Amanda Work Group Features 7 Xx Instructions Manual

							Chapter 2 Using Amanda Messenger 13
To reorder the columns:
 Position the mouse pointer over the column 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 col-
umn. 
This column becomes the primary sort column. The previous primary 
sort column becomes the secondary sort column, and so on.
The number to the right of the header indicates the column’s order in the 
sort: 1 indicates the primary sort column, 2 indicates the secondary sort 
column, and so on.
To create a secondary sort:
1. Click the column header for the column on which the secondary sort is 
to be based. 
2. Click the column header for the column on which the primary sort is to 
be based.  
						

							14 Using [email protected]/DOS Workstation Features
Setting Up Amanda Messenger
To make sure that Amanda Messenger operates the way you want it to, you 
need to set workstation options.
To set up Amanda Messenger:
1. On the Options menu, click Workstation Options….
The Workstation Options dialog box appears.
2. Set any of the workstation options explained in the following sections.
Setting Play/Record Options
To play messages and to 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.
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 calls you on the telephone to record 
greetings and messages. 
						

							Chapter 2 Using Amanda Messenger 15
Converting from Stereo to Mono
When importing a stereo .WAV file, it must be converted to mono. You 
select the stereo channel on which to base its conversion.
To select a stereo import conversion channel:
 From the Workstation Options dialog box, click one of the following 
option buttons:
 Left Channel 
 Right Channel
 Average of Both
Being Notified about New Messages
If Amanda Messenger is running (even in the minimized mode), it can notify 
you every time a new message is received by displaying a message on your 
workstation.
To be notified about new messages by Amanda Messenger:
 From the Workstation Options dialog box, select the Notify about 
New Message check box. Clear the check box to avoid this type of 
notification.
Displaying Mailbox Names
You can control how mailboxes and their names (the contents of both 
Directory Name 1 and Directory Name 2) are displayed in Amanda 
Messenger. 
Select one of the following option buttons: 
Mailbox Followed by NameDisplays both the name and the mailbox, 
with the mailbox first. 
Name Followed by MailboxDisplays both the name and mailbox, with 
the name first. 
Mailbox OnlyDisplays only the mailbox. 
Name OnlyDisplays only the name.  
						

							16 Using [email protected]/DOS Workstation Features
Your selection determines the order a mailbox and name is displayed in the 
From column in the New and Saved Messages windows and in user lists. 
Regardless of your selection, if there is no name, Amanda Messenger 
displays only the mailbox. 
Saving New Messages 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 Messages 
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. 
N
OTE:If you listen to a message using the telephone, the message 
is automatically moved to the Saved Messages window 
with or without this option.
Prompt to Empty Trash Bin on Exit
Amanda Messenger automatically deletes all the messages in the Trash Bin 
window as you exit. When you exit, Amanda Messenger can remind that the 
messages in the trash bin will be deleted and allow you to cancel the exit. 
To exit Amanda Message with or without the reminder:
 From the Workstation Options dialog box, select 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 mes-
sages) without the reminder. 
						

							Chapter 2 Using Amanda Messenger 17
Managing Messages
This section explains how to handle both voice messages and fax messages.
Playing or Viewing a Message
As you receive voice or fax messages, your message light goes on and your 
workstation prompts you (unless you have stopped new message 
notification). You, of course, will want to 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.
N
OTE:Double-clicking the subject column for a message displays 
the Edit Subject dialog box.
Saving a Message
Depending on the workstation options you set, Amanda Messenger may 
automatically save every new message after you play it. Otherwise, to save a 
message, you must move it from the New Messages window or the Trash 
Bin window to the Saved Messages window.
To save messages manually, do one of the following:
 Drag the messages to the Saved Messages window.
 Select the messages. Then, on the Messages menu, click Save.
 On the Messages menu, click Update Messages to move all the mes-
sages that have been listened to or viewed to the Saved Messages 
window. In this case, you do not need to select them.
 Move the messages by copying them from the original window and 
pasting them in the Saved Messages window. 
Copy and Paste are on the Edit menu and the toolbar:
Copy  and Paste . 
						

							18 Using [email protected]/DOS Workstation Features
NOTE:Copying messages results in a move if the destination 
is a message window. It results in a copy if the destina-
tion is a Compose window.
To save new messages automatically, see “Saving New Messages 
Automatically” on page 16.
Deleting a Message
You move selected messages from the New Messages or Saved Messages 
window to the Trash Bin window when you no longer want those messages.
To put messages in the 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.
 Move the messages by copying them from the original window and 
pasting them in the Trash Bin window.
While the messages are still in the Trash Bin window, you can rescue them.
N
OTE:Copying messages results in a move if the destination 
is a message window. It results in a copy if the destina-
tion is a Compose window.
To rescue messages from the trash bin, see “Saving a Message” on page 17.
To permanently delete messages, you empty the Trash Bin window or exit 
Amanda Messenger.
To empty the trash bin, do one of the following:
 From the Messages menu, click Empty Trash Bin.
 Allow the trash to be emptied automatically as you exit Amanda 
Messenger. 
						

							Chapter 2 Using Amanda Messenger 19
Composing a Message
You can record a new message or a component for a new message using your 
telephone or your workstation. Your workstation options indicate what 
device you use to record. You can also add a component from an existing 
message or import an existing .WAV file as a component.
To use your telephone or your workstation:
1. On the Options menu, click Workstation Options….
The Workstation Options dialog box appears.
2. Do one of the following:
 Select the Use Microphone check box to record messages using 
your workstation. For example, you can record messages by speak-
ing 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 record-
ing process.
After you save the recording, its component number appears in the 
active window. 
T
IP:You can start with step 2. When you save the recording, a 
Compose window is created automatically if no Compose 
window is active. 
						

							20 Using [email protected]/DOS 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 or playing a CD (or 
other device) for .WAV files.
4. On the Play menu, click Stop.
The Approve or Reject dialog box appears.
5. Click Review to listen to your recording.
6. Click Save to save it or Cancel to reject it. If you reject the recording, 
redo steps 2 through 6.
The number for the recorded component appears in the Compose win-
dow. 
T
IP:You can start with step 2. When you save the recording, a 
Compose window is created automatically if no Compose 
window is active.
To create a message using components from other messages:
1. On the Messages menu, click New Message.
An empty Compose window appears.
2. From a message window, right-click a message that contains a compo-
nent to be used in the new message.
A Message Components window lists (by number) the components in 
the selected message.
You can double-click a component to play it.
3. Drag one or more of the components from the Message Components 
window to the Compose window. (Or use the Copy and Paste.) 
						

							Chapter 2 Using Amanda Messenger 21
4. Repeat steps 2 and 3 for any other messages that have components to be 
used in the new message.
T
IP:To use the entire message as part of the new message, you 
can drag it directly from the message window to the Com-
pose window.
Using Message Components
Every message contains from 1 to 20 components. For example, if a message 
is forwarded from one mailbox to another, it may have two components: the 
original message and the prefix recorded by the person who forwarded the 
message. If that same message is forwarded to another mailbox with another 
prefix, it will contain three components.
To list a message’s components, do one of the following:
 Right-click on the message 
 Select the message. Then, on the Messages menu, click Show Com-
ponents.
A Message Components window lists (by number) the components in 
the selected message. You can do any of the following:
 Double-click a component to play it.
 Copy components to a Compose window by dragging them to 
the new window or by using Copy and Paste. 
Sending a Message
Your message includes all the components in the active Compose window. 
You can send it to only one of the following:
 Individual users
 Personal mailing lists
 System mailing lists
For example, to send a message to two individuals, two personal mailing 
lists, and one system mailing list, you need to send the message three times. 
						

							22 Using [email protected]/DOS Workstation Features
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.
When you make your choice, the list box to the right of the option but-
tons changes to display mailboxes, personal mailing lists, or system 
mailing lists.
4. Do one of the following:
 If you selected the Mailboxes option button, select one or more 
mailboxes. 
You can type the first mailbox number in the text box above the list. 
If the name is displayed before the mailbox, type the first few letters