Lotus Note 8.5 Guide Book

8/14/2019 Lotus Note 8.5 Guide Book

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A Beginner’s Guideto Lotus Notes



Revision H istory

Original: Original book p rodu ced for Lotus N otes Release 4.

First rev ision: Incorporates information on Lotus N otes Release 4.1

Second revision: Incorporat es information on Lotus Notes Release 4.5

Third revision: Incorporates inform ation on Lotus Notes 4.6

Fourth r evision: Incorporates information on Lotus Notes 5.0

Under the copyright laws, neither the documentation nor the software may be copied,

photocopied, reproduced, translated, or reduced to any electronic medium or machine-readable

form, in whole or in par t, without the p rior written consent of Lotus Developm ent Corpora tion,

except in the manner described in the documentation.

© Copyright 1995 - 1999 Lotus Development Corporat ion

55 Cambridge Parkway

Cambr idge, MA 02142

All rights reserved. Printed in the Un ited States.

Notes is a trademar k and Lotus, Lotus Notes, and SmartIcons are registered tradem arks of Lotus

Development Corporation.

Other produ ct and company nam es mentioned h erein may be the trademarks or registered

trad emarks of their respective owners.



1 So, what's this book about? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1. .

What is Notes anyway? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2. .

2 Getting the hard part out of the way first:Some important Notes concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5. .

3 Hold on tight...here we go! Getting started with Notes . . . . . . . . . . . . . . . . 9. .

Starting Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10.

Getting help : Lau nch N otes H elp while w orking in the p rogram . . . . . . . . . . . . . . . . . . . . . . . . 12.

Getting help: Locating a Help topic on your own . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15.

Undoing mistakes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18.

Using SmartIcons to accomplish tasks faster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20.

Stopping Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23.

4 Working with bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25.

Creating a database bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26.

Creating a view or document bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29.

Accessing information using a bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32.Removing a bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34.

5 Using mail without paying for postage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37.

Reading your mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38.

Creating a mail message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40.

Replying to a message you receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43.

Forwarding a message to other people . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45.

Deleting messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48.

Saving mail you receive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.

Seeing messages in different foldersand views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53.

Sorting messages to make themeasier to find . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55.

Keeping an address book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57.

Contents ii

Contents



6 Data, data everywhere: Getting information from Notes databases . . . . . 59.

Opening and closing a database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60.

Read ing documents in a database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62.

Reading documents without evenopening them . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65.

Seeing the docum ents in d ifferent folders and view s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67.Forwarding a document in a mail message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69.

7 Using those strange things you see in documents . . . . . . . . . . . . . . . . . . . 73.

Viewing a file that is attached to a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74.

View ing a d ocum ent that is linked to another d ocument . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76.

Opening and closing collapsible sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78.

Using buttons and hotspots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80.

8 Putting in your own two cents: Adding information to a database . . . . . . 83.

Creating a document in a database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84.

Respond ing to an existing document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86.

Ed iting an existing document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89.

Checking your spelling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91.

9 Making your documents look great . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95.

Changing the font of text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96.

Changing the size of text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98.

Changing the color of text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Changing the style of text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Chan gin g the font, size, color, and style of text all at once . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Indenting a paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Changing the space between paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Creating a numbered list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Creating a bulleted list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

10 Adding information from other sources to your documents . . . . . . . . . . 119

Attaching a file to a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Creating links to other documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Adding a p icture to a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

Adding a URL link to a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

iv



11 Organizing documents and viewing them in different ways . . . . . . . . . . 133

Creating a new folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Moving documents between folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Sorting documents in a folder or view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Refreshing a view to show new documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142Sizing panes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

12 Searching for specific words or phrases in documents . . . . . . . . . . . . . . 147

Finding a word or phrase in a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Finding and replacing a w ord or phrasein a d ocum ent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Find ing all docum ents that contain a specific w ord . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Find ing d ocument titles that contain a w ord or phrase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

13 Printing stuff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Adding headers and footers to documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Printing a document while reading it . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Printing documents from a folder or view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Printing document titles from a folder or view . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

14 Tracking your schedule using Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Opening your Notes calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Setting up your Notes calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Adding an appointment to your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179Adding a reminder to your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Adding an event to your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Adding an anniversary to your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Creating a meeting invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Viewing your calendar in d ifferent ways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Opening a particular page in your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

Editing a calendar entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

Deleting an entry from your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Printing your calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Creating and tracking tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Contents v



15 Surfing the Web: Using the Internet from within Notes . . . . . . . . . . . . . . 209

Opening a Web page you know about . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Searching the Web for information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Stopping a search or a page lookupbefore it finishes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Forwarding a Web page to someone else . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

16 The advanced class (an appendix) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Creating a folder for your bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Changing the letterhead on your mail messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Using the permanent pen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Creating a collapsed section . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Creating and ed iting a table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Using a fu ll-text index to search for documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Using database catalogs to find databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Using Notes from another location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Creating a new view for your own use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Creating a new d atabase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Archiving your mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227

Some add itional tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

vi



So, what's this book about?

Funny you should ask. I was just abou t to tell you. This book shows you how

to complete comm on Lotus N otes® tasks w ithout making you read a lot of

tedious details. Once you've learned the basics of a task, you'll be able to

learn m ore about it as you use it.

Why would I want to read this book?

Who knows? Maybe you have nothing better to d o. Maybe you like to learn

new things. Maybe your boss gave you Notes™ and said you'd better learn it

fast or you'll be in trou ble. Or m aybe you just like to have fun .

How does the book work?

The book show s you the steps involved in basic Notes tasks. You follow our

mascot, Sherman , as he w alks you through each task. The tasks are short andeasy to comp lete. They d o not contain a lot of boring d etails. This is good if

you d on't like to be bored. If you like to be bored, read a d ifferent book

about comp uters.

Do you really expect me to follow Sherman?

Yes. Say hello to Sherman.

Sherman will guide you through each task. If you have an y questions along

the w ay, feel free to ask Sherm an. (But first be su re tha t you r office door is

closed so p eople won 't think you 're crazy for talking to a shoe in a book.)

1

1



What is Notes anyway?

People have been asking tha t question since the beginning of time (or atleast since Notes first came on to the m arket). It has been hard for

peop le to define Notes because you can u se it to do so many th ings. For

example, you can:

Send and receive electronic mail messages, even from Internet mail

accounts.

Read about the latest ind ustry news or find information abou t a

particular subject.

Track inventory and automatically create new ord ers when sup plies

are low.

Access the Internet and Internet newsgroup s to read and post articles.

Customize your Head lines page by ad ding links to your m ost

frequently used tasks, such as m ail, calendar entr ies, databases, and

up dates from the Internet (stock qu otes, weather, or travel

reservations).

Use bookmarks to create links to information both on the Internet and

in Notes, includ ing da tabases, views, docum ents, Web pages, and

newsgroups.

Plan and track progress on complicated p rojects.

Collaborate on a p roject with peop le in d ifferent locations. You can

work together to plan you r w ork, create reports and databases, anddiscuss changes you w ant to make withou t leaving you r office, even if

each person is in a d ifferent country .

2



Automatically route company forms to the p eople who need to see

them and app rove them. For example, you can create a purchase

order an d have N otes route it autom atically to your man ager, then to

the Purchasing departmen t, and then to the supp lier. This can all take

place without you r leaving you r office or trying to find you r man ager

(who is probably out having a three-martini lunch anyw ay).Discuss and share information that is importan t for doing you r job.

This can significantly decrease the num ber of meetings you 'll have to

attend . (Of course, this means you 'll have to catch up on you r sleep

somew here else.)

Keep tr ack of your schedule and your "To Do" list.

Take your comp uter w ith you and access Notes information

from wherever you are.

Do all of this and m ore. The u ses of Notes are limited only by people's

imaginations. It truly changes the way people w ork.

That's nice. So, what is Notes?See, I told you it's hard to define. Basically, Notes gives you a w ay to

find and share information, to make man y tasks easier to accomplish,

and to work easily with other people. These people can be at your

comp any or ou tside you r company. They can be in you r country or

outside your country . They can be anyplace in the w orld. (So far, we

haven't figured out a w ay to comm unicate with people on other

planets, but stay tu ned.)

3



4



Getting the hard part out of the way first:

Some important Notes concepts

This chap ter describes the basic building blocks of Notes. Unlike subsequent

chapters, this chap ter doesn 't tell you how to do an ything. It just explainsthings you shou ld know before using Notes. (Actually, this is probably the

most boring chapter in the book, but it's important to read anyw ay.)

Great. So tell me something already.

Anxious, aren't you ? Okay...

Notes stores information in databases .

Each database contains information about

a particular subject such as "Comp any

Policies" or "Product Inform ation." The

person w ho creates the d atabase decides

the type of information the database will

contain. Databases can even contain

reports for you to complete, such as

attendance reports or expense reports.

A d atabase usually contains many

documents. Each of these documen ts is

about a particular topic. In a Comp any

Policies da tabase, for example, there m ay

be a topic about parking, one abou t sick

days, and one about d onating to charity through the comp any. Somedatabases only let you read information, wh ile others let you create

docum ents of your own .

You create a d ocument by filling in information on a form the database

contains. The form has spaces for you to fill in. These spaces are called

fields. Some form s also have bu ttons for you to click to per form p articular

actions.

Sound easy so far? Great. Let me recap this stuff anyw ay. To add

information to a da tabase, you fill in a form and store your comp leted

docum ent in the database. Anyone who h as adequ ate access to the database

can read the information you wrote and create add itional docum ents. To

read what someone else has w ritten, you just look at the docum ents in the

database.

5

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Typepersons nameandposition

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Address

State

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2



Sounds easy, but what if there are hundreds of documents?

Often, a database contains so man y documents, it can be difficult to find the

information you w ant. Notes solves this problem by letting you create many

different ways to v iew and store the documents. A view is a way for N otes

to display documen ts in a d atabase. A view often show s docum ents in a

particular ord er and sometimes shows on ly a portion of the documents in

the database. In a database that a company uses to store emp loyee

information, for example, there wou ld be a docum ent about each employee.

This database could contain the following views:

A view that show s all emp loyees listed in alphabetical order by last name

A view that shows all employees by first nam e

A view that show s all emp loyees by the departments they w ork in

A view that shows emp loyees who have p arking spaces in the comp any

parking garage

A view that shows emp loyees who have been at the company less than ayear

Notice that the first three views includ e docum ents for all employees, bu t the

last two views include only some of the documents.

You also can create folders in a da tabase. Folders let you organize

documents to make them easier to find . In the Emp loyee Information

database, for example, you could create a folder to store the docum ents you

use frequently, such as those from your boss, dep artment m embers, and

friends. When you open the folder, you w ould see only those documents you

placed in the folder.

You can p lace a copy of the same document in more than on e folder, just asdocum ents can app ear in more than one view. The difference between a

folder an d a view is that you can place any d ocum ent you w ant in a folder,

but a view has a formula that d etermines w hich d ocum ents it displays. You

can remove a document from a view by d eleting that d ocum ent, but you also

delete it from all views that it may be in. How ever, you can rem ove a

docum ent from one folder without it being d eleted or removed from any

other folder.

When people create databases, they usu ally includ e some folders an d views

to make the d atabases easy to use.

6



What will I see when I start Notes?

When you first start Notes, the program displays the d efault Welcome Page.

It looks something like this:

The Welcome page is customizable so it m ay look d ifferent. The tab le below

describes the items that are labeled in the p icture.™

Item Purpose

Menu Lets you choose Notes commands. (The commands on themenu sometimes change, depend ing on what you aredoing.)

Universalnavigationbuttons

Let you n avigate among d atabases or Web pages, or to goback to where you 'eve been. You can also stop certainactions that are in process, refresh the page or view you arelooking at, find or search for information, and open a URL.

SmartIcons® Let you choose Notes commands by just clicking an icon.(The SmartIcons that Notes displays sometimes change,depending on w hat you are d oing. SmartIcons may not beturned on wh en you start Notes.)

Bookmark baricons

Let you qu ickly open the m ost frequently used comp onentsin N otes; your m ail, calendar, head lines, To Do list, and

add ress book.Bookmark folders Let you store, access, and manage your bookmarks.

Statu s bar Lets you change som e settings, open you r m ail, and seesome current information abou t N otes.

MenuSmartIcons

Universal navigation

buttons

Bookmark bar icons

Bookmark folders

Status bar

7



But it looks different when I open a database

When you op en a database, Notes might look like this:

The table below d escribes the items tha t are labeled in the p icture.

Item Purpose

Action bar Contains buttons you can click to qu ick ly per form somecommon tasks. The buttons on the action bar sometimeschange, dep ending on w hat you are d oing. Some databases

may not have an action bar at all.Window tabs Let you quickly switch from one open window to another.

Navigation pane Lets you open different folders and views.

View pane Lets you select and op en docu ments.

Preview pane Lets you read the document that is highlighted in the viewpane without opening the document.

Some d atabases may look different, but how you use the items is the same.

So, that's it. If any of that seems hard to un derstand , don't w orry about it. As

you u se the prod uct, things will become clearer. And you can always look

back here for a refresher.

Window tab

Navigation pane

View pane

Preview pane

Action bar

8



Hold on tight...here we go!

Getting started with Notes

Like most compu ter program s, getting started with N otes can be an

exhilarating experience — or a d aunting one. There are all those new iconsstaring you in the face, menu comm and s beckoning to you, and strange

word s and drawings scattered aroun d the screen. Luckily, the pictures and

words in N otes are often self-explanatory. And if you've used other Lotus

program s, you're already familiar with many of them.

This chap ter gets you started u sing N otes but doesn't have you d o very

mu ch — at least not yet. It show s you the basics, like how to star t the

program and use a few of the features. Starting N otes is pretty simple, but I

tell you how to do it anyway. I also tell you a coup le of ways to get Help

while you 're using N otes. In add ition, I tell you w hat to do if you m ake a

mistake w hile using Notes. (This feature is primar ily for other p eople, not foryou .) Then I tell you how to use those icons you will see near th e top of the

Notes screen. Finally, I explain how to stop N otes. (I could 've waited u ntil

the end of the book to tell you h ow

to stop N otes, but if you d ecided to

stop read ing the book before the

end, you'd have to leave Notes

run ning forever.)

To recap ,

This chapter tells you how to do the follow ing:

Start N otes

Launch Notes Help wh ile working in the program

Locate a Help top ic on you r own

Undo your mistakes

Use SmartIcons to accomp lish tasks faster

Stop N otes

9

3



Starting Notes

How will this help me?

For this topic, that seems like a silly qu estion, doesn't it? But that's the format

we're using in th is book, so here goes: starting N otes lets you use a ll of its

wond erful features — all those things I convinced you w ere terrific in thefirst chap ter. (Gee, I hope that clears things up for you.)

As you may have noticed, sometimes what app ears in the section "How will

this help me?" will be pretty obvious. But sometimes, it will be pretty

illum inating, maybe even important. So, it's a good idea to brow se through

the section for each task, just to be su re you don 't miss anyth ing. The good

thing is that the section is always short.

10



Find Lotus N otes on the

Start menu and click it.

When N otes starts, you

see the default NotesWelcome p age.

Initially, this includes

links for: reading and

creating mail, viewing

your calendar and

creating n ew

app ointments, viewing

your To Do list and

creating To Do items,

and viewing yourcontacts and creating

new contacts.

1

2

11



Getting help: Launch Notes Help while

working in the program


While you're working with N otes, you m ay occasionally need assistance.You can u se the Notes Help system to explain things to you and show you

what to do.

There are two ways to find information in N otes Help: you can have N otes

open d irectly to a topic, or you can search for the top ic yourself. If you d on't

know a lot about Notes, it is probably better to have Notes open a top ic.

That's wh at this procedu res discusses. The next procedu re shows you how to

find a Help topic yourself.

12





4 When you w ant to close Help, choose File

and then choose Close from the Notes

menu, or press ESC.

14



Getting help: Locating a Help topic on your

own


When you locate a Help topic on your ow n, you get to choose from all the

Help top ics that come with N otes. This may lead you to inform ation you

might not know w as there otherwise.

15



Click the top ic in the

Table of Contents that

you want to read.

Notes d isp lays that

topic to the right of the

Table of Contents. If

there is a triangle icon

beside the top ic, click

on the triangle to read

the document and

expand the list to see

additional topics.

Choose Help and then choose Help Topics from

the Notes menu. N otes displays the contents of

Help.

Click on any of the

blue un derlined text to

display other topics

you want to read.

1

2

3

YOU SHOULD KNOW

When you click a triangle

icon, the list expands toshow additional topics.When you click the

triangle icon again, the listcollapses and the topicswill no longer be visible.

16



When you want to close Help, choose

File and then choose Close from the

Notes menu , or press ESC.

4

YOU SHOULD KNOW

You can click the Index orSearch buttons to find the

topic you want.

17





Notice what Und o did.

Breathe a sigh of relief.

Choose Edit and then choose Undo from the

Notes menu . (Notice that the Und o command

in this picture actually says "Und o Typing"

because the last thing I did was type some

text.)

Make a mistake or do

something else you

want to und o. (You

really don't have to d o

this on pu rpose. But

when you d o make a

mistake, keep this

procedu re in mind.)

1

2

3

YOU SHOULD KNOW

The wording of the Undocommand changes to tellyou what action Notes will

undo.

YOU SHOULD KNOWIf Notes can't undo your

last action, the Undocommand will be gray.

19



Using SmartIcons to accomplish tasks faster


SmartIcons are one of the shortcuts in Notes that will save you time and a lot

of mouse clicks. You can u se SmartIcons to p erform m ultiple actions w ith a

single mouse click. For examp le, SmartIcons can execute menu command s

that m ight otherw ise requ ire several mou se clicks.

Notes d isplays the SmartIcons at the top of the workspace, although you can

move them . The SmartIcons that N otes displays change, dep ending on wh at

you 're doing, so you always have access to the Smar tIcons you n eed.

20





To find ou t wh at one

of these icons does,

hold the mou se pointer

over it. Notes d isplays

a balloon that tells

wh at the icon d oes.

After find ing the icon

you want to u se, click

it. Notes performs the

action you w ant.

4

5

Click the OK button.3

22



Stopping Notes


This is one of those topics for wh ich th is section probably isn't necessary. But

I always try to think of something tha t makes sense in this spot. For examp le,

you m ight want to stop N otes if you are done for the day. In add ition, you

should stop Notes prior to turning off your computer.

23



If you've mad e changes you w ant to save

in any op en docum ents, close and save

those documents. (When you close a

docum ent you've changed, Notes asks if

you w ant to save it.)

Choose File and then choose Exit

Notes from the Notes menu .

1

2

24





Creating a database bookmark


When you op en a database, you have the option to mark it with a bookmark.

This allows you to quickly return to the d ata without h aving to remember

wh ere you got the information from.

26



Click the da tabase you want

to bookmark, and click the

Bookmark button.

Choose File, then choose

Database, and then choose Open.

In the Add Bookmark d ialog box

either accept the name of the

bookmark in the Name box or

type another name for the

bookmark.

1

2

3

27



Click the OK button.

4

5

Click the folder w here you want

to store the bookmark.

28



Creating a view or document bookmark


After you have opened a database and found the view or docum ent that you

wan t, you have the op tion to m ark it with a bookmark. This allows you to

quickly return to the view or docum ent within this database without h aving

to remember w here you got the information from.

29



Open the view or

docum ent that you

want to bookmark

within the database.

Choose Create, and th en choose Bookmark.

1

2

In the Add Bookmark

d ialog box, either accept

the name of the

bookmark in the Nam e

box or type another name

for the bookmark.

3

30



Click the folder where

you w ant to store the

bookmark.

4

Click the OK button.5

31



Accessing information using a bookmark


After you have created bookmarks for databases, views, or d ocum ents, you

will find it easy to have information at you r fingertips. Bookmarks allow you

to quickly find w hat you need and accomp lish your everyday tasks.

32



Click the bookmark folder that

contains the bookmark you w ant to

open.

Find the bookmark you wan t to open and

click it.

1

2

33



Removing a bookmark


If you find that you no longer use a bookmark in your daily work, you might

wan t to remove it. Too many bookmarks make the ones you w ant to open

hard to find . Removing old ones w ill keep you r folders and bookmarks

organized and up to date.

34



Click the bookm ark folder that contains th e

bookmark you want to remove.

Right-click over the bookm ark you want to

remove.

1

2

Choose Remove Bookmark from the menu.3

35





Using mail without paying for postage

Notes lets you send mail to peop le electronically. You d on't need envelopes

or stamps or p aper or pencils. Best of all, you n ever have to go out in the rain

to send you r mail!

Writing a m essage in Notes is like

writing a regular letter, except the

Notes m essage will reach its

destination faster. In ad dition, you

can create fancier-looking m essages

in Notes because you can change

the style and color of any p ortion of

the text. Your message can includ e

tables, grap hics, and information

from other comp uter p rograms. It

can even includ e entire comp uterfiles. And you can send the same

message to many people

simu ltaneously — without bu ying more stamps.

Notes stores your messages in you r ow n p ersonal mail database. When you

receive a m essage, Notes places it in the Inbox folder in you r m ail database.

After you read the message, you can save it, delete it, forward it to someone

else, or send a rep ly.

You can exchan ge messages with people who are on the same local area

netw ork (LAN), wid e area network (WAN), or the Internet. If you're not

connected to a network, such as w hen you 're at home or in a hotel, you can

read and send your m ail using a m odem and a telephone.


Read messages you r eceive

Create a message and send it

Reply to a message you receive

Forward a m essage to other people

Delete messages you n o longer need

Save m essages you receive

Look at messages in different folders and views

Sort messages to help you find the ones you w ant

Keep an ad dress book

37

5



Reading your mail


The best thing abou t receiving a mail message is read ing it, especially if it

contains good news. In ord er to read N otes messages, you m ust first open

your mail. While your m ail is open, you can a lso create new messages, sort

existing messages, reply to messages, and move messages into folders to

make them easier to find .

38



Double-click the title

of the message you

wan t to read.

Open you r mail by clicking the mail icon.

The mail icon is a picture of an envelope.

To close the message you are reading, choose File

and then choose Close from the Notes menu , or

press ESC. (Press ESC again if you want to close

your mail.)

1

2

3

YOU SHOULD KNOW

An unread message has astar to its left in the view

pane, and its title may be adifferent color.

39





If your mail is open, choose Create, and then

choose Memo from the Notes menu. If your mail

isn't open, choose Create, then choose Mail, and

then choose Memo.

In the To line, type thename of the person to

whom you w ant to

send the m essage and

press ENTER. To send

it to more than one

person, type

add itional names, and

press ENTER after

each name. As you

type, Notes mayd isplay the names of

people that match

what you type. If

Notes suggests a name

you want, press

ENTER to accept it.

Otherw ise, keep

typing the name you

want.

1

2

YOU SHOULD KNOW

The messages you createmay have a different

picture at the top than themessages in this chapter.This won't affect the way

things work.

YOU SHOULD KNOWTo choose names from alist of the people Notesknows about, you can

click the Address button.

41





Replying to a message you receive


After reading a message that a person sent to you, you m ay wan t to respond

to that m essage. Instead of creating a new m essage from scratch, you cancreate a reply that already includes the ad dress of the person wh o sent the

original message and the subject of the m essage. You can even includ e the

person's original message in you r rep ly. You n eed to type only the text of

your reply and send it.

43



Type your m essage.

If you want

add itional people to

receive the m essage,

enter their ad dr esses

on the To, cc, or bcc

lines.

While read ing a

message, click the

Reply button.

When you're ready to

send the message,click the Send button.

1

2

3

YOU SHOULD KNOW

You can include theoriginal message in yourreply. To do so, click the

Reply with Historybutton.

YOU SHOULD KNOW

To send your reply to allthe people who receivedthe original message, youcan click the Reply button

and then click theReply To All button

44



Forwarding a message to other people


After reading a m essage that a p erson sent to you, you may w ant other

people to read the same message. Instead of creating a new message fromscratch, you can forward the message to other peop le. You can also add your

own comm ents to the message.

45







Deleting messages


Deleting m essages you no longer need m akes it easier to find the messages

you do need. It also saves disk space on the N otes server that contains yourmail.

There are two parts to deleting messages. First you tell Notes w hich

messages you w ant to d elete. Notes places a mark beside these messages.

Then you tell Notes to actually delete the marked messages.

48



While read ing a

message, click the

Delete button. Notes

marks the message fordeletion and d isplays

the next message in the

view.

When you want to d elete the messages you

marked, choose View , and then choose Refresh

from the N otes menu or press F9.

1

2

YOU SHOULD KNOW

Notes displays a trash can

beside each messagethat's marked for deletion.

To see all markedmessages, you can lookin the Trash folder, as

described in the task afternext.

YOU CAN ALSO...

...mark a message fordeletion in the view pane.

To do so, click themessage title, and then

click Delete.

49



Saving mail you receive


Saving you r mail lets you read it again later. You can save your m ail simply

by leaving it in the Inbox folder, wh ich is where Notes p laces it when youfirst receive it. How ever, the number of messages may get so large that it

would be d ifficult to find specific messages. Therefore, it is a good idea to

move them to other folders. You can create as many folders as you wan t.

50



While read ing a

message, click the

Move To Folder

button.

If Notes displays the

nam e of the folder you

want, click the name.Then skip to Step 5.

If Notes doesn't

display the name of

the folder you wan t,

click the Create N ew

Folder button.

Type a folder n ame,

and then click the OK

button.

1

2

3

YOU CAN ALSO...

...specify if you want thefolder to be shared by

others or be seen only byyou. To do so, choose anoption in the Folder type

box.

51



Click the nam e of the

new folder you just

created.

Click Move, or click

Add. Move moves

the message to the

new folder and

removes it from th e

original folder. Add

p laces the m essage in

the new folder and

also leaves it in th e

original folder.

4

5

YOU SHOULD KNOW

You can view themessages in a folder by

clicking the folder namein the navigation pane.

YOU CAN ALSO...

...add a message to afolder from the view pane.

To do so, click themessage title and drag it

to a folder.

52



Seeing messages in different folders

and views


Your mail contains several folders and views that let you look at your m ail

messages in d ifferent ways. The grou p of messages tha t you see in a folder

or view d epend s on the p urp ose of the folder or view. This helps you find

the messages you want. For examp le, you can create views that contain

docum ents from on ly one person (such as your boss), and you can create

folders that contain only those documen ts that per tain to a special project

(such as a qu arterly budget report).

53



Open your mail.

Click the folder or

view you w ant to see.

Notes displays the

messages from that

folder or view in the

view pane.

1

2

The table below describes the folders and views in you r mail.

Folder or view Purpose

Inbox Au tom atically stores all messages you receive.

Drafts Au tom atically stores all m essages you save w ithou t send ing. Youcan later edit and send these messages.

Sent Au tomatically stores all messages you save w hen you send them.

All Docum ents Shows all messages currently in your mail database.

Calendar Shows your personal ca lendar and the meeting invita tions,app ointments, reminders, events, anniversaries, and tasks you p uton your calendar .

To Do Sh ow s th e statu s of all tasks you 've created an d all tasks p eop lehave assigned to you. Also show s messages that ask for a reply onor before a specific date.

Meetings Shows a list of a ll the meetings, appointments, reminders, events,and anniversaries on your calend ar.

Trash Stores m essages you 've m arked for d eletion (or p laced d irectlyinto this folder). You can d elete these m essages or d ecide to save

them.DiscussionThreads

Show s messages grouped with their replies. This lets you view anentire conversation.

Archiving Lets you remove messages from your mail database and archivethem in a different d atabase. Also lets you v iew the messagesyou've archived.

54



Sorting messages to make them

easier to find


Sorting m essages can m ake it easier to find a particular m essage you arelooking for. By default, Notes sorts you r messages by da te in ascend ing

order. Notes also lets you sort messages by date in d escend ing order or

alphabetically by the nam es of the people who sent the messages to you (or

to whom you sent the messages). If you know who sent the message or the

approximate date on w hich you received it, this will help you find the

message.

Notice that the Who and Date column names have little triangles next to

them . This tells you that you can click those column names to sort the

document titles. When you d o this, the triangle in that colum n changes color.

When you click the colum n nam e again, Notes retu rns the document titles totheir original order and r eturn s the triangle to its original color.

55



Open a mail folder or

view such as the Inbox

or the All Documents

view.

To sort the messages

by name in ascendingord er, click Who at the

top of the name

column.

To sort the messages

by d ate in d escending

ord er, click Date at the

top of the date

column.

1

2

3

YOU SHOULD KNOWTo return the messagesto their original order,click the name of thesorted column again.

56



Keeping an address book


You might want to add the name of a person or group who sent you a

message to your Personal Address book. That way, the next time you beginto type the name of the person or group in the address line, Notes will fill in

the rest of the name for you. (Pretty nifty, huh?)

Address

57





Data, data everywhere:

Getting information from Notes databases

If your comp any h as mu ltiple Domino servers, they probably contain more

databases than you'll ever need to use. This is good. There m ay be d atabasesabout comp any policies, ind ustry news, company prod ucts, sales

information, marketing information, special projects, forms you have to

subm it to the personnel departm ent, and almost any type of information you

can think of. I've even heard a ru mor that someone u sed N otes to create a

database to track sightings of Elvis, althou gh I can't confirm or d eny th is.

(My lips a re sealed.)

So, how d o you tap into all of this information?

Well, first you find ou t what da tabases are

available in you r company. Then you open the

databases you wan t and read w hateverinformation interests you . Most databases let

you look at information in more than one way,

wh ich h elps you find what you are looking for.

Many d atabases let you ad d information.

Others let you accomp lish sp ecific tasks, such

as subm itting expense reports or attendance

reports for approval.


Open and close databases

Read d ocum ents in d atabases

Read d ocum ents without even opening them

See docum ents in different folders and views

Forward a d ocum ent in a mail message

59

I N F OR MA T I ON

6



Opening and closing a database


After you have created bookm arks for some of the databases you w ant to

work in, you can open the databases to read the d ocum ents contained in

them. You m ay also be able to add new docum ents and edit existing

documents, depend ing on you r level of access to the da tabase. You can leave

the database open w hile you w ork in other databases.

60



Click the folder that contains the bookmark

for the database. Click the bookmark for the

database you want to open. The database

opens and displays a list of folders and

documents that are in the database.

Click the Bookmark folder th at contains the

bookmark for the database you want to

open. If your Bookmark is not within a

folder, go to Step 2.

When you want to close the database ordocument, click "X"at the right of the Window tab

which contains the name of the document or

database. If the document or database you w ant to

close is d isplayed by Notes, you can choose File

and then choose Close or press ESC to close it.

YOU SHOULD KNOW

Closing a database doesnot close open documentsfrom that database. Youclose open documents

separately.

2

3

1

61



Reading documents in a database


You read d ocum ents to learn abou t information you wan t to know . If a

docum ent you w ant to read is not located in the folder or view currently

open, you can open a d ifferent folder or v iew and look for the document

there.

Notes gives you tw o methods to read a d ocum ent. You can open the

docum ent first, or you can view the d ocument in the preview p ane.

This procedu re tells you how to read a d ocum ent by op ening it first. The

next procedu re tells you how to read a document in the preview pan e.

62



Double-click the title

of the docum ent you

want to read.

Open the database you w ant by

clicking its bookmark.1

2

3

YOU SHOULD KNOW

An unread documentusually has a star to its leftin the view pane, and itstitle may be a different

color.

(Optional) To readdocum ents in other

folders or view s, click a

folder or view in the

navigation pane. Then

double-click the

document you want to

read.

63



4 When you w ant to close the document, click "X"

at the right of the Window tab wh ich contains

the name of the document.

YOU SHOULD KNOW

To close the documentyou are reading and openthe next document in thedatabase, you can press

ENTER.

64



Reading documents without even

opening them


You m ay w ant to browse quickly through the d ocum ents in a d atabase, butopen ing each docum ent could take a lot of time. Instead, you can view each

docum ent in a special pan e called the p review pane. The p review pane is

located a t the bottom of your screen.

When you view a docum ent in the preview p ane, you can treat the

docum ent as though it were open. You can scroll through the entire

document, click buttons, and even ed it the document, if you have the correct

access to do so.

65





Seeing the documents in different folders

and views


Databases can contain many folders and many views. The group of docum ents that you see in a folder or view d epend s on the pu rpose of the

folder or view. This helps you find documents that interest you.

67





Forwarding a document in a mail message


While you're reading a docum ent, you may wan t to share the information

you're reading w ith someone else. One way to do th is is to forward the

document to the person. You can d o this by creating a mail message tha t

includes the docum ent.

69



While read ing a

document, click the

Forward button . (Notes

creates a mail message

that includ es the

document you are

reading.)

Address the message

in the same way as

you would ad dress

any new mail

message.

If you w ant to add your

own comment to the

message, add it above

the document you are

forwarding.

1

2

3

70



When you are ready to

send the m essage, click

the Send button.

4

71





Using those strange things you see in

documents

You m ay notice some stran ge-

looking things scattered around in thedocum ents you read. There may be

little pictures lurking between words

or sentences. There may be a little

triangle pointing to a line of text. There

may be a green rectangle surrounding

one or more w ords. There may be

pictures w ith file names u nd er them.

In other words, the docum ents may

look like someone decorated them.

I'm sure you 've already gu essed — these aren't just d ecorations. All of thesethings tell you ad ditional information is ava ilable to you. For example, a

picture w ith a file name under it usu ally represents a file that is attached to

the docum ent you are reading. You can view the file or even copy it to your

hard d rive. A triangle pointing to a line of text tells you somebod y wrote a

lot of word s but d idn't w ant to take up a lot of space, so a section w as

collapsed into one line. You can expand that section of the document to see

everyth ing the person w rote. A little picture may ind icate a link to a d ifferent

Notes d ocument or database. You can u se the link to easily see the other

docum ent or database. And a green rectangle surrou nd ing some w ords may

indicate that you can view an explanation of the enclosed text or that you

can click the text to perform a particular action.


View a file that is attached to a documen t

View a docum ent that is linked to another d ocum ent

Open and close a collapsible section

Use buttons and hotspots

73

7



Viewing a file that is attached to a document


You m ay receive a mail message or read a d ocument that has a file attached

to it. For example, someone creating a message about the bud get might

attach a spread sheet file that show s the actual budget. Notes d isplays an iconin the d ocum ent to rep resent the attached file. You can view m any types of

files without leaving Notes.

74



Dou ble-click the

attachment icon. Notes

displays a p roperties

box.

To return to the Notes docum ent, choose File

and then choose Close from the Notes menu ,

or p ress ESC.

To view the attachm ent, click

the View button.

1

2

3

YOU SHOULD KNOW

You can click Launch toopen the attached file andthe program that created it

if you have the sameprogram on your computer.

YOU CAN ALSO......copy the attached file toyour hard drive by clickingDetach instead of View inStep 2. Notes then asks

you for a name andlocation for the file.

75



Viewing a document that is linked to another

document


You m ight receive a m ail message or read a document that has anotherdocum ent linked to it. For examp le, a document in one d atabase might refer

to information in another d atabase. Rather than repeat the information from

the second database, the docum ent might includ e a link to the other

document. You can view the document in the other da tabase by clicking the

link icon.

76



Click the link icon.

To return to the original Notes document,

choose File and then choose Close from the

Notes m enu , or press ESC.

Read the linked

document.

1

2

3

YOU SHOULD KNOW

People can also use"hotspots" to link

documents. Usinghotspots is discussedlater in this chapter.

77



Opening and closing collapsible sections


Some d atabases may contain d ocum ents in wh ich the au thor has created

sections of information that are collapsible and expand able. In such

documents, you can collapse a section to take up less space on the screen.

This lets you v iew more of the topics in a document at once. When you w ant

to see the information in a collapsed section, you can expand it. This lets you

see the details abou t a topic.

78



To collapse an

expanded section, click

the triangle at the left of

the section t itle. (Yes,

you're right — this is

the same thing you d id

to expand the section.)

To expan d a collapsed

section, click the

triangle at the left of the

section title.

1

2

YOU SHOULD KNOW

In most cases, you can alsoclick the top line of a section

to expand and collapse it.

79



Using buttons and hotspots


The author of a document m ay include a bu tton or a hotspot in the

docum ent. A button is program med to perform a certain action w hen you

click it. For example, it could send a message to som eone as a resp onse to a

questionnaire. A hotspot is text that is usu ally sur rounded by a green

rectangle and is also programmed to do someth ing when you click it. For

examp le, a hotspot can display text to explain a concept associated w ith the

word or ph rase that is surround ed by the rectangle. A hotspot can also link

to another documen t or da tabase, similar to the links d iscussed earlier in this

chapter. In ad dition, a hotspot can perform an action, just like a button.

80



While reading a

document, if you see a

hotspot (text

surround ed by a green

rectangle or the m ousecur sor turns into a

hand), click the hotspot

and continue to hold

dow n the mouse

button.

Notes d isplays

explanatory text.

Do this. . .

If this happens when

you click a hotspot. . .

Read th e text and then

release the mou se button.

Notes d isplays

nothing.

Release the mouse

button to initiate the

action or to view the

linked d ocum ent ordatabase.

It means. . .

This is an

informational hotspot.

The hotspot in itiates an

action, (like a bu tton does),

or the hotspot is linked to

another document ordatabase..

Follow th e d irections in th is table.

YOU SHOULD KNOW

Hotspots don't display textwhen you're editing a

document.

1

2

81





Putting in your own two cents:

Adding information to a database

So, enou gh of reading other p eople's

information. Now it's your turn.

You can ad d information of your ow n to

many databases. Depend ing on the way the

database w as designed and the access

rights the developer gave you , you may be

able to create respon ses to existing

documents or create completely new topics

of your ow n. In some instances, you can

edit wh at someone else has written, bu t in

most cases, you can ed it only what you

have written yourself.

The procedu res in this chap ter use a standard Notes discussion database as

an example. Although the d atabases at your company m ay look somewh at

different, you can still use these general procedu res when you wan t to add

information to a database.


Create a document in a database

Respond to an existing d ocum ent

Edit an existing d ocument

Check your spelling in a docum ent

83

8



Creating a document in a database


After reading information in a d atabase, you m ay decide to add some

information of your ow n. To add information to a d atabase, you create adocument.

This procedu re tells you how to create a documen t in a standard Notes

discussion database. Although the design of databases at your comp any m ay

vary, you can still use this procedure to create a docum ent in most

databases.

84





Responding to an existing document


In a d iscussion d atabase, you can create responses to d ocuments that you

read . This lets you state your opinion abou t a topic, add m ore inform ation

abou t the topic, or ask questions abou t what someone else said.

86



Type the subject of the

docum ent and any

other information you

want in the document.

After opening the

database, click the

docum ent you w ant to

respond to.

Choose Create from the Notes menu and then

choose either Response or Response to Response,depending on whether you are responding to a

main topic or to someone else's response.

YOU SHOULD KNOWThese documents mayhave different names indifferent databases. Thiscould change the names

you choose from theCreate menu.

2

3

1

87



When you have finished, click the Save &

Close button.

4

88





Open the d atabase and

click the docum ent you

wan t to edit.

To open the document so you

can ed it it, choose Actions an dthen choose Edit Document

from the Notes menu .

Make the changes you wan t. When you

have finished , click the Save & Close

button.

1

2

3

90



Checking your spelling


While you're creating a docum ent, you m ay not wan t to stop to correct

spelling m istakes. It's often easier and faster to continue typing and thencheck your spelling wh en you 're done writing. In addition, if you're a n ormal

human being (and wh o isn't?), you p robably m ake spelling mistakes that you

don't notice. You can tell Notes to check you r spelling and suggest

alternative spellings for words it thinks are misspelled.

91

D i c t i o

n a r y



While you 're creating or editing a docum ent,

choose Edit and then choose Check Spelling

from the Notes menu .

If Notes highlights a

misspelled w ord,

correct the spelling in

the Replace box or

click on the correct

spelling if it appears

in the Guess box. (If

Notes highlights a

word that is not

misspelled, click the

Skip button.)

YOU SHOULD KNOW

If any text in the documentis highlighted when youstart checking spelling,Notes checks only thattext. Otherwise, Notes

checks the entire

document.

YOU SHOULD KNOWIf you click Add when

Notes highlights a word,Notes adds the word to itsdictionary and will never

again think it's misspelled.

2

1

92



If you corrected a word in

Step 2, click the Replace

bu tton. This tells Notes to

fix the misspelled word in

the document.

Repeat Steps 2 and 3 until Notes informs you

that the spell check is complete. Then click the

OK button.

3

4

93





Making your documents look great

One p aragraph after another of plain text can be tedious to read. Without

variety in your d ocumen ts, readers may lose interest quickly. In this age of

instant information and dazzling special effects, people sometimes have very

short attention spans. So w hat can you do to hold p eople's attention?

Well, if you're still read ing this book, perhap s

a lot of pictures and silly jokes help. But

there's even more you can do. You can change

the font or style of some text to emp hasize it

or give it a special mean ing. You can change

the color or size of text to make it stand out

more. You can change the alignm ent or

spacing of certain paragraphs. You can ad d

titles to sections of docum ents and add

nu mbered or bulleted lists of items. In otherword s, you can do anything you w ant to

make you r docum ents look and feel more

interesting and make them easier to read.


Change the font, size, color, and style of text

Indent a paragraph

Change the spacing between paragraphs

Create a num bered list

Create a bu lleted list

95

GillSans

JupiterM y s t i c

a l

9



Changing the font of text


Changing the font of the text in a docum ent can give the document a

d ifferent look and feel. Some fonts give your document a more formal look

than others, and some fonts are easier to read than others.

In addition, you can change the font of some of the text to make it stand out

from the rest of the document or to differentiate a particular type of

information from other information. For example, you m ight use a d ifferent

font for information that is particularly imp ortant. When you change the font

of some text, you may want to change the size of that text as well.

96



Click th e font list on

the status bar. Notesdisplays a list of the

fonts you can use.

While creating or

editing a document,

highlight the text you

want to change.


font you w ant to use.

The highlighted text

will change to the new

font in your d ocum ent.

1

2

3

97





Click the size list onthe status bar. Notes

displays a list of the

font sizes you can use.

While creating or

editing a d ocum ent,


want to change.

Click the size you

want to use. The

highlighted text w ill

change to the new font

size.

1

2

3

99





While creating or

editing a document,


wan t to change.

Choose Text, then choose Color, and then

choose the color you w ant to use from the

Notes menu .

1

2

YOU SHOULD KNOW

If you choose Other,Notes displays a propertybox that lets you choosefrom a wider variety of

colors. (Using the propertybox is discussed in theprocedure after next.)

101





While creating or

editing a docum ent,


want to change.

Choose Text from the Notes menu and then

choose the style you w ant: Italic, Bold, or

Underline.

YOU CAN ALSO...

...remove the styles fromtext by choosing NormalText from the Text menu

in this step.

2

1

103



Changing the font, size, color, and style of

text all at once


Notes contains properties boxes that let you make multiple changes withoutusing the Notes menus. If you w ant to change several text attributes in a

docum ent, it may be faster to use a p roperty box than to repeatedly u se the

Notes menus.

Not es

104



Choose Text and then choose Text Properties

from the Notes menu . Notes displays a

prop erty box. (If the box blocks the text you

want to see, move the mouse pointer to the

right of the "Text" list box, and drag th e box out

of the way.)

While creating or

editing a document,


want to change.

If you w ant to change

the font of the text, click

a d ifferent font in th e

Font box.

1

2

3

105




the size of the text, click

a d ifferent size in the

Size box.

If you w ant to changethe color of the text,

click the d own arrow

in the Text color box,

and then click the

color you wan t.

If you w ant to changethe sty le of the text (for

example, make it bold

or italic), click as many

styles as you w ant in

the Style box.

4

5

6

YOU SHOULD KNOWYou can click a styleagain to turn it off.

106




the attribu tes of a

different p iece of text,

highlight that text and

then repeat Steps 3through 6.

After completing your changes,

you can close the property box

by clicking the X in the up per

right corner of the property

box.

YOU SHOULD KNOW

You can leave theproperty box open and

use it whenever you want.

8

7

107



Indenting a paragraph


Indenting a paragraph can make it stand ou t from the rest of the docum ent.

Indenting also makes a paragraph look like a subtop ic or an explanation of

the text that precedes it.

This procedure tells you a qu ick way to indent a p aragraph a p reset amount.

(You can also use the Text proper ties, wh ich w as discussed in the preceding

procedu re, to indent a paragraph any amoun t you w ant.)

Memo

To:From:

Subject:

Notes UsersSherman

Indenting a paragraph

Choose the paragraph that you want toindent in a message by clicking anywherein the paragraph.

If you indent a paragraph too much, youcan choose Text and then choose

Outdentfrom the Notes menu.

Choose Text and then choose Indent from the Notes menu, or press F8.

108



Choose Text and then choose Indent from the

Notes menu, or press F8.

While creating or

editing a document,

click the paragraph you

want to ind ent. (You

can click anywhere in

the paragraph .)

(Optional) Repeat Step

2 until you have

indented the paragrap h

as much as you want.

1

2

3

YOU SHOULD KNOW

If you indent a paragraphtoo much, you can choose

Text and then chooseOutdent from the Notes

menu.

109



Changing the space between paragraphs


Including space between paragraph s can make a d ocum ent look less

crowded and easier to read.

This procedure tells you a qu ick way to change the spacing between

paragraphs.

Memo

To:From:

Subject:

Notes UsersSherman

Changing space betweenparagraphs

To change the spacing between twoparagraphs, click in the top of the twoparagraphs.

Choose Text and then choose Spacing from the Notes menu, or press F8.

Then choose the spacing you want touse. Notes places the number of spacesyou choose below the paragraph youclicked.

110



To change the sp acing

between two

paragraphs w hile

creating or editing a

document, click in the

top paragrap h of the

two paragraphs. (You

can click anywhere in

the paragraph .)

1

Choose Text, then choose Spacing, and then

choose the spacing you want to use from the

Notes Menu . Notes places the num ber of

spaces you choose below the paragraph you

clicked.

2

111



Creating a numbered list


Notes lets you qu ickly create a nu mbered list. Nu mbering the items in a list

makes the list easier to read and the information in the list easier to

un derstand . In ad dition, because the nu mbers stand out from the text, it

makes the list more visua lly appealing. Number ing lets you list items

sequen tially or in their ord er of imp ortance.

To:From:

Subject:

Notes UsersSherman

Numbered lists

To create a numbered list, do the following:

1. Choose Text and then choose Numbers.

2. Type the first item.

3. Press ENTER.

4. Type the next item.

112



Place the cursor at the

location in the

docum ent where you

want the list to begin.

Choose Text, then choose List, and then choose

Number from the Notes menu .

Type the text for the

first item in the list.3

2

1

113



Press ENTER to create

the next item, and then

type the text for that

item. Follow this step

for each item in th e

list.

(Optional) To add m ore text to the docum ent

after you complete the list, press ENTER to

create an additional line. Choose Text, then

choose List, and then choose Number from the

Notes menu to stop the numbering.

4

5

YOU CAN ALSO...

...number paragraphsyou've already typed. To doso, highlight the

paragraphs and chooseText, then choose List,

and then choose Number from the Notes menu.

114





Place the cursor at the

location in the

document where you

want the list to begin.

Choose Text, then choose List, and then

choose Bullet from the Notes menu.

Type the text for the

first item in the list.

1

2

3

116







Adding information from other sources

to your documents

There is inform ation all over the p lace these d ays. Some of it is in N otes

databases, and som e of it is elsewhere. While creating a document, you maywant to refer to this other information. If the information is in another N otes

docum ent, you can let the read er view

the other docum ent w hile still reading

your documen t. If the information is in

a comp uter file, you can attach the file

to your d ocum ent so readers can view

it or copy it to their hard drives. If the

information is in a picture, you can

copy the picture into your d ocum ent

so read ers can see it. You can also copy

pictures just to m ake your docum ents

more p leasant to look at and read ,

even if the pictures d on't add new

information to the docum ent.


Attach a file to a document

Create links to other Notes d ocum ents

Add a picture to a document

Add a URL link to a d ocum ent

119

10



Attaching a file to a document


You can "attach" one or more files to a docum ent so peop le reading the

document can view the files or copy them to their own comp uters. This lets

you share information from other compu ter program s and lets people use

the information in the files in any way they want.

When you attach a file to a docum ent, Notes displays an icon in the

document to represent the attached file. To use the file, the read er

double-clicks this icon.

120





If Notes has not

highlighted the

d irectory (or folder)

that contains the file

you w ant, choose a

d ifferent d irectory (or

folder).


file you want to attach.

Click the Create button.

4

5

6

122





While creating a

docum ent, open the

database from wh ich

you w ant to link a

document.

Click the title of thedocum ent to which

you w ant to link.

1

2

3 Choose Edit, then choose Copy

As Link, and then choose

D ocument Link from the Notesmenu.

124



Return to the document you are

creating by clicking th e correspond ing

Window tab.

Place the cursor wh ere you w ant Notes to

display the link icon. Choose Edit and then

choose Paste from the Notes menu .

4

5

YOU SHOULD KNOW

If the document has notitle yet, Notes lists it as

"New .....", such as "NewMemo," "New Topic," or

"New Response."

125





Highlight the picture you w ant to

copy. You may need to click on the

pictu re to select it.

While creating a

docum ent, open the file

or d ocum ent that

contains the picture

you want to copy. (Thefile can be in an other

program.)

Choose Edit and then choose Copy

from the menu of the program you

are using.

1

2

3

YOU SHOULD KNOW

The Copy command might

be located in another menu,depending on the program

you are using.

127



Return to the

docum ent you are

creating, and place the

cursor where you

want the picture toappear.

Choose Edit and then choose Paste from

the Notes menu .

4

5

128



Adding a URL link to a document


You can create a link in your d ocum ent that w ill open another d ocum ent

when p eople click on it. The link is usually the nam e of the documen t that

you w ant to have opened w hen clicked on. The link will usu ally be blue in

the document.

Links are u sually created to view pages from a Web site.

129



Type a descriptive

nam e for the link. Forexample, if the site

contains news about

your compan y, you

can typ e "Click here

for the latest comp any

news!"

While creating or

editing a d ocum ent,

place the cursor where

you w ant to create a

link.

Highlight the text of the

link that you just typed

and choose Create, then

choose Hotspot, and

then choose Link

Hotspot.

1

2

3

130



Click URL for the type

of link you w ant in the

Hotspot Resource Link

properties box.

Type the exact

address of the Web

page in the Value

box.

4

5

Click the "X" at the top

of the properties box

wh en you are done.The link will appear

blue in you r

document.

6

131







Creating a new folder


Folders help you organize and categorize the d ocum ents in a d atabase. You

can create as many folders as you want. In a database about fish, for

examp le, you might h ave folders for fresh water fish, salt water fish, tropicalfish, edible fish, and p oisonous fish. If a document falls into more than one

category, you can place it into more than one folder.

134



Type a name for the

folder in the Folder

Nam e box.

Choose Create and then choose

Folder from the Notes menu .

Click on an

option in the

Folder type box.

Private folders

can be seen by

only you . Sharedfolders can be

seen by others

sharing the

database.

1

2

3

135



Click th e OK button.5

(Optional) If you want

to place the new folder

inside an existing

folder (create a

subfolder), click the

existing folder in th e

Select a location for

the new folder box.

4

136



Moving documents between folders


You m ay decide a docum ent you 've placed in a folder really belongs in a

different folder. Or you m ay decide that a document shou ld be in more than

one folder. You can ad d a d ocum ent to as man y folders as you wan t. This

lets you see the docum ent w hen you open an y of the folders that contain it.

Although you can add a docum ent to more than one folder, Notes keeps

only one copy of the docum ent in the database. If you wan t to remove a

document from a folder , bu t not delete it from th e database, choose Actions

and then choose Remove From Folder from the N otes menu . Be careful not

to accidentally delete a docum ent from the database when you wan t to only

remove it from a folder.

S H E R M A N ' S

M O V I N G

C O M P

A N Y

137



Open the folder or

view tha t contains the


move or add to

another folder.

Choose Actions, then

choose Folder, an d

then choose Move To

Folder from the Notes

menu.

Click the docum ent you

want to move or add toanother folder.

YOU SHOULD KNOW

You can move documentsout of folders only; you

can't move documents outof views.

3

2

1

138



Click the folder to

wh ich you w ant to

move or add the

document.

Click the Move button

to move the docum ent,

or click th e Add button

to add the docum ent to

the new folder. (In our

example, Move isn't

available because the

original docum ent is ina view.)

4

5

YOU CAN ALSO...

...move a document to a

folder by dragging its titlefrom the view pane to the

folder in the navigationpane. To add the

document instead of moveit, press and hold CTRL

while you drag it.

139



Sorting documents in a folder or view


In many Notes da tabases, you can sort documents with a single mou se click.

If a d atabase contains a sort colum n, you can click the title of that colum n to

sort the document titles in the cur rent folder or view. A sort colum n has one

or two triangles to the right of the colum n title (as show n at the bottom of

this page). Sorting the documen ts in a folder or view makes it easier to find

the documen ts you wan t and lets you view d ocum ents in a d ifferent order.

In the picture below, the Date column on the left has two triangles,

indicating that you can sort d ocum ents by date in both ascending and

descend ing order. The Date column on the right has only a dow nw ard-

pointing triangle, indicating that you can sort documen ts by date in

descend ing order only.

140



If the column has two

triangles, click the

colum n title again to

sort the titles in the

opp osite order from

Step 1. The second

triangle changes color,and the first triangle

returns to its original

color.

To sort a database that

has a sort colum n, click

the title of the colum n.

The triangle beside the

colum n title turns to ad ifferent color,

ind icating the column is

sorted.

To return the

documents to theiroriginal ord er, click

the column title again.

The colored triangle

returns to its original

color.

YOU SHOULD KNOW

If the colored triangle ispointing downward, the

column is sorted in

descending order; upwardindicates ascending order.

2

3

1

141



Refreshing a view to show new documents


While you are looking at the information in a d atabase, people can create

new docum ents in that database. Refreshing a view shows an y new

docum ents that were add ed since you started to look at the database.

142





Sizing panes


Changing the size of panes lets you d etermine how m uch of the contents of

each p ane to view at one time. When you have several panes open , this helps

you see m ore information in a p articular p ane.

You can close a pane by making it so small that it no longer appears on the

screen. You m ay w ant to close a pane if it interferes with viewing the

contents of another pane. In ad dition, you m ay w ant to close the preview

pane to speed u p scrolling throu gh d ocumen t titles. Even once you 've closed

a pane, you can still resize the pane to open it again.

144



To size the

navigation pane,place the mou se

pointer over the r ight

border of the pane

and d rag the border

to the left or right.

(Did you n otice that

this is actually the

same border as in the

previous step? Pretty

sneaky, huh?)

To size the view pane,

place the mou se

pointer over the left

border of the pane

un til the shape of themouse pointer turns

into two arrows, as in

the picture. Then d rag

the bord er to the left or

right.

To size the p review

pane, place the mouse

pointer over the top

border of the pane and

drag the border up or

down.

1

2

3

145











Finding and replacing a word or phrase

in a document


After writing a docum ent, you might d ecide you d on't like the sound of aword or a ph rase. You m ay have used that word or ph rase several times in

the docum ent and m ay want to add variety to the docum ent.

You can tell Notes to find a w ord or phrase and rep lace it w ith different text.

Notes starts searching from the p oint in the d ocum ent w here the cursor is

curren tly located. If you w ant to search from the beginn ing of the documen t,

place the cursor at the beginning of the documen t.

150



In the Find box, type

the text you w ant to

find. Then click in the

Replace box and type

the rep lacement text.

While creating or ed iting a docum ent, choose

Edit and then choose Find/Replace from the

Notes menu.

Click the Find Next

button. Notes

highlights the first

occurren ce of the text.

3

2

1

151





Finding all documents that contain a

specific word


You might w ant to look for all documen ts that contain a particular w ord orph rase for several reasons. For example, you m ight wan t to find every

docum ent about a p articular subject. Or you m ight want to change a p hrase

that you typed into several documents. Or you might w ant to find a specific

docum ent, and you know it is the only document that contains a particular

phrase.

To find all documents tha t contain specific text, you type th at text into the

search bar, a long rectangu lar box that N otes displays just for this purpose.

After find ing the documents you wan t, you can edit them or r ead them to

find the information you w ant.

oksl kdlsl sldk ddf;sldkdls lskd sl dkslsldk

lskd vmcjde gnm tudn;fo mvhdrmd jhf fm fdkd dkwpqkdk em djmc,fdjc dfjfidm,fjrid slkd dm fmjr jeltpo toj b wps.zxmvbt gme ytmhbvmd kdmdsle

oksl kdlsl sldk ddf;sldkdls lskd sl dkslsldklskd vmcjde gnm tudn;fo mvhdrmd jhf fm fdkd dkwpqkdk em djmc,fdjc dfjfidm,fjrid slkd dm fmjr jeltpo toj b wps.zxmvbt gme ytmhbvmd kdmdsle


lskd vmcjde gnm tudn;fo mvhdrmd jhf fm fdkd dkwpqkdk em djmc,fdjc dfjfidm,fjrid slkd dm fmjr jeltpo toj b wps.zxmvbt gme ytmhbvmd kdmdsle

word

word

word oksl kdlsl sldk ddf;sldkdls lskd sl dkslsldklskd vmcjde gnm tudn;fo mvhdrmd jhf fm fdkd dkwpqkdk em djmc,fdjc dfjfidm,fjrid slkd dm fmjr jeltpo tojb wps.zxmvbt gme ytmhbvmd kdmdsle

word


lskd vmcjde gnm tudn;fo mvhdrmd jhf fm fdkd dkwpqkdk em djmc,fdjc dfjfidm,fjrid slkd dm fmjr jeltpo tojb wps.zxmvbt gme ytmhbvmd kdmdsle

word

oksl kdlsl sldk ddf;sldkdls lskd sl dkslsldklskd vmcjde gnm tudn;fo mvhdrmd jhf fm fdkd dkwpqkdk em djmc,fdjc dfjfidm,fjrid slkd dm fmjr jeltpo toj b wps.zxmvbt gme ytmhbvmd kdmdsle

word

153





To display all the

document titles

again , click th e Clear

Results button.

4

YOU SHOULD KNOW

You can save a searchword or phrase to be usedin the future. After typingthe word or phrase, click

the More button, and then

click the Save search button. Type a name forthis search in the Namebox and then click OK.

5 To close the search

bar, click the X button

to the top right of the

bar.

155



`

Finding document titles that contain a word

or phrase

How will this help me?Find ing the titles that contain a certain word or p hrase is another w ay to find

documents about specific topics. It is also a way to find words that you m ay

wan t to change to other word s.

grpb vm word

grpb word vm

word grpb vm

grpb vm word

grpb word vm

grpb vmword

156



While looking at the docum ent titles in the view

pane, choose Edit and then choose Find/Replace

from the Notes menu.

In the Find box, type

the text you w ant to

find. Then click the

Find Next button.

Notes highlights the

first title that containsthe text.

If you w ant to find a

different title that

contains the text, click

the Find Next buttonagain. If you're done

looking for titles, click

the Close button.

YOU SHOULD KNOW

Notes starts searching atthe title that is currently

highlighted in the view pane.

3

2

1

157





Printing stuff

Notes lets you view and create a

lot of information on line.

Sometimes, you m ay w ant to

pr int some of that information.

Printing gives you copies to

distribute to other p eople or to

place in you r file cabinet.

When you print, you may w ant

to add a header at the top of

each p age or a footer at the

bottom of each p age. You also

may w ant to print more than one document. Or you may wan t to print just

the titles of the documents in a database rather than the d ocuments

themselves.


Create headers and footers

Print docum ents

Print the titles in a v iew

159

13





Click the dow n arrow and choose

either Document or Database,

depending on wh ether you want the

header and footer to pr int on just

the document currently selected or

on every document you print from

the database.

With the database open, choose Edit and then choose

Properties from the Notes menu . Notes displays a

properties box.

Click the printer tab in the properties

box.

1

2

3

161



If you w ant to enter text for the

Header, click Header and enter

the head er text in the text box.

Then click th e Checkmark button

to the left of the text box to keep it.

Click the X button to erase your

changes and start again.

If you w ant to enter p age nu mbers, the date, the time, or the title of each

document, use the buttons below the text box. (When you click a button,

Notes uses a sym bol to represent the action you wan t.)

Button Result Symbol

Prints page num bers on every page

Prints today's date on every page

Prints the current time on every page

Pushes head er or footer text following

other head ing or footer information to

the right by 1/ 3 of a page

Prints the docum ent title on every p age

&P

&D

&T

|

&W

4

5

YOU SHOULD KNOW

You can add thisinformation to either the

header or footer,depending on which option

you have selected.

162



Click the X button in the

up per-right corner of the

properties box to close it.

If you want to enter a footer, click

Footer and then enter the footer text

in the text box. You can also use the

buttons below the text box, as

described in Step 5.

6

7

163





(Opt ional) If the p rinter

d isplayed in the Printer box is

not the printer you want, click

the Printer button and choose a

d ifferent p rinter from the list

that Notes d isplays.

While read ing a document , choose File and then

choose Print from the Notes menu , or press

CTRL+P.


1

2

3

YOU CAN ALSO...

...select specific pages to

print. Click and enter thepage ranges in the FromPage and To Page boxes.

Then click OK.

YOU SHOULD KNOW

You can preview the pagesyou are about to print by

clicking the Preview button.

165



Printing documents from a folder or view


When you 're looking at docum ent titles in a folder or v iew, you can p rint one

or m ore docum ents. This lets you p rint documen ts without opening them. It

also lets you print m ultiple docum ents with a single procedure.

166



Choose File and then choose Print from the

Notes menu.

While looking at the

document titles,

highlight the


pr int. To print mu ltipledocuments, select each

document by

highlighting it and

pressing the space bar.

Notes places a

checkmark beside each

document you select.

1

2

YOU SHOULD KNOWIn most databases, you

can also selectdocuments by clicking inthe left-most column in

the view pane (where thecheckmarks are in the

picture above).

167




(Optional) If the p rinter

displayed in the Printer box

is not the printer you w ant,

click the Printer button and

choose a different p rinterfrom the list Notes displays.

4

3

168



Printing document titles from a folder or

view


You might want to pr int all titles in a database or all titles in a specific folderor view. This gives you a printed sum mary of the contents of the database.

You can u se this as a table of contents if you pr int all documen ts in a

particular folder or view.

T i t l e

TITLE

169



Open the folder or view

whose titles you want

to pr int. (To print all

titles in the d atabase,

open the All

Documents view, if the

database contains one.)

Choose File and then choose Print from the

Notes menu.

In the Contents section

of the dialog box, click

Print View .

1

2

3

170



(Optional) If the printer

disp layed in the Printer box is

not the p rinter you want, click

the Printer button and choose a

different p rinter from the listNotes d isplays.


4

5

171









Click the calend ar

bookmark.1

2 View you r calendar.

175







Click the OK button4

YOU SHOULD KNOW

To change the choices youmade on your Calendar

Preferences, you can followthe steps in this procedure

again.

Make any changes you

want by clicking on one

of the tabs. (Many

people enable alarm

notifications andaccept the other d efault

settings.)

3

178



Adding an appointment to your calendar


You can create an Appointment to remind you abou t a meeting you m ust

attend or something you w ant to do. Appointments have a beginning timeand an end ing time. (Don't forget to schedu le time for lun ch.)

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

27 28 29 30 31 1 2

3 4 5 6

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

4:00 PM Production issues with

Ops. Manager6:00 PM Dinnerwith Thierry

2:00PM Tennis

7:30PM High School Reunion

12:00 PM Fleamarket

9:00 AM Annual Park clean-up Ask Larry,Robin,and

aboutcopy edits

Emilio Carvez 809-555-5757

Will Isaac 617-555-9393

Christopher's birthday

July 1 - 31, 1999

10:00 AM Weekly staff meeting

8:30 AM Reviewslides forbudget presentation w/Alex

11:30 AM Reviewbrochure

layout3:00 PM Meet withSohaabout

party

12:00 PM Lunchtime series:"Managing Stress"

Send fax to Pabloregarding Q3 earnings

10:00 AM Weekly staff

meeting11:30 AM Brainstorm w/Alice

11:00 AM Debriefon in-storepromotions performance

LeslieZenga 303-555-9091

12:00 PM Lunchtime Lecture:Elements ofEffective

Communication

Call forreservationsatJustin'sDinertonightChristine 203-555-4536

9:30 AM Meet with Carlos,Chris, and Barbara:publishing milestones

Michael Venturi 617-555-44198:30AM Meet regarding

adcampaignstrategy

Check overseas revenue

projections

11:30 AM Taping for TVad

2:00 PM Tennis

2:00 PM AntiqueFairatBronsfield

Do quarterly statusAmal Naj 919-555-0954


meeting

Michaela 011-44-181-739-6 395

12:30 PM Lunch with J. Burke:

product specs

Send printer dates toMike

Michael Kim 508-555-490810:30 AM Tradeshowschedule

meeting

2:00PM Tennis4:00PM Record Convention

10:00 AM Brunch at Johnny Conferencecall withLeslie, Afsar,and Chris

4:00 PM Review: Catalog

mockup

Michael's birthday9:00 AM Review

AndreaAl Parrish 508-555-0901Maria&Norman

2:00 PM SteeringCommitteemeeting

Rough outline duetoDagmar

8:00 AM Breakfast at Peter's Get car inspected! 2:00 PM Tennis

Michael Kim 555-4908

Ouranniversary

8:00 AM VideoconferencewithMeganto discuss future

projects

8:00 AM VideoconferencewithMeganto discuss future

projects

2:00 PM

Dentist appt.

179



In the Subject box,

briefly d escribe the

pu rpose of the

app ointment. In the

Location box, describe

the location of the

app ointment. If you

want to add more

details, add them inthe Description area.

While the Calend ar

view is open, click the

N ew button and then

choose Appointment.

Type the date of the

app ointment in the

Begins and Ends boxes,

or click the d ate button sand select the date from

the pop-up calend ar.

YOU SHOULD KNOW

The "Subject" and"Location" are what shows

up on your calendar.

3

2

1

YOU CAN ALSO...

...create a new appointment(or any calendar entry that isthe default) from other viewsin your mail database. To doso, choose Create and then

Calendar Entry from the

Notes menu.

180



Click the Save and

Close button.

Type the beginning

and ending times in

the Time boxes, or

click the time bu ttons

and then d rag the timeindicator to the time

you want. When

you're done dragging,

click anyw here on the

form to accept you r

time.

4

5

YOU CAN ALSO...

... click Alarm settings inthe Options tab and set atime for Notes to display a

reminder about thisappointment.

181



Adding a reminder to your calendar


Sometimes you may w ant a remind er to do something, such as m ake a

phone call or pick up some milk at the store. You can ad d a remind er to your

calendar so you don't forget what you have to do.

CalendarSunday Monday Tuesday Wednesday Thursday Friday Sat urday

27 28 29 30 31 1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

4:00PM Production issues with

Ops.Manager

6:00PM Dinnerwith Thierry &Megan

2:00PM Tennis

7:30PM High School Reunion

12:00 PM Flea market 2:00PM Tennis

9 : 0 0 AM A n n u al Par k cl ean - u p A s k Lar r y ,R o b in ,an dAmy abouteditsSend resumes to Chris

Emilio Carvez 809-555-5757WillIsaac 617-555-9393

Christopher's birthday7:30AM BreakfastatPeter'swith Liz, Katie, and Maureen

10:00 AM Weekly staff meeting

1:00PM Lunch meeting:Discuss Q3 earnings4:30PM Interview:Tom

Rosenthal

Monthly Calendar sherman.or3November 1 -30, 1996

©1996 LotusDev elopmentCorp. Page 111/11/96 at 1:18 PM S=StatusP=Priority


meeting

8:30AM Review slides for

budget presentation w/Alex

11:30 AM Review brochure

layout3:00PM Meet with Sohaaboutequipment distributor

Halloween

12:00 PM Lunchtime series:"Managing Stress"

Send faxto PabloregardingQ3 earnings

10:00 AM Weekly staff meeting11:30 AM Brainstorm w/Alice

11:00 AM Debrief on in-storepromotions performance


12:00 PM Lunchtime Lecture:

Elements of EffectiveCommunication

8:00AM VideoconferencewithMegan to discuss futureprojects

8:00AM VideoconferencewithMegan to discuss futureprojects

Review competitiveanalysis

MichelleRohr 617-555-7193

8:45AMDebrief on mid-monthin-storepromotions

Callforreservations atJustin's Diner tonight

Christine 203-555-4536

Perry Crow 401-555-54899:30AM Meet with Carlos,Chris,and Barbara:

publishing milestones11:00 AM Meet with Molly,Michael,Robin,& Liz:

soundtrackreview2:00PM Budgetreview withCynthia,Jacques,& Leslie:

Toronto project

MichaelVenturi617-555-44198:30AM Meet regardingadcampaignstrategy

Checkoverseas revenueprojections

MarcYang 416-555-1982

11:30 AM Taping for TVad4:00PM Steeringcommitteemeeting

Listen to soundtrack mixLiaAntonakos 803-555-0291

8:00AMReview catalog

mockup2:00PM Pricing Committee6:00PM Dinnerwith T.Hill:

post-productlaunchstrategy

2:00PM Tennis

2:00PM AntiqueFair at

Bronsfield

Do quarterly status

AmalNaj 919-555-0954


meeting10:30 AM Tradeshow schedule

meeting

Michaela 011-44-181-739-6395

8:00AM Press Briefing

1:00PM Operations meeting5:00PM Discuss performance

review with AnnaRohr

11:30 AM Review brochurelayout

3:30PM Brief North Americansales team on upcomingproduct promotion

Andriana 212-555-217812:30 PM Lunch with J.Burke:

product specs

2:00PM Sales call:Locker,Inc.

Send printerdates to

Mike!

MichaelKim 508-555-4908

10:30 AM Tradeshow schedulemeeting2:00PM Pricing Committee

2:00PM Tennis

4:00PM Record Convention

10:00 AM Brunch atJohnnyD's with Dar& Barbara

Conference callwithLeslie, Afsar,and Chris

DianeWishna 416-555-3589

10:00 AM Weekly staff meeting4:00PM Review: Catalogmockup

Michael 's birthday9:00AM Review

manufacturig schedulewithAndrea

3:00PM MonthlyvideoconferencewithHeadquarters

AlParrish 508-555-0901Maria& Norman

9:30AMSeasonal promotionupdate2:00PM Steering Committee

meeting

Rough outline duetoDagmar

8:00AM Breakfastat Peter's G et car in s p ect ed! 2 : 0 0P M Ten n is

MichaelKim 555-49082:00PM Pricing Committee

October1996S M T W T F S

.........................................

.........................................

.........................................

.........................................

.........................................

1 2 3 4 56 7 8 9 1 0 1 1 1213141516171819202122232425262728293031

December1996S M T W T F S

1 2 3 4 5 6 78 9 10 11 12 13 1415 16 17 1819 20 2122 23 24 2526 27 2829 30 31

.

.

.

.

.

.........................................

.........................................

.........................................

.........................................

.........................................

November1996S M T W T F S

123 4 5 6 7 8 910111213141516171819202122232425262728.........................................2930

182



In the Subject box,

briefly d escribe the

pu rpose of the

remind er. In the

Location box,

describe the location

of the remind er. If

you want to add m ore

details, add them inthe Descrip tion area.

While the Calendar

view is op en, click th e

New button and then

choose Reminder.

In the Begins box, type

the date you need to do

this th ing, or click the

date bu tton and select

the date from the

pop-up calend ar.

1

2

3

YOU CAN ALSO...

...create a Reminder (or anycalendar entry) by

double-clicking any date inyour calendar.

183



Click th e Save and

Close button.

In the Time box, type

the time you n eed to

do this thing, or click

the time button and

use your mouse to

drag the time ind icator

to the time you w ant.

When you're done

dragging, click

anywhere on the form

to accept you r time.

YOU CAN ALSO...

...click Alarm settings inthe Options tab and set atime for Notes to display a

reminder about thiscalendar entry.

5

4

184



Adding an event to your calendar


You can add an Event to you r calend ar to block off time for special types of

full-day events such as seminars, classes, trad e show s, and vacations.

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

27 28 29 30 31 1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

4:00 PMProduction issues with

Ops. Manager6:00 PMDinnerwith Thierry &

Megan

2:00 PMTennis

7:30 PMHigh SchoolReunion

12:00PM Fleamarket 2:00 PMTennis

9:00 AMAnnual Park clean-up Ask Larry, Robin, andAmy aboutedits


Christopher'sbirthday

July 1 - 31, 1999

10:00 AMWeekly staff

meeting

8:30 AMReview slidesforbudget presentation w/Alex

11:30AMReviewbrochure

layout3:00 PMMeet with Soha aboutequipment distributor

12:00 PMLunchtimeseries:

"ManagingStress"

Sendfax to Pabloregarding Q3 earnings

10:00AMWeeklystaff

meeting11:30 AMBrainstormw/Alice

11:00AMDebriefon in-storepromotionsperformance


12:00 PMLunchtimeLecture:ElementsofEffectiveCommunication

8:00 AMVideoconferencewithMegan to discuss future

projects

8:00 AMVideoconferencewithMegan to discuss future

projects

Reviewcompetitiveanalysis

8:45 AMDebriefon mid-monthin-store promotions

CallforreservationsatJustin'sDinertonightChristine 203-555-4536

9:30 AMMeetwith Carlos,Chris,and Barbara:publishing milestones

MichaelVenturi 617-555-44198:30 AMMeetregardingadcampaignstrategy

Check overseasrevenue

11:30 AMTaping forTVad

2:00 PMTennis

2:00 PMAntique FairatBronsfield

Do quarterlystatusAmalNaj 919-555-0954

10:00 AMWeekly staff

meeting

Michaela 011-44-181-739-6395

12:30 PMLunch with J. Burke:

SendprinterdatestoMike!

MichaelKim 508-555-490810:30AMTradeshowschedule

2:00 PMTennis4:00 PMRecord Convention

10:00AMBrunch atJohnnyD's with Dar& Barbara

ConferencecallwithLeslie, Afsar, and ChrisDianeWishna 416-555-3589

4:00 PMReview:Catalog

mockup

Michael'sbirthday

9:00 AMReviewmanufacturig schedulewith

AndreaAlParrish 508-555-0901

Maria&Norman

2:00 PMSteeringCommitteemeeting

Rough outlinedue to

Dagmar

8: 00 A MBre a kfa s t a t P et e r ' s G e t c a r ins pe ct e d! 2: 00 P M Te nni s

V

A

C

A

T

I

O

N

185



In the Subject box,

briefly describe thepu rpose of the event.

In the Location box,


of the even t. If you

want to add more

details, add them in

the Description area.

While the Calendar

view is op en, click the

New button and then

choose Event.

Type the da te of the

Event in the Begins

an d Ends boxes, or

click the d ate button s

and select the date

from the pop-up

calendar.

1

2

3

186



Click the Save and

Close button.4

YOU CAN ALSO...

... click Alarm settings inthe Options tab and set atime for Notes to display areminder about this event.

187



Adding an anniversary to your calendar


An anniversary is an event tha t occurs on a regu lar, usu ally yearly, basis.

This can be a wed ding anniversary, a birthday, or any other sp ecial day likethe day you finally bought a new car. You can ad d an anniversary to your

calendar as a rememberance of your special day.

Sunday Monday Tuesday Wednesday Thursday Friday Saturda y

27 28 29 30 31 1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

4:00 PMProduction issueswith2:00 PMTennis

7:30 PMHigh School Reunion

12:00 PM Flea market 2:00 P MTennis

9:00 AMAnnualParkclean-up Ask Larry,Robin, andSusan

EmilioCarvez 809-555-5757WillIsaac 617-555-9393


July 1 - 31, 1999

10: 00AM We e kl y s t a ff 8: 30 A M Re vi e w sl i de s forbudgetpresentation w/Alex

11:30 AMReviewbrochure 12:00 PM Lunchtimeseries:"ManagingStress"

Send fax toPabloregarding Q3 earnings

10:00 AMWeeklystaff

11:30 AMBrainstormw/Alice

11:00 AMDebriefon in-storepromotionsperformance

Leslie Zenga 303-555-9091

12:00 PMLunchtime Lecture:


8:45 AMDebriefonmid-month


9:30 AMMeet with Carlos,

publishingmilestones

Michael Venturi 617-555-44198:30 AMMeet regardingad

Checkoverseasrevenue

11:30 AMTapingforTVad

2:00 PMTennis


Do quarterly statusAmalNaj 919-555-0954

10:00AMWeekly staff

Michaela 011-44-181-739-6395

12:30 PMLunchwithJ. Burke:

Send printerdatestoMike

Michael Kim 508-555-490810:30 AMTradeshowschedule

2:00 PMTennis4:00 PMRecordConvention

10:00 AMBrunch atJohnny Conference callwithLeslie, Afsar, and Chris


mockup

Michael'sbirthday9:00 AMReviewmanufacturigschedulewith

AndreaAlParrish 508-555-0901Maria&Norman

2:00 PMSteeringCommitteemeeting

Rough outlinedue to

Dagmar

8: 00 A M Bre a kfas t a t P e te r ' s G e t c a r ins pe ct e d! 2: 00 P M T e nni s

Michael Kim 555-4908

Our

anniversary

188





Click th e Save and

Close button.

Click Repeats. In the

How Often drop-down

lists, choose how often

you wan t this

anniversary to repeat,

such as Yearly and

every year. Then enter

the length of time you

want the anniversary to

repeat, such as for 10

years. Then click OK to

close this d ialog box.

4

5

190



Creating a meeting invitation


If you a re going to be running a m eeting, you can send a meeting invitation

to the peop le you w ant to attend . By creating a m eeting invitation, you can

track the responses of the peop le you invite. You can look in the Meetings

view to see who h as accepted an d who has d eclined your invitation.

If you r company has set up N otes free-time searching, you may be able to

have Notes look at other peop le's calendars and suggest the best time to hold

a meeting. This can save you a lot of time trying to find out w hen m ost

people can attend .

You are

invited

191



In the Subject box,

briefly describe the

pu rpose of the

meeting. In the

Location box,


of the meeting. If you

want to add more

details, add them in

the Descrip tion area.

While the Calendar

view is op en, click the

Schedule a Meeting

button.

Type the date of the

meeting in th e Begins

an d Ends boxes, or click

the date buttons and

choose a date from th e

pop-up calendar.

3

2

1

192





Fill in any other areas

that you need, and

then either click the

Save and Send

Invitations button to

invite all attend ees or

click the Save as D raft

button to save and

close the document

without sending any

invitations..

7

YOU SHOULD KNOW

Invitation is the default typeof calendar entry, but youcan change this. Choose

Actions, then choose Tools, and then choose

Preferencess from theNotes menu. Click the

Calendar tab and then clickthe Entries tab. In the

Calendar Entry Type box,click the drop-down list tochoose another calendar

option as the default.

194



Viewing your calendar in different ways


Viewing a calend ar in d ifferent ways makes it easier to see the information

you w ant. For example, viewing just two d ays at a time shows you all thethings you need to do today and tomorrow. Viewing a m onth at a time lets

you d o long-term p lanning, perhap s helping you to schedu le a vacation or a

class.

Notes lets you view you r calend ar in the following w ays: one day at a time,

two d ays at a time, one week at a time, two weeks at a time, and one mon th

at a time.

195



To change to a d iferent

view, click one of the

other buttons, such as

14 or 31.

To change the way you

view your calend ar,

click the small round

button for the view

you want to see. For

examp le, click the

button tha t has a "2"

displayed to see the

two-days view.

YOU CAN ALSO...

... turn to the next calendarpage or the previous pageby clicking the two blackarrows at the lower rightcorner of the calendar.

2

1

196



Opening a particular page in your calendar


Sometimes you may w ant to see what you have scheduled in the future or

wh at you d id in the past. Notes lets you move d irectly to any page in your

calendar.

Contents

197



Type the date you w ant in the date

box, or click the date button and

choose a date from the pop-up

calendar.

While the Calend ar view is open,

choose View and then choose Go To

Date from the Notes menu .

Click th e OK button.

1

2

3

YOU CAN ALSO...

... click the Go To Today task button at the bottom

right of the calendar to openthe calendar to today's date.

198



Editing a calendar entry


Sometimes the d ate or time of an ap pointm ent will change, or you will

decide to add details to a m eeting d escription. You can edit the ap pointmentto reflect any changes.

199



Make the changes you

want.

In your calendar ,

double-click the entry

you want to edit.

Click the Save and

Close button.

1

2

3

YOU SHOULD KNOWWhen making changes to ameeting invitation, you canclick the Save as Draft orSend Invitations button.

200



Deleting an entry from your calendar


If a m eeting is canceled, you should remove that entry from you r calend ar.

You can also delete old entries to make you r calend ar less cluttered and save

a little disk space. (Calendar entr ies are really Notes documen ts. Therefore,

they are listed in the All Documents view in you r mail database.)

As w ith r egular m ail messages, there are tw o parts to d eleting calend ar

entries. First you tell Notes which entr ies you want to d elete. Notes places a

line through these entries. Then you tell Notes to actually delete the entries.

Sunday Monday T uesday Wednesday T hursday Fr iday Saturday

27 28 29 30 31 1 2

3 4 5 6 7 8 9

10 11 12 13 14 15 16

17 18 19 20 21 22 23

24 25 26 27 28 29 30

4:00 PMProduction issueswith2:00 PMTennis

7:30 PMHigh SchoolReunion

12:00PMFleamarket 2:00 PMTennis

9:00 AMAnnualParkclean-upAsk Larry, Robin, andSusan



July 1 - 31, 1999

10: 00 A M We e kl yst a f f 8: 30 A M Re vi e w sl i de sforbudgetpresentationw/Alex

11:30AMReviewbrochure 12:00 PMLunchtime series:"ManagingStress"

Sendfax to Pabloregarding Q3 earnings

10:00 AMWeeklystaff

11:30AMBrainstorm w/Alice

11:00 AMDebriefon in-storepromotionsperformance


12:00 PMLunchtime Lecture:


8:45 AMDebriefonmid-month


9:30 AMMeet with Carlos,

publishingmilestones

MichaelVenturi 617-555-44198:30 AMMeet regarding ad

Check overseasrevenue

11:30AMTaping forTVad

2:00 PMTennis


Doquarterlystatus

AmalNaj 919-555-0954

10:00 AMWeeklystaff

Michaela 011-44-181-739-6395

12:30PMLunch withJ.Burke:

SendprinterdatestoMike

MichaelKim 508-555-490810:30 AMTradeshowschedule


10:00AMBrunch atJohnny Conference callwithLeslie, Afsar, andChris


mockup

Michael'sbirthday9:00 AMReviewmanufacturigschedulewith

AndreaAlParrish 508-555-0901Maria&Norman

2:00 PMSteeringCommittee

meeting

Rough outlinedue to

Dagmar

8: 00 A M Bre a kfas t a t P e t e r' s G e t c ar i ns pec t e d! 2: 00 P M T enni s

MichaelKim 555-4908

201



Choose Edit and then choose Clear from the Notes

menu, or press DEL on you r keyboard . (Notes p laces

a line throu gh the entry to show it's marked fordeletion.)

In your calendar, click

the calendar entry you

want to delete.

When you want to delete the calendar entries you

marked, choose View and then choose Refresh, or

press F9.

1

2

3

202



Printing your calendar


You m ight want to print entries from your calendar for a p articular d ay,

week, or month. This gives you a p rinted sum mary of your ap pointments,

reminders, events, and anniversaries that you can have w ith you at all times.

17 18 19 20 21 22 23

24 25 26 27 28 29 30

2:00PMAntiqueFair atBronsfield

Doquarterly status

AmalNaj 919-555-0954

10:00AMWeeklystaff meeting

Michaela 011-44-181-739-6395

12:30PMLunch withJ. Burke:

productspecs

Send printer dates toMike!

MichaelKim 508-555-490810:30AMTradeshowschedule

meeting


10:00AMBrunchatJ ohnnyD'swithDar& Barbara

ConferencecallwithLeslie, Afsar, andChrisDianeWishna 416-555-3589

4:00PMReview:Catalogmockup

Michael'sbirthday9:00AMReviewmanufacturigschedulewithAndrea

AlParrish 508-555-0901Maria&Norman

2:00 PMSteering Committee

meeting

RoughoutlineduetoDagmar

8:00 AM B reakfasta tPe te r 's Ge tca r inspec ted! 2:00 PM Tennis

MichaelKim 555-49082:00 PMPricingCommittee

203





(Optional) If the p rinter

displayed in the Printer box

is not the printer you w ant,

click the Printer button and

choose a different p rinterfrom the list Notes displays.

4

Click th e OK button.5

YOU CAN ALSO...

... print a list of calendarentries for a range of dates.In the File Print dialog box,

enter a From and a To date.

205



Creating and tracking tasks


Most peop le have man y tasks they need to complete. Often they create a "To

Do" list that includ es these tasks and shows which ones are the most

importan t. You can create and pr ioritize you r "To Do" list right in Notes.

Notes includes a special view, the To Do view, that lets you look at and track

your progress on the tasks you need to complete. Notes also lets you create

tasks that pertain to a w orking group and lets you send them a copy of the

task.

When you look at the To Do view, Notes show s you w hich tasks you still

have to w ork on, which tasks are finished, and wh ich tasks are overdu e.

Clean Office

Do Inventory

Plan Party

R e t u r n C a l l s

P r e s

e n t a t i o

nU p d a t e B

u d g

e t F i n i s

h R e p o r t s

206



Click th e New To Do

Item button.

Click th e To Do bookmark to open the view.

In the Subject box,

briefly d escribe the task.

If you w ant to add more

details, add them in the

Description area.

3

2

1

YOU SHOULD KNOW

The "Subject" is what showsup in the To Do view.

In the Starts box, type

the date on which you

want to start working

on th e task, or click the

date bu tton and select

the date from the

pop-up calendar.

4

207







Opening a Web page you know about


If you know the address of a particular Web page, you can visit that page by

typing its add ress. This lets you op en Web pages w hose add resses you seeon television, hear on the rad io, or read about in newspap ers or magazines.

By the w ay, peop le on the Internet call an address a URL (Uniform Resource

Locator). The m ain reason for this is...well, nobody really know s the reason

for this, but it certainly sound s more important than "address."

210





Searching the Web for information


Searching the Web lets you find Web pages abou t topics you w ant to know

about. Perhaps you are doing research for a report for your boss. Perhapsyou are going to start jogging and wan t to learn about ru nning shoes.

Perhaps you are going on a trip to a foreign country and wan t to learn about

that country.

When you d o a search, Notes displays a list of Web pages related to the top ic

you searched for. Notes lets you u se the Web search p rodu ct that you p refer.

212



Click the d rop-down arrow on the search

navigation button (the one that looks like a

magn ifying glass) and then choose one of

the search options.

Type in the text to

search for and then

choose Go Get It!

1

2

213



Stopping a search or a page lookup

before it finishes


Sometimes, open ing a Web page or doing a search can take a long time. This

can happ en w hen the system is very busy or is having a problem locating

what you are looking for. By stopp ing a search, you can use the Web

Navigator to do other th ings and then retry the search at a later time.

S T

O P

214





Forwarding a Web page to someone else


If you find a Web page that you wan t someone else to see, you can m ail that

page to the other person . Notes creates a mail message that contains the Webpage. You can ad d a comment to the message if you w ant.

216



While reading a Web p age, choose Actions an d

then choose Forward.

Choose Forward copy of page

and click the OK button.

(Notes creates a mail message

that includ es the Web page

you are reading.)

Add ress the message

in the same way you

would any new m ail

message.

1

2

3

217



When you are ready to

send the message,

click the Send button.

5

If you w ant to add

your own comment to

the message, add it

above the Web page

you are forward ing.

4

218







The advanced class

(an appendix)

This book has gotten you started

using N otes. You can d o man ythings with Notes that weren't

described in this book. This

app endix tells you abou t a few of

those things. Rather than give

you step-by-step instructions for

doing them , however, we just

give you som e hints and then

leave you to flounder work on

your own . For some of these

things, the h ints will be all you'll

need to figure them ou t. For other

things, you m ay have to look in the Help system for add itional

assistance.

I hope th is book has been u seful to you. If it has, feel free to wr ite and

let me know. You can even send gifts, flowers, or chocolate. If the book

wasn't u seful, please keep it to your self. (You can still send gifts,

though.)

This chapter briefly describes the fo llow ing:

Creating a folder for you r bookmarks

Changing the letterhead on you r m ail messages

Using the perman ent pen

Creating a collapsed section

Creating an d editing a table

Using a full text ind ex to search for docum ents

Using database catalogs to find d atabases

Using Notes from another location

Creating a new view for your ow n use

Creating a new d atabase

Archiving your mail

Some ad ditional tips

221

16



Creating a folder for your bookmarks

By default, Notes includes some basic bookmark folders such as Favorites and

Databases. You can create and personalize folders for your daily tasks and insert

bookmarks into these folders to organize your work. To add a new folder into your

Database bookm ark, for examp le, click the Database bookm ark w ith the right mou se

button. Choose Create new folder from the N otes menu . In the Create Folder d ialog

box, type the name for the n ew folder in th e Folder nam e box. Click on a location for the

new folder in the "Select a location for the new folder" window. Click the OK button

when done.

Changing the letterhead on your mail messages

Notes lets you choose from more than 30 letterheads to p lace at the top of the mailmessages you create. Letterhead s make your m essages look fancier and say som ething

personal about you. (Hm m...better be careful about the one you choose.)

To change letterheads, choose Actions, then choose Tools, and then choose Preferences

from the Notes m enu . Click the Mail tab and then click the Letterhead tab. Select the

letterhead you wan t and then click the OK button.

222



Using the permanent pen

The perman ent pen lets you insert comm ents into a docum ent in a d ifferent color and

style than the rest of the text in the docum ent. If you're creating a d ocumen t with

black text, for example, you can use the perm anen t pen to create comm ents in green

italic text (or an y style text you want).

To use the perm anent p en, choose Text, then choose Permanent Pen, and then choose

Use Permanent Pen from the N otes menu. To turn off permanent p en, choose Text,then choose Permanent Pen, and then choose Use Permanent Pen again. The d efault

color and sty le for permanent pen is red, bold, 10 point H elvetica®. To change these

default settings, choose Text, then choose Permanent Pen, and then choose Permanent

Pen Style.

Creating a collapsed section

As you have seen, you can collapse a section of text so it takes up less space in a

docum ent. The read er can expand the section to read it.

To create a section, highlight the text you want N otes to includ e in the section. Choose

Create and then choose Section from the Notes menu .

SECTION

223



Creating and editing a table

You can ad d tab les to your N otes docum ents. Tables often make information easier to

see and u nd erstand.

To create a table in a d ocument you are creating or editing, choose Create and then

choose Table from the N otes menu . Click one of the table type button s and either

accept or typ e another nu mber for the row s and columns you w ant. Then click the OK

button When you create the table, Notes add s the Table comm and to the Notes menu to

help you customize your table. Whenever the cursor is in the table, Notes d isplays theTable command on the menu.

Using a full-text index to search for documents

If a da tabase has a full-text ind ex, you can d o more advanced searches than if it doesn 't.

For example, you can search databases for d ocum ents created by a particular au thor or

created before a particular date. You can also create complex search formu las using

mu ltiple criteria to find specific documents in databases.

To find ou t if a database has a full-text ind ex, d isplay the search bar (choose

View and then choose Search Bar from the N otes menu). If the word Indexed

app ears at the top right of the search bar, then you can use the index to do an

in depth search.

To create a full-text ind ex, d isplay the search bar , then click the More button,

and then click the Create Index button. (If the da tabase is on a server, you

mu st have Designer or Manager access to the database in order to create a full

text index.)

I n d e x

224



Using database catalogs to find databases

Your company m ight have set up database catalogs to make it easier for you to find

databases available to you . A database catalog contains lists of databases and theirdescriptions. You can op en databases d irectly from the database catalog. To find ou t if

your company has created any d atabase catalogs, ask your Notes administrator.

Using Notes from another location

Although you r office may be the m ain location at wh ich you use N otes, you can u se it

from other locations such as a hotel room or you r hom e. You can u se Notes from any

place in the world, as long as you have a comp uter, a mod em, and access to a phone

line.

The details for doing th is are too involved for the scope of this book. For m ore detailed

information, choose Help, then choose Help Topics, and then click the section nam ed

"Notes aw ay from the office." Choose the H elp topic that pertains to your situation."

225





Archiving your mail

Archiving your mail helps redu ce the size of your m ail database while saving the

messages you wish to keep . Redu cing the size of your m ail database makes it easier to

use and takes up less space on you r w orkstation or m ail server.

When you archive m essages, they are stored in an Archive database. You can have

Notes autom atically archive mail on a schedu led basis. You can also man ually archive

mail whenever you w ant. When you w ant to look at the messages you h ave archived,

simp ly open the Archive database.

To archive mail, open your mail. Choose File, then choose Database, and then choose

Properties. Click the first tab on the Database Properties box.

227

