
one or more greetings, a busy message. These preparations allow your 
callers to know that they have reached you and feel comfortable about your 
whereabouts. You should also change your security code to ensure that only 
you and other authorized personnel can access your messages.
Recording Greetings
As a user of [email protected]/DOS, you should record the following:
A name and extension recording  
  +  
  +     +  record your name and extension  +  
Example:  “Chris Wang. Extension 247.”
Amanda plays this when callers use the employee directory (usually 
411) to find your extension number. It is also used to identify you. For 
example, if a message is sent to you with verification, the sender hears 
this recording as part of the verification message. 
When you see this symbol, use one of the methods 
of logging into Amanda and identifying yourself 
that is described in this section. 
						

							4 Using [email protected]/DOS Telephone Features
Until you make this recording, Amanda says only the number of the 
mailbox: 
“mailbox 2-4-7.”
At least one greeting  
  +  
  +  the greeting’s number  (1-7)  +     +  
record greeting  +  
When Amanda rings your extension and you do not answer, she plays 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 sys-
tem 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 for 
assistance. If you leave me a detailed message at the tone, I’ll get back 
to you as soon as possible.”
These greetings can be manually selected by you or they can be sched-
uled by an administrator.
A busy message (which callers hear when your line is busy) 
  +  
  +     +  record your busy message  +  
Amanda plays either a system-wide busy message or your personal busy 
message whenever your extension is busy. 
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.”