Amanda Work Group Features Instructions Manual

							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 Next.
4. Select the Local Printer option button—if it is not already selected.
5. Click Next.
6. Click Have Disk….
The Install From Disk dialog box appears. 
7. Type 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 Wizard dialog box reappears. Amanda Fax appears in the Printers list 
box.
9. Click Next.
10. Select the FAX port (or any port other than FILE) from the Available Ports list box.
N
OTE:The port selection is unimportant because Amanda Fax does not use 
a port on this machine. Your selection only affects the icon in the 
Printers group. Your selection does NOT affect any other applica-
tion or printer configuration.
11. Cli ck Next.
12. You probably do NOT want Amanda Fax as your default printer and should select the 
No option button. If you plan to use Amanda Fax as the default printer, select the Yes 
option button instead.
13. Click Next.
14. Click Yes to send a test fax page.
15. Click Finish.
The Amanda Fax dialog box appears. 
						

							14 Using [email protected]/Windows Workstation Features
16. Do one of the following:
 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 icon. In Windows 95, 98, or NT, you can select 
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 Amanda system administrator to be sure.
6. Type your security code in the Security Code text box.
(This is the same security code that you use to access Amanda over the telephone.)
7. Click OK.
Amanda Messenger appears. Its main window contains:
New Messages windowLists all unheard messages and any that 
were not saved or deleted after having 
been heard.
Saved Messages windowLists all previously heard messages. 
						

							16 Using [email protected]/Windows Workstation Features
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 user can log on to the same mailbox at the same 
time—as long as they all know its security code. For example, if customers who call when 
all the lines are busy can choose to leave a message, customer service representatives 
might all monitor the mailbox that stores those messages. On busy days, some employees 
may be answering calls, while others process the oldest messages that have been left. 
To prevent others from processing the same messages, employees must remove messages 
from the New Messages window as they start to process them. The supervisor can use 
Amanda Messenger to monitor that mailbox, determining how to schedule employees’ 
time, when to answer messages along with the others, and so forth.
Changing Your Security Code
As you start Amanda Messenger, you are prompted for your security code. Amanda 
Messenger uses that code to log you on to Amanda voice server. Once logged on, you can 
listen to your messages, send messages, and so forth.
It is a good idea to change your security code occasionally. You can change it at any time. 
Use up to eight digits. Security codes are always numeric so they can be entered using a 
touch-tone telephone.
To change your security code:
1. On the Options menu, click Security Code….
The Change Security Code dialog box 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.
Trash Bin windowLists all deleted messages.
Message StatisticsDisplays read-only information about 
your mailbox. 
						

							Chapter 2: Using Amanda Messenger 17
Message Windows
The message windows (New Messages, Saved Messages, and Trash Bin) list 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, your message light (if you have one) remains on, so it is important that you move 
messages to the Saved Messages or the Trash Bin window. On the Messages menu, you 
can click Update Messages to save the messages that have been listened to or viewed all at 
once.
The Saved Messages window is for messages you want to keep for a while. For example, 
they may contain information you need to get your job done. Depending on the 
workstation options you set, Amanda Messenger may automatically save every new 
message as you play or view it.
The Trash Bin window lists messages 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 window. Unwanted messages are permanently deleted as you 
exit Amanda Messenger.
By default, the oldest message is at the top of each list and the newest message is at the 
bottom (sorted by date and time). 
						

							18 Using [email protected]/Windows Workstation Features
Understanding Information Columns
Each message window contains five columns:
DateDisplays 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.
FromDisplays one of the following:
The mailbox and/or name of the Amanda user who is contacting you. 
What information you see here depends on the workstation options 
you have set.
The word “Outside” if the call originated outside the Amanda system.
This column sorts in alphanumeric order.
AttributesDisplays additional message markings: Urgent, Private, Receipt
Urgent: Indicates that the caller who recorded the message marked it 
urgent. 
Private: Indicates 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
LengthDisplays one of the following: 
For a one component voice message, displays the total length in sec-
onds.
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.
SubjectDisplays 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 pa-
rameter. For details, see Installing [email protected]/Windows.)
To add or edit a subject, do one of the following:
 On the Messages menu, click Edit Subject…. 
 Double-click the Subject column for the message.
 This column sorts in alphanumeric order. 
						

							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 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 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 workstation options explained in the following sections. 
						

							20 Using [email protected]/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 calls 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 which to base its conversion.
To select a stereo import conversion channel:
 From the Workstation Options dialog box, click one of the following option but-
tons:
 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. 
						

							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 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. 
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 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 messages 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, select the Prompt to Empty Trash Bin 
on Exit check box to be notified that messages will be deleted if you exit. Clear 
the check box to exit (and delete the messages) without the reminder. 
						

							22 Using [email protected]/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.
N
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 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 messages that have 
been listened to or viewed to the Saved Messages window. In this case, you do not 
need to select them.
 Move the messages by copying them from the original window and pasting them 
in the Saved Messages window. Copy and Paste are on the Edit menu and the tool-
bar:
Copy  and Paste .
N
OTE:Copying messages results in a move if the destination is a message 
window. It results in a copy if the destination is a Compose window.
To save new messages automatically, see “Saving New Messages Automatically” on 
page 21.
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.