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

Telephone features
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Using
Am
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@Work.Group/
A
A
DOS
Telephone 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/ Telephone 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 Aman- da, 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 re- ferred to as “she,”...

  • Page 5: Table Of Contents

    Introducing Amanda ........
  • Page 6 Using Amanda@Work.Group/DOS Telephone Features Leaving a Message for Someone Else ......15 Managing Personal Mailing Lists ....... 16 Managing Messages Sent by Fax.

  • Page 7: Using Amanda

    Amanda@Work.Group/DOS 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

    Using Amanda To change which greeting is heard: the greeting’s number (1-7) + (Optional) (to listen to the greeting) (for the system greeting) + 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.

  • Page 14: When You Are Unavailable

    Using Amanda@Work.Group/DOS 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: Forwarding Messages

    Using Amanda@Work.Group/DOS Telephone Features 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. Adding a prefix to the forwarded message lets the other user know that you received the message first and allows you to provide instructions regarding the message.
  • Page 17 Using Amanda 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 min.) not specified...
  • Page 18 A config- uration option (set by your Amanda administrator) allows messages to be sent to more than one mailbox or list.

  • Page 19: Replying To Messages

    Using Amanda Replying to Messages You can reply to any messages you received from other Amanda users. To reply to the message that you just listened to: + record your reply + + hang up or add options + (use options listed for...

  • Page 20: Sending Messages

    Using Amanda@Work.Group/DOS Telephone Features This works after deleting the message, but not if you have hung up or changed menus. To delete all messages: Sending Messages When you have an announcement to make to several users or want to leave a message for a user that you know is out of the office, you can send a message to an individual mailbox or a list of mailboxes.

  • Page 21: 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 22: Managing Personal Mailing Lists

    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 23: 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 24: 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 25 + + guest mailbox + hear guest’s greeting + leave message To delete a guest mailbox: + the guest mailbox to be deleted To review your guest mailboxes: Amanda plays the name and extension recordings for your guest mailboxes.
  • Page 26 Using Amanda@Work.Group/DOS Telephone Features...

  • Page 27: 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 28 Using Amanda@Work.Group/DOS 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 29: Quick Reference

    Amanda@Work.Group/DOS 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 Manage Lists...
  • Page 30 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...

This manual is also suitable for:

Work.group/dos 7

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