Amanda Soho Usage Manual

							Using
Am
AndA@SOHO
Version 3.xx
User’s Guide: 7/01 Edition 
						

							ii Using Amanda@SOHO
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® is a registered trademark 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, 
INCLUDING DAMAGES FROM LOSS OR CORRUPTION OF DATA,  
						

							iii
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 Amanda@SOHO
Conventions
This manual uses the following terminology and conventions:
AmandaThe name by which this manual refers to the Amanda sys-
tem to make reading about the system easier. Because of 
the name Amanda, the system is also referred to as “she.”
callerSomeone who calls into Amanda. A caller often obtains in-
formation, leaves a message for someone, and/or provides 
information. Because Amanda is referred to as “she,” call-
ers and users are referred to as “he.”
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 op-
tions such as Do Not Disturb.
Indicates that you must log into Amanda and identify your-
self.
Indicates that you must listen to the message before you 
process it. For example, you can forward the message 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
Putting Your Name in the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Changing Your Security Code  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Recording Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Sample Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
After-hours Greeting  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Away-from-the-office Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Combining a Greeting with a Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Sample Menu  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Managing Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Reviewing the Current Greeting or Name and Extension Recording. . . . . 10
Changing What Greeting is Currently Played  . . . . . . . . . . . . . . . . . . . . . . 11
Scheduling Greetings  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Reviewing All Your Greeting Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Becoming Unavailable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Being Notified about Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Creating Notification Records  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Reviewing Notification Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Disabling Notification Records  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Managing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 
						

							vi Using Amanda@SOHO
Forwarding Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  19
Replying to Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21
Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  21
Sending Messages  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  22
Leaving a Message for Someone Else . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
Managing Personal Mailing Lists  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  23
Index  . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .  25 
						

							Using Amanda
Introducing Amanda
Amanda is an automated telephone attendant and voice messaging 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 always 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. You can change the contents 
of these fields from a touch-tone telephone using a series of menus. For 
example, you may turn Do Not Disturb on and off during a hectic day.
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 Amanda 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 log into Amanda. She prompts 
you at every step. 
						

							2 Using Amanda@SOHO
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. Initially your 
security code is the same number as your mailbox.
To log into Amanda:
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  +  
NOTE: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 have a message light and message button on your 
telephone, you can log into Amanda by pressing the mes-
sage button while the message light is on.
When you see this symbol, use one of the methods 
of logging into Amanda and identifying yourself 
that is described in this section. 
						

							Using Amanda3
Setting Up Amanda
As a new Amanda user, you should:
 Create a name and extension recording
 Put your name in the employee directory
 Change your security code
 Tell Amanda how you want to be notified about new messages
 Record one or more greetings
 Schedule greetings (if appropriate)
The first time you log into Amanda, she asks you if you want to set up your 
mailbox. You press   to set it up or   to set it up at another time. 
When you press  , Amanda walks you through the first three of these 
activities and then offers a menu that allows you to perform the others. 
Follow the directions she gives you over the telephone to set up your 
mailbox properly.
At the end, Amanda allows you to save or reject your changes. If you reject 
the changes, Amanda walks you through these activities again the next time 
you log into.
After the initial setup, you can change any of your settings individually as 
explained later in this guide. You can also reset your mailbox to eliminate all 
the current settings and be treated by Amanda as a first-time user once again.
To reset your mailbox:
    (For login information, see “Logging into Amanda” on page 2.)
+     +     +     + follow the directions from Amanda 
						

							4 Using Amanda@SOHO
Putting Your Name in the Directory
If you put the first few digits of your first and last names in the employee 
directory, callers can find you even if they do not know your extension 
number. Amanda tells callers that they can dial 411 to locate you in the 
directory.
To change your FIRST NAME in the employee directory:
   (For login information, see “Logging into Amanda” on page 2.)
+  
  +     +     +     + a maximum of 8 digits representing  +     
your first name
To change your LAST NAME in the employee directory:
   (For login information, see “Logging into Amanda” on page 2.)
+  
  +     +     +     + a maximum of 8 digits representing  +     
your last name
Changing Your Security Code
Your initial security code is usually your mailbox number or 997. It is a good 
idea to change it immediately and often. Changing your security code 
ensures that only you and other authorized personnel can access your 
messages. 
To change your security code:
  (For login information, see “Logging into Amanda” on page 2.)
+  
  +     +  new code  +     + new code (to confirm)  +