Amanda Work Group Features Instructions Manual

							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.
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 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 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 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. 
T
IP: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 [email protected]/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 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 window. 
T
IP: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.
T
IP:To use the entire message as part of the new message, you can drag it di-
rectly from the message window to the Compose 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. 
						

							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
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.
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 [email protected]/Windows Workstation Features
When you make your choice, the list box to the right of the option buttons 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 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.
T
IP: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 list box to the right of the option buttons changes 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 mes-
sage.)
 If you selected the Personal List or System List option buttons, select one or 
more of the lists from the list box. 
T
IP: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. Finish by pressing # or hanging up.” If you finish by pressing #, 
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 pre-
ceded by the component you just recorded. Each component has a ten-digit number  
						

							28 Using [email protected]/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 mes-
sage.
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. You 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 reply 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 selected 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 [email protected]/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.)
N
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 [email protected]/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.
T
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 

						

							32 Using [email protected]/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
Your Amanda system administrator sets most of the options 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
 Using [email protected]/Windows Telephone Features.
 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 admin-
istrator has not locked those features