Amanda Amanda@SOHO Version 3.xx User manual

Using

AmAndA@SOHO

Version 3.xx

User’s Guide: 7/01 Edition

ii Using Amanda@SOHO

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:

Amanda The 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.”

caller Someone 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.”

user Someone 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 thatyou 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

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 securitycodeimmediatelyandyouare

at someone else’s extension, use:

Dial: _______ (Amanda’s number) + + +

mailbox + + security code +

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 Amanda 3

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) +

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