Lotus Notes User Guide

T able of Contents

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1.

Introduction to Lotus Notes at Old Dominion University • Elements of Notes .............................................................................................................................................3

2.

Getting Started With Lotus Notes • Launching Notes from the Novell Application Launcher .................................................................................5 • Changing Your Lotus Notes Client Password ..................................................................................................5 • Setting Up Your Lotus Notes Browser Password .............................................................................................6 • Out of Office Utility ..........................................................................................................................................7 • Bookmarks ........................................................................................................................................................8 • Bookmark Folders .............................................................................................................................................8 • Organizing and Managing Your Bookmarks .....................................................................................................9 • Window Tabs ................................................................................................................................................. 10 • Using the Navigation Tool Bar ....................................................................................................................... 11 • Lotus Notes Toolbar ................................................................................................................................. 12, 13

3.

Lotus Notes E-Mail Basics • Opening Your Lotus Notes Mailbox ............................................................................................................... 15 • Mail Switcher .................................................................................................................................................. 15 • Basic Mail Preferences (Letterhead, signature) .............................................................................................. 16 • Mail Delegation .............................................................................................................................................. 17 • Mail Views ...................................................................................................................................................... 17 • Unread Message Display ............................................................................................................................... 18 • Columns in Mail Views ................................................................................................................................... 19 • Viewing Unread Messages List ...................................................................................................................... 19 • Setting Automatic Notification of New Mail ................................................................................................... 20 • Reading Mail .................................................................................................................................................. 21 • Previewing E-Mail ........................................................................................................................................... 22 • Working With Attachments ............................................................................................................................ 22 • Row Color By Sender ..................................................................................................................................... 22 • Flagging Messages for Follow-up .................................................................................................................. 23 • Creating an E-Mail Message .......................................................................................................................... 24 • Using the University Address Book ............................................................................................................... 24 • Options When Sending Mail .......................................................................................................................... 25 • Your Personal Address Book .......................................................................................................................... 26 • Creating Stationery for E-Mail ........................................................................................................................ 27 • Deleting Messages ......................................................................................................................................... 27 • Using Folders To Manage Mail ...................................................................................................................... 28 • Managing Junk Mail ....................................................................................................................................... 29 • Automatic Mail Handling (Setting Rules for Filtering Mail) ..................................................................... 30, 31

4.

Lotus Notes Calendar/Meeting Scheduler • The Calendar View .......................................................................................................................................... 33 • Creating A Calendar Entry .............................................................................................................................. 34 • Scheduling and Managing Meetings ....................................................................................................... 35, 36 • Setting Calendar Preferences .......................................................................................................................... 37 • Calendar Delegation ....................................................................................................................................... 38 • Printing Your Calendar .................................................................................................................................... 39

5.

Notes Browser Interface • Accessing Your Account ............................................................................................................................... 41 • In Box View ..................................................................................................................................................... 42 • Navigating Notes Web Mail ........................................................................................................................... 42 • Setting Preferences ......................................................................................................................................... 43 • Sending a Message ........................................................................................................................................ 44 • Address Books ............................................................................................................................................... 44 • Writing/sending a Message ........................................................................................................................... 45 • Deleting Messages ......................................................................................................................................... 45 • Reading/Replying To Mail .............................................................................................................................. 46 • Managing Your Web Mail .............................................................................................................................. 46 • Using Your Notes Calendar via the Web ........................................................................................................ 47

5.

Additional Features - Using Chat • Configuring and using Chat ........................................................................................................................... 49 Lotus Notes User Guide

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Introduction to Lotus Notes at Old Dominion University

Lotus Notes is Old Dominion University’s standard application for e-mail, calendar and task management. Your faculty/staff Lotus Notes account includes a desktop Client accessed via the University network, as well as a browser component for off-campus access. This user guide is designed to provide a general introduction to the Client interface and basic user instructions for the email and calendar features of Lotus Notes. Also included are brief instructions on accessing your Lotus Notes e-mail and calendar files via an Internet browser.

Elements of Notes

Please refer to the graphic above for the location of various “elements” of Notes. Several of these elements are discussed on subsequent pages in this handbook: 1. 2. 3. 4. 5. 6. 7. 8.

Action bar (this graphic shows buttons for Mail Inbox view) Address box - enter an Internet address and press the enter key to go directly to a web site Bookmark bar Bookmark folders Shortcut menu to Calendar and To Do list Status Bar Toolbar Window tabs

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Getting Started With Lotus Notes

Launching Notes from the Novell Application Launcher Lotus Notes is one of several applications delivered to your desktop through your Novell Application Window (NAL). The NAL window opens automatically when you log in to your University workstation. To launch Lotus Notes, double-click on the application icon. At the password prompt, enter your Lotus Notes Client password. (Note: when a Lotus Notes account is created, the default password is notes4odu). You may also receive a second log in box for Lotus Instant Messaging. The password for LIM is your Notes Browser password. (See Additional Features section of this manual for information on using LIM.) After your first successful log in, you should change your Client password. If you plan to access your Lotus Notes mail and calendar from off-campus, you will also need to give yourself a Lotus Notes browser password. Changing your Lotus Notes Client Password (University workstation access) Password changes are effective immediately. 1. With your Lotus Notes account open, from the “File” pull down menu at the top left corner of your mailbox window, highlight “Security” and then highlight “User Security.” You will be prompted for a password - enter your current Lotus Notes password. Your personal User Security window will open.

2. Click on “Security Basics” at the top left corner of the window. Click on “Change Password.” When the “Enter Password” window opens, type in your current password. Click OK. 3. When the first “Change Password” window opens, enter your new password in the first text field; re-enter your new password in the second text field. Click OK. (You may also click the Generate Password tab to view a list of system generated passwords.) 5. You will return to your User Security window. Click “OK” to close this window.

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Getting Started TIP The University faculty/staff Lotus Notes package includes an Internet browser access feature for your mail and calendar files. This access also requires a password, which is set differently from the Client access password. Your Lotus Notes user ID and browser password are also used for authentication to several University web-based applications, including download of University licensed software. Setting up your Lotus Notes Browser Password One of the features of the Lotus Notes Account is the ability to access your mail via the Internet. Before you can use this feature, you will need to set a Browser Mail (Internet) password for yourself. 1. With your e-mail account open, click to open your Databases bookmark folder (see graphic on Page 3). 2. Click on the bookmark titled ODU’s Address Book. 3. Highlight “People.”

4. Begin typing your last name; a “Quick Search” window will appear. Click Search to search for your name entry. 5. Double-click on the name entry. When the PERSON window opens, click on Edit Person. Be sure the Basics tab is highlighted. 6. In the “Internet Password” field, and delete all information currently in the field (including the brackets) and key in your desired Internet password. 7. Click “Save and Close.”

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Lotus Notes User Guide

Getting Started Out of Office Utility You can have Notes automatically reply to mail that you receive while you're out of the office. Notes runs an agent that sends messages to the people who send you mail, telling them you're out and when you're returning. • The out-of-office message is not an automatic broadcast; someone must send you a message in order to see it. • While you are gone, Notes sends only one message to each person who sends you mail, no matter how many messages the person sends you. • On the return date you specify, Notes starts sending you daily "Welcome Back" messages until you disable out-of-office mail. The "Welcome Back" message includes, for your convenience, a list of the people Notes sent messages to while you were out. To enable out-of-office mail 1. 2. 3. 4. 5. 6.

Open your mail database and choose Actions > Tools > Out of Office. On the Dates tab, specify the dates on which you are leaving and returning. The out-of-office agent responds to incoming mail for all the days you specify, no matter how far in advance you enable the agent. Click the Out of Office Message tab to type a more detailed message. Click the Special Message tab to create a special message that will be sent to specified users. Click the Exceptions tab to specify domains to which the message should not be sent. Click Enable.

To disable out-of-office mail 1. 2.

Open your mail database and choose Actions - Tools - Out of Office. Click Disable and then click Yes and OK as many times as necessary.

NOTE: The Enable button becomes Disable when the agent is enabled.

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Getting Started Bookmarks Bookmarks allow you to create links to information or places that are important to you. You create a Lotus Notes bookmark the same way you would create a bookmark in an Internet browser. However, this bookmark can point to either Notes or Internet elements, including databases, views, documents, Web pages, and newsgroups. The Bookmark bar is on the left side of the Notes window. Move the cursor over a bookmark button to display the name of that bookmark or bookmark folder. The bookmarks at the top of the list link to your Mail, Calendar, Address Book, and Task List. Calendar Address Book Task List

Bookmark folders Bookmark folders can contain links to databases, specific database views, individual documents, Web pages, Search results, and more. Notes starts you with several bookmark folders, including a separate folder that tracks your Internet Explorer bookmarks. Favorite bookmarks Databases More bookmarks

Note that your Bookmark icons may be different from what is pictured here.

Internet Explorer Bookmarks

Favorite Bookmarks Folder The Favorite Bookmarks folder includes bookmarks to core Notes applications and can be used to keep bookmarks to other frequently visited databases and web sites. Databases Bookmarks Folder When your account is created, all of the standard Lotus Notes databases are stored in your Databases Bookmarks folder, including the University Address Book and Help Files. More Bookmarks Folder The More Bookmarks contains a subfolder called Internet Search Sites for bookmarks to commonly used Web search engines. This is also a place to keep bookmarks to views obtained via a Notes database search. The Create subfolder in the More Bookmarks folder contains links to new e-mail memos, calendar entries, and tasks. Adding program shortcut bookmarks You may also add bookmarks to launch common Windows applications, such as Word or Excel, or frequently used files. Create a shortcut on your Windows Desktop; then click and drag the shortcut from the Desktop to the Bookmark Bar. TIP To lock a Bookmark window open, click on the push pin icon in the upper right corner. Click on the icon a second time to unlock the window, then click on the X to close the window.

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Getting Started Organizing and Managing Your Bookmarks As your collection of bookmarks grows, you have a variety of tools to organize them: • Add frequently visited links to the Bookmarks bar. • Drag and drop links between bookmark folders. • Drag and drop to sort bookmarks within a bookmark folder. • Create and rename folders. • Rename and change the icon for a bookmark. Follow these steps to add, organize and remove bookmark:

Step

Action

Add a Notes bookmark to the Bookmarks bar. 1

Move the cursor over a window tab

2

Click and drag the window tab to the Bookmark bar

Add an application or document shortcut to the Bookmarks bar. 1

Create a shortcut for the application or document and place the shortcut on your Windows desktop.

2

Minimize your Notes client window.

3

Click and drag the shortcut from your Windows desktop to the Notes Bookmark bar.

Add a bookmark to a bookmark folder 1

Drag a window tab onto a bookmark folder. Result: the bookmark windowpane opens.

2

Follow the indicators in the bookmark windowpane to choose the location for the link. Note: if you drop the link onto a folder within a bookmark folder, it will be placed there.

Organize bookmarks 1

Drag and drop the selected bookmark button or folder to either: • The new location on the Bookmarks bar • A bookmarks folder

Add a bookmark folder to the Bookmarks bar 1

Move the cursor over a folder on the Bookmarks bar. Right-click and select Create New Folder.

2

Enter the name for the new folder. Click OK.

Remove a bookmark link or folder 1

Move the cursor over the bookmark link.

2

Right-click and select Remove Bookmark or Remove Folder.

3

Click Yes.

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Getting Started Window Tabs In Notes, window tabs allow you to easily navigate among your open pages - whether those pages are mail messages, database views, documents, Web pages, or newsgroup articles. When you open a page, a new tab at the top of the main Notes window appears. You can switch between open pages by clicking the tabs. You may also rearrange the tabs by clicking and dragging to a new location. To close a page, click the X to the right of the name of the window tab.

With window tabs, you can: • Have your calendar and your mail open at the same time. • Have up to 20 tabs open at the same time, eliminating the 9-window limit. • Always see exactly what is open. • Switch between multiple screens in any order. • Rearrange tabs to any order by clicking and dragging. In addition to navigating forward and back between open windows, you can maneuver between pieces of information as needed. As you work with different kinds of information, tabs keep track of where you have been; so getting back to information is quick and easy. TIP If the full name is not displayed on the window tab, move the cursor over the tab to see the complete label. TIP Press ESC to close an open page. You can also press ALT + W to display a number for each open page. Press the number key corresponding to the page to open that page.

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Lotus Notes User Guide

Getting Started Using The Navigation Tool Bar In Notes, you can navigate among open pages using “universal navigation buttons” that appear on your Notes tool bar. The buttons function in the same way as the navigation buttons in a typical Web browser. Stop Refresh

Back

Button

Forward

Search

Action

Go Back

Goes back to the last opened page. Includes a drop-down history list of recently opened pages.

Go Forward

Moves forward through the pages opened with the Go Back button. Includes a drop-down history list of recently opened pages.

Stop

Discontinues the current operation. This is the equivalent of pressing CTRL+BREAK.

Refresh

Refreshes the information displayed in the Notes view area. This is the equivalent of pressing the F9 key.

Search

Allows you to access all of the Notes search features. Also provides bookmarks to your favorite Internet search engines. Provides support for searches ranging from those that search all documents in a single database to searches across multiple databases. Please note that some search features may not be available if your version of Notes does not provide full Indexing capabilities.

“Address”

Enter a URL address that you wish to access and press the Enter key on your keyboard for quick access to the Internet. Includes a dropdown history list of recently opened pages. If you receive an e-mail with a web address that it not a hot link, copy the address and paste into the address field.

TIP You can easily return to a page that you have closed without having to reselect the bookmark or cycle back and forth. Click the dropdown arrow to the right of the Go Back navigation buttons to display a history list of your most recently opened pages. Select a page and Notes automatically reopens it for you.

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Getting Started Lotus Notes Toolbar Each Lotus Notes account has a default toolbar with shorcut icons for the most commonly used actions. You may customize the tool bar by adding icons for the commands that you most frequently use. Note that icons on the toolbar will differ depending upon the view. For example, certain tools will be available only when you are in the New Message view. 1. From the File pulldown menu, select Preferences, Toolbar Preferences.

2. The Toolbar Preferences window will open.

3. From the Basics tab, you may choose to remove the toolbars from view. You may also change the way the tool buttons display (icon or text) and change the size of the tool button. 4. From the Toolbars button, you may select from a list of available standard toolbars 5. From the Customize tab, you may select individual tools to add to standard toolbars.

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Lotus Notes User Guide

Getting Started Customizing Your Lotus Notes Toolbar Use the following steps to customize your Lotus Notes toolbar. 1. From the File pulldown menu, select Preferences, Toolbar Preferences to open the Toolbar Preferences window. 2. Click the Customize tab.

3. From the dropdown list, Select the Toolbar to Modify. 4. From the Available Buttons pane, click the button you want to add, and click Add Button. Repeat this step for each additional button. (Note: to remove a button, click the button icon in the Toolbar Contents area and then click Remove. 5. After completing all toolbar customizations, click Save Toolbar. 6. Click OK to close the Toolbar Preferences window.

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Lotus Notes E-Mail

Opening your Lotus Notes Mailbox The Welcome page contains a direct link to your Mail database. In addition, a bookmark to your Mail database is on the Bookmark bar. One click opens your Inbox.

Mail database bookmark

Welcome Page E-Mail Icon

Mail Switcher Menu For those who need to access more than one Notes account, you may switch between accounts using the Mail Switcher Menu. Click the  to select the desired options. You may also switch to your Calendar or To Do list.

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Lotus Notes E-Mail Basic Preferences - Mail Mail Preferences include: • Automatic spell check of a message before it is sent • Ability to append a signature file, including text or graphics • Ability to modify the Mail Delegation profile To access Mail Preferences, with your mail box open, select Tools from action bar at the top of the view. (Note: The Tools drop down selections vary according to active view.)

Selecting a letterhead To select a letterhead for your outgoing mail, click the Letterhead tab on your Mail Preferences window. As you scroll through the list of letterheads, you will see a preview of that selection. Highlight your choice and click OK. Your mail signature To create a signature for your outgoing mail, click the Signature tab on your Mail Preferences window. You may choose to have your signature automatically append to each outgoing message.

If you do not mark the Automatically append a signature to the bottom of my outgoing mail messages check box, in any message where you want to include the signature, create the message, select the Tools button, then select Insert Signature to add the signature. 16

Lotus Notes User Guide

Lotus Notes E-Mail Delegation Preferences - Mail To set Delegation Preferences for your mail, click Tools, Preferences. 1. Click on the Access & Delegation tab. 2. Select Access to Your Mail and Calendar. 3. Click Add Person or Group. 4. Under the Enter or choose a user/group header, click the dropdown arrow next to the text field to access the University address book and pull indvidual names to add to your access list. 5. Select delegation areas (mail, calendar, etc.) and access levels. 6. When you are finished, click OK to save your settings.

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Lotus Notes E-Mail Views Your Lotus Notes mail box provides several different mail views; some views are displayed individually, others are collapsed within a container called Views. All Documents and Mail Threads, accessed by clicking the plus sign beside the Views container, are composite views of your mail and display all documents contained in your e-mail account regardless of the folder in which they are stored. These are useful views to search for messages. Do NOT delete messages from these views; this will also delete them from any folder in which they are stored.

View

Purpose

Inbox

Automatically stores all messages that you receive. The messages remain in the Inbox until you delete them, remove them from the view, or move them to a different folder.

Drafts

Stores messages you have closed using Save As Draft. You may return to the messages at a later time to complete the message and send.

Sent

Stores all messages you have sent.

Follow Up

A quick view of all messages that you have marked for Follow Up (see section on Follow Up flagging).

Junk Mail

Stores messages that meet criteria you establish using the “Block Mail From Sender” feature (see section on Junk Mail).

Trash

Stores deleted messages until you empty trash or until the “soft delete” time period expires (see section on Deleting Mail).

Views

Contains your “All Documents” and “Discussion Threads.”

Folders Tools

Contains all of the folders you have created for mail storage (see section on Folders). Contains your Archives, Rules, and Stationery (see separate sections on these tools for details on use).

Unread message display Whenever there are unread messages in the Inbox view or any folder, the number of unread messages displays in parentheses beside the folder name. New messages display automatically without refreshing the screen. If you have created Rules (see section on Rules) to send incoming messages directly to specific folders, it will be apparent when those folders have new messages.

Two unread messages. 18

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Lotus Notes E-Mail Columns in Mail Views Each view of your mail provides several columns for sorting of documents, including a Time column and a column that displays Reply to and Forward indicators. You may sort on any column that has a carat

indicator.

Reply to and Forward indicators help you to track which messages you have already acted upon. The Reply to indicator is a green arrow pointing left; the Forward indicator is a blue arrow pointing right. Forward indicator

Reply to indicator

Rearranging Column Headings You may rearrange the columns in your In Box view to display in a different order by clicking and dragging the column heading to the desired location.

Viewing “Unread” Messages List Use the View Unread button on the Action bar to view only your unread messages. This button toggles between View Unread and View All.

NOTE: If you have selected to view only your unread messages, each message will disappear from the view as soon as you read it. To see all messages in your InBox, click View All.

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Lotus Notes E-Mail Setting Automatic Notification of New Mail You can set up your Lotus Notes account to provide audible or visible (or both) notification of new incoming mail. This feature will work as long as your Lotus Notes account is open, even if you are working in another application. 1. With your mailbox open, from the File pull down menu at the top left corner of your mailbox window, highlight Preferences, and then highlight User Preferences. Your User Preferences window will open. 2. Click on the Mail option and highlight General, then mark your personal notification choices and set notification guidelines. You may choose audible and/or visible notification of new mail. You may also designate how frequently you would like the system to check for new mail. 3. You will receive new mail notification only if your Lotus Notes application is running (you do not need to have the Lotus Notes window active).

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Lotus Notes E-Mail Reading mail To read a mail message, double-click on the message to open it. An unread message has a star to its left in the view pane and is red in color. To close the message, press the ESC key on your key board. You may also:

Command Forward

Reply

Purpose Allows you to forward the original message to another person with your comments. Clicking the Forward command automatically opens a new message window with the original message appended. You may forward with or without attachments that were included in the original e-mail. Details on working with attachments are provided on Page 22. Allows you to reply to the message. Clicking the Reply command automatically opens a new message window with the original sender’s e-mail address in the To: field.

Reply To All

Allows you to reply to the message and send a copy of your reply to all recipients of the original message. Clicking the Reply To All command automatically opens a new message window with the original sender’s e-mail address in the To: field and the e-mail addresses of all recipients of the original message in the CC: field.

Reply With History

Allows you to reply to the message with a copy of the original message appended. You may reply with or without attachments that were included in the original e-mail. Details on working with attachments are provided on Page 22.

Reply to All With History

Allows you to reply to the message with a copy of the original message appended and automatically send a copy to all recipients of the original message. You may reply with or without attachments that were included in the original e-mail. Details on working with attachments are provided on Page 22.

Move to Folder

Allows you to move the document to another folder for storage. Details on folder creation and management are provided on Page 28.

Delete

Lotus Notes User Guide

Moves the document to the Trash view. Document will remain in Trash view until “soft delete” expires or you “empty” the trash folder.

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Lotus Notes E-Mail Previewing E-mail The Preview feature allows you to view the contents of e-mail messages without opening the document. If you use the Preview Pane, Notes remembers and opens in the size used by you most recently. To turn on Preview, click the Preview Pane button

on the toolbar or click Preview at the bottom of the list of messages.

Working with attachments When you receive a message with an attachment, there are several options for working with the attachment. (Note that messages with attachments are marked with a paper clip icon.) To work with an attachment, double-click the attachment and select: • View to read the file using the built-in attachment viewer. • Open to open the file in its associated application. Any changes made are not saved back to the Notes document. • Edit to launch the file in its original application AND save changes back to the Notes document. The file is automatically updated in the Notes document. • Save to place a copy of the attached file on a disk. • Delete to remove the attached file from the Notes document.

TIP To manage the size of your mail box, use the Reply OR Forward WITHOUT ATTACHMENT option to reply to or forward the message without including the attachment.

Row Color By Sender You may customze Notes to display messages from specific individuals in a different row or font color. You may set options for three different individuals or sets of individuals. 1. From the Action bar, select Tools, Preferences, then click the Mail tab and the Colors tab.

2. In the Sender names field, click the drop down arrow to select the sender from the Address Book and click OK. 3. In the View colors fields to the right of the name, select the desired color options. 4. You may add another user to the same color settings by repeating steps 2 and 3 in the same Sender names field. 5. You may create three different groups of color settings. 6. When finished, click OK. 22

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Lotus Notes E-Mail Flagging Messages for Follow-up You may “flag” a mail message to indicate that the message requires further action. Flagging a message also places it in the Follow Up view and a mini view on the lower left side of the navigation pane that only displays messages requiring follow-up. If you move the flagged message from your Inbox to a folder, the flag stays with the message. 1. From a mail view, select one or more messages that will require follow up. (You can also add a flag to an open message as you read it.) 2. From the Action bar, select Follow Up, Add or Edit Flag. The following dialog box displays:

3.

Emter the desired information and click OK. Note: although the information that you specify here appears in your copy of the mail message, if you forward or reply to the message, the information does not display in the sent message.

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Lotus Notes E-Mail Creating an e-mail message With your mail box open, click the New Memo icon on the tool bar. In the To: field, type the e-mail address of the person to whom you want to send the message and press ENTER. (To send the message to more than one person, type in the e-mail address of each recipient, separated by a comma and a space.) Repeat these steps for the CC and BCC fields. In the Subject field, type a brief description of the topic of your message. In the area below the Subject field, type the body of your message. To access basic word processing/text formatting functions, click on the Text dropdown menu and select Text Properties. If you have chosen not to have your signature automatically appended and would like to insert it on the message you are creating, click on the Tools button on the tool bar and select Insert Signature.

Using the University Address Book When composing a new message, including using the Reply and Forward functions, you may use the University Address Book feature to select University E-mail addresses. The University Address Book uses faculty, staff and students’ Notes ID addresses (notesid/departmentname/FS/ODU@ODU). Using the Notes addressing format allows the mail delivery system to recognize that the recipient is another user of the University’s Notes domain. This feature is important when taking advantage of Notes other capabilities such as scheduling meetings or assigning tasks. 1. From the New Memo window, click on the Address button on the action bar. The Address Book window will open. 2. From the Choose address book dropdown, select ODU’s Address Book. 3. In the Find names starting with field, begin typing the person’s last name. As you type, the address book listings will automatically scroll to locate the name. The Address Book also contains precreated groups for all departments on campus to help you target group mailings. 4. Highlight the individual name or group name and click To:, cc: or bcc: to place the names in the appropriate recipient field. 5. When you have selected all recipient names, click OK to return to your message window.

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Lotus Notes E-Mail Options when sending mail Prior to sending your e-mail message, you may specify options for delivery of the message by clicking the Delivery Options tab.

NOTE: If you frequently use delivery options, Notes provides a feature for easier access to some delivery options by adding those options to the Actions Bar. Click only available within a new message.)

Lotus Notes User Guide

on the right side of the Action Bar to toggle the options on or off. (This

button is

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Lotus Notes E-Mail Your Personal Address book Your Lotus Notes account includes a Personal Address Book. Notes looks in your address book to find information it uses when you send mail. For example, when you address a message to a person, Notes looks in your address book for the person’s e-mail address. If Notes doesn’t find the information it needs there, it checks in the University Address Book. You can save information about contacts and mailing lists in your personal address book to address mail more easily. To open your address book, click the Address Book button on the Bookmark bar.

Adding contacts to your address book You can save information about individuals in the Contacts view of your Address Book. If you save a person’s e-mail address, you can address a message by typing the person’s name instead of the entire mail address when you create the message.

Step

Action

Add a contact directly to your Address Book 1

Open your Address Book and click New and select “Contact.”

2

Enter the Contact’s name and e-mail address.

3

Add any other information you want to store with the entry.

4

Click “Save and Close”

Add a contact from an e-mail message you receive. 1

Select the message (it does not need to be open).

2

Click Tools and choose “Add Sender to Address Book”

3

Verify the information Notes displays and click OK.

Edit a contact 1

Open your address book and open the contact.

2

Make your changes and click “Save and Close.”

Delete a contact 1

Open your address book and select the contact.

2

Click “Delete.”

Address a message to one or more contacts 1

Open your address book and select the contact (s).

2

Click “Write Memo.” Notes adds the contacts to the To: field of the new message.

Schedule a meeting with one or more contacts

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1

Open your address book and select the contact (s).

2

Click “Schedule Meeting.” For more information, please refer to the section on Calendar use.

Lotus Notes User Guide

Lotus Notes E-Mail Creating stationery for mail Stationery lets you use the format and/or recipient list of a message over and over. This is useful when you frequently send a message, such as a status report, in the same format to the same people.

Step

Action

To create stationery 1

Open your Mail.

2

Create the message that want to save as stationery.

3

Click Tools and choose “Save as Stationery.”

4

Type a name for the stationery, click OK. Notes saves the stationery in the Stationery folder of your mail database.

To create a message using stationery 1

Open your Mail.

2

Click Tools and choose New Memo - Using Stationery.

3

Select the Stationery you want to use and click OK.

Managing your mail - deleting messages There are several ways to delete a message. With the message open, click the Delete button on the Task Bar. You may also delete a message from any view by selecting the message and clicking on the Delete button on the Task Bar. Both of these actions remove the document from view and place it in the Trash folder. You may also click and drag the message to the Trash folder. Items placed in your Trash folder remain there until one of three things happen: 1. You remove the deleted item from the Trash folder by emptying the trash. You may also permanently delete individual items by placing a check mark in front of the items (s) and clicking Delete Selected Item. 2. You restore the item to its original view. To restore individual items, place a check mark in front of the items (s) and click Restore. To restore all items, click the Restore All button. 3. The soft deletion expire time has passed. The time is set in your Mail Preferences; by default, the time is 48 hours.

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Lotus Notes E-Mail Using folders to manage mail Folders offer an easy way to sort and store mail. You can move a document to an existing folder, create a new folder in which to store a selected document, or remove a document from a folder. 1. To create a new folder, click the Folder button on the Actions Bar and select Create Folder. Enter the Folder name, click OK. 2. To create a subfolder, after selecting Create Folder, click to highlight the name of the main folder in which you want to create the subfolder, type the name of the new subfolder name, then click OK. 3. To move documents to a folder, with one or more documents highlighted, click the Folder button on the Actions Bar. (Note: to select multiple documents, click to place a check mark in front of each document.) Select Move to Folder and scroll to/ select the folder or subfolder to which you want to move the document. Click OK.

Use the Remove from Folder option to remove documents from your In Box view without moving the documents to a folder. The documents will be accessible in your All Documents view. Working with folders To display a complete list of your folders, expand the Folders view on your views/folders pane. After you have created a folder, there are several additional options available. Access these options by opening the folder, then selecting Folder Options from the Actions pulldown menu. To rename a folder, select Actions, Folder Options, Rename and type in the new folder name. To move a folder, select Actions, Folder Options, Move and select the desired location. You may also drag and drop folders into other folders. To remove a folder, Actions, Folder Options, Remove Folder (or right-click the folder and select Remove.) This does not delete the documents that are in the folder; they will still be accessible from the All Documents view. To delete both the messages and the folder, delete the messages first.

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Lotus Notes E-Mail Managing Junk Mail Lotus Notes automatically sends messages you specify to a Junk Mail folder. Notes: messages in this folder must be deleted manually. 1. In your mail file, open a message from the sender whose messages you want to block. You can also block messages from several senders at once by selecting a message from each sender to be blocked. 2. From the Action bar, select Tools, Block Mail from Sender. The Block Mail from Sender dialog displays, confirming the address to be blocked. 3. Select the desired option. 4. Select "Block mail from this sender ([email protected])," where [email protected] is the sender of the message, to block mail from that specific sender. 5. Select "Block mail from any address that ends with (domain.com)," where @domain.com is the message's originating domain. Choosing this option blocks all mail from this domain, regardless of sender. NOTE: This option is only available if the sender has an internet-style address rather than a Notes-style address. 6. Click OK. All future incoming messages from this sender, as well as the selected document, will be added to the Junk Mail folder. If you have selected multiple messages, the confirmation dialog will be presented multiple times.

Unblocking Mail To remove a sender from your Junk Mail (blocked sender) list: 1. In your Junk Mail folder, select the message(s) from the senders whose messages you no longer want to block. 2. From the Action bar, click Unblock. A dialog box displays, confirming that you want to remove the e-mail address from the Blocked Senders list. 3. Click Yes.

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Lotus Notes E-Mail Automatic Mail Handling - Setting rules for filtering mail In addition to Block Mail From Sender, Notes provides Mail Rules which can set to have Notes act automatically on new messages that meet one or more conditions. For example, you could create a rule that checks for messages from a certain sender or with a certain subject and have Notes automatically move those messages to a specified folder. Notes stores the mail rules you create in the Rules folder (inside your Tools folder). Select the Rules folder to add new rules, as well as work on the ones you’ve created. For example, you can edit rules, change their order so that one rule has priority over another, turn rules off when you don’t want to use them, or delete them entirely. The following screen shows a mail rule where Notes checks for messages where the subject line contains lab reservation and the Importance is designated as High by the sender. When a message arrives with these characteristics, the message is automatically placed in a folder called Important Tasks without appearing in the In Box.

TIP Notes uses rules in the order in which they are listed from top to bottom in your Rules folder/view, so the rules you want to have priority should be closer to the top. If a new message meets the criteria of two different rules, the rule that’s closer to the top acts on the message first. (This can be important if you have rules that move or delete messages.) To change the position of a rule, open the Rules folder/ view, highlight the specific rule and select Move Up or Move Down from the task bar.

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Lotus Notes E-Mail Creating a Mail Rule Follow these steps to create a Mail Rule:

Step

Action

1

Click the Rules folder to open it.

2

Click the New Rule action button.

3

Click Create Condition and choose the conditions from the drop-down lists.

Example: sender contains 4

Enter the specific information in the text box.

5

Click Add to move this information to the Conditions box.

6

Create additional conditions by selecting AND OR and repeating steps 4 and 5. To remove a previously set condition, highlight the condition and click Remove.

7

Under Specify Actions, select from the drop down list those actions Notes should perform when the mail conditions are met. Note: If you select move or copy messages to a folder, select the destination folder. Some actions offer relevant choices, such as change importance: High, Medium, Low.

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Click OK to save and close this rule. Note: Use the controls at the top of each individual rule file to activate or deactivate the rule.

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4

Lotus Notes Calendar/Meeting Scheduler

The Calendar View Access your calendar from the Bookmark Bar, from the Welcome Page or from the Mail Switcher Menu as mentioned earlier in this document. Viewing options You may use a Day, Week, Month or Meetings view. From each view, you may select a variety of options. The view below displays a Two Work Weeks option. Click the drop down arrow to select the desired viewing option. Mail Switcher

Select the desired view

Click any date Return to today

New meeting notices and current To Dos You may also set Formatting options to show a summarized version or to show all time slots.

• • •

To move to another date, click the date on the small calendar on the left or use the scroll bar on the bottom to quickly navigate through a period of time. To move backward or forward a page, click the appropriate arrow button on the scroll bar. To return to today’s date, click Today under the small calendar view at left.

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Calendar/Meeting Scheduler Creating a calendar entry To create a new calendar entry, open the Calendar view, then click New. From the menu, select the type of calendar entry Appointment, Anniversary, Reminder, or Event.

Complete the fields. Some options are described below. • Notify me displays a pop-up or e-mail reminder. • Pencil In should only be used when you want to remain available for other meetings if others use the scheduling option to check your availability. • Categorize allows you to categorize different types of entries. You can view the categories from the Meetings view. • Repeats allows you to schedule recurring meetings into the future. • When finished, click Save and Close.

Tip: You may use an existing message or entry to create a new calendar entry or To Do item by clicking and dragging the item to the desired view. For instance, if you click and drag a message to the calendar, a new calendar entry form displays with the details of your message in the Description field of the new calendar entry.

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Calendar/ Meeting Scheduler Scheduling a Meeting Use the meetings feature of Notes when you want to invite others to a meeting and check their availability. 1. 2. 3. 4.

Open your calendar and click Schedule a Meeting. Complete the subject, proposed date, and time. In the Invitees area, enter the people you want to attend. (To access the University address book, click on the book icon next to the Invitees field.) To schedule a specific room, in the Where area, select the desired room; then have Notes check the schedules for all attendees as well as the room. (Use this option only if your department has a Conference Room in the Notes scheduler.)

Checking Schedules Notes can check to see if all attendees are available at the proposed time. If you have selected a room, Notes also checks to see if the room is available. To begin, click the Scheduler tab. The following screen displays:

1. 2. 3. 4.

If the time is not appropriate for all attendees, the shaded timeslot displays in pink. Unavailable times for individual attendees display in red. If all attendees cannot attend at the proposed time, click and drag the shaded timeslot to a time when all attendees are available. The shaded area displays as green when all attendees are available. If necessary, click the Find Room or Resource button to find a room. Click Save and Send Invitations.

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Calendar/Meeting Scheduler Alternate Option: You may also set an alternate meeting view that displays suggested meeting times by selecting: Tools, Preferences, Calendar and To Do. Click the Scheduling tab, and select Suggest best times for meeting.

With this option, each time you create a new meeting, Notes displays suggested dates and times when all invitees can attend for the amount of time specified. For instance, if you scheduled a one-hour meeting, Notes would look for a time when all invitees were available for one hour.

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Calendar/Meeting Scheduler Calendar Preferences There are many ways for you to customize how your calendar is used and also allow others to access your calendar, if desired. 1. Open your calendar and click Tools, Preferences. 2. Activate the Calendar & To Do tab.

3.

Activate each sub-tab to set preferences. Some of the options are described below.

•

Basics - Change settings for default duration of an entry, the default entry type that is created with double-click, and default repeat for anniversaries. Display - Use the Display tab to change the amount of time displayed on the calendar, the days of the week for a workweek, and display calendar entries in the Mail view. Important: Select Remove Meeting invitations from your Inbox after you have responded to them. Remember - If you delete an item from anywhere in Notes, it deletes it from all locations. So, if you delete a Meeting invitation from the Inbox that you accepted, it will also delete it from the Calendar. Notes now has a safety feature to remind you of this, but you can avoid that reminder from displaying by selecting this option. Scheduling - On the Scheduling tab you can set your typical work hours and work days. You can also set it to notify you if you have a conflict. Notes will allow two entries for the same time, so this is useful to avoid accidentally doublebooking yourself. You can also set an alternate default display for the Scheduler. Alarms - You can set Notes to automatically notify you of calendar entries. Adjust the default times, if desired. A pop-up window displays on your screen to remind you of the calendar entry. To Do - If you would like To Dos to display on your calendar, select this option. Autoprocess - This tab allows you to automatically accept invitations if you are not previously scheduled. Most users do not activate this option. Colors - You can change the default color for the various types of calendar entries, if desired.

•

• • • • •

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Calendar/Meeting Scheduler Delegation From the Access and Delegation tab you may set permissions for others to view your schedule and/or have access to read or write e-mail and create calendar entries. Click Tools, Preferences, and click the Access & Delegation tab. Activate each tab to set options for others to work in your e-mail or calendar. When finished, click OK. If you have access to other people's mail and calendar, you can set up shortcuts under the Access & Delegation tab to easily open their mail and calendar.

If you add individuals to the Provide Shortcuts area in your Calendar preferences, you may quickly access their calendar using the Mail Switcher menu from your e-mail view.

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Calendar/Meeting Scheduler Printing Your Calendar There are numerous printing options. You may also e-mail the printed view to another, if desired. 1. Open the calendar and select File, Print. The Print Calendar dialog box displays.

2. 3. 4. 5. 6. 7.

In the Calendar Style field, select the desired option. In the Print Range area, enter the desired dates. To print a view similar to the Calendar Print Database, select Print calendar to a document. Then click Preview. (You may forward this view to others, if desired.) For other print options, such as Day Planner, Desk Planner, etc., activate the Calendar Style tab and select the desired options. Click the Preview button to view your selections; then click Done. Modify, if necessary, or click OK to print the calendar.

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5

The Notes 5 Browser Interface

Accessing Your Account Your Old Dominion University e-mail account is also accessible via the Internet. Because faculty and staff accounts reside on diferent servers, each group of accounts has a different URL for web access. The URL for faculty is http://fsnotes.odu.edu. The URL for staff is http://admnotes.odu.edu. At the log on screen - click the Log On button and enter your Lotus Notes user name and Notes Browser password. (See Page 6 for instructions on setting your Notes Browswer password.) You may receive a Security Warning message similar to that shown below. Check the box "Always trust content from Lotus Development or International Business Machine." Click YES.

At log in, the Lotus Notes Browser interface opens to your Mail - In Box view. (Note, if your initial log in opens a Welcome Page, you can change your mail box home page to your In Box by clicking Preferences > Other, under the Default Start Up view, select your In Box. Click Save & Close.

IMPORTANT NOTE: If you use a pop-up blocker, you may experience problems using certain features of the Notes web mail. Please follow your pop-up blocker software user instructions for adding Notes web mail to your list of approved sites.

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Browser Interface Mail - Inbox View

To hide or display the views/folders list, click the blue arrow below the word Lotus.

Navigating Notes Web Mail To move between your Mail, Calendar, To Do list, Contacts (personal address book), and Notebook Journal, click the appropriate tab to go directly to that view or hover your mouse over the tab for additional options.

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Browser Interface Setting Your Preferences To set preferences for your web mail, click the Preferences link in the upper right corner of the window.

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Browser Interface Creating a Message To create a new message, click New > Message.

Address Books When writing the new message, click the button To: to access the University address book or your personal address book. Click the down arrow beside the Search: field to select the address book. Type the name of person for whom you are searching in the Find: field and click the Search button. Highlight the name you want and click To:, CC:, or BCC: When you have added all of the recipients you want, click Exit to return to your message. Your Personal Address Book (Contacts) Your web mail includes a Personal Address Book (referred to as Contacts). Although you do not have access to your Notes Client Personal Address Book from web mail, you may synchronize your web address book with your client address book. To add the sender of a message to your Contacts, with the message open, click Tools, selected Add Sender to Contacts.

Synchronizing Your Personal Address Book To synchronize your Personal Address Books between your Notes Client and Web Mail, while in the Client version of Notes (open your Mail view), select Actions, Synchronize Address Book.

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Browser Interface Writing your message Your web mail provides a Rich text applet to create the body of your message. Buttons at the top of the body of the message provide text formatting options such as Bold, Italics, etc. Sending your message Click the Send and File command to send your message and file it in a folder in one easy step.

Deleting messages You may delete an open message by clicking the delete button in the message window. To delete from your In Box (or other folder or view), click the message one time, then click the Trash Can icon. To delete more than one message at a time, hold the Ctrl key while clicking to select each message, then click the Trash Can icon.

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Browser Interface Reading and Replying to Mail 1. 2.

To open a message, double-click on the Sender’s name. All reply and forwarding options are the same as for the Notes Client.

Mail Management in the Browser Mail For Mail management tools, including Block Mail from Sender, Mail Rules, and Out of Office, please refer to the instructions for that tool in the Notes Client section of this manual.

Using Folders to Manage Mail Folders added or deleted from the Browser will also be added or deleted from the Client. To create a folder 1.

From the InBox View, click New, select Folder.

To move a document to a folder 1. 2. 3.

Single click on the document (s) you want to move to a folder. Click Move. Select Move to Folder or Copy to Folder.

To delete a folder 1. 2.

Right-click on the name of the folder. Click Delete.

To rename a folder 1. 2.

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Right-click on the name of the folder. Click Rename Folder.

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Browser Interface Using Your Calendar To access your calendar, click the Calendar tab. Calendar functionality in Notes Web Mail is very similar to that of the Notes Client. You may select Day, Week, Month, or Meetings view.

Creating a new Calendar entry To create a new calendar entry, from the Calendar view, click New, and select Calendar Entry. The default calendar entry type is Appointment. To change the entry type to a meeting, click the Invitation tab in the New Entry window. Set the Date, the Start Time, and the Duration. The End Time will automatically be set. Click the Schedule Tab to check availability of invitees.

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6

Additional Features - Using Chat

In conjunction with your Lotus Notes e-mail, OCCS is implementing Lotus Instant Messaging (formerly known as Sametime). This will allow you to chat with co-workers who are "on-line." The co-workers must also be using Lotus Notes. After logging in to Lotus Notes, you may turn on the Instant Messaging toolbar for quick access to Chat. Authentication to Lotus Instant Messaging is with your Notes Browser password.

A green box beside an individual’s name in your mail view indicates that person is on line.

To begin a chat, right click on the person’s name or click the Chat button, and choose the option “Chat with...”

The Send Message window will appear. Type your message and click Send.

To temporarily change your online status To toggle between on-line and off-line status, click the Instant Messaging button

from the Status bar at

the bottom of your Lotus Notes screen and select the desired option. Selecting I Am Away changes the box color to yellow to let others know that you have left your workstation. TIP If have chosen to automatically log in to Instant Messaging when you log into Notes, you may disable that feature by clicking File > Preferences > User Preferences. Click the Instant Messaging tab and then click Clear Instant Messaging Password. TIP Instant Messaging is also available from web mail. Click the Preferences tab in the upper right corner of the window, select the Other tab, place a check mark in the box beside Enable Instant Messaging.

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