Amanda Work Group Features 7 Xx Instructions Manual

							Chapter 2 Using Amanda Messenger 43
The Transfer Greeting dialog box displays your greetings.
5. Select a greeting then click OK.
T
IP:Record a special transfer greeting (one of your RNA 
greetings) and configure Manage Waiting Calls to use 
it automatically. 
Managing Greetings
Amanda provides a system Ring No Answer (RNA) greeting and a system 
busy greeting for when you do not answer or your extension is busy. 
Amanda also provides a default Name and Extension recording that 
identifies you by your mailbox. 
Unless these options have been locked by your system administrator, you 
can use Amanda Messenger to record or import .WAV files for:
 Up to seven RNA greetings. (You can switch from one greeting to 
another as appropriate.) For example, you can have one greeting for 
regular work days, another for after hours, another for when you are 
out of the office, and so forth.
 A custom busy greeting.
 A personalized Name and Extension recording. 
						

							44 Using [email protected]/DOS Workstation Features
Controlling the RNA Greeting
You can use the system greeting or one of your own custom RNA greetings. 
You can change them to suit your needs. For example, to use different 
greetings for when you are at your desk and when you are not, change your 
greeting as you leave and return. (Routine changes, such as for daytime and 
after-hours, can be scheduled. See your Amanda system administrator for 
details.)
Amanda plays the selected RNA greeting when any of the following is true:
 Do Not Disturb is selected.
 Do Not Disturb is cleared, you do not answer the telephone, and the 
RNA Chain is blank.
 Call screening is selected and you reject the call.
If the mailbox is a message taker, Amanda plays the system greeting when 
the specified greeting does not exist.
To change the RNA greeting:
1. On the Options menu, click Greetings…
The Greetings dialog box appears.
2. Select the greeting to be used from the Greeting drop-down list box.
The Maximum Length text box defines the maximum number of sec-
onds allowed for each greeting. You cannot change this. It is under the 
control of the Amanda system administrator.
Controlling the Busy Greeting
You can use the system busy greeting or your own custom busy greeting (if 
your administrator has not locked the Custom Busy Greeting option).
To switch between the system and custom busy greetings:
1. On the Options menu, click Greetings…
The Greetings dialog box appears. 
						

							Chapter 2 Using Amanda Messenger 45
2. Select the On check box to use your custom busy greeting. Clear it to 
use the system busy greeting.
When this check box is selected, Amanda uses your custom busy greet-
ing when your extension is busy. You can record the custom busy greet-
ing only via the telephone. For more information, see 
Using 
[email protected] Telephone Features
.
When cleared, the system busy greeting is used. The system busy greet-
ing allows the caller to hold for the extension by pressing *, which, in 
turn, causes Amanda to play the Busy-Hold music file (about 30 sec-
onds of custom music) before trying the extension again. If the exten-
sion is still busy, Amanda changes her prompt, allowing the caller to 
continue holding, enter another extension, or leave a message. 
The Maximum Length text box defines the maximum number of sec-
onds allowed for your custom busy greeting. You cannot change this. It 
is under the control of the Amanda system administrator.
N
OTE:If the Extension text box in the General Mailbox Informa-
tion dialog box indicates an unsupervised transfer (for ex-
ample, 127H), calls cannot be placed on hold.
Playing a Greeting or Name and Extension Recording
You can listen to a greeting or your Name and Extension recording using 
either your telephone or your workstation’s sound card and speakers. (Which 
is used depends on the setting for Use Speakers. See “Setting Up Amanda 
Messenger,” earlier in this chapter, for more information.)
To play a greeting or your Name and Extension recording:
1. On the Options menu, click Greetings…
The Greetings dialog box appears.
2. Select Greeting, Name and Extension, or Custom Busy.
3. If you select Greeting, you also select the greeting to be played from the 
Greeting drop-down combo box.
(You have up to seven custom greetings and the system greeting to 
choose from.) 
						

							46 Using [email protected]/DOS Workstation Features
4. Click Play.
Amanda Messenger plays the greeting or calls you on the telephone to 
play the greeting.
Recording a Greeting or Name and Extension Recording
You can record custom greetings or your Name and Extension recording 
using your telephone or your workstation’s sound card. (Which is used 
depends on the setting for Use Speakers. See “Setting Up Amanda 
Messenger,” earlier in this chapter, for more information.) When recording 
on your workstation’s sound card, the sound can go to the sound card from a 
microphone, CD ROM drive, or an inline jack. 
To record a greeting or your Name and Extension recording:
1. On the Options menu, click Greetings…
2. The Greetings dialog box appears.
3. Select Greeting, Name and Extension, or Custom Busy.
4. If you select Greeting, you also select the greeting to be played from the 
Greeting drop-down combo box.
(You have up to seven custom greetings to choose from.)
5. Click Record.
6. Do one of the following:
 If you have checked the Use Microphones check box in the Work-
station Options dialog box:
a. Start talking to the microphone, playing a CD, or whatever 
is appropriate. 
b. When you are done, click Stop. (The Record button chang-
es to a Stop button.)
The Approve or Reject dialog box appears.
c. Click Review to listen to your recording.
d. Click Save to save it or Cancel to reject it. If you reject the 
recording, redo steps 3 and 4. 
						

							Chapter 2 Using Amanda Messenger 47
NOTE:For recordings made using the microphone, use the 
mixer to determine where the input is coming from. 
The mixer is usually a program that comes with the 
sound card. It is also a standard multimedia application 
within Windows 95 called “Volume.”
 If the Use Microphones check box is unchecked, Amanda will call 
your extension and prompt you through the recording session.
See “Setting Up Amanda Messenger,” earlier in this chapter, for more 
information about workstation options.
Importing a Greeting or Name and Extension Recording
You can import a .WAV file for use as a greeting. For best results, use an 8-
bit, mono .WAV file with a 11025kHz format. CD quality will also work. For 
a stereo .WAV file, you can set the Stereo Import Conversion preference. See 
“Setting Up Amanda Messenger” and “Stereo Import Conversion,” earlier in 
this chapter for more information about converting .WAV files.
To import a .WAV file as a greeting or your Name and Extension 
recording:
1. On the Options menu, click Greetings…
The Greetings dialog box appears.
2. Select Greeting, Name and Extension, or Custom Busy.
3. If you select Greeting, you also select the greeting to be played from the 
Greeting drop-down combo box.
(You have up to seven custom greetings to choose from.)
4. Click Import….
The File Open dialog box appears.
5. Use the File Open dialog box to provide the path (drive, directory, and 
filename) for the .WAV file to be imported.
6. Click OK. 
						

							48 Using [email protected]/DOS Workstation Features
The Approve or Reject dialog box appears.
7. Click Review to listen to the .WAV file.
8. Click Save to save it or Cancel to reject it. If you reject it, you can redo 
steps 3 through 7.
9. See “Setting Up Amanda Messenger,” earlier in this chapter, for more 
information about workstation options.
Naming an RNA Greeting
To provide a name for an RNA greeting:
1. On the Options menu, click Greetings…
The Greetings dialog box appears.
2. Select a greeting to be imported from the Greeting drop-down combo 
box. 
3. Click Edit Name….
The Greeting Name dialog box appears.
4. Type a name for the greeting in the text box. 
While you can type up to 50 characters in the text box, be aware that you 
can see only about 20 of those characters in the Greetings drop-down 
combo box.
Miscellaneous
The next few sections cover general user information, managing guest 
mailboxes, and using Amanda Messenger’s menus, toolbar, and player 
controls. 
						

							Chapter 2 Using Amanda Messenger 49
Viewing General Mailbox Information
You can view, but not change, general information about your mailbox. 
To view this read-only information:
 On the Options menu, click Mailbox Info….
The General Mailbox Information dialog box displays the following:
 The two names used for you in the employee directory. Callers can 
type the first few digits of these names and be given your extension. 
Amanda Messenger displays this information at Directory Name 1 
and Directory Name 2.
 The comment associated with your mailbox.
 The contents of your mailbox’s Extension text box. Usually this 
contains your extension. However, the administrator can use the 
Token Programming Language to program this text box.
 
General Mailbox Information 
OptionDescription
Directory Name 1Amanda uses this information to build the employee directory (usu-
ally reached by dialing mailbox 411) automatically. 
Directory Name 2Same as Directory Name 1. Amanda uses the second directory name 
to allow for an additional name, e.g., a last name or nickname. 
CommentUsed by your system administrator to describe the mailbox.
ExtensionControls how your incoming calls are processed. When a call ac-
cesses this mailbox and Do Not Disturb is cleared, Amanda per-
forms the programmed dial actions in this text box. Typically this 
text box contains the extension that Amanda should ring. 
Server NameThe name of the Amanda Server to which you are logged on. 
						

							50 Using [email protected]/DOS Workstation Features
Managing Guests
Your system administrator can allow you to create mailboxes for guests. For 
example, you may have a part time employee who needs to access voice mail 
for a few months.
To add a guest:
1. On the Options menu, click Guests…
The Guest List dialog box appears.
2. Click New. 
The appropriate guest mailbox number appears in the guest list. 
To  d e l e t e  a  g u e s t :
1. On the Options menu, click Guests…
The Guest List dialog box appears.
2. Select the guest mailbox to be deleted.
3. Click Delete. 
Using the Menus
Amanda Messenger provides a menu bar with the following menus and 
options: 
						

							Chapter 2 Using Amanda Messenger 51
System menu
Edit menu
View menu
Log OnAllows you log on to Amanda Voice Server after 
you have been disconnected for some reason. For 
example, the server may have become temporarily 
unavailable.
Stop WaitingInterrupts the action being performed. Use this 
command if communication between Amanda Mes-
senger and Amanda Voice Server slows down sig-
nificantly (due to network traffic, high levels of 
CPU activity, and so forth). 
ExitAllows you to terminate Amanda Messenger.
UndoReverses the last editing action for the selected mes-
sages or components.
CutMoves the currently selected messages or compo-
nents to the internal clipboard (not the Windows 
clipboard). The selected items replace the previous 
contents of the clipboard.
CopyCopies the currently selected messages or compo-
nents to the internal clipboard. The selected items 
replace the previous contents of the clipboard.
PasteCopies the messages or components currently 
stored in the internal clipboard to a message or 
Compose window.
ToolbarDisplays or hides the toolbar.
Status BarDisplays or hides the status bar at the bottom of the 
window.
Player ControlsDisplays or hides the player controls and the slider. 
						

							52 Using [email protected]/DOS Workstation Features
Messages menu
New MessageOpens a new Compose window. 
ForwardOpens a Compose window containing the compo-
nents of the selected message. On the Messages 
menu, you click Record to add a component that 
explains why you are forwarding the message, 
then click Send… to mail the contents of the Com-
pose window.
Forward Immedi-
ately…Forwards the current message to another mailbox 
without allowing you to edit the message.
ReplyReplies to the current message if it was received 
from another mailbox.
Send…Sends the current message to the specified mail-
boxes.
Import Message…Imports any .WAV file into a Compose window as 
a message component. To send the message, use 
the Send… command on the Messages menu.
Show ComponentsAllows you to view the components of a message. 
Every message contains from 1 to 20 components.
N
OTE:  You can also right-click a message to show 
its components. 
Edit Subject…Allows you to create a subject for the selected mes-
sage. Use up to 50 characters. The subject appears 
in the window in the Subject column.
N
OTE:  You can also double-click a message’s sub-
ject column to edit the subject.
SaveMoves the selected messages from the New Mes-
sages window or Trash Bin window to the Saved 
Messages window.
N
OTE:  You can also drag the message to Saved 
Messages window.