Amanda Work Group Features Instructions Manual

							Chapter 3: Using Amanda Unified Messenger 63
To edit the subject:
1. Type a new subject in the Subject text box.
2. Click Save Changes   on the toolbar or File menu. 
Archiving Message Components
From the Amanda Message form, you can archive a voice component as a .WAV file or a 
fax component as a .TIF file.
To archive a message component:
1. Select the component from the Amanda Message form.
2. Select Archive Component... from the File menu. 
3. Select a name and location for the new .WAV or .TIF file.
Replying to an Amanda Message
The following procedure assumes that you are using the Amanda Message form to reply to 
messages. Be aware that Amanda ignores any text within the body of the message.
To reply to a message from another Amanda user:
1. After listening to the message, click Reply on the toolbar.
An Amanda Message form displays the contents of the To and Subject boxes. The rest 
of the window is blank.
2. Follow the steps for creating a message. See “Creating a Voice Message” on page 58 
or, if you are using your e-mail application’s message form, see “Using the Your E-
mail Application’s Forward and Reply Form” on page 74.
Forwarding an Amanda Message
The following procedure assumes that you are using Amanda Message form to forward 
messages. Be aware that Amanda ignores any text within the body of the message.
To forward a message to another user’s mailbox:
1. After listening to the message, click Forward on the toolbar.
An Amanda Message form lists the components to be forwarded and displays the con-
tents of the Subject box. Everything else is blank.
2. Follow the steps for creating a message. For example, you should add an initial com-
ponent that explains that you are forwarding the message—and why.
See “Creating a Voice Message” on page 58 or, if you are using your e-mail applica-
tion’s message form, see “Using the Your E-mail Application’s Forward and Reply 
Form” on page 74. 
						

							64 Using [email protected]/Windows Workstation Features
Using Do Not Disturb
When Do Not Disturb is on, Amanda immediately asks all of your callers to leave a 
message.
If your Amanda system administrator allows you to control the Do Not Disturb setting, 
you can turn it on and off using either Amanda Unified Messenger or your telephone. 
(Your Amanda system administrator can also change this feature.)
To turn Do Not Disturb on or off:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
2. On the Basic Options tab, select the mailbox for which you are setting this option 
from the Mailbox drop-down list box.
3. Select (or clear) the Do Not Disturb check box.
4. Click Apply or OK.
N
OTE:If Do Not Disturb is on, no call screening occurs. Amanda immediately 
asks all callers to leave a message.
Identifying the Person Being Called
When two or more people share a telephone extension, Amanda can announce the name of 
the person being called. The people who answer that extension can reject calls intended 
for people who are not available. Amanda asks the callers of rejected calls to leave a 
message.
To identify the person being called, Amanda plays that person’s Name and Extension 
recording. (If there is no recording for that user, Amanda reads the digits in the user’s 
mailbox.)
This feature cannot be changed using the telephone. You can control the Identify Called 
Party setting using Amanda Unified Messenger. (Your Amanda system administrator can 
also change this feature.)
To turn Identify Called Party on or off:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
2. On the Basic Options tab, select the mailbox for which you are setting this option 
from the Mailbox drop-down list box.
3. Select (or clear) the Identify Called Party check box.
4. Click Apply or OK. 
						

							Chapter 3: Using Amanda Unified Messenger 65
NOTE:When a mailbox has both call screening and called party identification 
on, the modified_call_screening option controls whether Amanda an-
nounces only the name and extension of the called party or both that and 
the name and company of the caller. If the modified_call_screening op-
tion has been set to false, you hear both. Your Amanda system adminis-
trator controls this option.
Playing Date and Time of Message
By default, Amanda plays the date and time each message was received just before 
playing the message. You can shorten the time it takes to listen to your messages by 
turning this feature off. 
This feature cannot be changed using the telephone. You turn it on and off using Amanda 
Unified Messenger. (Your Amanda system administrator can also change this feature.)
To play (or stop playing) the date and time of each message:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
2. On the Basic Options tab, select the mailbox for which you are setting this option 
from the Mailbox drop-down list box.
3. Select (or clear) the Play Date/Time Of Message check box.
4. Click Apply or OK.
Deleting Messages
You can delete messages from the Current Messages folder or from the Amanda Message 
form. Deleted messages go into the Deleted Messages folder until you log off the Amanda 
server (usually by exiting your e-mail application). Until that time, you can “undelete” any 
of the deleted messages.
To  d e l e t e  a  m e s s a g e :
 Do any one of the following:
- Select one or more messages from the Current Messages folder, press Delete, and 
confirm the deletion.
- Double-click the message in the Current Messages folder. 
From the Amanda Message form, click Delete   on the toolbar or File menu.
- Drag the messages to be deleted from the Current Messages folder to the Deleted 
Messages folder.
To permanently delete all messages:
1. From the Amanda Message form, click Delete   on the toolbar or File menu.
A warning message appears.
2. Confirm the deletion. 
						

							66 Using [email protected]/Windows Workstation Features
To undelete a message:
 Do any one of the following:
- Double-click the message in the Deleted Messages folder. 
From the Amanda Message form, click Undelete on the File menu.
- Drag the messages to be undeleted from the Deleted Messages folder to the Cur-
rent Messages folder.
Screening Incoming Calls
You can screen incoming calls—either using your telephone, workstation, or both.
If you use your telephone, you can only screen calls that you answer. Amanda asks the 
caller for a name and company before dialing your extension. This name and company 
recording is played for you. You either accept or reject the call. Rejected callers are asked 
to leave a message.
If you use your workstation to screen calls, you can screen all calls or only those that 
arrive when your telephone is busy. You can:
 Connect the call to your telephone
 Put the caller on hold
 Have the caller leave a message
 Transfer the caller to another Amanda user
Most people use only their workstations to screen calls or only their telephones, depending 
on whether or not their workstations are equipped with sound cards, etc. Others use their 
telephones when their extensions are not busy and their workstations when their 
extensions are busy.
To keep the time a caller must wait to a minimum, you need to decide in advance what 
greetings you want callers to hear and what other Amanda users to transfer calls to. Also, 
if you use a call-screening timeout, you have only a few seconds to screen each call and 
take an appropriate action.
Setting Up Call Screening (for your telephone)
To screen calls over the telephone:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
The Amanda Mailbox Settings dialog box appears.
2. Select the mailbox for which you are setting call screening options from the Mailbox 
drop-down list box. 
Most people have only one mailbox and do not need to change the current setting.
3. On the Basic Options tab, make sure that the Do Not Disturb check box is cleared. 
When Do Not Disturb is on, Amanda does not screen calls. All callers are asked to 
leave a message immediately.
4. Click the Screen Calls tab. 
						

							Chapter 3: Using Amanda Unified Messenger 67
5. Select the Screen Calls Using Telephone check box.
6. Click Apply or OK.
Screening a Call (over your telephone)
To screen a call via the telephone:
 Amanda asks each caller for a name and company before dialing your telephone 
extension.
When you answer, you hear “Your caller is” followed by the name and company 
recording.
Then you hear, “To accept this call, press 1. To reject this call, press 2 and hang up. To 
transfer this call with notification, press 3. To transfer this call without notification, 
press 4.”
- If you press 1, the call is connected to your extension.
- If you press 2, the caller hears your current greeting and can leave a message.
- If you select 3 or 4, you hear “Enter the destination mailbox number.” and enter 
the digits in another Amanda user’s mailbox number.
If you select 3, the caller hears, “Your call is being transferred to” followed by 
the Name and Extension recording for the Amanda user to whom the call is being 
transferred.
N
OTE:If you have selected both Screen Calls Using Telephone and Screen Calls 
Using Workstation, you should be aware of the following:
If you selected the Only When Busy option button for workstation call screen-
ing, you have telephone screening when your extension is not busy and 
workstation screening when it is busy. 
If you selected the Always option button for workstation call screening, work-
station call screen takes precedence over telephone call screening.
Setting Up Call Screening (for your workstation)
To set up call screening using your workstation:
1. Click Amanda Mailbox Settings   on the toolbar, the Amanda Message menu, or 
the Tools menu.
The Amanda Mailbox Settings dialog box appears.
2. Select the mailbox for which you are setting call screening options from the Mailbox 
drop-down list box. 
Most people have only one mailbox and do not need to change the current setting.
3. On the Basic Options tab, make sure that the Do Not Disturb check box is cleared. 
When Do Not Disturb is on, Amanda does not screen calls. All callers are asked to 
leave a message immediately.
4. Click the Screen Calls tab.
5. Select the Screen Calls Using Workstation check box. 
						

							68 Using [email protected]/Windows Workstation Features
6. Decide when to screen calls by selecting either of the following:
 Select the Only When Busy option button to screen calls only when your tele-
phone is busy. This is similar to a “Call Waiting” feature.
 Select the Always option button to screen all calls.
7. Let Amanda know what to do if call screening times out before you select an action. 
Select one of the following:
 Have Amanda dial your extension by selecting the Route To Extension After 
Timeout option button.
 Have Amanda ask the caller to leave a message by selecting the Route To Voice 
Mail After Timeout option button.
 Have Amanda place the caller on indefinite hold by selecting the Keep On Hold 
option button.
8. Click Advanced....
The Advanced Call Screening dialog box appears.
9. If you want your workstation to beep when a new call is to be screened, select the 
Beep For New Active Call check box.
10. If you selected Keep On Hold as the timeout action, select Reminder Of Active Calls 
to have a message appear every 30 seconds reminding you that at least one call is still 
waiting for this mailbox.
11. (Optional) If you intend to transfer calls to other Amanda users, it is a good idea to 
create a personal transfer list. The transfer list should contain only the names of peo-
ple to whom you would transfer calls.
a. Select the Select From Personal Transfer List option button.
b. Click Edit List....
The Personal Transfer List dialog box appears. 
						

							Chapter 3: Using Amanda Unified Messenger 69
The Show Names From The drop-down list box defaults to the address book for 
the correct mailbox.
c. Use the Type Name Or Select From List text box or list box to locate the 
Amanda mailboxes to which you will transfer calls.
d. Double-click the mailbox (or select the mailbox and click To->) to add it to 
the Transfer List box.
N
OTE:You can select a mailbox then click Properties to find out more 
about its owner.
Do not use the Find... button. It cannot search this address 
book.
e. Click OK to return to the Advanced Screen Calls dialog box.
12. Use the default timeout of 30 seconds or enter another number of seconds in the Call 
Waiting Timeout box.
The range is from 0 to 300 seconds (5 minutes).
13. When Amanda notifies you that you have a call waiting, you will probably be work-
ing in another application. If you use an input delay, the next key that you type ends 
up in that application rather than the call waiting dialog box. By default, the Call 
Input Delay box contains 5000 ms. You can decrease this delay by typing in a new 
number (0–5000) or using the spin button.
14. Click OK to return to the Screen Calls tab.
15. Click Apply or OK.
Screening a Call (using your workstation)
When a call is to be screened, the following window appears on your workstation: 
						

							70 Using [email protected]/Windows Workstation Features
The Call List box has the following columns:
To screen a call on your workstation:
1. If you have speakers, click Play Name to hear the caller’s name and company.
2. Based on the caller’s description, you do one of the following:
 Connect to the caller:
a. If you are currently taking to a caller, end that call and hang up.
b.  On the Amanda Call Control for Unified Messenger window, click Con-
nect.
c. Answer your telephone when it rings.
T
IP:To connect, you can also double-click the call or select the call 
and press Enter.
 Put the caller on hold:
a.  On the Amanda Call Control for Unified Messenger window, select a 
greeting for the caller from the drop-down list box beneath the Hold but-
ton. Column Contents
Number The number given to the incoming call. 
When a call arrives, Amanda Unified Mes-
senger gives it the number 1 when there are 
no other calls in the Call List. Otherwise, the 
call is given the next available consecutive 
number.
Caller ID The mailbox number for a call from another 
Amanda user; the caller’s number for out-
side calls that provide Caller IDs.
Time Called The date and time the call arrived.
Elapsed Time The number of seconds that have passed 
since the call arrived.
Timeout The number of seconds left before the op-
portunity to take action on this call ends.
State A line of text indicating the current state of 
the call, such as:
New Call
On Hold
Transferred caller: xxx
Call went to voice mail
Connecting
Caller disconnected
Caller went to another mailbox
Caller disconnected
Connected
Lost connection
Sent to voice mail after server timeout
Caller recorded message
Caller elected not to leave message
Caller recording message
Description The text you entered after clicking the Set 
Description... button; this becomes part of 
the call history for later reference. 
						

							Chapter 3: Using Amanda Unified Messenger 71
The default is your custom busy greeting or, if you have no custom 
busy (or if custom busy is turned off), the default is the system busy 
greeting (“To leave a message, press *. To try another extension, en-
ter it now. To continue holding, please stay on the line.”).
b. Click Hold.
c. (Optional) Click Set Description....
The Enter Call Description dialog box appears.
 Type the name of the caller or some other descriptive text in the 
Description text box.
This description is for future reference.
d. After you end your current call, select the number for this call, then click 
Connect.
 Have the caller leave a message:
a.  On the Amanda Call Control for Unified Messenger window, select a 
greeting for the caller from the drop-down list box beneath the Take Mes-
sage button.
The default is your current greeting or, if you have not recorded greet-
ings, the system greeting (“Please leave a message for” followed by your 
Name and Extension recording).
b. Click Take Message.
c. To listen to the message being left by your caller, click Listen In.
d. When you are through listening, click Stop Listening.
N
OTE:While the caller is leaving a message, you can still click Con-
nect, Hold, or Transfer.
 Transfer the caller to another Amanda user:
a. On the Amanda Call Control for Unified Messenger window, select a 
greeting for the caller from the drop-down list box beneath the Transfer 
button or use the System Transfer greeting (“Your call is being trans-
ferred to” followed by the other user’s Name and Extension recording).
b. Click To....
Either the system list or your personal transfer list appears.
c. Select a mailbox then click OK.
d. Click Transfer.
N
OTE:The mailbox you select appears in the To... button as the default 
transfer mailbox for your next call. For example, instead of 
reading “To...”, the button reads “To 142” or “To James Egan.” 
When you click Transfer, the call goes directly to the specified 
mailbox. To reset the To... button, click it. Then you can make 
a selection from the system list or your personal transfer list 
once more.
The Amanda Call Control for Unified Messenger window remains on your monitor’s 
screen after you have finished screening calls. Click Close if you prefer not to see the 
window.
T
IP:Click the Question Mark button on the call control window, then click on 
each button or list to learn more about it.
N
OTE:You can add a description (by clicking Set Description...) at any time.  
						

							72 Using [email protected]/Windows Workstation Features
Using the Call History Folder
For each call that you screen on your workstation, an entry appears in the Call History 
folder. As shown in the next figure, the Amanda Message - Call History form displays 
information about the call, such as the date and time of the call, the action taken, and any 
description of the call you have entered.
You can click Play Name and Company Recording to hear the name and company of the 
caller. You can click Open Caller’s Message... to review any message left as a result of the 
call. For example, if you connected yourself to this caller, no message was left and the 
Open Caller’s Message... button is disabled.
If you forward or reply to a call history message, the name and company recording is 
mailed. If the call history message is forwarded as e-mail, the text of the Description box 
is also sent. A message left by a caller is never forwarded this way.
Editing the Description
From the Amanda Message - Call History window, you can edit the call history message’s 
description. This is helpful in identifying individual calls.
To edit the description:
1. Type a new description in the Description text box.
2. Click Save Changes   on the toolbar or File menu.