Amanda Work Group Features Instructions Manual

							Chapter 3: Using Amanda Unified Messenger 53
 Fast Forward
 Pause/Resume
Stop
 Compose Voice Mail
 Amanda Mailbox Settings
4. Do one of the following to move each button to the Toolbar Buttons list box (and, 
therefore, to the toolbar):
  Double-click each button.
 Select each button in turn, then click Add->.
5. Click Close.
TIP:You might want to add a Separator between your e-mail application’s 
last toolbar button and your Amanda Unified Messenger button and be-
tween Amanda Unified Messenger’s Stop and Compose Voice Mail but-
tons. The Separator is at the top of the Available Buttons list box.
Changing Your Security Code
You can change your security code using either Amanda Unified Messenger or your 
telephone. It is a good idea to change your security code immediately.
To change your security code:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
2. Click the Security Code tab.
3. Select the mailbox for which you are changing the security code from the Mailbox 
drop-down list box.
4. Type your security code in the Current Security Code text box.
5. Type the new code (up to 8 digits) in the New Security Code text box.
6. Retype the code in the Verify New Security Code text box.
Setting Sound Interface Options
An important part of getting started is setting sound interface options. These options 
determine whether Amanda calls your telephone extension to expect you to use your 
workstation’s microphone and speakers when you record and play greetings and 
messages.
To set sound interface and related start-up options:
1. Log on to Amanda Voice Server for all your mailboxes.
For example, you might log on as the e-mail application starts or as you click on an 
Amanda folder. 
						

							54 Using [email protected]/Windows Workstation Features
2. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
The Amanda Mailbox Settings dialog box appears.
3. Click the Sound Interface tab. 
4. Select the mailbox for which you are setting sound interface options from the Mail-
box drop-down list box. 
Most people have only one mailbox and do not need to change the current setting.
5. From the Playing group box, select the Use Speakers or Use Telephone option button 
to indicate whether Amanda should play messages or greetings over the workstation’s 
speakers or call your extension.
6. From the Recording group box, select the Use Microphone or Use Telephone option 
button to indicate whether Amanda should record messages or greetings over the 
workstation’s microphone or call your extension.
7. If you are using your telephone for either playing or recording, type your telephone’s 
extension in the Extension text box.
8. Do one of the following:
 Select the Wait for Answer check box so that Amanda waits for a voice response 
before playing a message or asking you to record.
 Clear the Wait for Answer check box to have Amanda play or record as soon as 
you pick up your telephone receiver.
9. Repeat steps 4 through 8 for any other mailboxes that you have.
10. If you have more than one Amanda mailbox, click the Default Mailbox tab.
 Amanda needs to know which mailbox’s sound interface options to use when you 
create a message. So select that mailbox from the Mailbox drop-down list box.
N
OTE:The default mailbox is not necessarily the mailbox that sends the 
new message. Messages are always sent from your mailbox on the 
recipient’s Amanda server. If you have more than one mailbox on 
that server, Amanda asks you to select one of them as the sender.
Managing Greetings
Greetings are recordings played by Amanda for a variety of uses. There are system 
greetings for:
 When you do not answer your telephone
 When your telephone is busy
 When your mailbox needs to be identified
 When you transfer a call
Because the system greetings are generic and impersonal, your Amanda system 
administrator usually allows you to record (or import .WAV files for) up to seven personal 
greetings, a custom busy greeting, and your name and extension recording.  
						

							Chapter 3: Using Amanda Unified Messenger 55
Then, when you do not answer your telephone, Amanda plays your current greeting. 
When your extension is busy, Amanda plays your custom busy greeting. To identify you 
and/or your mailbox, Amanda plays your name and extension recording.
If you are screening call from your workstation, you control which greeting the caller 
hears as you transfer the call, put the caller on hold, or ask the caller to leave a message.
Sample Greetings
This section contains sample greetings for a variety of occasions. It is important that each 
greeting be as informative as possible.
Work-hours Greeting
When Amanda rings your extension and you do not answer, the caller hears 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 system 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 scheduled by an 
administrator.
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.”
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: 
						

							56 Using [email protected]/Windows Workstation Features
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th. My associate, 
Matthew Lee, is handling all my business calls. Call Matthew at Extension 557 or leave 
him a detailed message at the tone.”
Custom Busy Greeting
By default, Amanda plays a standard busy greeting when your telephone is busy—unless 
you are screening calls.
If your Amanda system administrator allows custom busy greetings, you can create a more 
personalized busy greeting. When you turn the custom busy greeting on, callers hear it 
instead of the standard busy greeting.
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.”
If you are screening calls, you can put a caller on hold and select either the custom busy 
greeting or one of your seven personal greetings.
Name and Extension Recording
The Name and Extension recording is just that—a recording of your name followed by 
your extension number. Amanda plays it:
 When a caller uses the employee directory to enter that user’s name
 As part of the system Ring No Answer (RNA) greeting. Amanda uses the system 
greeting when no personal greeting is recorded or allowed
 When one user replies to a message from another user
 When a user reviews his guest list
Example:  “Chris Wang. Extension 247.”
Creating Greetings
A greeting cannot exceed the length set by your Amanda system administrator. By default, 
this is 45 seconds. Parts of the following procedure can also be used to change the name of 
or listen to a greeting.
To create or change a greeting:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
2. Click the Greetings tab.
3. Select the mailbox for which you are recording the greeting from the Mailbox drop-
down list box.
4. Do one of the following:
 To create a personal greeting:
a. From the Edit Greetings group box, select the General option button.
b. Select a greeting (by name or number) from the drop-down list box. 
						

							Chapter 3: Using Amanda Unified Messenger 57
 To create and use a custom busy greeting:
a. Select the Custom Busy On check box.
b. From the Edit Greetings group box, select the Custom Busy option but-
ton.
 To create a name and extension recording:
- From the Edit Greetings group box, select the Name And Extension op-
tion button.
5. Click Edit.
The Edit Greeting dialog box appears.
6. If you selected General and a personal greeting, type a name for the greeting in the 
Greeting Name text box.
Use a name that will help you remember the greeting’s contents or purpose.
You can use up to 50 characters.
7. Record or import the greeting using one of the following procedures.
To record a greeting:
 Click Record.
If you use your telephone for recording:
a. Answer the telephone when Amanda rings your extension.
Amanda says, “Begin recording at the tone. Finish by pressing # or hanging 
up.” 
b. Follow Amanda’s instructions to complete the recording. Answer the tele-
phone.
If you use your workstation’s microphone for recording:
a. The Sound Recorder (sndrec32.exe) or some other application designated for 
recording on your workstation appears.
Use this application to record and save the greeting.
b. Return to the Edit Greeting dialog box.
c. (Optional) Click Play to review the greeting.
You may want to re-record.
d. Click OK until you return to where you started.
To import a greeting:
1. Click Import….
The Open dialog box appears.
2. Locate the appropriate .WAV file then click Open.
3. (Optional) Click Play to be sure you have the correct file.
4. Click OK until you return to where you started. 
						

							58 Using [email protected]/Windows Workstation Features
Setting Your Current Greeting
When you do not answer your telephone, Amanda asks the caller to leave a message. 
Amanda plays your current greeting. You can record (or import .WAV files for) up to 
seven greetings. You can also use the system greeting as your current greeting.
If you are screening calls, you can select any of these greetings to be played as Amanda 
asks the caller to leave a message. However, the default is your current greeting.
You can change the current greeting using either Amanda Unified Messenger or your 
telephone. For example, you can change from your usual greeting to a vacation greeting or 
from a work-hours greeting to an after-hours greeting.
To select the current greeting:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
2. Click the Greetings tab.
3. Select the mailbox for which you are setting this option from the Mailbox drop-down 
list box.
4. Select a greeting from the Current Greeting drop-down list box.
5. Click Apply or OK.
Managing Voice Messages
You can create, listen to, forward, and reply to voice messages.
Creating a Voice Message
The following procedure assumes that you are using the Amanda Message form for 
composing messages. Be aware that Amanda ignores any text within the body of the 
message.
To create a voice message for another Amanda user:
1. Click Compose Voice Mail   from your Microsoft e-mail application’s Compose 
menu, Amanda Message menu, or toolbar.
The Amanda Message form appears. 
						

							Chapter 3: Using Amanda Unified Messenger 59
2. Click To….
The Address Book dialog box appears.
3. Select Addresses for the appropriate Amanda server and use the address book to 
select recipients.
You are not restricted to using Amanda users. For example, you can sent this message 
as e-mail to e-mail addresses.
4. (Optional) To send this message at a specific time in the future (rather than immedi-
ately), click Date….
The Future Delivery of Message dialog box appears.
To select the future date and time:
a. Select a month and year from the appropriate drop-down list boxes.
b. Select a day from the calendar.
c. Type each segment of the time (hours, minutes, AM/PM) separately and use 
the spin button to rotate to an appropriate setting for each.
d. Click OK.
5. (Optional) Type a subject for this message in the Subject text box.
6. (Optional) Select the Urgent check box to make this message urgent.
Urgent messages have exclamation marks in the Importance column (!) until they are 
read.
(To add the Importance column, use the Columns command on the e-mail applica-
tion’s View menu.)
7. (Optional) Select the Private check box to make this message private.
The word Private appears in the Sensitivity column and the message cannot be for-
warded.
(To add the Sensitivity column, use the Columns command on the e-mail applica-
tion’s View menu.) 
						

							60 Using [email protected]/Windows Workstation Features
8. (Optional) Select the Read Receipt check box to have a Read Receipt message sent to 
you whenever a recipient reads this message (or marks it read).
9. To record your message, click Record   on the toolbar or Player menu.
Do one of the following:
 Speak clearly into your workstation’s microphone.
Then click Stop   on the toolbar or Player menu.
 Answer your extension and follow the recording instructions provided by 
Amanda.
10. To import a .WAV file as a voice component or a .TIF file as a fax component:
Click Import   on the toolbar or File menu. Then browse for and select the file.
N
OTE:You can import other types of files, but the Amanda transport sends 
only .WAV and .TIF files. Other transports can send the other types 
to recipients who receive messages via that transport.
11. (Optional) To include text which can be sent via other transports, such as your e-mail 
application’s transport, do the following steps:
a. On the File menu, click Edit Body....
The Message Body dialog box appears.
b. Type the text message then click OK.
12. Click Send   on the toolbar or File menu.
Identifying the Application that Records Messages
Unlike most vendors with unified messaging that includes voice messaging, you can send 
a voice message or a voice response to a message from the e-mail application—as long as 
the message is destined for one or more Amanda mailboxes (and not an outside source). 
However, creating an Amanda voice message in the Microsoft e-mail application is easiest 
if you are not using WordMail as your e-mail editor.
Amanda Unified Messenger starts the application your workstation has set for opening 
.WAV files. This is usually Sound Recorder (sndrec32.exe), which is stored in the 
Windows folder (usually C:\WINDOWS).
To check this setting:
1. Open the My Computer window.
2. On the View menu, click Options….
The Options dialog box appears.
3. Click the File Types tab.
4. Find “WAVE Sound” or a similar name in the Registered File Types list box. Then 
click Edit….
The Edit File Type dialog box appears. 
						

							Chapter 3: Using Amanda Unified Messenger 61
5. Select Open from the Actions list box. Then click Edit….
The Editing Action For Type dialog box appears.
6. Notice what application appears in the Application Used To Perform Action text box.
Listening to Voice Messages
You will find incoming voice mail messages in your Amanda mailbox’s Current Messages 
folder. Deleted messages (until you log off) are in the Deleted Messages folder and can 
still be listened to.
If an outside call has a subject, it is the caller ID information captured using the “ccc” 
integration pattern or captured using the caller_id configuration parameter. For details, see 
Installing [email protected]/Windows.)
To listen to a message:
1. Select the message from the list of messages in the folder.
2. Click Play   on the toolbar or Play Voice Mail on the Amanda Message menu.
To have more control over the message you are listening to:
1. Double-click the message from the list of messages in the folder.
The Amanda Message form displays each component. (If there are more than one 
voice components, the first voice component is a concatenation of all the other voice 
components.)
2. Select the first voice component.
3. Click Play   on the toolbar or Player menu.
4. You can adjust the Volume and so on from this dialog box, listen to individual compo-
nents, and so on. 
						

							62 Using [email protected]/Windows Workstation Features
5. If you change the subject (for example, to remind yourself who placed an outside call 
or what the call was about): 
Click Save   on the toolbar or File menu.
T
IP:Click Previous   and Next   to rotate from message to message.
Identifying the Application that Plays Messages
When you listen to a voice message, Amanda Unified Messenger starts the application 
your workstation has set for playing .WAV files. This is usually Sound Recorder 
(sndrec32.exe), but you might prefer Media Player (mplayer.exe). Both are stored in the 
Windows folder (usually C:\WINDOWS). 
To check this setting:
1. Open the My Computer window.
2. On the View menu, click Options….
The Options dialog box appears.
3. Click the File Types tab.
4. Find “WAVE Sound” or a similar name in the Registered File Types list box. Then 
click Edit….
The Edit File Type dialog box appears.
5. Select Play from the Actions list box. Then click Edit….
The Editing Action For Type dialog box appears.
6. Notice what application appears in the Application Used To Perform Action text box.
Viewing Fax Messages
Amanda voice server can send and receive fax documents as messages. A fax document 
has the fax icon   rather than the voice icon   beside it in the Current Messages folder. 
It is stored on your hard drive as a .TIF file.
To display a fax component in the viewer associated with .TIF files:
 Double-click the fax component in the Amanda Message form.
The application associated with .TIF files displays the fax.
The Wang Imaging application is a typical and reliable choice for displaying fax 
components.
Editing the Subject
From the Amanda Message form, you can edit the subject of the message. This is helpful 
in identifying calls you keep in your Current Messages folder, especially outside calls 
which can arrive without a subject. (If an outside call has a subject, it is the caller ID 
information captured using the “ccc” integration pattern or captured using the caller_id 
configuration parameter. For details, see Installing [email protected]/Windows.)