Really Useful User Configurations Forlotusnotes 8.x

How to Properly Configure Your Notes 8.x Client This document assumes you have Notes already installed and you want to make sure it is configured correctly. Even though there are an infinite number of combinations of Notes preferences, there is, in my opinion, a right way to have it set up and this is it. After you follow this document carefully and adjust your settings, restart Notes. Starting with your Notes Preferences: *Note if you are not given the option to select some of the preferences below it probably means your email template was not upgraded to version 8.x when you upgraded your client. Skip to the section at the bottom titled "Here is how you apply the Notes 8 mail template design to your mail file if it was not done during the upgrade" then return here.

Select File - Preferences from the menu to pull up the Notes Preferences UI Select Basic Client Configuration 1. Select Autosave and set the interval to every "5" minutes -- This feature saves you from losing your work if Notes or Windows crashes in the middle of you composing an email. When you restart Notes you will be prompted to recover any documents that were opened in edit mode when you crashed. In the additional Options box, keep the setting that are already checked and then make sure you also have these options checked -1. Make Internet URLs (http://.....) into Hotspots -- This will automatically make urls in the body of an email clickable without having to manually create a hotspot. 2. Retain View column sorting -- This allows you to change your default column sort in a view and have it "stick" that way the next time you open the view. 3. Disable embedded browser for MIME mail -- If you are finding Notes is slow at opening internet email messages, checking this setting will speed it up. In Notes 8.x, MIME mail by default is rendered by Internet Explorer (if you use Windows) and Safari (if you use Mac). Checking this option reverts the way Notes renders the MIME email back to how it did it in previous versions. Checking this option may adversely affect the fidelity of the rendering but it will positively enhance the speed. 4. Invoke Notes on vCard files -- This allows you to double-click on a vCard file that someone sends to you and have Notes prompt you to add the contact to your Address Book. 5. Enable Icon Popup Help in View -- This allows you to hover over any of the smarticons in the Notes interface and see a description of what the icon does. 6. Compress images pasted into documents -- This setting makes it so that if you paste a screen shot into the body of an email, the size of the email will be 120K instead of 1200K 7. Show check marks in margin for selected documents. This is optional. It allows you to select multiple documents in a view with one hand by dragging your mouse down the selection margin (the old fashioned Notes way), instead of using Ctrl-Click or Shift-click Windows conventions Select Calendar and To Do - Display - Entries 1. Conference Call Information -- Enter your conference call information so that mobile device users can highlight it and click dial and have the pass code automatically dialed for them. Use the Blackberry friendly format with an x before the passcode, for example: 1-718-276-7205 x126642

Select Calendar and To Do - Calendar and To Do - Display - Views Select the following: 1. Display new (unprocessed) notices -- This will display invitations on your calendar 2. Process cancelled meetings automatically & Show as cancelled in calendar -- This will automatically remove cancelled meetings from your calendar so you don't have to manually open them and click the Process button. Calendar and To Do - Calendar and To Do - Display - Notices Select the following: 1. Display the following meeting notices in my Inbox = "All except Responses" (This way you will not accidentally delete responses, you can see participant responses by going to the calendar entry) 2. Remove meeting notices from my inbox after I have processed them (This way you will not accidentally delete a calendar entry or have to manually move it to a folder) 3. Don't display meeting invitations in the Sent mail view (this way you will not accidentally delete a calendar entry if you are deleting your Sent mail to get back under your quota. Contacts Select the following: Enable "Synchronize Contacts" on the Replicator -- This is important if you have a blackberry and want your contacts to sync. This setting allows contacts to automatically be transferred to the server so they can be sent to your mobile device. Live Text Select Enable Live Text -- so you're ready for any widgets you may want to install later Mail - Recipient Icons Select Mail sent to me only (at a minimum) and add your internet email address to the text box. This setting will put a solid blue circle next to emails in your inbox that were addressed directly to you. You can then sort your inbox by "Recipient Icons" and all the email in your inbox addressed directly to you will go to the top. Notes Ports Select TCPIP then select Port Enabled and Compress network data Spell Check Select Enable Instant Spell Checking - with this selected, misspelled words will be underlined with a red line as you type. To correct the spelling, right-click on the red underlined word and accept the correct spelling. Example below.

Web Browser Select "Use the browser I have set as the default for this operating system". This offers best performance when viewing web pages. If you don't already have one, create a Local Replica of your Mail File You can skip this step if one of these things is true: 1. You are able to read your email even when you are not connected to a network 2. You are able to read your email when your location setting is "Island (Disconnected)" 3. You open your email and select File-Application-Properties and you see Server: Local

4. You go to the replicator tab and see a line item for your mail

5. You select File - Open - Lotus Notes Application - Select "On My Computer" - and see your name either in the main list or under the mail folder.

If none of the above are true and you do not have a local replica create one before modifying the Location Document Settings in the next section. Make sure you are connected to the network and have access to your server mail. With your mail open, select File - Replication - New Replica from the menu Verify that Server = Local Select Encrypt the replica using Medium Encryption Select Create Immediately Select OK

Next your Location Document Settings You only need one location document and once you have the Office Location settings described below you never need to change your location.

Go File - Preferences - Locations - Office - Edit Basics Tab Location Name: Location type: Internet mail address:

Office Local Area Network Enter your internet email address, do not leave this blank

Servers Tab All fields

These values should be populated, do not change.

Ports Tab Ports to use:

TCPIP

Mail Tab Mail file location:

Local

Mail file:

mail\lsarkady.nsf (this is probably populated for you correctly if you have been able to work locally and replicate mail. If you created a local replica in the section above you will need to enter this value. You may need to look under your c:\.....\notes\data directory to find the file name. The file name is typically your first initial and first seven letters of your last name.nsf. You need to include the path after notes\data. So if your mail file is in c:...\notes\data\mail\lsarkady.nsf you would enter mail \lsarkady.nsf in this field)

Domino mail domain:

This value should be populated, do not change

Internet domain for Notes addresses when connecting directly to the internet:

Enter the domain name of your internet mail address for example my internet email is [email protected]., so I would enter us.ibm.com in this field. DO NOT LEAVE THIS BLANK. if you do, people outside your organization may receive delivery failures if they select Reply to All on emails in which you were copied. And people outside your organization will not be able to accept/reject calendar invitations sent by you.

Activate recipient typeahead:

On Each Character

Recipient name lookup:

Stop after first match

Mail addressing:

Server then Local

Send outgoing mail:

through the Domino server

Format for messages addressed to internet addresses:

MIME Format

Transfer outgoing mail if:

1

Replication Tab Enable Replication:

Select Replication is enabled for this location

Replicate when Notes starts:

Select Replicate when Notes starts and Don't Prompt

Schedule:

Select Replication Interval 06:00 AM - 11:00 PM

Replicate daily between: Repeat every: Days of week: Replicate when Notes ends: High Priority replication:

5 Sun, Mon, Tue, Wed, Thu, Fri, Sat De-select Prompt to replicate when Notes shuts down don't change the current values

Now make sure that your client is on the Office Location. In the lower right hand corner of your screen it should say Office. If it does not, then click on the up arrow and select Office.

Here is how you apply the Notes 8 mail template design to your mail file if it was not done during the upgrade: ** This is only required if the preferences described in the first section of this document were not visible to you.

With your mail file open or selected on the workspace, select File - Application - Replace Design In the Template Server box, change the location from Local to your Mail Server name. 1. Select the Mail (R8.5) or Mail (R8) template depending on the version of Notes you have installed. 2. CAUTION: Examine the Title bar to make sure it says Replace Application Design of "the name of your mail file" If it says something different click CANCEL 3. Click Replace 4. Restart Notes