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Amanda Portal Telephone Features User Manual

Telephone features
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Using
Amanda Portal
Telephone Features
Version 1.xx
User's Guide: 10/01 Edition

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Summary of Contents for Amanda Amanda Portal Telephone Features

  • Page 1 Using Amanda Portal Telephone Features Version 1.xx User’s Guide: 10/01 Edition...

  • Page 2: Copyright And Trademark Notices

    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.

  • Page 3: Fraudulent Usage Advisory

    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...

  • Page 4: Conventions

    Amanda The name by which this manual refers to the Amanda Portal system to make reading about the system easier. Because of the name Amanda, the system is also re- ferred to as “she.” caller Someone who calls into Amanda. A caller often obtains in- formation, leaves a message for someone, and/or provides information.

  • Page 5: Table Of Contents

    Logging into Amanda ........
  • Page 6 Using Amanda Portal Telephone Features Leaving a Message for Someone Else ......17 Managing Personal Mailing Lists .

  • Page 7: Using Amanda

    Amanda Portal is an automated telephone attendant and voice processing 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.

  • Page 8: Logging Into Amanda

    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 +...

  • Page 9: Setting Up Amanda

    To hang-up from within the menu system: • Dial : 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 dial before hanging up, Amanda doesn’t need to wait, and the port becomes available faster.
  • Page 10 + the greeting’s number (1-7) + record greeting + When Amanda rings your extension and you do not answer, she plays a greeting. You can have up to seven of these greetings. For example, you can have a daytime greeting, an after-hours greeting, and a vacation or on-the-road greeting.

  • Page 11: Sample Greetings

    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.

  • Page 12: Away-From-The-Office Greetings

    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...

  • Page 13: Changing Your Security Code

    Screening Calls By screening calls, you can accept or reject specific calls based on who is calling. Normally, Amanda asks for and records the caller’s name and company. You can press to have Amanda repeat the name and company recording.

  • Page 14: When You Are Unavailable

    Using Amanda Portal 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.

  • Page 15: Listening To Messages

    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.

  • Page 16: Replying To Messages

    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.
  • Page 17 (but not *9). . Note: If your Amanda system does not have the fast_send_msg configuration option set to true, forwarding and sending messages requires more steps. You must press: before you input a mailbox number before you input a list number (instead of the...
  • Page 18 Using Amanda Portal Telephone Features Options Dial Make the message urgent. Make the message private. (Private messages cannot be forwarded.) Specify a delivery date + any combination of the following: and time : Any item (day, + the month + mon., yr., hr., or...
  • Page 19 If your administrator has set the fast_forward configuration option to True, you can forward messages using a minimum number of keystrokes and a predetermined set of steps. Amanda asks you for the destination mailbox number, confirms your choice by playing that mailbox owner’s name and extension recording, and asks for a prefix.

  • Page 20: Deleting Messages

    Using Amanda Portal Telephone Features To forward a message when fast_forward is set to true: + mailbox number + +record prefix + (to save and to send without verification) 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.

  • Page 21: Sending Messages

    (but not *9). . If your Amanda system does not use the "fast" method to forward and send messages, you must press: before you input a mailbox number before you input a list number (instead of the...

  • Page 22: Being Notified About Messages

    *. Otherwise, press #.” Being Notified about Messages Amanda can be configured to notify you when you have a message. She can call your pager to display the total number of messages and the number of new messages. She can use relay paging to display or forward a telephone number entered by your caller (if he pressed # while listening to your greeting).

  • Page 23: Leaving A Message For Someone Else

    Transfer button on your telephone.) After Amanda answers, dial works on any telephone switching system. However, if you hear Amanda say, “That was an invalid entry,” just use: Enter the mailbox to receive the message. Complete the call transfer. (Usually, you just hang up.)

  • Page 24: Managing Personal Mailing Lists

    Using Amanda Portal Telephone Features Managing Personal Mailing Lists Amanda allows you to have 29 personal mailing lists, which you create and manage using the lists menu. You use these lists to send and forward messages. To create a mailing list: + the list’s number (1-8, 10-30)

  • Page 25: Managing Messages Sent By Fax

    + rerecord list name + or description Managing Messages Sent by Fax A message can be faxed to your mailbox. Amanda lets you know that the message is a fax. You can retrieve it by: • Calling from a fax machine •...

  • Page 26: Managing Guest Mailboxes

    + Managing Guest Mailboxes If your Amanda system administrator has configured the system to allow guests, you can give a guest mailbox to another person. In this way, someone working for you temporarily can receive messages. He can check for those messages using any extension that has access to Amanda.

  • Page 27: Setting Up A Security Phrase

    Depending on the voice mail options selected by your company, you may use voice security phrase as an alternative to a security code entered from a telephone keypad. As Amanda learns the phrase, you will be asked to repeat it at least twice. Wait for the tone each time.
  • Page 28 Using Amanda Portal Telephone Features...

  • Page 29: Index

    Index pager telephone number accessing for notification greetings guest mailboxes after-hours after-hours greetings security code away-from-the-office Amanda changing lists changing current calling managing examples setting up controlling listening to user’s introduction calls offsite auto-scheduling conventions recording call processing changes copyright...
  • Page 30 Using Amanda Portal Telephone Features listening modifying reviewing greetings mailing lists greetings listening to guest mailboxes messages Name and Extension recording options lists recording creating notification samples changing pager telephone greetings mailboxes number scheduling guests messages call processing changes scheduling changes...

  • Page 31: Quick Reference

    Amanda Portal Quick Reference Internal: Dial Ext. No. _______ External: Dial Phone No. __________ Enter + _______ + (Some systems Enabling Network Telephony mailbox skip step 2.) for the Communicating PC Enter _______ + security code Use the Main Menu...
  • Page 32 Skip ahead (fast forward) Rewind Select system greeting Pause for 30 seconds until you press again Review the current greeting Hang up from within Amanda’s menus Dial another user Return to previous menu Send New Message Send New Message (cont.) Review...

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