Amanda Work Group 7xx User Guide

							Using Amanda5
After any recording:
Sample Greetings
This section contains sample greetings for a variety of occasions. It is 
important that each greeting be as informative as possible. See “Recording 
Greetings” on page 3 for a standard example of each type of recording: the 
Name and Extension recording, the Ring No Answer greeting, and Custom 
Busy greeting.
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.”To D i a l
Review the recording
Rerecord
Add to the end of the recording
Cancel the recording
Save the recording 
						

							6 Using [email protected]/DOS Telephone Features
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:
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5
th. 
My associate, Matthew Lee, is handling all my business calls. Call Matthew 
at Extension 557 or leave him a detailed message at the tone.”
Managing Recorded Greetings
Use the greetings menu to listen to the current greeting, use a different 
greeting or rerecord a greeting. (See “Recording Greetings” on page 3 for 
information about recording greetings.)
To listen to the current greeting:
  +  
  +   
						

							Using Amanda7
To change which greeting is heard:
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.
To change your security code:
  +  
  +     +  new code  +     + new code (to confirm)
Controlling Calls
This section explains how you can screen calls, turn do not disturb on and 
off, and control what your callers hear when your line is busy or when you 
cannot answer your telephone.
Screening Calls
By screening calls, you can accept or reject specific calls based on who is 
calling.
If you share an extension or answer calls for more than one mailbox, you 
may want to screen calls based on what mailbox is being called. Ask your 
administrator for more information.
To turn call screening on or off:
  +  
  +    
the greeting’s number (1-7)  +  
  +    + 
(Optional)   (to listen to the greeting)
  (for the system greeting)  +   
						

							8 Using [email protected]/DOS Telephone Features
When You Are Unavailable
On hectic days or when you are out of the office, you can use Amanda’s Do 
Not Disturb to keep your extension from ringing. Callers hear your greeting 
immediately and can leave you a message. Your coworkers are also not 
disturbed by your ringing extension.
To turn Do Not Disturb on or off:
  +  
  +    
Reviewing Options
You can review the current settings for options such as Do Not Disturb and 
call screening.
To review option settings:
  +  
  +  
Scheduling Changes
Amanda can be configured to automatically change your extension, do-not-
disturb setting, call screening setting, and your greeting at particular dates 
and times. See your administrator for details.
Managing Messages
You can listen to messages, then forward them, reply to them, or delete them. 
						

							Using Amanda9
Listening to Messages
You will use Amanda primarily to listen to and send messages.
Usually, Amanda plays messages in the order that they were received (oldest 
to newest). She makes an exception for urgent messages, playing them in 
newest to oldest order and prior to any other messages. 
Normally, messages are saved until you delete them, so delete old messages 
from your mailbox as soon as possible.
Your Amanda system may have been configured differently. For example, it 
may play new messages first or purge old messages after a number of days. 
Check with your administrator.
To play messages you have received:
Options: More options:
Next messageReplay messageDelete messageRestore the message you just deleted
  +    
Previous messageForward messageReply to messagePlay date/time of current message
  +    
Pause 30 sec./ResumeIncrease volumePrevious menuNext new message (or next message)
  +    
Rewind a bitDecrease volumeFast forward a bitContinuous delete
  +  
Continuous playMark current message as new/unheard
  +    +   
						

							10 Using [email protected]/DOS Telephone Features
Forwarding Messages
You can forward messages left for you to any other Amanda user. For 
example, you might need to reroute a message to the coworker who should 
have received it in the first place.
Adding a prefix to the forwarded message lets the other user know that you 
received the message first and allows you to provide instructions regarding 
the message. You can bypass this step and still set a future delivery date and 
time.
To forward the message you just listened to:
Select mailbox or 
list of mailboxes Add Prefix (Recommended)
     +  mailbox  +     +
  +     +  
  +  record prefix  +    +  
hang up or add options  +  
  +
(see options below)
  + list number  +
A personal 
list is:
 
through 
.
A system list is:
 
through 
.
 
Send without
 verification  
Send with 
verification
(With verification, you are no-
tified when the recipient hears 
the message.) 
						

							Using Amanda11
OptionsDial
Make the message urgent.
Make the message private.
(Private messages cannot be forwarded.)
Specify a delivery date 
and time  +  any combination of the following:
NOTE:  Any item (day, 
mon., yr., hr., or 
min.) not specified 
takes its value from 
the current date 
and time.
If you use 13 
through 23 for 
hours after noon, 
you are not asked 
whether you meant 
A.M. or P.M.
  +  the month  +     +
  +  the day of the month  +     +
  +  the year (use 2 or 4 digits)  +      +  
  (for A.M.)  + 
  +  the hour  +     +  
  (for P.M.)  +  
  +  the minutes  +     +   
						

							12 Using [email protected]/DOS Telephone Features
NOTES:After forwarding a message you have received or sending a 
message you have created to one mailbox or list, you can 
repeat the procedure for another mailbox or list. A config-
uration option (set by your Amanda administrator) allows 
messages to be sent to more than one mailbox or list.
When addressing a message as a user, your can press 
 (or whatever the extension is for your employee 
directory) to find another user’s extension. 
Depending on the options set on your system, you might be 
prompted: “To select this extension, press *. Otherwise, 
press # to continue.” When there are no more matching di-
rectory entries, the prompt is: “To search the directory 
again, press *. Otherwise, press #.”
For example, if you create a message Friday afternoon that no one should listen to until 
Monday morning (June 2nd), set June 2nd at 9:00 A.M. as the delivery date and time:
  +  
  +  
  (the month)  +     +  
  +  
  (the day of the month)  +     +  
  +     (the hour)  +      +    (for 
A.M.)  
  +     (the minutes)   +      +    (to finish)
If you set a date and time in the past, the message is sent immediately.  
						

							Using Amanda13
Replying to Messages
You can reply to any messages you received from other Amanda users.
To reply to the message that you just listened to:
Deleting Messages
You can delete messages. If you make a mistake, you can restore a deleted 
message—but only if you have not changed menus or hung up.
To delete the message that you just listened to:
  +     
Be careful because pressing additional  ’s deletes additional messages.
For example, pressing   deletes this message and the next.
To restore the most recently deleted message:
   +     
repeat to restore 
additional messages
  +     +    +  record your reply  +    +  hang up or add options  +     +
(use options listed for 
   forwarding messages)
 
Send without 
verification  
Send with 
verification
(With verification, you are 
notified when the recipient 
hears the message.) 
						

							14 Using [email protected]/DOS Telephone Features
This works after deleting the message, but not if you have hung up or 
changed menus.
To delete all messages:
   +     
Sending Messages
When you have an announcement to make to several users or want to leave a 
message for a user that you know is out of the office, you can send a message 
to an individual mailbox or a list of mailboxes. 
(See “Managing Personal Mailing Lists” on page 16 for more information 
about lists.) 
N
OTE:When addressing a message as a user, your can press 
 (or whatever the extension is for your employee 
directory) to find another user’s extension. 
Depending on the options set on your system, you might be 
prompted: “To select this extension, press *. Otherwise, 
press # to continue.” When there are no more matching di-
Select mailbox or
list of mailboxes
  +  
  +  
     +  mailbox  +     +   
    +  record message  +    +
  + list’s number  +
A personal 
list is:
 
through 
.
A system list is:
 
through 
.add one or more options  +     +
 (use options for 
 forwarding messages)
Send without 
verification  
Send with 
verification
(With verification, you are 
notified when the recipient 
hears the message.)