Amanda Amanda@SOHO Version 3.xx User manual

Using
AmAndA@SOHO
Version 3.xx
User’s Guide: 7/01 Edition

ii Using Amanda@SOHO
Copyright and Trademark Notices
Copyright 1992–2001 The Amanda Company. All Rights Reserved. This
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 [phone] FAX [phone]

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
Copyright and Trademark Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii
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 +
OR
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) +

Using Amanda 5
Recording Greetings
The recordings let your callers know that they have reached you and feel
comfortable about your whereabouts.
As a user of Amanda, you can record the following:
• A name and extension recording
• At least one greeting (to be used when you do not answer or your ex-
tension is busy)
To record your name and extension recording:
(For login information, see “Logging into Amanda” on page 2.)
++ + record your name/extension + +
Example: “Chris Wang. Extension 247.”
Amanda plays this when callers use the employee directory (usually 411) to
find your extension number. It is also used to identify you. For example, if a
message is sent to you with verification, the sender hears this recording as
part of the verification message.
Until you make this recording, Amanda says only the number of the
mailbox:
“Mailbox 2-4-7.”
To record a greeting:
(For login information, see “Logging into Amanda” on page 2.)
++ the greeting’s number (1-3) + + record greeting + +
(to save)
When Amanda rings your extension and you do not answer, she plays a
greeting. You can have up to three of these greetings. For example, you can
have a daytime greeting, an after-hours greeting, and a vacation or on-the-

6 Using Amanda@SOHO
road greeting. Until you record a greeting, Amanda plays the system
greeting, “Please leave a message for,” followed by your name and extension
recording. (If you have not recorded the name and extension recording,
Amanda plays your mailbox number.)
For example: “This is Chris. I’m away from my desk or on another line. You
can bypass this greeting by pressing the # sign twice. To speak to someone
else right now, enter that person’s extension or press 0 for assistance. If you
leave me a detailed message at the tone, I’ll get back to you as soon as
possible.”
These greetings can be manually selected by you or scheduled to start
playing at certain times on certain days. See “Managing Greetings” on
page 9.
After any recording:
Sample Greetings
This section contains sample greetings for a variety of occasions. It is
important that each greeting be as informative as possible. See “Recording
Greetings” on page 5 for a standard example of each type of recording: the
Name and Extension recording and the Ring No Answer greeting.
To Dial
Review the recording
Rerecord
Add to the end of the recording
Cancel the recording
Save the recording

Using Amanda 7
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. after hours.
No one at Homestead can answer your call right now. Leave a detailed
message at the tone, or call during office hours: 10 A.M. to 6 P.M., Monday
through Friday.”
Away-from-the-office Greetings
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th.
While I am gone, my associate, Matthew Lee, is handling all my business
calls. Please call Matthew at Extension 557. I will be unable to check my
messages until I return.”
“Chris Wang of Homestead, Inc. will be off-site until Monday, May 5th.
While I am gone, my associate, Matthew Lee, is handling my business calls.
Please call Matthew at Extension 557 or leave me a message. I will be
checking my messages daily.”
If someone else is getting your messages, you might want to use the
following greeting:
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th.
My associate, Matthew Lee, is handling all my business calls. Call Matthew
at Extension 557 or leave him a detailed message at the tone.”
Combining a Greeting with a Menu
You can create a menu for your mailbox. For example, your greeting (which
plays when you do not answer your telephone) can provide menu options for
your caller. It might say:
“Chris Wang of Homestead, Inc. will be out of town until Monday, May 5th.
While I am gone, my associates, Sierra Raby and Matthew Lee, are handling
all my business calls. To call Sierra, press 1. To call Matthew, press 2.”

8 Using Amanda@SOHO
Then you create a menu that tells Amanda to redirect the call to Sierra’s
mailbox (511) if the caller presses 1 or to Matthew’s mailbox (557) if the
caller presses 2. The mailboxes that you use in your menu must already exist.
You could also create a menu that offers the caller answers to questions you
are most often asked. To do this, you need the numbers for some
informational mailboxes and help from your system administrator. Your
greeting explains what options provide answers to what questions. Amanda
redirects the caller to an informational mailbox, and the greeting for that
mailbox answers the caller’s question.
To create a menu for your mailbox:
(For login information, see “Logging into Amanda” on page 2.)
++ +
+ the digit (0-9) + the mailbox that Amanda + (Amanda repeats
of the menu calls for that digit both the option and
mailbox numbers)
(repeat for each option on the menu)
To review the menu options in a menu:
(For login information, see “Logging into Amanda” on page 2.)
+ + +

Using Amanda 9
To change a menu option:
(For login information, see “Logging into Amanda” on page 2.)
++ + + the digit (0-9) + the new mailbox for that digit +
to be changed
To remove a menu option:
(For login information, see “Logging into Amanda” on page 2.)
+ + + + the digit (0-9) +
to be removed
Sample Menu
If you had created the menu that allowed your caller to reach Sierra or
Matthew using menu options, you would have done the following:
(For login information, see “Logging into Amanda” on page 2.)
+ +
+ + + +
+ + + +
Managing Greetings
Use the greetings menu to:
• Listen to the current greeting
• Use a different greeting

10 Using Amanda@SOHO
• Record or rerecord a greeting (See “Recording Greetings” on page 5
for information about recording greetings.)
• Schedule a greeting to start playing at specific times on weekdays,
weekends, or everyday
Reviewing theCurrentGreetingorNameandExtension
Recording
You can review your current greeting or your Name and Extension
recording.
Review your greeting to find out what your callers hear when you do not
answer your extension or when you have turned on Do Not Disturb.
To listen to the current greeting:
(For login information, see “Logging into Amanda” on page 2.)
++
You hear the greeting number, the time and days for which the greeting is
scheduled (if it is scheduled), and the greeting.
Review your Name and Extension recording to know what callers hear when
they search for you in the employee directory. The Name and Extension
recording is used to identify you in other ways, too. For example, it is part of
the system greeting.
To review your current Name and Extension recording (as well as the
setting for Do Not Disturb):
(For login information, see “Logging into Amanda” on page 2.)
+ +

Using Amanda 11
Changing What Greeting is Currently Played
To change which greeting is played for callers:
Scheduling Greetings
Amanda can be configured to automatically change your greeting at a
particular time on weekdays, weekends, every day, or holidays. When you
schedule a greeting, you schedule the time it will start playing. It plays until
another greeting starts. The new greeting can start because it was scheduled
or because you selected it as the current greeting. For example, if greeting 3
explains that you have stepped out of the office, you select it before you
leave and select a different greeting when you return. For events that occur
with regularity, such as coming to work at a certain time or leaving work at a
certain time, you can schedule the change of greeting. For example, you may
want greeting 1 to be your work-hours greeting and greeting 2 to be your
after-hours greeting. In this case, you might schedule greeting 1 to start
playing at 8 A.M. weekdays and greeting 2 to start playing at 5 P.M.
weekdays. Notice that greeting 2 plays on week nights and all weekend—if
only greetings 1 and 2 are scheduled.
Notice that you cannot schedule the system greeting—although you can
make it the current greeting.
+ +
the greeting’s number (1-3) +
(Optional) (to listen to the greeting)
(See “Logging into Amanda” on
page 2.) (for the system greeting) +

12 Using Amanda@SOHO
To schedule a start time for a greeting:
(For login information, see “Logging into Amanda” on page 2.)
++ greeting number (1-3) +
(weekdays) (for A.M.)
+ (weekends) + the hour and minutes + +
(everyday) (for P.M.)
NOTE:Use 1 or 2 digits for the hour and 2 digits for the minutes.
If you use 13 through 23 for hours after noon, you are not
asked whether you meant A.M. or P.M.
To play a holiday greeting on business holidays:
(For login information, see “Logging into Amanda” on page 2.)
++ (Use greeting number 3 +
for holiday greetings.)
(for A.M.)
+ (holidays) + the hour + +
and minutes
(for P.M.)
A holiday list must be made by your Amanda administrator for this to be
effective.

Using Amanda 13
Reviewing All Your Greeting Schedules
You can hear a list of what greetings are scheduled at what time, giving you
an overall idea of how you set up your greetings.
To listen to all scheduling information:
(For login information, see “Logging into Amanda” on page 2.)
++
Becoming Unavailable
On hectic days or when you are out of the office, you can use Amanda’s Do
Not Disturb to keep Amanda from ringing your extension. Callers hear your
greeting immediately and can leave you a message. Your coworkers are also
not disturbed by your ringing extension.
To turn Do Not Disturb on or off:
(For login information, see “Logging into Amanda” on page 2.)
++
To review the current setting for Do Not Disturb (as well as listen to
your Name and Extension recording):
(For login information, see “Logging into Amanda” on page 2.)
++

14 Using Amanda@SOHO
Being Notified about Messages
If your telephone has a message light, Amanda automatically turns it on
when you have messages waiting and turns it off after you listen to those
messages. You can add other types of notification so that Amanda calls:
• Your extension. This is often used by users whose telephones do not
have message lights.
• An outside number. For example, Amanda can call you at home.
• Your pager number.
You can also review your notification records to double-check their accuracy
or to remind yourself about the records you created.
Creating Notification Records
You can create up to three notification records. You specify the days of the
week that you want to be notified and where Amanda should call or page
you.
When you provide a number for a pager or an outside line, be sure to include
any extra numbers that must be included. For example, you might need to
dial for an outside line or for long distance. Use for a two-second
pause. For example, if you need a pause between the number for an outside
line and the telephone or pager number, you would start with .