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Amanda @Work.Group/DOS Version 7.xx User Manual

Workstation features
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Workstation Features
Version 7.xx
User's Guide Edition 7/01

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Summary of Contents for Amanda Amanda@Work.Group/DOS Version 7.xx

  • Page 1 Using @Work.Group/ Workstation Features Version 7.xx User’s Guide Edition 7/01...

  • 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

    Because of the name Amanda, the system is also referred to as “she.” caller Someone who calls into Amanda. A caller often ob- tains information, leaves a message for someone, and/or provides information. Because Amanda is referred to as “she,” callers and users are referred to as “he.”...

  • Page 5: Table Of Contents

    Logging On to Amanda Voice Server ....... . . 7...
  • Page 6 Using Amanda@Work.Group/DOS Workstation Features Managing Messages ..........17 Playing or Viewing a Message.
  • Page 7 Getting Started ..........59 Starting and Exiting Amanda Dialer......59 Setting Options .
  • Page 8 Using Amanda@Work.Group/DOS Workstation Features...

  • Page 9: Installing Amanda Clients

    Installing Amanda Clients Installing Amanda Messenger and Amanda Dialer The Amanda Messenger and Amanda Dialer applications must be installed on each user’s workstation. They can be installed from a network drive if your Amanda system administrator or your network administrator copies the files on the User Clients disk to a network location.

  • Page 10: Installing Amanda Fax

    Use the default path (C:\AMACLNTS) for the Amanda Clients or type (or browse for) another path in the Path text box. Click Continue. The Destination Group dialog box appears. Use the default group (Amanda) or type a new group name in the Group text box. Click Continue. Installing Amanda Fax Install Amanda Fax only after you have installed the Amanda Messenger and Amanda Dialer software.

  • Page 11: In Windows 95 Or 98

    Amanda@Work.Group User Client disk. (Windows 3.11 is looking for the directory that stores the OEMSETUP.INF file. Ask your Amanda system administrator for the exact path to this directory, if necessary.) Click OK to return to the Install From Disk dialog box.
  • Page 12 Amanda@Work.Group User Client disk. (Windows 95 is looking for the folder that stores the OEMSETUP.INF file. Ask your Amanda system administrator for the exact path to this folder, if necessary.) Notice that you cannot select a file from this Open dialog box.
  • Page 13 11. Click Next. 12. You probably do NOT want Amanda Fax as your default printer and should select the No option button. If you plan to use Amanda Fax as the default printer, select the Yes option button instead. 13. Click Next.
  • Page 14 Using Amanda@Work.Group/DOS Workstation Features...

  • Page 15: Using Amanda Messenger

    Amanda Messenger provides a workstation interface for managing messages. It is easier to use and has more options than are available when using a touch-tone telephone. When you start Amanda Messenger, you must log on to the Amanda Voice Server. To use Amanda Messenger: Double-click the Amanda Messenger icon.

  • Page 16: Logging Back On

    Your mailbox is probably the same as your extension number, but it doesn’t have to be. Check with your system administrator to be sure. Type your security code in the Security Code text box. (This is the same security code that you use to access Amanda over the telephone.) Click OK.

  • Page 17: Changing Your Security Code

    Changing Your Security Code As you start Amanda Messenger, you are prompted for your security code. Amanda Messenger uses that code to log you on to Amanda Voice Server. Once logged on, you can listen to your messages, send messages, and so forth.
  • Page 18 Using Amanda@Work.Group/DOS Workstation Features Amanda Messenger puts every incoming message in the New Messages window. In general, you should use this window only for messages that you haven’t played or, in the case of fax messages, haven’t viewed. However, unless new messages are automatically saved, the New Messages window lists any messages that you have not saved or deleted, regardless of whether you have played or viewed them.

  • Page 19: Understanding Information Columns

    Each message window contains five columns: Date Displays the date associated with the message. Depend- ing on Amanda Voice Server options, it is either the date the message was recorded or the date the message was forwarded. This column sorts in ascending (oldest to newest) order.

  • Page 20: Resizing And Reordering Columns

    Using Amanda@Work.Group/DOS Workstation Features Length Displays one of the following: For a one component voice message, displays the total length in seconds. For a one component fax message, displays the total num- ber of pages. For a multi-component message, displays the total num- ber of components.

  • Page 21: Sorting Rows

    Chapter 2 Using Amanda Messenger To reorder the columns: • Position the mouse pointer over the column header and drag it to the column’s new position. Sorting Rows By default the rows are sorted by date, but you can sort them based on the data in any column.

  • Page 22: Setting Up Amanda Messenger

    Using Amanda@Work.Group/DOS Workstation Features Setting Up Amanda Messenger To make sure that Amanda Messenger operates the way you want it to, you need to set workstation options. To set up Amanda Messenger: On the Options menu, click Workstation Options…. The Workstation Options dialog box appears.

  • Page 23: Converting From Stereo To Mono

    • Average of Both Being Notified about New Messages If Amanda Messenger is running (even in the minimized mode), it can notify you every time a new message is received by displaying a message on your workstation. To be notified about new messages by Amanda Messenger: •...

  • Page 24: Saving New Messages Automatically

    Prompt to Empty Trash Bin on Exit Amanda Messenger automatically deletes all the messages in the Trash Bin window as you exit. When you exit, Amanda Messenger can remind that the messages in the trash bin will be deleted and allow you to cancel the exit.

  • Page 25: Managing Messages

    Edit Subject dialog box. Saving a Message Depending on the workstation options you set, Amanda Messenger may automatically save every new message after you play it. Otherwise, to save a message, you must move it from the New Messages window or the Trash Bin window to the Saved Messages window.

  • Page 26: Deleting A Message

    To permanently delete messages, you empty the Trash Bin window or exit Amanda Messenger. To empty the trash bin, do one of the following: • From the Messages menu, click Empty Trash Bin. • Allow the trash to be emptied automatically as you exit Amanda Messenger.

  • Page 27: Composing A Message

    An empty Compose window appears. On the Play menu, click Record. Your extension rings. Answer the telephone and Amanda will prompt you through the record- ing process. After you save the recording, its component number appears in the active window.
  • Page 28 Using Amanda@Work.Group/DOS Workstation Features To record a message using the workstation’s sound card: On the Messages menu, click New Message. An empty Compose window appears. On the Play menu, click Record. Immediately start speaking into the microphone or playing a CD (or other device) for .WAV files.

  • Page 29: Using Message Components

    Chapter 2 Using Amanda Messenger Repeat steps 2 and 3 for any other messages that have components to be used in the new message. To use the entire message as part of the new message, you can drag it directly from the message window to the Com- pose window.
  • Page 30 Using Amanda@Work.Group/DOS Workstation Features To send a message that has been composed: Select the Compose window that contains the message to be sent. On the Messages menu, click Send…. The Message Send Information dialog box appears. Indicate whether you are sending the message to a mailbox or a list of mailboxes by selecting the Mailboxes, Personal List, or System List option button.

  • Page 31: Forwarding A Message

    The Future Delivery Date and Time dialog box appears. Type or use the spin boxes to select the delivery date and time. If you select a date or time in the past, Amanda delivers the message immediately. Click OK to return to the Message Send Information dialog box.
  • Page 32 Using Amanda@Work.Group/DOS Workstation Features To forward a message exactly as it is: Select the message or messages to be forwarded from a message window. Do one of the following: • Click Forward Immediately on the toolbar. • On the Messages menu, click Forward Immediately….
  • Page 33 The Future Delivery Date and Time dialog box appears. Type or use the spin boxes to select the delivery date and time. If you select a date or time in the past, Amanda delivers the message immediately. Click OK to return to the Message Send Information dialog box.
  • Page 34 Using Amanda@Work.Group/DOS Workstation Features After saving your prefix, the Message Send Information dialog box appears. Follow steps 3 through 8 in the above procedure “To forward a message exactly as it is.” To record an additional component: On the Play menu or from the player controls, click Record.

  • Page 35: Replying To A Message

    Amanda Messenger and then send them as fax messages to coworkers. If you created a file from another application, such as Microsoft Word, using the Amanda Fax Driver, that file has the .FAX extension and can also be imported. Do one of the following: •...

  • Page 36: Managing Fax Messages

    You can view fax messages, rotate their pages, print them, and save them as image files using .TIF (Group 3) or .DCX format. You can also open .TIF or .DCX files for viewing in Amanda Messenger. Once it is open, you can import it as a fax message.
  • Page 37 Chapter 2 Using Amanda Messenger To rotate the pages in a fax message: On the Fax menu, click Rotate Fax…. The Rotate Fax dialog box appears. Select an option button to rotate all the pages in the message: • 90 degrees (clockwise or counter-clockwise) •...
  • Page 38 A window displays the pages of the file. The file’s name appears in the title bar. On the Fax menu, click Import Fax. Amanda Messenger converts the image file to a message and displays its component number in a Component window. Now you can send it.

  • Page 39: Managing Mailing Lists

    After selecting the list box that contains the list num- ber or mailbox, type the first character in the list or mailbox. Amanda Messenger immediately goes to the first entry that begins with the character you typed. Type that character again to go to the next match.

  • Page 40: Viewing Message Statistics

    Using Amanda@Work.Group/DOS Workstation Features To empty a list: On the Options menu, click Personal Lists…. Select the number of the list to be emptied. Click Empty List. Viewing Message Statistics The Message Statistics window display statistics about your messages. Controlling Call Processing Your system administrator sets most of the options that control how your calls are processed.

  • Page 41: Changing Basic Options

    Chapter 2 Using Amanda Messenger You can reset these options using your telephone as well as Amanda Messenger. For more information, see Using Amanda@Work.Group Telephone Features • Request changes to be made by the administrator Changing Basic Options You can view and often change your mailbox’s basic options. For example, you can: •...

  • Page 42: Basic Options

    The System Administrator has configured Amanda to per- form supervised transfers Amanda asks the caller, “At the tone, please say your name and com- pany.” The caller’s response is played for you when you answer the telephone. You accept or reject the call based on who is calling.

  • Page 43: Managing Waiting Calls

    Identify Called Party is not available. Play Date & Time When this check box is selected and a message is played, Amanda plays the date and time when that message was recorded followed by the message itself. When cleared, the date and time are not played.

  • Page 44: Preparing For Waiting Calls

    It is best to make complete preparations for waiting calls. To set up Amanda Messenger so that you can manage waiting calls: On the Options menu, click Workstation Options…. The Workstation Options dialog box appears.
  • Page 45 Chapter 2 Using Amanda Messenger By default, the Waiting Call dialog is made active, even if Amanda Messenger is minimized. It is best to keep Make Window Active and Restore if Minimized selected. • To hear a beep, select beep then click OK.
  • Page 46 In the Hold Greeting dialog box, you can select the custom busy greet- ing in addition to one of the seven RNA greetings. Amanda Messenger will automatically play this greeting whenever you respond to a waiting call with this type of response.
  • Page 47 Select the mailbox (or select prompt to postpone the selection of a mail- box until after the call arrives). Amanda Messenger will transfer all the waiting calls that you decide to transfer to this mailbox. To create a personal list of mailboxes to which you transfer calls: Click Configuration….

  • Page 48: Managing A Call After Minimal Preparation

    Do one of the following procedures. To place this waiting call on hold: From the Waiting Calls dialog box, click Hold. The Hold Greeting dialog box appears. Select the greeting that Amanda will play to your caller from the Greet- ing list box.
  • Page 49 To have the caller leave a message: From the Waiting Calls dialog box, click Take Message. The Take Message Greeting dialog box appears. Select the greeting that Amanda will play to your caller from the Greet- ing list box. Click Take Message.
  • Page 50 To transfer this call to a coworker: From the Waiting Calls dialog box, click Transfer. The Transfer Greeting dialog box appears. Select the greeting that Amanda will play to your caller from the Greet- ing list box. Click Transfer. The Transfer Waiting Call dialog box displays all the mailboxes on the Amanda system.

  • Page 51: Managing Greetings

    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.

  • Page 52: Controlling The Rna Greeting

    (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.

  • Page 53: 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: On the Options menu, click Greetings…...

  • Page 54: Recording A Greeting Or Name And Extension Recording

    Using Amanda@Work.Group/DOS Workstation Features 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.

  • Page 55: Importing A Greeting Or Name And Extension Recording

    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.

  • Page 56: Naming An Rna Greeting

    Click Save to save it or Cancel to reject it. If you reject it, you can redo steps 3 through 7. 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: On the Options menu, click Greetings…...

  • Page 57: Viewing General Mailbox Information

    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 Name The name of the Amanda Server to which you are logged on.

  • Page 58: Managing Guests

    To delete a guest: On the Options menu, click Guests… The Guest List dialog box appears. Select the guest mailbox to be deleted. Click Delete. Using the Menus Amanda Messenger provides a menu bar with the following menus and options:...

  • Page 59: System Menu

    Chapter 2 Using Amanda Messenger System menu Log On Allows 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 Waiting Interrupts the action being performed. Use this...

  • Page 60: Messages Menu

    Using Amanda@Work.Group/DOS Workstation Features Messages menu New Message Opens a new Compose window. Forward Opens 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…...

  • Page 61: Play Menu

    Chapter 2 Using Amanda Messenger Delete Moves the selected messages from the New Mes- sages or Saved Messages window to the Trash Bin window. : You can also drag the message to Trash Bin window, click Delete on the toolbar, or press the Delete key.

  • Page 62: Fax Menu

    Goes to the next page of the fax message you are viewing Fax menu View Fax Displays a fax message from Amanda Voice Server and displays it in Amanda Messenger. Rotate Fax… Rotates or flips all the pages of a fax message.

  • Page 63: Options Menu

    Chapter 2 Using Amanda Messenger Options menu Workstation Allows you to set workstation options. See “Setting Options… Up Amanda Messenger,” earlier in this chapter for more information. Mailbox Info… Displays the current user information (name, exten- sion, and so forth).

  • Page 64: Help Menu

    Using Amanda@Work.Group/DOS Workstation Features 2 Message Selects the Message Statistics window as the ac- Statistics tive window. 3 Saved Messages Selects the Saved Messages window as the active window. 4 New Messages Selects the New Messages window as the active window.

  • Page 65: Using Player Controls

    Chapter 2 Using Amanda Messenger Moves the selected messages from the New Messages or Saved Messages windows to the Trash Bin window. This is equivalent to the Delete com- mand on the Messages menu. Replies to the selected message. This is equivalent to the Message Reply command on the Messages menu.
  • Page 66 Using Amanda@Work.Group/DOS Workstation Features Stops the playing or recording of the current message. This is equivalent to the Stop command on the Play menu. Does one of the following: • Plays the selected voice message. • Displays the selected fax messages in a new Fax window.

  • Page 67: Using Amanda Dialer

    Amanda Dialer dials telephone numbers from a variety of Windows applications on your workstation. You select the number to be dialed. Amanda Dialer dials it for you and notifies you when the call is ready. Starting and Exiting Amanda Dialer When you start Amanda Dialer, you log on to the Amanda Voice Server.

  • Page 68: Setting Options

    Type your security code in the Security Code text box. Click OK. If this is your first time using Amanda Dialer, the Amanda Dialer - Extension dialog box appears. It displays your mailbox. If your mailbox and your extension are different numbers, type your extension number in Your Extension text box.
  • Page 69 Type the number of digits (2-5 digits) in your telephone extension in the Extension Maximum Digits text box. By default Monitor Call Progress is cleared so that Amanda performs an unsupervised transfer. After the number is dialed, Amanda calls your extension then releases the port.
  • Page 70 Only if you selected Monitor Call Progress do you need to fill in the Number of Rings text box. Type the number of rings after which Amanda decides that the called party is not answering. The default is 4 rings.

  • Page 71: Dialing Numbers From Windows Applications

    Dialing Numbers from Windows Applica- tions You can use Amanda Dialer with Windows 3.11 or Windows 95. Most Windows programs are compatible with Amanda Dialer because they use Ctrl+C to copy selected text to the Windows clipboard. If you have a problem using Amanda Dialer from any application, copy the telephone number to the Windows clipboard before clicking the Amanda Dialer button.

  • Page 72: Redialing A Number

    To redial a previously dialed number: Right-click the Amanda Dialer button. The Amanda Dialer context menu displays up to four recently dialed numbers. (In parentheses is the number of times each of these numbers has been dialed during this Dialer session.)
  • Page 73 Chapter 3 Using Amanda Dialer Click the number to be redialed.
  • Page 74 Using Amanda@Work.Group/DOS Workstation Features...

  • Page 75: Using Amanda Fax

    • Imported as a fax message If you are faxing items via Amanda Voice Server or creating fax messages to be sent via Amanda Messenger, you need the following: • Amanda@Work.Group 6.01 or higher in server mode •...

  • Page 76: Sending A Fax

    Using Amanda@Work.Group/DOS Workstation Features Sending a Fax You can send a fax through the Amanda Voice Server’s fax modem from a Windows application. To send a fax from a Windows application: Select the application’s Print command. Change the printer to Amanda Fax then click OK.

  • Page 77: Saving A Fax As A File

    Saving a Fax as a File You can save a fax as a file from a Windows application. That file can be copied to Amanda Voice Server (using Amanda Monitor) or imported by Amanda Messenger as a fax message. To save an item as a fax file from a Windows application: Select the application’s Print command.

  • Page 78: Sending A Fax Message

    Click Close or send this fax again. Sending a Fax Message You can send a fax message to another user of your Amanda system from a Windows application. This requires you to use Amanda Messenger as well as Amanda Fax.

  • Page 79: Caveats

    After you send the message, you can stay in Messenger or return to the Amanda Fax dialog or the Windows application. The Amanda Fax dialog box is still open. Click Close or send this fax again. Caveats Try some test items from any Windows application to be used for fax purposes before faxing items to others.
  • Page 80 Using Amanda@Work.Group/DOS Workstation Features...

  • Page 81: Index

    System menu on hold logging on toolbar cautions redialing numbers View menu clients restoring dialing defaults Window menu installing Amanda Voice Server columns setting up logging on hiding Windows 3.11 announcing reordering Windows 95 called party resizing Amanda Fax...
  • Page 82 Using Amanda@Work.Group/DOS Workstation Features creating printing managing mailing lists rotating messages saving as file Help menu custom sending Amanda Messenger busy greeting viewing hiding faxes columns dates printing message saving Identify Called Party deleting sending identifying guests files called party...
  • Page 83 Index logging on notification options Amanda Dialer pasting Amanda Dialer 7, 8 17, 53, 58 Amanda Messenger playing security code playing options Options menu 54, 58 mailboxes recording Amanda Messenger recording options displaying names recording over telephone personal lists mailing lists...
  • Page 84 Using Amanda@Work.Group/DOS Workstation Features rotating statistics using 63, 64 fax messages messages Amanda Dialer rows system Amanda Fax sorting busy greeting System menu View menu saving Amanda Messenger Amanda Messenger fax messages as files viewing faxes telephone numbers basic options...

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